Reports Management - S-1 Procedural Overview

Role and responsibility

The unit commander promulgates the Reports Management Program directive per MCO 5214.2GMCO 5214.2G paragraph 4b(4)(a) and appoints the Command Reports Manager in writing per paragraph 4b(4)(b). The Command Reports Manager runs the daily program including the Reports Inventory per Chapter 3, the 3-year review per Chapter 5, the redundancy review per SECNAVINST 5210.16SECNAVINST 5210.16 paragraph 7d-f, the local reporting case files per Chapter 2 paragraph 7a and Appendix A, the public information collection routing through OMB per Chapter 6 paragraph 1d, and the DITPR-DON registration per paragraph 5b(2). The S-1 officer or adjutant signs by direction on routine reports management actions. The records manager coordinates the records retention for the Reports Management file per SECNAV M-5210.1. The Administration and Resource Management Division (AR) at HQMC sponsors the program through the Administrative Records and Directives Branch (ARDB).

Source documents flow from the higher headquarters reporting requirements, the unit local reporting requirements, the case file packages per Appendix A, the Reports Inventory entries, the 3-year review records, the OMB approval requests for public information collections (10 or more members of the public), and the DITPR-DON registration records for electronic reports systems. Reports Management outputs include the Command Reports Manager appointment letter, the command directive, the continuity binder, the published Reports Inventory of valid and cancelled requirements, the 3-year review record covering every existing report, the redundancy review notes for each new collection, the local reporting case files documenting the report's life, the OMB approval record for public collections, the DITPR-DON registration confirmation for electronic systems, the commander brief, and the audit trail for IGMC inspection.

Per Chapter 1 paragraph 3a, the Reports Management Program ensures information collections are required by policy, not already available from other sources, worth the burden to collect, and challenged when no longer needed. Per SECNAVINST 5210.16 paragraph 5 a-d, the DON-level program implements the Paperwork Reduction Act (44 U.S.C. Chapter 35) and 5 CFR Part 1320.

Sub-pages in this category

• Electronic Systems and DITPR-DON. Chapter 5b(2) covering registration of electronic reports systems in DITPR-DON, SECNAV Note 5210, and SECNAV M-5210.1 records management.
• Local Reports and OMB Approval. Chapter 2 paragraph 7a, Chapter 6 paragraph 1d, Appendix A, and 5 CFR Part 1320 covering local reporting directive publication, case file maintenance, and OMB approval for collections from 10 or more members of the public.
• Reports Inventory. Chapter 3 paragraph 1 and Chapter 5 paragraph 2d covering the published inventory of valid and cancelled recurring reporting requirements.
• Reports Manager and Command Directive. Paragraphs 4b(4)(a), 4b(4)(b), and 4b(4)(c) covering Command Reports Manager appointment, Reports Management Program directive promulgation, and continuity binder establishment.
• Redundancy Review. SECNAVINST 5210.16 paragraph 7d-f and MCO 5214.2G covering review of new collections against higher-authority forms (NAVMC, DD, SF) and avoidance of duplication.
• Three-Year Review Cycle. Chapter 5 paragraph 1 and Chapter 1 paragraph 3a(4) covering the 3-year review of all existing reports for validity, continued need, and burden reduction.

Trigger events

• New unit stand-up triggering Command Reports Manager appointment.
• Change of command triggering Reports Management Program directive refresh.
• New higher headquarters reporting requirement received.
• Unit staff section proposes a new information collection.
• 3-year review cycle opens on an existing report.
• Report no longer required triggering cancellation in the inventory.
• Local reporting requirement triggers case file establishment.
• Public information collection (10+ members of the public) triggers OMB approval routing.
• Electronic reports system fielded triggering DITPR-DON registration.
• IGMC Reports Management FA inspection notice arrives.

Processing workflow

1. Designate the Command Reports Manager. Per MCO 5214.2GMCO 5214.2G paragraph 4b(4)(b), the unit commander appoints the Command Reports Manager in writing.
2. Promulgate the command directive. Per paragraph 4b(4)(a), the unit commander publishes the Reports Management Program directive (order or bulletin) documenting organizational reporting requirements, tracking, and compliance with legal and statutory requirements.
3. Establish the continuity binder. Per paragraph 4b(4)(c), the Command Reports Manager builds the continuity binder including section POCs, MCO 5214.2G, SECNAVINST 5210.16SECNAVINST 5210.16, the Reports Inventory, and the 3-year review documentation.
4. Publish the Reports Inventory. Per Chapter 3 paragraph 1 and Chapter 5 paragraph 2d, publish the inventory of valid and cancelled recurring reporting requirements.
5. Run redundancy review. Per SECNAVINST 5210.16 paragraph 7d-f, before establishing a new collection, the Command Reports Manager confirms a higher-level form (NAVMC, DD, SF) does not already collect the information.
6. Conduct 3-year review. Per Chapter 5 paragraph 1 and Chapter 1 paragraph 3a(4), every existing report runs through review every 3 years for validity, continued need, and burden reduction.
7. Maintain local reporting case files. Per Chapter 2 paragraph 7a and Appendix A, every local reporting requirement carries a case file documenting the directive requiring it, the date required, a sample of the report, and the assigned Report Control Symbol.
8. Process OMB approval for public collections. Per Chapter 6 paragraph 1d and 5 CFR Part 1320, collections from 10 or more members of the public route through OMB approval. Local forms and surveys do not substitute for OMB-approved forms.
9. Register electronic reports systems in DITPR-DON. Per paragraph 5b(2), electronic reports systems register in the Department of Defense Information Technology Portfolio Repository-Department of the Navy (DITPR-DON) to ensure records management per SECNAV Note 5210 and SECNAV M-5210.1.
10. Brief reports management posture. The Command Reports Manager briefs the commander on inventory status, 3-year review progress, new collections, and IGMC inspection readiness.

Systems of record and forms

Systems

• Unit Reports Management Continuity Binder. Per MCO 5214.2G paragraph 4b(4)(c).
• Reports Inventory. Per Chapter 3 paragraph 1.
• DITPR-DON. Per paragraph 5b(2). Holds electronic reports systems.
• Marine Corps AR (ARDB) Program Records. Holds Marine Corps-wide reports inventory.
• Unit Records System. Holds the Reports Management file per SECNAV M-5210.1.

Forms

• Command Reports Manager Appointment Letter. Per paragraph 4b(4)(b).
• Reports Management Program Command Directive. Per paragraph 4b(4)(a). Template available on the AR Reports Management SharePoint site.
• Reports Inventory. Per Chapter 3 paragraph 1.
• Local Reporting Case File. Per Chapter 2 paragraph 7a and Appendix A.
• 3-Year Review Record. Per Chapter 5 paragraph 1.
• OMB Approval Package. Per Chapter 6 paragraph 1d and 5 CFR Part 1320.

Common pitfalls

• Command Reports Manager appointment missing. Per paragraph 4b(4)(b), the appointment runs in writing.
• Reports Management Program directive missing. Per paragraph 4b(4)(a), the unit publishes the directive.
• Continuity binder incomplete. Per paragraph 4b(4)(c), the binder carries POCs, the orders, the inventory, and the 3-year review records.
• Reports Inventory not published. Per Chapter 3 paragraph 1, the inventory publishes covering valid and cancelled requirements.
• Redundancy review skipped on new collection. Per SECNAVINST 5210.16 paragraph 7d-f, the review confirms no higher-level form exists.
• 3-year review cycle missed. Per Chapter 5 paragraph 1, every report runs through review every 3 years.
• Local reporting requirement without case file. Per Chapter 2 paragraph 7a and Appendix A, every local requirement carries a case file.
• Public information collection without OMB approval. Per Chapter 6 paragraph 1d and 5 CFR Part 1320, public collections (10+ persons) require OMB approval.
• Electronic reports system not registered in DITPR-DON. Per paragraph 5b(2), the system registers.
• Local form duplicating a higher-level form. Per SECNAVINST 5210.16 paragraph 7d-f, the higher-level form applies when one exists for the information being collected.

Decision points

• Local reporting requirement versus higher-authority report. Per Chapter 2 paragraph 7a and SECNAVINST 5210.16 paragraph 7d-f, the Command Reports Manager confirms higher-authority forms do not exist before establishing a local report.
• Cancellation versus continuation at 3-year review. Per Chapter 5 paragraph 1, the review assesses validity and continued need. Cancellation flows when the report no longer supports the original purpose.
• OMB approval applicability. Per Chapter 6 paragraph 1d, collections from 10 or more members of the public route through OMB. Internal DoD-only collections do not.
• DITPR-DON registration scope. Per paragraph 5b(2), electronic reports systems sponsored by the command register. Systems consumed without sponsorship do not register at the unit level.

Authority

This category sits under MCO 5214.2GMCO 5214.2G Marine Corps Information Requirements (Reports) Management Program with Chapter 1 paragraph 3a (Reports Management Program Scope), Chapter 2 paragraph 7a (Case File), Chapter 3 paragraph 1 (Reports Inventory), Chapter 5 paragraph 1 and paragraph 2d (3-Year Review), Chapter 6 paragraph 1d (Public Information Collections), and Appendix A (Case File Template). Paragraphs 4b(4)(a) through 4b(4)(f) cover the command-level execution duties. Paragraph 5b(2) covers DITPR-DON. SECNAVINST 5210.16SECNAVINST 5210.16 sets the parent DON Reports Management Program. 5 CFR Part 1320 implements the Paperwork Reduction Act (44 U.S.C. Chapter 35). SECNAV M-5210.1 covers DON records management. SECNAV M-5210.2 covers SSIC labeling. SECNAV Note 5210 covers electronic records management. MCO 5215.1KMCO 5215.1K covers directives. S-1 responsibilities sit at MCO 5000.14DMCO 5000.14D MCAP. The processing workflow maps to NAVMC 3500.3E T-R event 0102-GENA-1006 (Reports Management). The IGMC Reports Management FA Checklist covers Sections 01.0 (all commands) and 02.0 (originating commands).

Related references

• MCO 5214.2G. Marine Corps Reports Management Program.
• SECNAVINST 5210.16. Parent DON Reports Management Program.
• 5 CFR Part 1320 and 44 U.S.C. Chapter 35. Paperwork Reduction Act framework.
• SECNAV M-5210.1 and SECNAV M-5210.2. Records management and SSIC.
• MCO 5215.1K. Directives.
• NAVMC 3500.3E. T-R event 0102-GENA-1006.
• IGMC Reports Management FA Checklist. Audit baseline.