CGMA often receives inquiries from Representatives on how to maintain and dispose of Coast Guard Mutual Assistance records. Here are the answers to some of the most frequently asked questions:
Coast Guard Mutual Assistance applications, documents, records, files, forms, reports and correspondence, shall be maintained separately from other files at the unit.
Some units are now opting to keep all files electronically. As CGMA supports this initiative, please be sure that the files are only electronically accessible by CGMA Representatives, due to personally identifiable information and financially sensitive material.
CGMA keeps these files on each unit as well. The most updated files should be emailed to CGMA-HQ at HQS-DG-CGMA@uscg.mil whenever there is a personnel change. Please do not mail in originals; those are to be kept at the unit.
All documents and information regarding an applicant is considered privileged information and shall be handled accordingly. No CGMA correspondence or loan records will be placed in official Coast Guard personnel files of an individual applying for, or receiving, CGMA assistance. (See section Chapter 1-H of the CGMA Manual for additional information concerning CGMA's confidentiality policy.)
CGMA administrative and financial records, including individual case files may be disposed of four years after the date of preparation. They must be destroyed in a manner appropriate for personally identifiable information.
Unused Powers of Attorney and Pre-Authorization Forms may be disposed of once their expiration date has passed. Powers of Attorney and Pre-Authorization Forms that were used when providing assistance are to be attached to, and disposed with, the case file.
For more information, please see Chapter 6-A of the CGMA manual.
You give valuable time to assist CGMA clients and it is much appreciated!
Please let CGMA-HQ know (703) 875-0404 or toll free (800) 881-2462 or email: HQS-DG-CGMA@uscg.mil if there is any way we can support your efforts as you serve your shipmates through CGMA.