R 051306Z FEB 10 

ALCOAST 068/10
COMDTNOTE 5212
SUBJ: HAITI HUMANITARIAN ASSISTANCE RECORDS RETENTION GUIDANCE
A. INFORMATION AND LIFE CYCLE MANAGEMENT MANUAL, COMDTINST
M5212.12 (SERIES)
B. COAST GUARD FREEDOM OF INFORMATION AND PRIVACY ACTS MANUAL,
COMDTINST M5260.3(SERIES)
1. AS WE CONTINUE TO PROVIDE MUCH NEEDED SUPPORT TO HAITI REGARDING
HUMANITARIAN ASSISTANCE RESPONSE OPERATIONS, UNITS MUST ENSURE
OFFICIAL RECORDS ARE CAPTURED AS EVENTS UNFOLD.  THIS IS IMPORTANT
TO LEVERAGE LESSONS LEARNED, MAINTAIN COAST GUARD HISTORICAL DATA
AND SAFEGUARD THE PERMANENT RECORDS THAT WILL BE CREATED.
2. FURTHER, FOIA REQUESTS ARE ANTICIPATED IN CONNECTION WITH THE
HAITI DISASTER,THEREFORE, UNITS SHOULD RETAIN AND LABEL RELATED
ELECTRONIC AND PAPER RECORDS E.G. ALL OFFICIAL RECORDS, INCLUDING
VIDEOS, PHOTOGRAPHS, MESSAGES, E-MAILS, CHAT ROOM LOG TRANSCRIPTS,
DAILY OPERATIONS UPDATE BRIEFS AND ORDERS PASSED BY VOICE (VOCO).
LABEL ALL SUCH INFORMATION "HAITI HUMANITARIAN ASSISTANCE" TO
FACILITATE FUTURE ACCESS AND RETRIEVAL.
3. THE FINAL COLLECTION AND DISPOSITION OF ASSOCIATED RECORDS AND
CHRONOLOGY SHALL BE MANAGED PER REFS A AND B.  IN THE INTERIM,
RETAIN ORIGINALS IN PAPER AND ELECTRONIC FORMAT WHEREVER POSSIBLE
TO FACILITATE LATER ACCESSIBILITY AND PORTABILITY.
4. ITEMS APPROPRIATE TO BE TRANSMITTED VIA EMAIL SHOULD BE SENT TO
HAITI(AT)USCG.MIL.  ADDITIONALLY, PLEASE FORWARD SUBJECT RECORDS
ALREADY GENERATED TO THIS ADDRESS AND ADD IT TO ALL SUBSEQUENT
TRANSMISSIONS RELATING TO HAITI HUMANITARIAN ASSISTANCE RECORDS.
5. QUESTIONS MAY BE ADDRESSED TO THE CG RECORDS OFFICER, MS.PAMELA
NORMAN AT PAMELA.J.NORMAN(AT)USCG.MIL. PHONE (202)475-3534.
6. RELEASED BY CAPT M. LYTLE, ACTING ASSISTANT COMMANDANT FOR
COMMAND,CONTROL, COMMUNICATIONS, COMPUTERS, AND INFORMATION
TECHNOLOGY.
7. INTERNET RELEASE AUTHORIZED.