There are many other occasions when the use of this
form is appropriate. Refer to the middle section of the
form in figure 4-7 that shows you the different
occasions. When you use this form, make sure you keep
a copy of the form for your activity file as a tickler file
or for future reference.
In this section, you will learn about instructions;
notices; making changes to, filing, reviewing, routing,
inventorying, and preparing directives. A directive is
an instruction, notice, or change transmittal that
prescribes or establishes policy, organization, conduct,
methods, or procedures. Directives require action or
contain information essential to the effective
administration or operation of naval activities or
contain authority or information that must be published
Instructions are directives that contain authority or
information of continuing reference value or requiring
continuing action. Instructions remain in effect until
superseded or canceled by the originator or higher
authority. Figure 4-8 shows a sample of the front page
of an instruction.
Notices (fig. 4-9) are directives of a one-time or
brief nature that have a self-canceling provision. They
have the same force and effect as instructions. Notices
usually remain in effect for less than 6 months, but they
cannot remain in effect for longer than 1 year. Any
requirements for continuing action contained in notices,
such as the submission of reports, use of forms, or
following specified procedures, are considered to be
canceled when the notices are canceled. Requirements
may be incorporated into another suitable document,
thereby continuing their validity.
MAKING CHANGES TO DIRECTIVES
Your command often receives changes to
instructions, notices, and manuals. Usually, additional
or replacement pages are received. However, there are
occasions when your command is instructed to make
Replacement pages are
considered to be more economical.
neater, more legible copies, and decrease the chance for
errors because of the time expended by recipients in
If you are responsible for making changes to
instructions and notices, make sure you make the
changes as soon as the changes are received whether
they are page changes or pen-and-ink changes. Making
changes as they are received ensures that your
instructions, notices, and manuals are up to date. In the
case of manuals, make sure you verify the list that
contains the effective pages to make sure they are all
accounted for. Obtain copies from other commands, if
necessary, to replace obsolete or unaccounted for pages.
It does not do the command any good to have the
instructions, notices, or manuals filed very neatly in
brand new binders if they are not up to date.
Instructions, notices, and manuals are used daily to
make decisions that affect individuals careers.
Therefore, it is imperative that they are up to date.
The following paragraphs contain a discussion on
the filing arrangement of instructions, notices,
cross-reference sheets, directives in general
correspondence files, and manuals.
Normally, instructions are filed according to
subject identification number, consecutive number, and
issuing authority. Checklists of directives issued by
Washington headquarters organizations must be
organized in this manner. If local conditions require,
however, another sequence may be followed, such as by
issuing authority, a combination of subject
identification number and issuing authority, or security
Notices ordinarily need not be filed in the master
file because of their brief duration. If it is necessary to
temporarily interfile them with instructions, the notices
should be tabbed so that each may be easily and
properly removed as soon as their cancellation dates are
reached. Copies may be filed in separate suspense
binders when necessary.
Filing Cross-Reference Sheets
Cross-reference sheets must
instructions. Locator sheets are
be interfiled with
inserted in normal