Spreadsheets   –You  can  use  spreadsheets  for creating,  storing,  and  manipulating  numeric  data. Spreadsheets  are  useful  in  organizing  cost  accounting, operating  target  (OPTAR)  budgets,  or  parts  inventories. Other  uses  might  include  watch  bills  or  reports  of prospective   gains/losses. Shipboard   Nontactical   Automated   Data Processing Program (SNAP) II –The SNAP II system can help reduce the amount of administrative work you must do and help you manage division affairs. The SNAP II database has the following capabilities: Administrative  data  management Maintenance  data  management Supply and fiscal management Message  generation Internal  mail  service Word  processing The  vast  numbers  of  computer  applications available can help you work smarter, not harder. Some of  the  programs  have  been  created  specifically  for  the Navy.  You  can  obtain  those  programs  through Department of the Navy resources. RECORDKEEPING Administration  is  a  support  function  secondary  to other  unit  functions.  Records  management  is  an appendage  to  administration.  The  unit  cannot  operate without the information contained in the records it maintains.  Yet  uncontrolled  creation  of  records  leads  to administrative inefficiency. Practical administration requires  the  development  of  a  record  management program within the guidelines established by higher authority. All records follow the same life cycle in that they are · created, · classified, · stored, · retrieved  when  necessary, ·   returned to storage, or · destroyed. To manage those steps in the life cycle of a record, the unit must set up a Effective  management system  of  record  management. is  measured  by  the  accuracy  of the  records  you  keep  to  document  the  history  and progress of your division. The records you maintain are divided into two broad groups. The first group consists of those you must keep as directed by higher authority (PMS and other maintenance and training records). The second group consists of those you choose to keep to preserve  documentation  of  certain  events  or  activities (counseling  sheets,  correspondence,  special  request chits, and so forth). When records and files no longer serve a purpose or are not useful, you should dispose of them. Upon assuming the duties of a division officer, make it a point to examine the records and results of past inspections. That will give you a feel for the strong and weak  points  of  your  division.  The  following  references contain  guidelines  for  management  of  designated records: SECNAVINST   5216.5C   (Correspondence) SECNAVINST   5214.10C   and   OPNAVINST 5213.lB  (Forms) SECNAVINST  5214.2A  (Reports) SECNAVINST 5215.1C (Administrative Issuances) SECNAVINST   5212.5C   (Records   Disposal, Storage,  and  Protection) SECNAVINST  5210.11C  (Files) OPNAVINST   5510.1H   (Classified   Material Control) DIVISION ORGANIZATION MANUAL The Standard Organization and Regulations of the U.S. Navy (SORN), OPNAVINST  3120.32B,  describes the regulations and guidance governing the conduct of all members of the U.S. Navy. Do not confuse the  SORN with  United  States  Navy  Regulations,  1990.  Navy Regulations is a Department of the Navy legal document that regulates the duties, responsibilities, authority, distinctions, and relationships of various commands, officials,  and  individuals.  Other  directives  written within the Department of the Navy must not conflict with, alter, or amend any provision of  Navy Regulations. The  SORN  is  the  basic  source  for  guidance  in developing organization manuals tailored to individual ships,  shore  establishments,  and  aviation  squadrons. Organization manuals are issued in the form of an instruction.   When   developing   departmental organization manuals, the department head should 3-4