need to check files out and take them back to their work centers. When it is necessary to remove a file from the office,  a  record  should  be  made  of  the  file’s whereabouts. Local  procedures  normally  dictate  how  files  should be checked or “charged” out. If a locally prescribed form is available for use, the form should include identification to identify the removed file, the date of removal, and the person to whom the file was released. If local procedures require that a record of removal be retained after return of a removed file, the date of return should also be recorded. Charge-out records should be checked periodically to note whether materials have been charged out for an excessive amount of time. Q22. Q23. What method of correspondence transmission is an alternative to the U. S. Postal system and allows users to send an exact copy of a document? What type of codes provides a method of filing, identifying,  and  retrieving  documents  quickly  and consistently  and  is  found  in  SECNAVINST 5210.11? REPORTS  MANAGEMENT LEARNING OBJECTIVE: Describe the reports management system. Every aircraft maintenance department regularly submits various reports. These reports are important lines of communication that help keep the department operating as an effective naval unit and as a part of a coordinated Navy team. Unless care and judgment are exercised,  however,  reports  can  increase  in  number  and complexity  until  the  burden  they  create  outweighs  their usefulness. Therefore, the Navy has devised a reports management program, whose purpose is to accomplish the  following: Eliminate and prevent unnecessary or duplicate reporting Ensure that instructions, forms, and procedures for necessary reporting is on hand, and that they provide the most simple and direct methods of reporting Ensure that the contents of required reports provide  adequate  data  for  intended  purposes, and   that   reporting   intervals/deadlines   are maintained Provide central reference points for information regarding reports RESPONSIBILITIES FOR REPORTS MANAGEMENT The responsibility for managing the reports of a department  or  squadron  is  usually  assigned  as  a collateral  duty  to  an  officer.  In  large  aircraft maintenance  activities,  this  officer  is  the  administration officer; in smaller units, it is the assistant maintenance officer. Overall responsibilities are outlined in the Naval  Aviation  Maintenance  Program,  OPNAVINST 4790.2. An AZ is usually assigned to assist, as directed, with  report  management  procedures.  In  a  small  activity where  the  officer  may  have  many  other  responsibilities, the  AZ  may  be  expected  to  handle  some  of  the procedures with little supervision. REPORTS TICKLER FILE The   maintenance   administration   division   is responsible for maintaining a tickler file of reports that have a “recurring” reporting requirement. Recurring reports are reports that must be regularly submitted, usually within a specified period such as weekly, quarterly, or by the 5th working day of a particular reporting period. The report tickler file is a master list of all reports that are required by your activity. The tickler file helps to ensure that reports are prepared correctly and well in advance of their due dates. A reports tickler file alerts cognizant personnel of required reports and report due dates to allow sufficient time for preparation and submission before the actual due   date.   Local   procedures   will   again   dictate procedures for establishing and maintaining a tickler file. Some activities use 3 x 5 file cards to track recurring reports that originate in the maintenance office. Other activities may use computers to track these reports. The following basic information should be included in a reports tickler file system: Type of report Form number to be used, if applicable Due out date of report Address of the office to which the report will be sent SSIC of the directive that requires the report, if applicable A listing of divisions or work centers from which reporting information must be obtained 2-22