Everyone, Thanks for your attendance at this morning's meeting. Apologize, again, for the length of time it took some of you to get through Security.

We talked this morning about preparing an electronic document that satisfies vendors' requirements for a tool that lists file numbers and links them to disposition requirements, and thus provides end-users with the means to easily and quickly connect the SSIC numbers they use to retention requirements in the SECNAV.

It was pointed out that many SSIC numbers in all the 13 chapters do not have direct links to a disposition requirement. It was suggested as a first step that these SSIC numbers be identified. We agreed to finish this preliminary work work by 1 October. After 1 October, we will work individually, sharing questions and concerns on this website as we go along, to develop a draft electronic document that will list all SSIC's and document descriptions by chapter as they are in 5210.11D, and link them directily to a disposition requirement in SECNAVINST 5212.5C. We need to complete this phase of the work by 28 February and have a draft ready for posting to a number of Navy websites by that date.

To do this, I propose to assign chapters from the SECNAV to members of the work group, first to identify the "dead" SSIC numbers, and later on, to make the links between the numbers and dispisition requirements. Here are the proposed assignments.

NAME ASSIGNED CHAPTERS COMPLETE BY

Lt. Greene Chapters 1&2 31 December 98 Dean Bundy Chapters 3&12 31 December 98 Bill Brady Chapter 4 31 January 98 Linda Goodwin and Henry Person Chapter 5 31 January 99 Linda Strauss Chapter 6 15 January 99 Lil Warder Chapter 7 31 January 99 Margit Singer Chapters 8&10 31 January 99 Sue Austin Chapter 9 31 December 98 Karen Sporn Chapters 11&16 31 December 99 Rosey Greer Chapter 13 18 December 98 (an RM she designates)

As you look st this list, let me share some thoughts. Obviously, these dates are not set in stone. There are a lot of variables that may effect this schedule as we go along. I tried to share the work as equally as possible, and to assign chapters to work group members who I hope may have some knowledge of the subjects covered. Bottom line is we have here some data that can be compiled in a Gantt chart and posted on the website. If we have to tweak it as we go along, we'll do so.

Notice that I'm hoping the bulk of the work can be completed by 31 January. February thus provides us with a little float if we need it, and some time at the end of the month to bring everything together and get it ready for posting.

I'd like to ask Irv to provide IT support to us as we need it and ask for it, and to work with the vendors who meet the 5015.2 standard, keep them informed of progress and provide their inpot to us.

I don't anticipate getting together again until shortly after 1 October to check progress and get ready for the next phase. In the meantine, make use of the website to ahare views, ask questions, or propose the dismissal of your group leader. About every two weeks beginning mid September I will query the group for progress reports. You should post them on the website and we all can look at them and see collectively how we're doing.

Let me finish by sharing with you my experience with chapter 12. I mentioned at the meeting that I had prepared a draft of 12 for the HR division at NRL. I had three lengthy meetings with HR personnel to update and correct their file plan and link the SSIC's to disposition requirements. Then I created an Excel spreadsheet (and an electronic version on a diskette for their vendor). The spreadsheet looks something like this:

SSIC NO. DOCUMENT DESCRIPTION SECNAV DISPOSITION

12330 Recruitment, selection 12332.1(b) Destroy 6 and placement, general months after separation or transfer. Since this was created for the NRL HR division, the document descriptions don't always match what's in 5510.11D. They reflect nomenclature in use in the division. The descriptions do match SSIC numbers in the Instruction, however. The retention requirements come straight out of the SECNAV, when that was possible (i.e., when they were there). I completed the review of the HR file plan and did the spreadsheet in less than three weeks.

I haven't said anything about scanning 5510.11D or the SECNAV because I'm not sure how that will be accomplished, but anything that can be done in that regard will help us.

If you have any questions or comments about any of this, post them to the website or e-mail me directly.

Oh, and a, let's be careful out there.

Dean

-- Anonymous, October 01, 1998