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Procedural Instructions - 10287f_50
(CONFIDENTIAL),   and Naval   Shore   Activities.” FILES  AND  RECORDS Among  other  duties part   II—“Catalog   of as  a  senior  Ship’s Serviceman,  you  may  find  yourself  in  charge  of the  ship’s  store  division  office  in  which  you  will be  responsible  for  establishing  and  maintaining a standard Navy filing system. Your basic guide to   the   Navy’s   system   of   identifying   files   and records is the  Department  of  the  Navy  Standard Subject  Identification  Codes,   SECNAVINST 5210.11.  The  use  of  the  numeric  and  name-title codes  contained  in  this  directive  for  identifying files  and  records  is  discussed  in  chapter  3,  module 1, Ship’s  Serviceman  3  &  2. Organizing the Files In your study of Ship’s Serviceman 3 & 2, you were  introduced  to  the  basic  files  and  records  that are  required  and  that  must  be  maintained  in  a ship’s store division office. These records include the  general  correspondence  files,  the  directives files, and the ship’s store records files. Additional files  may  be  required  depending  on  your  organiza- tion  and  the  functions  of  your  particular  office. Unless you are assigned to a newly commissioned ship or activity, chances are you will not be con- cerned  with  the  initial  establishment  of  a  filing system. However, this does not mean your existing system  cannot  be  improved.  You  should  review your office’s filing needs periodically with a view toward   eliminating   unnecessary   files,   con- solidating related files, and disposing of obsolete files. The ideal time to do this is at the time you terminate  files.  Correspondence  files,  like  any ship’s  stores  files,  should  be  terminated  at  the  end of  each  accounting  period.  Exceptions  should  be made  only  for  active  correspondence  that  is needed  for  quick  reference.  When  you  are  starting new  files,  you  should  establish  essential  files only   and   you   should   avoid   excessive   cross- referencing. Clearly identify correspondence file folders by the  appropriate  numeric  codes  or  name-title  codes used as file numbers. Keep the file folders in the same code sequence as that listed in the  Standard Subject  Identification  Codes.  Directives,   of course, should be maintained in standard three- ring  binders.  The  binders  should  be  marked  to indicate the series oft he directives they certain. Ship’s store records files should be identified as to  accounting  period  and  accountable  officer. Maintaining the Files Don’t  let  the  material  for  the  files  pile  up. Establish a routine that will ensure that completed correspondence  and  records  are  filed  each  day. Indoctrinate  your  personnel  on  proper  filing practices and carefully supervise the filing opera- tion. You should ensure that directives are filed according to the Navy Directives Issuance System. When   material   is   removed   from   the   files   for reference  or  for  any  other  action,  keep  a  record of the material that was removed and the name of  the  person  to  whom  it  was  released.  Review the  record  daily  to  ensure  that  ship’s  store  records are returned to the files at the end of the day and that other material is returned to the files when the  related  action  is  completed. Disposing  of  Obsolete  Files As  mentioned  earlier,  you  should  properly dispose of obsolete files when the files are termi- nated.  The  obsolete  files  are  those  that  have outlived  their  current  usefulness  and  must  be disposed   of   either   by   local   destruction   or   by transfer to another activity for preservation or for later  destruction.  For  detailed  official  instructions governing  the  proper  disposal  of  files  and  records, you  should  consult  the  Disposal   of   Navy   and Marine  Corps  Records,  SECNAVINST   5212.5. This directive defines the categories of files and records,  and  it  lists  which  records  can  be  disposed of locally and which must be forwarded to federal records  centers. PUBLICATIONS  AND  DIRECTIVES By  now,  you  are  probably  familiar  with  the various publications and directives that are used in  a  ship’s  store  division.  However,  as  a  super- visor,  you  must  know  not  only  the  purpose  and use  of  these  publications  but  also  how  they  are procured,  issued,  stowed,  and  maintained. Procurement Initial supplies of publications and directives (and  changes  thereto)  are  automatically  dis- tributed  to  your  ship  or  activity  by  centralized supply  points.    The  supply  points  use  your distribution code number (assigned in the SNDL to your particular activity) to determine the type and quantities of publications and directives that are essential to your activity’s operations. When you  require  additional  copies  of  publications 3-21

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