Three-Year Review Cycle - S-1 Procedural Page

Role and responsibility

The Command Reports Manager runs the 3-year review of all existing reports per MCO 5214.2GMCO 5214.2G Chapter 5 paragraph 1 and Chapter 1 paragraph 3a(4). The staff section owning each report provides input on continued purpose, current use, and recommended changes. The S-1 chief audits review completeness against the Reports Inventory. The S-1 officer signs by direction on the review documentation. The unit commander approves cancellations and modifications. The HQMC AR (ARDB) program sponsor provides cross-unit visibility when the report cancellation affects Marine Corps-wide visibility.

Source documents flow from the unit Reports Inventory per Chapter 3 paragraph 1, the originating directive for each report, the staff section's current use record, the recipient's continued requirement, the burden assessment (time to complete, frequency, audience), and the review record from the previous 3-year cycle. Three-year review outputs include the documented review of every existing report, the continuation decision for each report, the modification proposals where applicable, the cancellation record where the report no longer supports the original purpose, the updated Reports Inventory per Chapter 5 paragraph 2d, the continuity binder update per paragraph 4b(4)(c), and the commander brief.

Per Chapter 5 paragraph 1, periodic review is the formal mechanism for assessing existing reports for continued validity. Per Chapter 1 paragraph 3a(4), reports program managers conduct review of all existing reports every 3 years. The review cycle aligns with the 36-month sustainment interval for the Reports Management Program.

Trigger events

• Three-year review cycle opens on an existing report.
• New MCO or SECNAVINST issuance affects existing reports.
• Staff section reorganization triggers report ownership review.
• IGMC Reports Management FA inspection notice arrives.
• Commander direction to review specific reports for burden reduction.
• New unit standup completes initial 3-year review window.

Processing workflow

1. Pull the Reports Inventory at the 3-year cycle. Per MCO 5214.2GMCO 5214.2G Chapter 3 paragraph 1, the Command Reports Manager pulls the inventory. The 3-year cycle runs per Chapter 1 paragraph 3a(4) and Chapter 5 paragraph 1.
2. Validate the originating directive. For each report, confirm the directive requiring the report remains in effect. Cancelled or superseded directives drive report cancellation.
3. Confirm continued purpose. The Command Reports Manager and the staff section assess whether the report continues to support the original purpose.
4. Assess burden against value. Per Chapter 5 paragraph 1, the review weighs the burden of the collection (time to complete, frequency, audience size) against the value of the information.
5. Coordinate with the owning staff section. The staff section provides current use input and recommends continuation, modification, or cancellation.
6. Determine continuation, modification, or cancellation. The Command Reports Manager documents the determination:
   • Continuation. The report continues per its current specification.
   • Modification. The report continues with adjustments to frequency, fields, audience, or process.
   • Cancellation. The report no longer supports the original purpose, the directive cancelled, or a higher-level form covers the information.
7. Cancel reports no longer required. Per Chapter 5 paragraph 2d, the inventory updates to flag the cancellation. The Command Reports Manager notifies the report submitters of the cancellation.
8. Document the review. Per Chapter 5 paragraph 1, the review captures the date, the determination, the rationale, and the staff section coordination record.
9. Update the continuity binder. Per paragraph 4b(4)(c), the binder reflects the current 3-year review documentation.
10. Brief the commander. The Command Reports Manager briefs the commander on the review outcome, the number of reports continued, modified, or cancelled, and the burden reduction estimate.

Systems of record and forms

Systems

• Unit Reports Inventory. Per Chapter 3 paragraph 1.
• 3-Year Review Records. Per Chapter 5 paragraph 1.
• Continuity Binder. Per paragraph 4b(4)(c).
• HQMC AR (ARDB) Program Records. Cross-reference for Marine Corps-wide visibility.

Forms

• 3-Year Review Worksheet. Local format documenting each report's review per Chapter 5 paragraph 1.
• Cancellation Notice. Local format per Chapter 5 paragraph 2d.
• Modification Proposal Memorandum. Local format for reports requiring adjustment.
• Continuation Memorandum. Local format documenting continued reports.

Common pitfalls

• 3-year review cycle missed. Per Chapter 5 paragraph 1, the cycle runs every 3 years on every existing report.
• Review limited to selected reports. The review covers every existing report on the Reports Inventory.
• Staff section coordination skipped. The owning section provides current use input driving the determination.
• Burden assessment skipped. Per Chapter 5 paragraph 1, the review weighs burden against value.
• Cancellation surfaced without inventory update. Per Chapter 5 paragraph 2d, the inventory reflects the cancellation.
• Continuity binder not updated. Per paragraph 4b(4)(c), the binder reflects the current review.
• Modification proposed without staff section coordination. The owning section supports the modification.
• Cancellation made without notifying submitters. The submitters need notification to stop preparing the cancelled report.

Decision points

• Continuation versus modification. Continued purpose without burden concern supports continuation. Continued purpose with burden concern supports modification.
• Modification versus cancellation. Modification adjusts the report. Cancellation ends the report. The owning section and the Command Reports Manager weigh continued need.
• Cancellation effective date. The Command Reports Manager sets the effective date considering staff section transition and submitter notification.
• Higher-level form replacement. When a NAVMC, DD, or SF form now covers the local report's purpose, cancellation routes to the higher-level form per the redundancy rule.

Authority

This sub-page sits under MCO 5214.2GMCO 5214.2G Chapter 5 paragraph 1 (Periodic Review) with Chapter 1 paragraph 3a(4) (3-Year Review Requirement) and Chapter 5 paragraph 2d (Inventory Update at Review). Chapter 3 paragraph 1 covers the Reports Inventory source. Paragraph 4b(4)(c) covers the continuity binder. SECNAVINST 5210.16SECNAVINST 5210.16 paragraph 5 a-d sets parent DON policy. The IGMC Reports Management FA Checklist item 0106 audits the 3-year review.

Related references

• MCO 5214.2G Chapter 1 paragraph 3a(4) and Chapter 5 paragraphs 1 and 2d. 3-Year Review framework.
• MCO 5214.2G Chapter 3 paragraph 1. Reports Inventory.
• SECNAVINST 5210.16 paragraph 5 a-d. Parent DON policy.
• IGMC Reports Management FA Checklist item 0106. Audit baseline.