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Information Systems Technician Training Series, Module 1 - Administration and Security | Next
Communications Planning |
that their files accompany them. Therefore, the
embarked command file is maintained separately from
the flagship file. Flagship communications personnel
are responsible for processing outgoing and incoming
messages for the embarked staff.
NATO/ALLIED FILES
Classified messages of foreign origin must be
provided the same protection as U.S. messages of
equivalent classification. Foreign Restricted messages,
for which there is no U.S. equivalent, must be protected
the same as U.S. Confidential messages, except that
Restricted messages do not have to be stored in a
security container. You can find U.S. equivalent and
foreign classifications in the Department of the Navy
Information and Personnel Security Program
Regulation, OPNAVINST 5510.1, hereinafter called
the Security Manual.
NATO classified messages may not be filed with
U.S. classified message. However, NATO classified
message files may be stored in the same storage area
with U.S. messages provided that the NATO files are
clearly marked as such.
FILE FILLERS
Because of repeated reference to previously sent
message traffic, you must be able to locate all messages
easily and quickly. Therefore, you must always return
a message to the same file from which it was removed
and in the proper filing order. When you remove a
message from a file, always insert a filler, or tickler, in
its place.
Fillers are locally prepared forms that identify the
message by the original DTG, the message originator,
information as to where the message is located, and the
personal sign of the person removing the message from
the file and completing the filler. For readdressal
messages, a filler is made for each readdressal date-time
group. The message itself is filed under the original
date-time group. Figure 2-10 shows an example of a
message filler, or tickler.
FILE MAINTENANCE
Messages and fillers are filed in ascending
date-time group order. The earliest message of the radio
day (raday) will be at the bottom of the file. Automated
systems print the DTG of each message on the lower
right-hand corner of each message. For messages
processed on nonautomated systems, the DTG should
Figure 2-10.—Example of a message filler.
also be printed on the lower right-hand corner. This aids
personnel in easily locating messages in the files. When
a message is removed from a file, it is important that it
be refiled as soon as possible.
The importance of maintaining well-kept files and
of moderating among the various watch sections cannot
be overemphasized. Maintaining accurate files and
records and observing proper procedures contribute to
an efficient shipboard or shore communications
organization. You should be aware that different ships
and stations may do basic procedures in slightly
different ways. All commands, however, must conform
to the requirements contained in communications
operating instructions and publications.
RETENTION OF FILES
Communication logs and files are retained by a
communications center for a specified time period, as
shown in table 2-1. After the time period indicated, the
logs and files should be destroyed either by burning or
shredding. Because of the volume of message traffic
processed, logs and files can take up significant space
in the message center; therefore, they should be
destroyed in a timely manner.
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