Reviewing and Routing Directives

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.