CHAPTER 2 RECORD SYSTEMS When you have read and understood this chapter, you should be able to answer the  following  learning  objectives. Identify and explain the purpose of engineering l department  legal  records. Identify and explain the purpose of engineering l department  operating  records. Explain   the   purpose   of   the   engineering department’s  fuel  and  water  accounts. Explain  the  use  of  3-M  systems  in  the engineering  department. Accurate,   legible,   and   up-to-date   engineering records plus timely, accurate, and legible reports reflect efficient administration. Records maintained by the engineering  department  and  reports  submitted  to  the engineering officer provide the data for engineering reports  to  higher  authority.  The  engineer  officer  uses reliable records and reports to keep up with the state of material and performance in the department. The type commander is coordinator of administra- tive matters for ships assigned. He issues the necessary directives to regulate administrative records and reports required  of  ships  within  the  command.  The  directives generally include a list of the records and recurring reports required by other commands and agencies of the Navy according to OPNAVINST 5214.2B. With this information, the commanding officer can establish a system to maintain current and accurate records and to forward  reports  in  a  correct  and  timely  fashion. Instructions  for  the  disposal  of  shipboard  records  are published in part III of Disposal of Navy and Marine Corps  Records,  SECNAVINST   P5212.5C. The engineer officer must be familiar with the en- gineering  records  and  reports  system.  He  should  keep record  reference  files  containing  complete  information on the methods used to maintain required records. The engineer  officer  also  should  keep  a  report  tickler  file. He should separate record reference files alphabetically, and  file  record  reference  cards  alphabetically  by subject.  He  should  arrange  report  tickler  file  cards  in order of the occurrence of the report; daily, weekly, monthly, and so forth. The engineer officer can use Recurring  Reports  Records  form,  NAVEXOS  4179,  for both  files. There is no simple way to assure the accuracy of records and reports. The first step is to establish the responsibility for keeping the records and preparing the reports within the department. The next step is to assign the duty of checking and verifying the data contained in the  report.  The  engineering  department  and  division organization  manuals  provide  excellent  means  of  fixing departmental  record-keeping  responsibilities.  The department  training  program  should  train  personnel  to obtain data and maintain records. Some  engineering  records  are  mandatory  (required by  law)  while  others  are  necessary  for  efficient  opera- tion  of  the  engineering  plant.  This  chapter  covers  the records and reports that are basic to a well-administered engineering  department  of  any  large  ship. The standard forms used as illustrations in this publication were prepared by the various technical commands  and  the  Chief  of  Naval  Operations  (CNO). The forms are for issue to forces afloat. The Navy Stock List of Publications and Forms, NAVSUP 2002, shows how to order them. The forms are revised as needed, so be sure you order current forms. Sometimes locally prepared forms are needed for local use, make certain that an existing standard form will not serve the purpose before you order them. The   engineer   officer   will   prepare   the   ship’s operational   reports   that   deal   principally   with engineering matters. He should refer to directives of appropriate  fleet  and  other  operational  commanders  for requirement frequency, format, and timely submission of  specific  operational  reports. 2-1