Records Management

1
Records Management
2
What is an IG Record?

• Correspondence
• Evidence documents
• Inspection Reports
• Inquiry/Investigation reports
• Interview transcripts
• IG files may include documents not prepared by
  IGMC and Command Inspectors!

3
Case File Management During an Investigation

• IO will create/collect MANY documents
• Eliminate extraneous material!!!
• Well organized document will assist in a smooth
  investigation
• Label all DRAFT copies appropriately
• Dont throw away any documents until case is
  complete
• Maintain all IO notes until case is complete

4
Case File ManagementInvestigation Complete

• Retain
• Original complaint
• Tasking or forwarding letters
• Completed investigation reports with supporting
  documents
• All endorsements
• Sworn and unsworn statements (written and
  transcribed)

5
Case File ManagementInvestigation Complete

• Dont Retain
• Copies of common command instructions
• MCO, MARADMINs, DoD Instructions, SECNAVINSTs
• Policy statements
• Telephone logs
• Organizational manuals

6
Records Disposition

• Investigations
• 4 years in local office, 16 more in government
  storage
• Assistance
• 2 years in local office, then destroyed
• These are general rules. In unique cases, consult
  legal counsel to ensure compliance.

7
Summary

• IG records retention is a critical issue
• IGMC is available to assist you!
• Make sure you know the regulations and how they
  apply BEFORE destruction of IG records.