COMDTINST 5212.12B governs the U.S. Coast Guard Records and Information Management Program for all USCG records.
View COMDTINST 5212.12B on armypubs.army.mil
The publication outlines records management roles across the Coast Guard and removes retention schedules, SSIC codes, and procedural guidance. It requires Records Coordinator designations and defines records, non-records, lifecycle stages, schedules, and retention periods.
Applies to: This Instruction is applicable to all USCG personnel, Unit Commanders, Commanding Officers, Officers-in-Charge, Deputy/Assistant Commandants, Chiefs of Headquarters Staff Elements, and contractual personnel working on behalf of the USCG.
Pursuant to the 36 CFR 1220.34d, the USCG must “…assign records management responsibilities in each program (mission) and administrative area to ensure incorporation of recordkeeping requirements and records maintenance, storage, and disposition practices into agency programs, processes, systems, and procedures.” (paragraph 4)
Each individual assigned to USCG has the inherent responsibility to create, identify, collect, protect, and assist in the management, retention, proper destruction, and transfer of all records/information produced, regardless of medium or classification.
The Commanding Officer in each District described in Paragraph 10(f) must designate Records Coordinators to serve as the POC to the HQ RM Program. (paragraph 7)
Records must be retained and made accessible for the length of their retention period, before temporary records can be destroyed or deleted, and before permanent records can be transferred into the National Archives.
The legal approval granted by NARA, through USCG’s Comprehensive Records Schedule and NARA’s General Records Schedules (GRS), authorizing USCG to destroy temporary records or to transfer permanent records to the National Archives at the end of their retention period.