CHAPTER 3 MAINTAINING COMMAND RELIGIOUS PROGRAM (CRP) FILES AND RECORDS

CHAPTER 3 MAINTAINING COMMAND RELIGIOUS PROGRAM (CRP) FILES AND RECORDS A Religious Program Specialist is normally assigned the task of maintaining the files and records used in support of the Command Religious Program. It is important for RPs to be able to file and locate correspondence as quickly as possible. To assist personnel in records maintenance, the Navy Department has developed a standardized system of categorizing records which is outlined in Standard Subject Identifica- tion Codes (SECNAVINST 5210.11). It is imperative that an up-to-date copy of this instruc- tion be maintained in the office of the chaplain. The specific provisions of this publication will be explained in another section of this chapter. Subsequent sections in this chapter will be devoted to describing and explaining centralized and decentralized filing systems, the equipment used in filing correspondence, control of classified information, the basic guidelines which are con- tained in SECNAVINST 5210.11, CRP filing requirements, responsibilities of command chaplains and RPs, cross-reference filing pro- cedures, the reports control system, tickler systems, and disposal of correspondence and records. COMMAND CONTROL OF FILES Correspondence files are maintained in one of two ways depending on the location, mission, or sensitivity of the material. A centralized system is one in which official correspondence is main- tained in a central location such as the ship’s office or in the administrative office at a shore command. A decentralized system is one in which official correspondence is maintained in the office having primary need for the cor- respondence. Centralized systems are normally used aboard ship and for maintaining classified files and records. A decentralized system is most common at large shore commands where offices are widely separated. The command chaplain plays a major role in CRP records management through the super- vision of RPs assigned responsibility for maintain- ing the records in the office of the chaplain. This is especially true when a decentralized filing system is used by the command. For this reason, it is a good practice to have one RP assigned the primary responsibility for maintaining files in the office of the chaplain. As stated in the preceding chapter, classified material (Top Secret, Secret, and Confidential) is not normally filed in the office of the chaplain. The RP should consult personnel in the ad- ministrative office when questions arise con- cerning the filing requirements for classified material. It is important to remember that every individual who is granted access to classified information is responsible for protecting that information. Religious Program Specialists need to ensure that the office of the chaplain does its part in protecting classified information in sup- port of national defense efforts. FILING EQUIPMENT AND MATERIAL Because office space is often limited, especially aboard ship, it is important to procure and main- tain the proper amount and types of filing equipment for use in the office of the chaplain. The RP is usually tasked with ordering filing equipment utilizing the Navy’s supply system. Therefore, RPs need to be familiar with the various types of filing equipment and associated material such as cabinets, file folders, and card files that are available. This will aid in making the most efficient use of the space allocated for the Command Religious Program. FILE CABINETS Four- and five-drawer steel cabinets are standard equipment in the Navy; and these 3-1