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There are 14 major numerical subject groups, each
having a thousand possible topics:
1000 series -
2000 series -
3000 series -
4000 series -
5000 series -
6000 series -
7000 series -
8000 series -
9000 series -
10000 series -
11000 series -
12000 series -
13000 series -
14000 series -
Military Personnel
Telecommunications
Operations and Readiness
Logistics
General Administration and
Management
Medicine and Dentistry
Financial Management
Ordnance Material
Ship’s Design and Material
General Material
Facilities and Activities Ashore
Civilian Personnel
Aeronautical and Astronautical
Material
Coast Guard Mission
Within the major groups are subdivisions using the
second, third, and, sometimes, fourth digit; for example:
5000 -
5800 -
5810-
5812 -
—
General Administration and Management
Laws and Legal Matters
Military Justice
Commanding Officer’s Nonjudicial
Punishment.
MAINTENANCE
File material loosely in folders unless you need
fasteners to hold pages in a particular order. Use prong
fasteners rather than staples, clips, or rubber bands to
hold material.
DISPOSAL
The Navy and Marine Corps Records Disposition
Manual, SECNAVINST 5212.5C, prescribes policy
and procedures for the Department of the Navy’s
Records Disposition Program relating to records
creation, maintenance, and disposition. Files as well as
records are disposed of according to the requirements
of SECNAVINST 5212.5C. This issue will be further
addressed later in this chapter under Records Disposal.
REPORTS CONTROL SYSTEM
Whether you are assigned to an NLSO or a small
SJA office, you will find that your office is responsible
for preparing and submitting several different types of
reports. Knowing what these reports are, how to prepare
them, and when and to whom they are to be sent is
important to the efficient operation of both your office
and the offices that receive these reports. To help com-
mands effectively control the preparation and submis-
sion of required reports, the Navy has designed a reports
control management system. When working with the
reports control system, you should become familiar
with the tickler system, the preparation of the reports,
and the procedures for filing these reports. The follow-
ing hints are provided to help you establish and maintain
the reports control system for your office.
ESTABLISHMENT OF A REPORTS
CONTROL SYSTEM AND TICKLER FILE
To determine which reports your activity submits
and, therefore, needs to be included in your tickler file,
it is necessary to check the current 5214 instructions
issued by commands senior to yours in the chain of
command as well as the JAG Manual which is the
primary source of required reports within the JAG com-
munity. Once you know what reports are required, you
must establish a system that gives you a master list of
all reports and a means to make sure they are submitted
in a timely manner. This is done by using a Recurring
Reports Record Card, NAVSO 5213/7, for each report.
All the completed cards together make up the tickler
system.
MAINTENANCE OF A REPORTS
CONTROL SYSTEM AND TICKLER FILE
What reports have to be prepared and sent out by
my office? When do they have to be sent out? Who are
they sent to? These are questions that can be easily
answered if you have an effective tickler system being
used in your office. A tickler system consists of either
a list of reports or a card file listing all the reports
required for your office. It is suggested that you use
either 5-inch by 8-inch cards or reports control record
cards. On each card the following information should
appear:
The frequency of the report; for example, annual,
semiannual, quarterly
Title of the person/departnlcnt responsible for
preparing the report
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