SECNAV M-5216.5
March 2010
3-1
CHAPTER 3
Electronic Records
3-1 General. An electronic record is any information that is recorded in a form that only a
computer can process and that satisfies the definition of a Federal record (SECNAV M-5210.1
Department of the Navy Records Management Manual, part I, paragraph 17) -- information
made or received in connection with the transaction of public business and preserved or
appropriate for presentation as evidence of the organization, functions, policies, decisions,
operations, etc, or because of its information value. Electronic documents, including e-mails, are
Federal records to the same extent as their paper counterparts would be. In practice, there is no
difference between managing electronic and paper records.
3-2 Procedures
1. Creation. Before a document is created on an electronic records system that will maintain
the official file copy, each document must be identified sufficiently to enable authorized
personnel to retrieve, protect, and dispose of it. When feasible, create the electronic record
within a DoD certified electronic records management application (RMA), such as Hewlett
Packard Total Records Information Management (TRIM) Context, using procedures established
for record creation within the RMA.
a. Naming Files. Naming electronic files resembles labeling paper file folders. When
naming subdirectories or “folders,” use the Standard Subject Identification Code (SSIC)
(SECNAVM-5210.2, Department of the Navy Standard Subject Identification Code (SSIC)
Manual) and any logical combination of alphanumeric characters permitted by the operating
system and descriptive of the series. For example, a subdirectory labeled 5240 would show
“General Administration and Management” files containing correspondence on industrial
methods that are destroyed after5 years. Identifying information for each document may include
the office of origin, the SSIC, key words for retrieval, addressee (if any), signature, originator,
date, authorized disposition (coded or otherwise), and security classification (if applicable).
Ensure that electronically maintained records can be correlated with related records on paper,
microform, or other media. When creating within, or transferring to, an approved RMA, comply
with specific naming, identification and tracking requirements established for the RMA.
b. Labeling Disks or Tapes. Adhere to the following procedures when it is not practicable
to create or maintain an electronic record within an approved RMA (for example, none is
available to the activity). To prevent damage to the disk or tape, write the information on the
label before you put it on the disk. Never erase information on a label once it is in place. When
affixing a label to a disk, choose an area away from all holes. Be sure labels identify the
hardware and software that will read the information, security classification (if applicable), the
SSIC, description, and disposition instructions. Do not affix external labels to Compact Disk –
Read Only Memory disks.