FILING PROCEDURES

To maintain files effectively and economically, you should establish (1) a file location and control system, (2) the type of material to be included in the files, and (3) the procedures for the maintenance of the files.

Files should be located in a central area where control can be maintained and made accessible to all major users. Duplicate files should be avoided ^{whenever possible.} Individual personnel should be assigned to coordinate all activity within the files. Records retention and disposition should be established for each file, using procedures established in SECNAVINST 5212.5.

Files should not include unnecessary working papers, early drafts, or extra copies of documents. Files should only include incoming correspondence, copies of outgoing correspondence, and any essential supporting documents.

Documents should be filed loose in folders, unless fasteners are needed to hold pages in a particular order.

You should use prong fasteners rather than staples, clips, or rubber bands to hold material together.

When a document covers more than one subject, extra copies should be made and filed under each subject covered, giving the location of the basic document on each copy.

All documents removed from the file must be accounted for. When a document or entire file is removed, use a charge-out slip in its place for identifying the person temporarily holding the file.

ORGANIZATION OF FILES

File folders are used to keep correspondence orderly in the files. The total number of folders used is determined by the appropriate subject identification numbers or name-title symbols to be used and the volume of written matter in each category to be tiled.

The Department of the Navy Standard Subject Identification Codes, SECNAViNST 5210.11, provides a single standard subject classification system used for numbering correspondence and directives by subject throughout the Department of the Navy. This instruction contains a complete list of standard subject identification codes (SSICs) that identify subjects within each category. SSICs are required on all Navy and Marine Corps letters, messages, directives, forms, and reports. The use of SSICs provides a tested method for filing documents consistently and retrieving them quickly.

The SSIC placed on the correspondence by the originator helps to determine the correct folder in which to file the correspondence. However, in some cases, this number may not be appropriate for your particular office file and may require reclassifying. The proper method of classifying a document for the purpose of selecting the appropriate file is to read it carefully and analyze it, considering the following factors:

l The most important, definite, or concrete subject mentioned

l The purpose or general significance of the document

l The manner in which similar documents are requested by the user of the files

l The SSIC under which previous documents of a similar nature are filed

When documents are reclassified to confirm to your local files, you should cross-file a copy of the

original document under the original SSIC so that when reference is made to that document in the future, it may be retrieved without a lot of research.

REPORTS

One important duty of the senior AK assigned to a supply activity is that of preparing or supervising the preparation of reports.

A report is defined as any statistical or narrative information in written or tabular format requested by one activity from another for the purpose of forming policy, controlling operations, evaluating performance, preparing publications, or preparing other reports.

Reports provide all levels of authority with information required for smooth and efficient operation. All data collected from reports are used for specific

purposes.

Reports are classified as reaming, em-time, or ^{feeder reports.} Recurring reports are required at specified intervals or dates and/or upon the occurrence of an event or situation. One-time reports are required one time only and are not intended to be recurring. Feeder reports are required for the sole purpose of collecting data to prepare other reports.

A directive that specifies the submission of a report will outline the required format to be used. When the report is made on a specific form, the directive will state where the form can be procured and normally will show a sample report format. It will also specify due dates/times and identify the activities to which the report is to be forwarded.

Personnel should exercise extreme caution when preparing reports. The data submitted should be accurate and the format followed in detail. Otherwise, the purpose of the report maybe defeated. Erroneous data has little value when used for long-range planning.

Reports should be forwarded with a cover letter only if the instructions for reporting require such letters, or when amplifying information must be furnished.

When a report is assigned a report symbol by the directive or other authority requiring the report, it indicates that it is included in the Reports Management Program. This report symbol will normally appear on the printed report form. Certain types of reports are exempt from the control of the Reports Management program and are designated as "exempt" reports by the requiring authority. Examples of reports that are exempt are Top Secret and Secret reports and the majority of one-time reports.