CONTINUED PRESERVATION AND COLLECTION OF DATA AND DOCUMENTS FOR

R 011952Z JUL 11ALCOAST 321/11COMDTNOTE 5890SUBJ: CONTINUED PRESERVATION AND COLLECTION OF DATA AND DOCUMENTS FORDEEPWATER HORIZON (DWH) RESPONSEA. PRETRIAL ORDER NO. 22, MDL NO. 2179, 2:10-MD-02179-CJB-SSB. COMDT COGARD WASHINGTON DC 152226Z SEP 10/ALCOAST 455/10C. COMDT COGARD WASHINGTON DC 011939Z JUL 11/ALCOAST 320/111. APPLICABILITY: ASSISTANT COMMANDANTS, DIRECTORS, OFFICE CHIEFS,COMMANDING OFFICERS, AND OFFICERS-IN-CHARGE, OF ANY COASTORGANIZATIONAL UNIT INCLUDING VESSELS,HQ UNITS,HQ DIRECTORATES, ANDHQ OFFICES.2. PURPOSE: THIS MESSAGE DEFINES HOW AND WHERE TO SAVE DWH RESPONSEINFORMATION, BOTH ELECTRONIC AND HARD COPY. THE SCOPE OF WHAT MUSTBE RETAINED WAS RECENTLY REDUCED BY COURT ORDER, SEE REF A. THE COASTGUARD CONTINUES TO IDENTIFY, GATHER, AND CENTRALLY LOCATE, TO THEEXTENT PRACTICABLE, ALL SOURCES OF DWH RESPONSE INFORMATION GENERATEDBY COAST GUARD PERSONNEL WHEREVER LOCATED. THIS ALCOAST SEEKS TOENSURE THE MOST COMPREHENSIVE COLLECTION OF HARD COPY DOCUMENTS ANDELECTRONICALLY STORED INFORMATION (ESI) IS PRESERVED IAW REFS B ANDC.3. ESI INCLUDES ALL E-MAIL, ELECTRONIC DOCUMENTS, DATA, MAPS, LOGS,AND ALL OTHER INFORMATION THAT IS ELECTRONICALLY STORED. REF BDEFINES THE RELEVANT ESI.4. ALL DWH RESPONSE ESI SHOULD CONTINUE TO BE PRESERVED IAW REFS BAND C. ALL POLICIES AND PROCEDURES ON THE DISPOSITION, DESTRUCTION OROVERWRITING OF THIS ESI CONTINUE TO BE SUSPENDED EXCEPT AS OTHERWISEINSTRUCTED IN ACCORDANCE WITH REF C.5. PERSONS IDENTIFIED IN PARA 1 SHALL DIRECT INDIVIDUAL MEMBERSWITHIN THEIR CHAIN OF COMMAND TO CONSOLIDATE ALL DWH RESPONSE ESITHAT MAY BE IN THEIR POSSESSION, AND THAT MAY CONTINUE TO COME INTOTHEIR POSSESSION (EXCEPT FOR THAT IDENTIFIED IN REF C) TO THEIR COASTGUARD 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 NAMEOR 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" FILEANDSAVE IT IN YOUR "DEEPWATER HORIZON RESPONSE" FOLDER ON YOUR U: DRIVE.CONSOLIDATE (MOVE, NOT COPY) ALL DEEPWATER HORIZON RESPONSE EMAILS INTHIS PST FILE. ENSURE THAT THE DEEPWATER HORIZON RESPONSE OUTLOOKFOLDER AUTO-ARCHIVE SETTING IS SET TO "DO NOT AUTO ARCHIVE". C. REVIEW THE CONTENTS WITHIN THE ABOVE FOLDER AND EMAIL PSTFILE AND REMOVE ANY NON-DEEPWATER HORIZON RESPONSE ESI.6. EXTERNAL MEDIA STORAGE: IN PREPARATION FOR COAST GUARD-WIDECOLLECTION OF ESI TO BE CONDUCTED BY COMDT (CG-6), ALL ESI THAT MAYBE STORED ON EXTERNAL MEDIA, SUCH AS LACIE DRIVES, MUST BE MOVED TOTHE U: DRIVE FOLDER IAW THE METHOD DIRECTED ABOVE IN PARA 5. DO NOTSEND EXTERNAL HARD DRIVES TO THE CENTRAL ARCHIVE IN MANDEVILLE, LA.IF ESI IS STORED ON THUMBDRIVES OR OTHER EXTERNAL MEDIA PROHIBITEDFROM 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-MAILACCOUNTS (E.G. YAHOO, GMAIL, HOTMAIL, ETC.) TO CONDUCT DWH RESPONSEBUSINESS, MUST FORWARD ALL DWH RELATED E-MAILS TO THEIR COAST GUARDE-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, GMAILCOMMUNITIES): ALL DWH RESPONSE UNITS OR ICS/UAC SUPPORT TEAMS ANDINDIVIDUAL MEMBERS UTILIZING COMMUNITY DOCUMENT SHARING, WHETHER ORNOT DEPLOYED TO THE RESPONSE, MUST MOVE ALL EMAILS AND DOCUMENTS TOTHE "DEEPWATER HORIZON RESPONSE.PST" FOLDER FOLLOWING THE STEPS INPARA 5 ABOVE. IF YOU ARE UNABLE TO ACCESS THE ACCOUNT OR UNABLE TOMOVE EMAILS AND DOCUMENTS TO THE .PST FOLDER, CONTACT THE POCS INPARA 11 IMMEDIATELY FOR FURTHER INSTRUCTION.9. HARD COPY DOCUMENTS: ALL HARD COPY DOCUMENTS RELATED TO THERESPONSE (TO INCLUDE ALL DOCUMENTS PRINTED FROM ANY COMPUTER,ORIGINAL SHIP LOGS, SAMPLING DATA (OTHER THAN THAT HELD BY THE MARINESAFETY LAB), REPORTS, NOTES AND NOTEBOOKS, ETC.) MUST BE SHIPPED TOTHE CENTRAL ARCHIVE AT 1970 SURGI DRIVE, MANDEVILLE, LOUISIANA 70448VIA FEDEX. CONTACT MR. ROBERT TRAVIS AT (757) 856-2920 PRIOR TOSHIPMENT. IF PRACTICABLE, CONSOLIDATE ALL DOCUMENTS AT A UNIT INTO ASINGLE SHIPMENT BY FEDEX. WITHIN EACH SHIPPING CONTAINER, INCLUDE ATOP 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: PRINTEDPHOTOGRAPHS AND VHS VIDEO TAPES AS WELL AS ANY MAPS AND CHARTS THATWERE ANNOTATED DURING THE RESPONSE WITH INFORMATION OR NOTATIONSSHOULD BE SENT TO THE CENTRAL ARCHIVE IN MANDEVILLE, LOUISIANA VIAFEDEX IN ACCORDANCE WITH PARA 9.11. PLEASE CALL COMDT (CG-0945) IF YOU HAVE ANY QUESTIONS ABOUT THEDUTY TO PRESERVE ANY OF THE ABOVE ITEMS OR REGARDING THE SENDING OFMATERIALS TO THE CENTRAL ARCHIVE. POINTS OF CONTACT: LCDR CHRISTOPHERCOUTU 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 ANDREQUEST ADDITIONAL U: DRIVE SPACE. IF THEY ARE UNABLE TO ACCOMMODATEYOUR REQUEST, ADVISE THE POC NAMED IN PARA 13. B. IF YOU ARE AT HQ TRANSPOINT OR JEMAL BUILDINGS, SEND ANEMAIL TO THE HELP DESK WITH ANSWERS TO THE FOLLOWING: IS THE REQUESTBEING MADE FOR THE PURPOSE OF MOVING DWH ESI TO YOUR U: DRIVE, HOWMUCH SPACE IS CURRENTLY AVAILABLE ON YOUR U: DRIVE, AND HOW MUCH DATAIS TO BE MOVED TO THE U: DRIVE.13. MS. BECKY SMITH, COMDT (CG-641) CAN BE CONTACTED FOR QUESTIONSREGARDING THE ESI ARCHIVING PROCESS AT (202) 475-3580.14. RDML F. J. KENNEY, JUDGE ADVOCATE GENERAL ANDRDML R. E. DAY, ASSISTANT COMMANDANT FOR COMMAND, CONTROL,COMMUNICATIONS, COMPUTERS AND INFORMATION TECHNOLOGY, SENDS.15. INTERNET RELEASE AUTHORIZED