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Figure 4=8.-Front section of a notice
Personnelman 3 & 2 - Military manual for government personnel administration
General Information About Messages
sequence, in lieu of the instruction they reference. A subject cross-reference sheet is placed in front of those instructions  that  carry  the  same  subject  identification number. Filing  Directives  in  General  Correspondence Files When  copies  of  directives  are  needed  to  complete records,  or  to  support  or  futher  document  specific actions,  they  may  be  filed  in  the  activity’s  general subject files, pertinent case files (such as contract case files),  or  other  appropriate  correspondence  files. Filing Manuals You  should  file  manuals,  such  as  the  Enlisted Transfer Manual, (ENLTRANSMAN) and the Military Personnel  Manual   (MILPERSMAN),  in  a  central location. As a PN, you will use these manuals on a daily basis. By  being  centrally  located,  these  manuals provide  you  easy  access  to  information  that  you  need. You should not have to go all around the office to obtain them from different locations. Also make sure that all personnel  in  the  office  know  the  whereabouts  of  their central location. REVIEWING AND ROUTING DIRECTIVES When directives are received at your command, make sure you review them before you file them. The purpose of reviewing directives is to make sure you have  an  idea  of  the  new  changes.  Since  rules, regulations,  and  procedures  are  always  changing,  you need to be thoroughly familiar with these changes. By being familiar with the changes, you will also be more knowledgeable, better informed, and able to answer questions. In  the  process  of  reviewing  directives  received  at your command, it may be necessary to route them to other divisions or departments. If you are in doubt as to whether or not you need to route directives to other divisions,   or   departments,   you   should   ask   your supervisor.  If  your  supervisor  tells  you  that,  based  on command requirements, some directives are not kept in your office, make sure you know where they can be located. The use of the cross-reference sheets will be appropriate in these cases. PREPARATION OF DIRECTIVES We have explained what directives are, how to post basic  changes  to  directives,  how  to  file  directives,  and 4-16 how  to  review  and  route  directives.  Now,  we  will discuss  the  ways  your  command  writes  local instructions and notices. Command instructions are many and varied. Subjects range from command leave policy  to  a  change-of-command  notice.  Your  command maintains  a  list  of  all  effective  instructions.  These instructions  are  periodically  reviewed  and  updated  to conform  to  Navy  policies. Personnel  responsible  for  drafting  instructions  and notices or even making changes to them must always refer to the Department of the Navy Directives Issuance System,  SECNAVINST   5215.1.   This   instruction establishes the rules and guidelines used to prepare directives. As you advance in the Navy and become a more senior  PN,  you  may  be  asked  to  draft  command instructions and notices. Remember, SECNAVINST 5215.1 provides you with the necessary information to perform  these  important  tasks. Establishment  of  Navywide  directives  preparation guidelines  ensures  the  uniformity  of  format,  regardless of type or location of a command. INVENTORY Each command should consult the Department of the  Navy  Directives  Issuance  System  Consolidated Subject Index, DPSINST 5215.1, along with respective type  commander  (TYCOM)  instructions  to  ensure  the command  has  the  required  directives  and  publications. An  inventory  of  all  command  directives  and publications should be conducted annually or upon receipt of the appropriate 5215 notices. To obtain any missing  or  out-of-date  directives  or  publications, consult the respective 5215 notice. MESSAGES This  section  contains  a  brief  discussion  about messages.  In  particular,  types  of  messages,  PRO FORMA messages, and message format are discussed. Whenever you are tasked to prepare a message, you should always refer to the  Naval  Telecommunications Procedures, Telecommunication Users Manual, NTP 3(I),  or  other  pertinent  publications. Messages used to be typed by YNs and PNs on message forms. Now they are typed in the same format, but are prepared on a computer and saved out to a disk. These  disks  are  delivered  and  picked  up  from  the communications center.

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