1. ACHIEVING RECORDS COMPLIANCE THROUGH PROGRAMMATIC REFORM
USMC- Command Records Operational Support System
Challenge
As the Marine Corps transitioned from traditional textual, paper-based record keeping to Electronic Records Management (ERM), widespread programmatic and policy non-compliance hindered the service’s ability to accurately assess and manage the health of its Records Management (RM) program. Units across the Marine Corps enterprise employed fragmented and inconsistent practices in an effort to meet compliance standards. However, the absence of centralized programmatic controls emerged as a key factor driving persistent non-compliance and inefficiency.
Solution
To address these enterprise-level challenges, Hartwood developed the Command Records Operational Support System (CROSS), a comprehensive digital solution purpose-built to achieve and sustain Marine Corps Records Management compliance.
CROSS serves as a centralized, interactive platform that consolidates all RM program requirements as defined in the Inspector General of the Marine Corps (IGMC) Checklist 5210. It provides RM Administrators with a single, authoritative location for managing File plans, key personnel inventories, training records, inspection data, and more.
Leveraging the power of Microsoft Office 365’s native tools, including SharePoint Online, Power Apps, Power BI, and Power Automate, CROSS delivers an integrated, data-driven experience that enables administrators to efficiently manage and monitor RM activities in real time. This automation reduces administrative burden and standardizes compliance efforts across the enterprise.
Results
CROSS has become the cornerstone of the Marine Corps Records Management ecosystem. Its effectiveness led to formal policy adoption. By order of the Inspector General of the Marine Corps, all units are required to utilize CROSS for RM administration.
The tool’s impact extends beyond the Marine Corps. During the 2023 enterprise inspection by the National Archives and Records Administration (NARA), inspectors identified CROSS as a Records Management “best practice.” NARA’s recognition has prompted multiple demonstrations of the system at the Department of Defense-level Records Management office and the other service branches.
Services
To not only sustain but continuously enhance CROSS, Hartwood employs a dedicated, multidisciplinary team responsible for ensuring the tool’s reliability, scalability, and alignment with evolving mission needs. This team administers a full suite of capabilities that support ongoing modernization, user engagement, and compliance with Marine Corps and federal Electronic Records Management (ERM) standards.
- Business Process Analysis and Automation
- SharePoint Development
- Training and User Support
- Help Desk Support
- Program Management & Policy Modernization
- Graphics Design and Strategic Communications
Conclusion
The Command Records Operational Support System (CROSS) has become a vital enabler of Marine Corps Records Management excellence. By providing a unified digital platform that drives compliance, transparency, and accountability, CROSS positions the Marine Corps as a federal leader in Records Management modernization, setting the standard for how enterprise ERM transformation should be executed and sustained.
2. MODERNIZATION OF INFORMATION AND RECORDS MANAGEMENT
USMC - Service Data Office (SDO)
Challenge
Hartwood Consulting Group (HCG), supporting the Service Data Office (SDO), led the Marine Corps’ modernization of information protection and records management by analyzing current practices, developing governance frameworks, and preparing the enterprise for the implementation of Sensitivity and Retention Labels. This cross-organizational initiative aligned the Marine Corps with Zero Trust requirements, DISA mandates, and NARA federal records directives, establishing the foundational controls needed for secure collaboration, AI-readiness, and compliant records lifecycle management. By integrating existing M365 capabilities with an emphasis on usability, governance, and interoperability, the HCG-SDO team conducted extensive pilots, user experience testing, cybersecurity validation, and policy analysis to deliver a streamlined, scalable solution that strengthens both information governance and enterprise-wide records management operations within the Marine Corps.
Results
- Developed a simplified, NARA-aligned, two-label Retention Label system that enables USMC-wide records categorization, retention, and disposition in accordance with federal records management requirements.
- Enhanced Zero Trust posture, operational readiness, and CUI program compliance by implementing cross-component, interoperable sensitivity labels that strengthen user control of sensitive data and enforce least privilege access through dynamic security groups.
- Established initial guardrails for the responsible integration of AI with sensitive record systems using access control enforced sensitivity labels.
- Developed content-based auto-labeling and classifier frameworks that standardize labeling in accordance with CUI policy, reduce the risk of user mislabeling, and improve data quality for machine learning and automated processing.
- Facilitated enterprise user adoption and long-term sustainment of framework through the development of user training packages, troubleshooting guides, standard operating procedures, technical documentation, and service desk references tailored to both information protection and records management workflows.
Services
The solution leveraged existing M365 capabilities already included in the Marine Corps license, requiring no additional cost to the organization while modernizing records management and information protection processes.
Conclusion
The SDO–HCG team delivered a modern and compliant enterprise solution that positions the Marine Corps to support Zero Trust, secure AI integration, and federal records management requirements. This initiative establishes the foundation for secure collaboration, adaptive information governance, and mission-ready records management across the Marine Corps.
3. PURPOSE-BUILT AI FOR REAL-WORLD OPERATIONS
The Scarlet letter solution
Challenge
Naval organizations rely on formal correspondence that must meet strict formatting, policy, and regulatory requirements. Preparing these documents manually requires staff to gather data from multiple sources, apply guidance correctly, and ensure compliance—often under tight timelines. The process is often time-intensive, prone to errors, and diverts personnel from higher-value mission work.
Solution
Hartwood developed The Scarlet Letter, a purpose-built solution designed to automate and streamline naval correspondence. The solution integrates authoritative data sources to generate accurate headers, auto-populate required fields, and standardize formatting. Using AI-assisted drafting, The Scarlet Letter converts plain-language user input into professional, regulation-aligned correspondence, reducing manual effort while maintaining consistency and compliance.
The solution was designed to fit seamlessly into existing workflows and could be deployed using a secure cloud model or an on-premise environment, ensuring flexibility for mission and security requirements.
Results
- Significantly reduces time required to prepare naval correspondence
- Improves accuracy and consistency across documents
- Reduces rework and formatting errors
- Increases confidence in compliance with established standards
- Frees personnel to focus on higher-priority operational tasks
Services Provided
- AI integration and development
- Workflow automation and process optimization
- Secure data integration
- Solution design and implementation
- User enablement and operational support
Conclusion
The Scarlet Letter modernizes the way naval correspondence is created—transforming a manual, error-prone process into a streamlined, efficient workflow. By applying intelligent automation in a disciplined, mission-aware manner, Hartwood delivered a solution that improves speed, accuracy, and compliance while supporting long-term operational efficiency.