Legal Files and Records Management - S-1 Procedural Page

Role and responsibility

The legal clerk labels, files, and retains every legal file per SECNAV M-5210.2 Part I Chapter 2 paragraph 2-2 and SECNAV M 5210.1 (2019) Schedules Cross Walked by Chapter. The S-1 chief tracks the unit records retention review against the annual cycle. The S-1 officer signs by direction on the unit records management posture. The unit legal advisor identifies attorney work product files for proper marking per JAGINST 5800.7GJAGINST 5800.7G Chapter II section 0210f(2).

Source documents flow from every legal action (UPB, charge sheet, JAGMAN investigation, admin separation, CJIS report), the underlying SSIC code from SECNAV M-5210.2, the open and close dates, the disposal instruction from SECNAV M 5210.1, and the attorney work product marking when applicable. Outputs include the labeled file folder, the indexed file system, the retention review record, the disposed file documentation, and the audit trail for IGMC inspection.

Per SECNAV M-5210.2 Part I Chapter 2 paragraph 2-2, every legal file folder labels with the SSIC, the open and close dates, and the disposal instructions on the outside of the folder. Per SECNAV M 5210.1 page III-1 paragraph 2.b, the Schedules Cross Walked by Chapter map every record type to a retention period and a disposition action.

Trigger events

• New legal case file opens (UPB, charge sheet, JAGMAN investigation, admin separation, CJIS report).
• Legal case closes triggering file close-out and disposal date assignment.
• Annual records retention review cycle opens.
• Records destruction window arrives per SECNAV M 5210.1.
• Move or transfer of records triggering accountability transfer.
• IGMC Legal Administration FA inspection covers Files (Section 03.0 item 0301).

Processing workflow

1. Label every legal file folder. Per SECNAV M-5210.2 Part I Chapter 2 paragraph 2-2, every folder carries the SSIC, the open and close dates, and the disposal instructions on the outside.
2. Record the SSIC. Pull the appropriate SSIC from SECNAV M-5210.2. Common SSICs include 1626 (NJP), 5800 (Legal), 5810 (Military Justice), 5811 (Courts-Martial).
3. Record open and close dates. The open date marks the start of the case. The close date marks the convening authority action or the case completion.
4. Record disposal instructions. Pull the disposal rule from SECNAV M 5210.1 Schedules Cross Walked by Chapter.
5. Maintain UPB alphabetically. Per MCO 5800.16MCO 5800.16 Volume 14 paragraph 011110.A and B, the UPB retains alphabetically for 3 full years in a loose-leaf binder or electronic file folder.
6. Retain SCM cases. Per SECNAV M 5210.1, retain Summary Court-Martial cases 2 years from the case close.
7. Retain SPCM and GCM cases. Per SECNAV M 5210.1, retain Special and General Court-Martial cases 2 years after completion of appellate review.
8. Retain Activity Discharge Records. Per SECNAV M 5210.1, retain Activity Administrative Discharge Records 3 years.
9. Retain Administrative Investigations. Per SECNAV M 5210.1 and JAGINST 5800.7GJAGINST 5800.7G, retain investigation files per the schedule.
10. Mark Litigation-Report Investigation files. Per JAGINST 5800.7G Chapter II section 0210f(2), the file marks "FOR OFFICIAL USE ONLY: LITIGATION/ATTORNEY WORK PRODUCT".
11. Run the annual records retention review. The legal clerk pulls the file inventory, identifies records past retention, and processes disposal per SECNAV M 5210.1.

Systems of record and forms

Systems

• Unit Legal File System. Holds the labeled folders organized by SSIC.
• Electronic Records Management System. Holds electronic UPBs and case files.
• Records Retention Schedule. SECNAV M 5210.1 Schedules Cross Walked by Chapter.
• SSIC Database. SECNAV M-5210.2.

Forms

• File Folder Label. Carries SSIC, open and close dates, disposal instructions.
• Records Retention Review Memorandum. Annual review record.
• Records Disposal Memorandum. Documents destruction or transfer.
• Litigation-Report Investigation File Cover. Marked "FOR OFFICIAL USE ONLY: LITIGATION/ATTORNEY WORK PRODUCT".

Common pitfalls

• File folder labeled without SSIC, open/close dates, or disposal instructions. Per SECNAV M-5210.2 paragraph 2-2, all three are required on the outside of the folder.
• UPB filed past 3 years without authorized retention extension. Per Volume 14 paragraph 011110.A and B, the retention is 3 full years.
• SCM case destroyed before 2 years. Per SECNAV M 5210.1, retain 2 years from case close.
• SPCM or GCM case destroyed before 2 years post appellate review. Per SECNAV M 5210.1, retain 2 years after appellate review completes.
• Activity Discharge Record destroyed before 3 years. Per SECNAV M 5210.1, the retention is 3 years.
• Litigation-Report Investigation file unmarked. Per JAGINST 5800.7G Chapter II section 0210f(2), the FOUO Attorney Work Product marking is required.
• Annual records retention review skipped. Without the review, expired records remain on file or current records get destroyed early.
• Electronic file folder without disposal instructions. Per SECNAV M 5210.1, electronic files carry the same disposal instructions as paper.

Decision points

• SSIC selection. Per SECNAV M-5210.2, the SSIC flows from the subject matter. Legal cases route to SSIC 5800-5829 range based on the action type.
• Paper versus electronic format. Per Volume 14 paragraph 011110.A and B and SECNAV M 5210.1, both formats carry the same retention and disposal rules.
• Retention extension for ongoing litigation. The unit legal advisor extends retention on records subject to ongoing litigation past the standard retention.
• Disposal versus transfer. Per SECNAV M 5210.1, the disposition action covers destruction or transfer to the records center per the schedule.

Authority

This sub-page sits under SECNAV M-5210.2 Department of the Navy Standard Subject Identification Codes Part I Chapter 2 paragraph 2-2 (File Folder Labeling) and SECNAV M 5210.1 (2019) Department of the Navy Records Management Manual page III-1 paragraph 2.b Schedules Cross Walked by Chapter. MCO 5800.16MCO 5800.16 Volume 1 covers the legal support framework. Volume 14 paragraph 011110 covers UPB retention specifically. JAGINST 5800.7GJAGINST 5800.7G Chapter II section 0210f(2) covers Litigation-Report Investigation file marking. MCO 5210.11FMCO 5210.11F Marine Corps Records Management Program covers Marine Corps-level records management. The IGMC Legal Administration FA Checklist item 0301 audits legal file labeling compliance.

Related references

• SECNAV M-5210.2. SSIC framework.
• SECNAV M 5210.1 (2019). Records retention schedule.
• MCO 5800.16 Volume 1 and Volume 14. Legal support framework and UPB retention.
• JAGINST 5800.7G Chapter II section 0210f(2). Attorney work product marking.
• MCO 5210.11F. Marine Corps records management.
• IGMC Legal Administration FA Checklist item 0301. Audit baseline.