Records Management - S-1 Procedural Overview

Role and responsibility

The Command Designated Records Manager (CDRM) runs the command records program in CROSS, the Command Records Operational Support Site. The S-1 owns the program as the administrative officer under MCO 5210.11FMCO 5210.11F paragraph 4c(3). Staff Section Records Managers (SSRMs) run records inside each section, directorate, or program outside the S-1.

The program changed from paper to electronic. MCBul 5210MCBul 5210 moved the Marine Corps into the Three-Phased Approach to Electronic Records Management (ERM). Phase I stood up CROSS. Phase II migrates shared drives to SharePoint Online under MARADMIN 331/24MARADMIN 331/24. Phase III, the final records solution, stays under construction. A file cabinet is now the exception, and it needs a waiver.

This page covers the command records program. The other pages under this topic cover individual Marine records, from unit diary and MIPS transactions to Page 11 entries and the member-to-member audit.

IGMC checklist 5210, effective 23 September 2025, inspects 15 items in five subsections. Every item looks for evidence in CROSS. Work from the checklist, not from memory.

Trigger events

• Change of command. NAVMC 10030 clock starts. CROSS Capstone tab updates.
• CDRM or SSRM transfers, separates, or rotates. Appoint a replacement in CROSS before the gap opens.
• Quarterly Capstone tasker arrives in ETMS2 from ARD Records.
• Annual records management training window opens.
• Annual essential records inventory comes due.
• Command chronology period closes. 31 March and 30 September for semiannual reporters, 30 September for annual reporters.
• NAVMC 10030/1 waiver nears its expiration date.
• IGMC or Commanding General's Inspection Program notice arrives.

Processing workflow

Subsection 1. Program management

1. GENA. Confirm the CDRM appointment in CROSS. Grade E-6 or GS-9 or higher per MCBul 5210 paragraph 3.b.(1)(a)1. No MOS requirement. A hardcopy appointment letter uploads to the Documents tab, Miscellaneous folder. IGMC item 0101.
2. GENA. Route the NAVMC 10030NAVMC 10030 to the commander. Signature due within 90 days of assuming command. Upload to Documents, Miscellaneous. IGMC item 0102.
3. GENA. Track annual records management training for every Marine, civilian, and contractor. Approved sources are MarineNet M01RMT0700, the DON Waypoints course Records Management in the DON Everyone's Responsibility, and the CROSS course USMC RM-Everyone's Responsibility Training. Upload CDRM and SSRM certificates to Documents, Training Documents. Upload the command roster or MCTIMS occasion separately. IGMC item 0103, NARA Bulletin 2017-01NARA Bulletin 2017-01, SECNAVINST 5210.8FSECNAVINST 5210.8F paragraph 5.l, MCO 5210.11F chapter 8 paragraph 5.
4. GENA. Appoint SSRMs in CROSS for every section, directorate, or program holding records outside the S-1. IGMC item 0104.
5. GENA. Maintain one master file plan in CROSS. Every section file plan rolls into it. Record schedules in CROSS match the records held in the command SharePoint Online Records Library, through disposition schedule metadata or SharePoint labels. IGMC item 0105, MCO 5210.11F chapter 3 paragraph 3.
6. GENA. Upload the records management SOP to Documents, SOP/COOP. A local order or bulletin satisfies the item. The SOP covers CROSS and SharePoint Online practices, not paper filing alone. IGMC item 0106, MCO 5210.11F paragraph 4c(3)(a).

Subsection 2. Paper and legacy records

7. GENA. Hold paper records on premises only under a current NAVMC 10030/1NAVMC 10030/1. Each waiver carries a unique expiration date from the Records Officer of the Marine Corps. List waived records with physical locations in column F of the file plan. No paper on hand, mark the item N/A. IGMC item 0201.
8. GENA. For legacy records at a Federal Records Center, the primary CDRM holds an ARCIS account. ARCIS handles retrieval for legal holds, litigation, and FOIA requests. ARCIS no longer handles transfers. Records in enterprise systems such as iAPS and DTS stay in those systems. Annotate their type and location on the CROSS file plan. IGMC item 0202.

Subsection 3. Essential records

9. GENA. Maintain the essential records plan inside the SOP, inside the COOP, or standing alone. Essential records is the current term for vital records in MCO 5210.11F chapter 7. Every section contributes to the master inventory. Upload the inventory to CROSS. IGMC item 0301.
10. GENA. Run the essential records inventory every year. Upload the signed inventory or memo to CROSS. A verbal statement fails the item. IGMC item 0302.
11. GENA. Keep essential records current and scheduled. The inspector samples up to five records against their NARA-approved schedules. IGMC item 0303.

Subsection 4. Capstone

12. GENA. When the command holds a billet on Form NA-1005, identify the Capstone official in CROSS and list GRS 6.1GRS 6.1 on the file plan. No Capstone billet, mark items 0401 through 0403 N/A. IGMC item 0401.
13. GENA. Answer the quarterly Capstone tasker in ETMS2 to USMC HQMC AR ARD RECORDS. The command task manager routes the tasker to the CDRM on receipt. Keep the last four responses. IGMC item 0402, OMB M-19-21OMB M-19-21 section 1.1, SECNAVINST 5210.8F enclosure 4 paragraph 6.g.
14. GENA. At every Capstone official change, update the CROSS Capstone tab and notify ARD Records through ETMS2. Report rank, name, billet title, NIPR email, SIPR email, and estimated rotation date. IGMC item 0403.

Subsection 5. Command history

15. GENA. Submit the command chronology to History Division as an OCR PDF to History.Division@usmcu.edu. The commanding officer signs it in ink. By direction, acting, and digital signatures fail. Semiannual reporters, FMF units to battalion and squadron level, submit by 30 June and 31 December. Annual reporters, Reserve units included, submit by 31 December. Designate a staff historian in writing. IGMC item 0501, MCO 5750.1HMCO 5750.1H chapter 5, MARADMIN 200/25MARADMIN 200/25 paragraph 3.

Disposition

16. GENA. Apply the NARA-approved disposition in SECNAV M-5210.1SECNAV M-5210.1 Part III to every record, filed by SSIC per SECNAV M-5210.2. See SSIC Codes. Run the annual retention assessment per MCO 5210.11F chapter 3 paragraph 1f(1). Route transfers to a Federal Records Center or NARA through ARD Records. MCO 5210.11F names the SF 135 as the transmittal.

The step-by-step CROSS tasks and the evidence for each item sit on the companion page, CROSS for the CDRM.

Systems of record and forms

Systems

• CROSS. Command records program of record. Appointments, NAVMC 10030, training, file plan, SOP, essential records, Capstone tab. CAC required on the mil network.
• SharePoint Online Records Library. Holds the command electronic records under disposition metadata or labels.
• ETMS2. Capstone taskers and change reports to USMC HQMC AR ARD RECORDS.
• ARCIS. Federal Records Center retrieval for the primary CDRM.
• MarineNet, DON Waypoints, and MCTIMS. Training completion and rosters.

Forms

• NAVMC 10030. Commander's Records Management Acknowledgement Agreement.
• NAVMC 10030/1. Records Management Paper Waiver Request.
• Form NA-1005. Verification for the Use of GRS 6.1, the Capstone billet list.
• SF 135. Records Transmittal and Receipt.

Common pitfalls

• CDRM rotates with no replacement in CROSS. IGMC item 0101 fails on the coverage gap.
• NAVMC 10030 on file carries the previous commander's signature. Item 0102 fails.
• Training finished but no certificates in CROSS. Item 0103 checks the upload, not the completion.
• Sections run their own file plans outside the CROSS master. Item 0105 fails.
• SOP covers paper filing only. Item 0106 fails.
• Paper records on hand with no waiver, or with an expired waiver. Item 0201 fails.
• Quarterly Capstone tasker sits in the task manager queue and never reaches the CDRM. Item 0402 fails.
• Command chronology signed by direction. History Division rejects it and item 0501 fails.

Decision points

• CDRM grade. MCO 5210.11F sets company or field grade officer, SNCO, or civilian equivalent. MCBul 5210 sets E-6 or GS-9 or higher. IGMC applies the bulletin standard.
• Paper or electronic. Electronic is the default. Keep paper only under an approved NAVMC 10030/1 and plan the conversion before the waiver expires.
• Capstone or N/A. A billet on Form NA-1005 puts the command in the Capstone cycle. No billet, annotate N/A on items 0401 through 0403.
• Records in an enterprise system. Leave them in iAPS, DTS, or the system of record. Annotate the file plan.

Authority

MCO 5210.11FMCO 5210.11F is the Marine Corps Records Management Program. MCBul 5210MCBul 5210 sets the interim ERM, CROSS, and Capstone requirements. SECNAVINST 5210.8FSECNAVINST 5210.8F and SECNAV M-5210.1SECNAV M-5210.1 set DON policy and dispositions. Statutory authority sits at 44 USC Chapter 3144 USC Chapter 31. S-1 responsibilities sit at MCO 5000.14DMCO 5000.14D enclosure 4. The workflow maps to NAVMC 3500.3E T-R events 0102-GENA-1006 (Supervise Marine Corps records program), 0111-GENA-1002 and 0111-GENA-2008 (Maintain Marine Corps records), and 0111-GENA-2104 (Supervise Marine Corps records management program). The IGMC Records Management checklist is the audit baseline.

Related references

• MCO 5210.11F. Marine Corps Records Management Program.
• MCBul 5210 dtd 29 Aug 2025. Interim program changes, CROSS, Capstone, training.
• SECNAVINST 5210.8F. DON Records Management Program.
• SECNAV M-5210.1. DON Records Management Manual and disposition schedules.
• NAVMC 10030 and NAVMC 10030/1. Commander's acknowledgement and paper waiver.
• GRS 6.1. Capstone email schedule.
• MCO 5750.1H and MARADMIN 200/25. Command chronology.
• HQMC ARD Records. HQMCREC-MGR@usmc.mil, with SMB_HQMC_RMOUTREACH@usmc.mil copied.