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Reports Control System - 14135_18
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Responsibility, Maintenance, and Safeguarding - 14135_20
l l Title of report and/or report symbol; for example, Legal  Assistance  Report,  NAVJAG  5801.3 Reference  requiring  the  report;  for  example, JAGMAN,  chapter  1,  section  0102 File the tickler cards together in the tickler file by the frequency; for example, monthly or quarterly, of the report they reference and in chronological order by the date the report should be prepared. Another thing to remember when working with the tickler system is that you should continually check the references listed on each card to make sure the reporting requirements are current. PREPARATION OF REPORTS When  tasked  with  preparing  a  report,  you  should check the tickler card to determine when the report is due, who it goes to, and what format you should use in preparing  the  report.  You  also  should  check  the  refer- ence  that  requires  the  report  and  follow  the  procedures outlined in that reference for the proper preparation of the  report. FILING REPORTS When you complete the preparation of a report, file a copy in your office’s general files. The size of the office  you  are  working  in  will  determine  whether  you will file the copy of the report in a separate report file by its frequency of submission; for example, annual reports, semiannual reports, or in the general files by its subject classification code. When practical, a reports control case file should be maintained for each type of report and should contain the following information about the report: .  A  copy  of  the  directive  authorizing  the  report .  Instructions  for  the  preparation  and  submission of the report . A sample copy of the report . Any correspondence or other matter about the report Whenever  possible,  file  reports  separate  from  the general files to provide for easier reference. RECORDS  DISPOSAL How  important  are  records  in  your  files?  Important enough that Congress has passed laws governing their disposition  and  fixing  penalties  for  their  unauthorized 1-9 destruction.  These  laws  apply  to  all  official  government records, not only to those that are classified. Though  sometimes  monotonous,  all  tasks  con- nected  with  files,  including  their  disposition  when  no longer needed, must be taken seriously. Decisions whether or not to save files cannot be avoided by simply saving everything. Sooner or later filing cases fill up and something has to be done. No matter how firmly you believe that if you get rid of it today, somebody will want it tomorrow, you cannot go on  collecting  forever.  On  the  other  hand,  the  “if  in doubt, throw it out” school of thought, if allowed to operate unchecked, goes to the opposite extreme. You  may  be  called  upon  to  help  determine  the proper disposition of files and records maintained in your office. In doing this, you will have to know what files and records are maintained in your office, how long they should be kept, and what should be done with these files and records after they have served their usefulness to  your  office.  The  specific  procedures  are  outlined  in the Navy and Marine Corps Records Disposition Man- ual, SECNAVINST  5212.5C.  You  should  also  become familiar with any additional procedures that may be required  by  other  directives  for  the  proper  disposition of specific files and records that maybe maintained by your office; for example, court-martial records, legal assistance case files, and claims files. JAGMIS JAGMIS provides the Commander, Naval Legal Service  Command  (NLSC)  with  monthly  workload data summaries for purposes of current trend identifi- cation,  resource  allocation  verification,  long-range planning,  and  determination  of  responsiveness  of  the Navy’s   legal   service   requirements.   JAGMIS   was initially  developed  as  a  tool  for  tracking  court-martial processing to ensure the speedy trial and review of cases. It has been expanded to assist management re- view and analyses of NLSC functions. While case-by-case data entry in JAGMIS is not required,  so  long  as  monthly  JAGMIS  reports  contain the data specified in the automated JAGMIS format, it is strongly encouraged as an informational tool for all levels of command and supervision, particularly in the military justice area. All  NLSC  activities,  except  the  Naval  Justice School,  must  prepare  and  submit  each  month  a  produc- tivity  report  in gal   Service the format required by the Naval Le- Command   Productivity   Report,

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