Document and Administration Division of the W-Directorate

 

The Office of Secretary of Records (SR) is one of the most vital positions in the Auxiliary. The Record of Unit Meetings, clearly and accurately communicated through meeting minutes, ensures the business, missions and activities of the US Coast Guard Auxiliary will be correctly documented and include the specific information required as legal documents.

"Secure the Past, Support the Present, Guide the Future"

Our mission is to provide the forms, resources and support for SR officers to ensure they can properly create, manage and retain their meeting minutes using a standardized format.

The Secretary of Records (SR) Branch of the W-Directorate is responsible for providing administrative leadership and support to the Auxiliary's 800+ SR officers and their units via the chain of leadership and management. The Branch manages the Form 7000, provides training on the use of Form 7000 to record meeting minutes, and facilitates the exchange of best practices for meeting minutes between districts. The team also provides support for users of Form 7000 aiming to ensure that all users feel confident in their use of the document. Beginning in 2024, the Branch will also support DSO-SRs in their use of the Auxiliary's Document Management System (DMS). This system is being implemented to store meeting minutes for all units at the national level which will ensure compliance with retention, safety, and security policies for these legal documents. DSO-SRs or ADSOs will be responsible for uploading minutes for all units in their districts (flotillas, divisions, plus district) to the DMS. While the SR Branch does not operate the DMS, the Branch staff does have access to assist DSO-SRs in their management of district's records.

On the sidebar, under Secretary of Records, are some resources including training videos, a contact list, and links to access the most recent versions of the 7000 Form, and other helpful resources.

You are making a difference - Thank You!