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wp-5015

wp-5015

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Published by Mark Cheney

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Published by: Mark Cheney on Mar 01, 2009
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05/10/2014

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DRAFT
NYGD 5015
RECORDKEEPING SYSTEM - NYGD 5015
PREFACE
BY ORDER OF THE COMMANDER
LSIOR
E
EXC
OFFICIAL:
JOHN F. BAHRENBURG
Major General, New York Guard
Commander
1. Purpose.The purpose of recordkeeping is to properly manage information, from its creation
through final disposition, according to State laws and NYG recordkeeping requirements. This
directive --
a. Establishes the Recordkeeping System for the New York Guard utilizing the Directives

System.
b. Furnishes the only legal authority for destroying nonpermanent NYG information.
c. Provides life cycle management instructions for the systematic identification,

maintenance, storage, retirement, and destruction of NYG information recorded on any medium.
d. Ensures that the commander and staff have the information needed to accomplish the
mission.
e. Preserves those records needed to protect the rights and interests of the NYG and its
members and former members, and those that are of permanent value.
f. Provides for the systematic removal of less active records from office space to archival
space.
2. Application.The policies and procedures established in the publication applies to the
Headquarters, NYG, and all units where similar systems have not been developed by the Major
Commands.
3. Scope.This publication describes the recordkeeping system of the New York Guard.
4. Basis.? State law on records is?.
1
NYGD 5015
DRAFT
RECORDKEEPING SYSTEM - NYGD 5015
TABLE OF CONTENTS
CHAPTER
PAGE

I OVERVIEW\u2026.\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026. I-1 1. Policy\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026...\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026 II-1 2. Application\u2026\u2026\u2026\u2026\u2026\u2026...\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026..\u2026\u2026\u2026 II-1 3. Principles of Recordkeeping.\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026\u2026\u2026 II-1

II RESPONSIBILITIES\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026...\u2026..\u2026\u2026\u2026 II-1 1. Deputy Chief of Staff for Electronics and Communications..\u2026..\u2026\u2026\u2026....\u2026 II-1 2. Headquarters Staff\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026..\u2026..\u2026\u2026\u2026 II-1 3. Commanders of New York Guard Components\u2026\u2026\u2026\u2026\u2026.\u2026\u2026\u2026\u2026\u2026..\u2026 II-1

III FILING PROCEDURES

1. Maintaining Information\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026\u2026\u2026\u2026.\u2026\u2026\u2026 III-1 2. Inspecting Records\u2026\u2026..\u2026\u2026..\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026 III-1 3. Marking the files\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026 III-1 4. Cross-references..\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026\u2026 III-2 5. Recordkeeping Supplies\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026.\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026 III-2 6. Use of Guides and Folders\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026 III-2 7. Arrangement of Files\u2026\u2026...\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026.\u2026\u2026\u2026\u2026.\u2026\u2026\u2026\u2026\u2026\u2026 III-2 8. Maintenance of Records in Libraries\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026.\u2026\u2026\u2026\u2026\u2026\u2026 III-2 9. Suspense Files\u2026\u2026...\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026 III-4

IV LABELING PROCEDURES

1. File Numbers\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026\u2026 IV-1 2. Labeling\u2026\u2026..\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026...\u2026\u2026\u2026\u2026 IV-1 3. Lists of File Numbers\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026..\u2026\u2026\u2026\u2026\u2026 IV-1

V APPLYING DISPOSITION INSTRUCTIONS

1. Disposition Standards\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026.\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026 V-1 2. Files Cut Off\u2026\u2026..\u2026\u2026..\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026...\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026 V-1 3. Disposition Instructions\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026..\u2026\u2026..\u2026\u2026\u2026\u2026\u2026 V-1

APPENDIX A, File Numbers\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026\u2026.. A-1
2
DRAFT
NYGD 5015
CHAPTER I
OVERVIEW
1. Policy.The NYG will maintain a recordkeeping system to ensure records are filed to allow
rapid recovery for the accomplishment of missions, response to Freedom of Information Law
requests, and to ensure the permanent retention of historical records.
2. Application.
a. Recordkeeping applies to -.
(1) All unclassified NYG records, including For Official Use Only (FOUO), regardless
of media.

b. Recordkeeping does not apply to -
(1) Publications and blank forms stocked for filling requisitions.
(2) Reference materials and books in formally organized and designated libraries.

(3) Reproduction materials.
3. Principles of Recordkeeping.
a. Within the Recordkeeping System, records are identified and filed under the number of
the primary directive that prescribes those records be created, maintained, and used.

b. The file number is the key to the recordkeeping. It identifies the records for file and
retrieval. Recordkeeping numbers are made up of the prescribing directive number followed by
an alpha suffix if needed for subfiles.

c. Privacy Act applicability is noted where appropriate.
d. Housekeeping files are located under 5005, Office Management. These are records that
develop because and office exists, not why and office exists.
I-1

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