ALCOAST 482/23 - DEC 2023 COAST GUARD SPECIAL NEEDS PROGRAM CLOSED RECORD STORAGE AND DISPOSITION UPDATE

R 051717Z DEC 23   MID120000695299U
FM COMDT COGARD WASHINGTON DC
TO ALCOAST
BT
UNCLAS
ALCOAST 482/23
SSIC 1754
SUBJ: COAST GUARD SPECIAL NEEDS PROGRAM CLOSED RECORD STORAGE
AND DISPOSITION UPDATE
A. Records & Information Management Program Roles And
Responsibilities, COMDTINST 5212.12B
B. Special Needs Program, COMDTINST 1754.7C
1. The Office of Work-Life (CG-1K12) updated the process regarding
the Special Needs Program closed case management record storage and
disposition.
2. Effective immediately upon case closure, closed records will be
stored at the decentralized location (Work Life offices) and after
a 3-year retention, the record is destroyed by the decentralized
office as stated in the USCG Comprehensive Records Retention
Schedule 1754, Item 1.
3. As stated in REF (A) Case records are maintained at a
decentralized location until the USCG military or civilian personnel
is separated or retired, eligible family member is no longer an
eligible dependent, or the eligible dependent is no longer diagnosed
as having a special need.
4. As stated in REF (B), because of the sensitive nature of the
Special Needs Program and based on the confidentiality requirements
of family members' medical conditions, all Coast Guard personnel
involved in the implementation of the Special Needs Program must
ensure the information available to them is treated according to all
relevant Coast Guard policy and federal laws and regulations,
including REFs (d), (e), and (f) of REF (B).
5. Storage, retention and destruction will be coordinated with the
office's Records Coordinators. Supporting coordinators can be
identified by consulting the directory found at:
(Copy and Paste URL Below into Browser)

https://uscg.sharepoint-mil.us/sites/cg61/CG611/RCC/Lists/
Appointment%20Letters/Public.aspx

6. Offices must complete and submit a records disposal log to
USCGRecordsManagement@uscg.mil as stated in USCG Records Disposal
Guidance at:
(Copy and Paste URL Below into Browser)

https://uscg.sharepoint-mil.us/sites/cg61/SitePages/CG-611-Policy
-and-Directives.aspx

7. Update to Federal Register, Volume 76 Issue 85
(Tuesday, May 3, 2011) [Docket No. DHS-2011-0020] Special Needs
Program System of Records Notices (SORN) is pending.
8. POC for this matter is Sue Carter, Special Needs Program Manager,
susie.d.carterd@uscg.mil
9. RADM Dana L. Thomas, Assistant Commandant for Health, Safety, and
Work-Life (CG-1K), sends.
10. Internet release is authorized.