CONTINUED PRESERVATION AND COLLECTION OF DATA AND DOCUMENTS FOR

R 011952Z JUL 11 ALCOAST 321/11 COMDTNOTE 5890 SUBJ: CONTINUED PRESERVATION AND COLLECTION OF DATA AND DOCUMENTS FOR DEEPWATER HORIZON (DWH) RESPONSE A. PRETRIAL ORDER NO. 22, MDL NO. 2179, 2:10-MD-02179-CJB-SS B. COMDT COGARD WASHINGTON DC 152226Z SEP 10/ALCOAST 455/10 C. COMDT COGARD WASHINGTON DC 011939Z JUL 11/ALCOAST 320/11 1. APPLICABILITY: ASSISTANT COMMANDANTS, DIRECTORS, OFFICE CHIEFS, COMMANDING OFFICERS, AND OFFICERS-IN-CHARGE, OF ANY COAST ORGANIZATIONAL UNIT INCLUDING VESSELS,HQ UNITS,HQ DIRECTORATES, AND HQ OFFICES. 2. PURPOSE: THIS MESSAGE DEFINES HOW AND WHERE TO SAVE DWH RESPONSE INFORMATION, BOTH ELECTRONIC AND HARD COPY. THE SCOPE OF WHAT MUST BE RETAINED WAS RECENTLY REDUCED BY COURT ORDER, SEE REF A. THE COAST GUARD CONTINUES TO IDENTIFY, GATHER, AND CENTRALLY LOCATE, TO THE EXTENT PRACTICABLE, ALL SOURCES OF DWH RESPONSE INFORMATION GENERATED BY COAST GUARD PERSONNEL WHEREVER LOCATED. THIS ALCOAST SEEKS TO ENSURE THE MOST COMPREHENSIVE COLLECTION OF HARD COPY DOCUMENTS AND ELECTRONICALLY STORED INFORMATION (ESI) IS PRESERVED IAW REFS B AND C. 3. ESI INCLUDES ALL E-MAIL, ELECTRONIC DOCUMENTS, DATA, MAPS, LOGS, AND ALL OTHER INFORMATION THAT IS ELECTRONICALLY STORED. REF B DEFINES THE RELEVANT ESI. 4. ALL DWH RESPONSE ESI SHOULD CONTINUE TO BE PRESERVED IAW REFS B AND C. ALL POLICIES AND PROCEDURES ON THE DISPOSITION, DESTRUCTION OR OVERWRITING OF THIS ESI CONTINUE TO BE SUSPENDED EXCEPT AS OTHERWISE INSTRUCTED IN ACCORDANCE WITH REF C. 5. PERSONS IDENTIFIED IN PARA 1 SHALL DIRECT INDIVIDUAL MEMBERS WITHIN THEIR CHAIN OF COMMAND TO CONSOLIDATE ALL DWH RESPONSE ESI THAT MAY BE IN THEIR POSSESSION, AND THAT MAY CONTINUE TO COME INTO THEIR POSSESSION (EXCEPT FOR THAT IDENTIFIED IN REF C) TO THEIR COAST GUARD WORKSTATION U: DRIVE IAW THE BELOW INSTRUCTIONS NLT 1 JUL 2011. A. WITHIN YOUR U: DRIVE, CREATE A "DEEPWATER HORIZON RESPONSE" FOLDER. CONSOLIDATE (MOVE, NOT COPY) ALL ESI FILES IN THIS FOLDER. THE FOLDER MUST BE SPECIFICALLY NAMED "DEEPWATER HORIZON RESPONSE" FOR COLLECTION PURPOSES. DO NOT APPEND ANY OTHER WORDS TO THIS NAME OR ABBREVIATE. IF YOU RECEIVE A WARNING THAT YOUR U: DRIVE IS FULL, REFER TO PARA 12. B. IN OUTLOOK CREATE A "DEEPWATER HORIZON RESPONSE.PST" FILE AND SAVE IT IN YOUR "DEEPWATER HORIZON RESPONSE" FOLDER ON YOUR U: DRIVE. CONSOLIDATE (MOVE, NOT COPY) ALL DEEPWATER HORIZON RESPONSE EMAILS IN THIS PST FILE. ENSURE THAT THE DEEPWATER HORIZON RESPONSE OUTLOOK FOLDER AUTO-ARCHIVE SETTING IS SET TO "DO NOT AUTO ARCHIVE". C. REVIEW THE CONTENTS WITHIN THE ABOVE FOLDER AND EMAIL PST FILE AND REMOVE ANY NON-DEEPWATER HORIZON RESPONSE ESI. 6. EXTERNAL MEDIA STORAGE: IN PREPARATION FOR COAST GUARD-WIDE COLLECTION OF ESI TO BE CONDUCTED BY COMDT (CG-6), ALL ESI THAT MAY BE STORED ON EXTERNAL MEDIA, SUCH AS LACIE DRIVES, MUST BE MOVED TO THE U: DRIVE FOLDER IAW THE METHOD DIRECTED ABOVE IN PARA 5. DO NOT SEND EXTERNAL HARD DRIVES TO THE CENTRAL ARCHIVE IN MANDEVILLE, LA. IF ESI IS STORED ON THUMBDRIVES OR OTHER EXTERNAL MEDIA PROHIBITED FROM USE WITH A COAST GUARD WORKSTATION, CONTACT THE POCS IN PARA 11. 7. PRIVATE INTERNET SERVICE PROVIDER (ISP) E-MAIL: ALL MEMBERS, WHETHER OR NOT DEPLOYED TO THE RESPONSE, THAT USED PRIVATE ISP E-MAIL ACCOUNTS (E.G. YAHOO, GMAIL, HOTMAIL, ETC.) TO CONDUCT DWH RESPONSE BUSINESS, MUST FORWARD ALL DWH RELATED E-MAILS TO THEIR COAST GUARD E-MAIL ACCOUNT AND MOVE THEM TO THE "DEEPWATER HORIZON RESPONSE.PST" FOLDER FOLLOWING THE STEPS ABOVE IN PARA 5. 8. ISP E-MAIL COMMUNITY ACCOUNTS (E.G. GOOGLE/YAHOO DOCS, GMAIL COMMUNITIES): ALL DWH RESPONSE UNITS OR ICS/UAC SUPPORT TEAMS AND INDIVIDUAL MEMBERS UTILIZING COMMUNITY DOCUMENT SHARING, WHETHER OR NOT DEPLOYED TO THE RESPONSE, MUST MOVE ALL EMAILS AND DOCUMENTS TO THE "DEEPWATER HORIZON RESPONSE.PST" FOLDER FOLLOWING THE STEPS IN PARA 5 ABOVE. IF YOU ARE UNABLE TO ACCESS THE ACCOUNT OR UNABLE TO MOVE EMAILS AND DOCUMENTS TO THE .PST FOLDER, CONTACT THE POCS IN PARA 11 IMMEDIATELY FOR FURTHER INSTRUCTION. 9. HARD COPY DOCUMENTS: ALL HARD COPY DOCUMENTS RELATED TO THE RESPONSE (TO INCLUDE ALL DOCUMENTS PRINTED FROM ANY COMPUTER, ORIGINAL SHIP LOGS, SAMPLING DATA (OTHER THAN THAT HELD BY THE MARINE SAFETY LAB), REPORTS, NOTES AND NOTEBOOKS, ETC.) MUST BE SHIPPED TO THE CENTRAL ARCHIVE AT 1970 SURGI DRIVE, MANDEVILLE, LOUISIANA 70448 VIA FEDEX. CONTACT MR. ROBERT TRAVIS AT (757) 856-2920 PRIOR TO SHIPMENT. IF PRACTICABLE, CONSOLIDATE ALL DOCUMENTS AT A UNIT INTO A SINGLE SHIPMENT BY FEDEX. WITHIN EACH SHIPPING CONTAINER, INCLUDE A TOP SHEET CLEARLY IDENTIFY THE SENDING UNIT, POC CONTACT INFORMATION, AND GENERALLY THE CONTENTS OF THE CONTAINER. 10. PHOTOGRAPHS AND VIDEO TAPES, AND MAPS AND CHARTS: PRINTED PHOTOGRAPHS AND VHS VIDEO TAPES AS WELL AS ANY MAPS AND CHARTS THAT WERE ANNOTATED DURING THE RESPONSE WITH INFORMATION OR NOTATIONS SHOULD BE SENT TO THE CENTRAL ARCHIVE IN MANDEVILLE, LOUISIANA VIA FEDEX IN ACCORDANCE WITH PARA 9. 11. PLEASE CALL COMDT (CG-0945) IF YOU HAVE ANY QUESTIONS ABOUT THE DUTY TO PRESERVE ANY OF THE ABOVE ITEMS OR REGARDING THE SENDING OF MATERIALS TO THE CENTRAL ARCHIVE. POINTS OF CONTACT: LCDR CHRISTOPHER COUTU AT (202) 372-3739 OR CAPT ROSANNE TRABOCCHI AT (202) 372-3735. 12. IF YOU EXPERIENCE DIFFICULTY IN SAVING ESI TO YOUR U: DRIVE, PLEASE CONTACT THE FOLLOWING. A. IF YOU ARE AT A FIELD UNIT, CONTACT YOUR LOCAL IT STAFF AND REQUEST ADDITIONAL U: DRIVE SPACE. IF THEY ARE UNABLE TO ACCOMMODATE YOUR REQUEST, ADVISE THE POC NAMED IN PARA 13. B. IF YOU ARE AT HQ TRANSPOINT OR JEMAL BUILDINGS, SEND AN EMAIL TO THE HELP DESK WITH ANSWERS TO THE FOLLOWING: IS THE REQUEST BEING MADE FOR THE PURPOSE OF MOVING DWH ESI TO YOUR U: DRIVE, HOW MUCH SPACE IS CURRENTLY AVAILABLE ON YOUR U: DRIVE, AND HOW MUCH DATA IS TO BE MOVED TO THE U: DRIVE. 13. MS. BECKY SMITH, COMDT (CG-641) CAN BE CONTACTED FOR QUESTIONS REGARDING THE ESI ARCHIVING PROCESS AT (202) 475-3580. 14. RDML F. J. KENNEY, JUDGE ADVOCATE GENERAL AND RDML R. E. DAY, ASSISTANT COMMANDANT FOR COMMAND, CONTROL, COMMUNICATIONS, COMPUTERS AND INFORMATION TECHNOLOGY, SENDS. 15. INTERNET RELEASE AUTHORIZED