(NAVGRAM).  Figure  2-14  shows  the  Joint Message  Form. If you decide to mail the message, write “NAVGRAM” below the signature block on the DD-173. The NAVGRAM will then be assigned a letter serial number and will be dated in the “DATE TIME GROUP” box in the lower right- hand  corner  of  the  form. The DD-173 will then be stamped in the center of the page in light red ink with a 1 inch by 4 inch NAVGRAM  stamp.  The  NAVGRAM  will  then  be mailed. The  NAVGRAM  is  processed  through  admini- strative  channels  vice  communications  facilities and  is  given  priority  over  routine  correspondence. It is routed similar to a naval message; receives expeditious handling; and where practical, is included  on  the  normal  command  message  board. Correspondence  Files Because  of  the  frequent  rotation  of  personnel, the  Navy  uses  a  standard  filing  system.  The  system allows  commands  throughout  the  Navy  to maintain  official  files  efficiently,  economically, and systematically. Whether assigned as the administrative  LPO  of  a  unit  or  as  a  supervisor of a work center, you must become familiar with the  Navy  filing  system. Correspondence   files   may   consist   of   a centralized  or  decentralized  system.  In  the centralized system, one specific office files and maintains  all  originals  of  incoming  corre- spondence   and   official   copies   of   outgoing correspondence.  In  a  decentralized  system,  the office or work center that has primary concern over  the  subject  matter  of  the  correspondence  files and  maintains  the  originals  or  official  copies. Regardless of the type of filing system used, personnel  should  be  able  to  locate  the  desired correspondence  when  required. Although  confidential  material,  like  all classified  material,  requires  some  degree  of security  protection,  it  may  not  require  controlled routing. Depending on the type of document and local  administrative  procedures,  you  may  route confidential  material  with  either  a  route  stamp  or a  control  sheet. The  administrative  office  of  the  command must  maintain  various  logbooks  or  records indicating  the  location  (file  or  office)  of  all incoming and outgoing correspondence. That office must maintain the files as outlined in the Department  of  the  Navy  File  Maintenance Procedures  and  Standard  Subject  Identification Codes (SSIC),  SECNAVINST  5210.11D. FILING PROCEDURES.  —Commands should  follow  several  procedures  to  effectively  and economically  maintain  correspondence  files.  Each organization  should  authorize  an  office  to  have central  control  of  activity  files.  That  office  should do  the  following: Assign  personnel  to  coordinate  all  activity files Authorize   official   files   and   assign responsibility  for  files  plans Locate  the  official  files  at  an  organiza- tional   level   that   ensures   effective documentation,  makes  records  accessible to major users, minimizes duplicate files, and  aids  records  disposal Determine records retention and disposal standards  and  prepare  local  disposal instructions Perform  periodic  reviews  of  the  files procedures In filing material, you should not include unnecessary  working  papers,  early  drafts,  extra copies,  or  information  material.  You  should include  the  following: The  incoming  document Copy  of  the  outgoing  correspondence Any  essential  supporting  documents You may file material loose in folders unless you need to keep pages in a particular order. Then use  prong  fasteners,  rather  than  staples,  clips, or rubber bands, to attach materials to the file folder. A  document  often  concerns  more  than  one subject,  name,  or  case.  When  that  occurs,  file an extra copy under each subject; make sure each copy contains the location of the basic document. You  must  keep  track  of  documents  removed from the files. When removing a document or an entire file, put a charge-out slip in its place. If the document  is  transferred  among  several  people, update  the  charge-out  slip  upon  each  transfer. 2-44