Staff Section Records Manager (SSRM)

Why Your Section Needs an SSRM

Your section's emails, orders, reports, and decision papers are federal records. The S-1 does not hold them. You do. The Command Designated Records Manager (CDRM) runs the program across the command. The Staff Section Records Manager (SSRM) runs it inside one section, directorate, or program.

IGMC checklist 5210 item 0104 checks for an SSRM in CROSS for every section holding records outside the S-1. The inspector opens CROSS, not your desk. No appointment in CROSS, no credit.

Authority runs through MCO 5210.11FMCO 5210.11F paragraph 4c(3)(b), which has the administrative officer advise the commander on appointing records personnel in each staff section, and MCBul 5210MCBul 5210 paragraph 3.b.(2), which has the CDRM appoint support personnel for sections needing attention.

The Procedure

1. Accept the appointment. Owner, section OIC or SNCOIC. Trigger, CDRM request or a section without an SSRM. Confirm your name shows on the command CROSS page.
2. Train. Owner, you. Trigger, appointment and every 12 months after. Take MarineNet M01RMT0700, the DON Waypoints course, or the CROSS course USMC RM-Everyone's Responsibility Training. Send the certificate to the CDRM for upload to Documents, Training Documents. IGMC items 0103 and 0104.
3. Inventory the section's records. Owner, you. Trigger, appointment and annual review. List what the section creates and keeps, by subject. Give the list to the CDRM to map against the master file plan. IGMC item 0105.
4. Move records into SharePoint Online. Owner, you, with the Site Collection Administrator. Trigger, any record sitting on a shared drive, a desktop, or a personal OneDrive. Records belong in the SharePoint Online Records Library under the schedule the CDRM assigns. MARADMIN 331/24 directs the shared drive migration.
5. Report paper. Owner, you. Trigger, any paper record kept in the section. Tell the CDRM what it is and where it sits. Paper on premises needs a NAVMC 10030/1 waiver. IGMC item 0201.
6. Feed the essential records inventory. Owner, you. Trigger, the annual inventory. Name the records your section needs to keep operating in a crisis. Confirm the copies are current. IGMC items 0301 through 0303.
7. Train the section. Owner, you. Trigger, a Marine joins, and the annual cycle. New personnel complete training within 60 days of arrival under NARA Bulletin 2017-01NARA Bulletin 2017-01. Send completion to the CDRM for the command roster.
8. Hand off. Owner, you. Trigger, PCS, EAS, or a billet change. Name your replacement to the CDRM before you leave.

Decision Points

What the Inspector Asks You

• Show me your appointment in CROSS.
• Show me your training certificate.
• Where does your section keep its records.
• Which of your records are essential records.
• Do you hold any paper.

Answer from CROSS and SharePoint Online. A verbal answer with no upload behind it fails the item.

Coaching Your Marines

• Save to the Records Library, not to a desktop.
• Name files so the next Marine finds them.
• Forward business texts inside 20 days.
• Finish annual records training on time.

Where to Go Next

• The CDRM owns the CROSS page and the master file plan.
• ARD Records answers program questions at HQMCREC-MGR@usmc.mil, with SMB_HQMC_RMOUTREACH@usmc.mil copied.
• The IGMC Records Management checklist lists every item the inspector checks.