Electronic Reports Systems and DITPR-DON Registration - S-1 Procedural Page

Role and responsibility

The command program owner of an electronic reports system registers the system in the Department of Defense Information Technology Portfolio Repository-Department of the Navy (DITPR-DON) per MCO 5214.2GMCO 5214.2G paragraph 5b(2). The Command Reports Manager coordinates the registration submission. The records manager confirms records within the system manage per SECNAV Note 5210 and SECNAV M-5210.1. The S-1 officer signs by direction on the registration routing. The HQMC AR (ARDB) program sponsor supports the registration process for systems crossing unit boundaries.

Source documents flow from the electronic reports system specification (purpose, audience, data fields, retention requirement), the SSIC mapping per SECNAV M-5210.2SECNAV M-5210.2, the records retention schedule per SECNAV M-5210.1, the records disposition per SECNAV Note 5210, the program ownership designation, and the DITPR-DON submission package. Electronic systems and DITPR-DON outputs include the registered system in DITPR-DON, the records management compliance record, the SSIC mapping, the retention disposition, the registration record in the continuity binder, and the audit trail for IGMC inspection.

Per MCO 5214.2G paragraph 5b(2), command-sponsored electronic reports systems register in DITPR-DON to ensure records management compliance. DITPR-DON serves as the DON-level IT portfolio repository tracking electronic systems holding records subject to retention. Per SECNAV Note 5210 and SECNAV M-5210.1, electronic records carry the same retention and disposition rules as paper records.

Trigger events

• New electronic reports system fielded under unit sponsorship.
• Existing electronic system requires registration refresh due to scope or version change.
• System change affecting records management triggers registration update.
• Annual DITPR-DON audit cycle.
• IGMC Reports Management FA inspection covers DITPR-DON.

Processing workflow

1. Identify the command as sponsor or program owner. Per MCO 5214.2GMCO 5214.2G paragraph 5b(2), the command sponsoring or owning the system registers it. Systems consumed without sponsorship do not register at the unit level.
2. Submit the DITPR-DON registration package. The package documents:
   • The system name and version.
   • The program owner.
   • The system purpose.
   • The audience.
   • The data fields and the SSIC mapping.
   • The records retention disposition.
   • The privacy considerations.
3. Confirm records management compliance per SECNAV Note 5210. Per SECNAV Note 5210, electronic records carry the same lifecycle rules as paper records. Registration confirms compliance with electronic records management policy.
4. Confirm records management compliance per SECNAV M-5210.1. The records retention disposition aligns with the Schedules Cross Walked by Chapter.
5. Apply retention disposition. Per SECNAV M-5210.1, every record type carries a disposition rule. The electronic system applies the disposition through scheduled archiving and destruction.
6. Apply SSIC structure. Per SECNAV M-5210.2SECNAV M-5210.2, the system applies SSICs to data categories for retention and search.
7. Maintain registration in the continuity binder. Per paragraph 4b(4)(c), the binder holds the registration confirmation.
8. Refresh registration on system change. New versions, scope changes, or program owner changes trigger registration refresh.
9. Audit registration annually. The Command Reports Manager audits the registration against the deployed system.
10. Coordinate with HQMC AR (ARDB) on cross-command systems. Systems crossing unit boundaries coordinate with the HQMC AR program sponsor.

Systems of record and forms

Systems

• DITPR-DON. Per MCO 5214.2G paragraph 5b(2). DoD IT Portfolio Repository for DON systems.
• Electronic Reports System. The sponsored system itself.
• Records Management System. Per SECNAV M-5210.1 and MCO 5210.11FMCO 5210.11F.
• HQMC AR (ARDB) Coordination Records. Supports cross-command registrations.

Forms

• DITPR-DON Registration Package. Per paragraph 5b(2).
• Program Owner Designation Letter. Local format.
• Records Retention Disposition Memorandum. Per SECNAV M-5210.1.
• SSIC Mapping Document. Per SECNAV M-5210.2.

Common pitfalls

• Electronic reports system not registered in DITPR-DON. Per MCO 5214.2GMCO 5214.2G paragraph 5b(2), command-sponsored electronic systems register.
• Registration package incomplete. The package documents purpose, audience, data, retention, and privacy.
• Records retention disposition not applied to electronic records. Per SECNAV M-5210.1 and SECNAV Note 5210, electronic records carry retention rules.
• SSIC mapping missing. Per SECNAV M-5210.2, the system applies SSICs to data categories.
• Registration not refreshed on system version change. New versions and scope changes trigger refresh.
• Annual registration audit skipped. The Command Reports Manager audits annually.
• Cross-command system registered at the unit level without HQMC coordination. Systems crossing unit boundaries coordinate with HQMC AR.

Decision points

• Sponsor versus consumer. Per paragraph 5b(2), the system sponsor registers. The unit consuming a higher-authority system does not register the consumed system.
• Records retention disposition. Per SECNAV M-5210.1, the data category drives the disposition. The Command Reports Manager and records manager coordinate.
• Registration refresh trigger. Major version, scope, or program owner changes trigger refresh.
• Privacy review. Per the Privacy Act and SECNAVINST 5211.5F, systems holding PII route through the privacy officer.

Authority

This sub-page sits under MCO 5214.2GMCO 5214.2G paragraph 5b(2) (DITPR-DON Registration) with Chapter 1 paragraph 3a (Program Scope) cross-referenced. SECNAV Note 5210 sets electronic records management policy. SECNAV M-5210.1 sets DON records management. SECNAV M-5210.2SECNAV M-5210.2 sets the SSIC system. MCO 5210.11FMCO 5210.11F covers Marine Corps records management. DODI 8910.01 covers DoD information collection and reporting cross-reference. The IGMC Reports Management FA Checklist item 0204 audits DITPR-DON registration.

Related references

• MCO 5214.2G paragraph 5b(2). DITPR-DON registration rule.
• SECNAV Note 5210. Electronic records management.
• SECNAV M-5210.1 and SECNAV M-5210.2. Records management and SSIC.
• MCO 5210.11F. Marine Corps records management.
• DODI 8910.01. DoD information collection cross-reference.
• IGMC Reports Management FA Checklist item 0204. Audit baseline.