Quantcast Procedural Instructions - 14237_50

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Files and Records - 14237_49
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Maintenance and Material Management
and  directives,  you  must  requisition  them  through the normal Navy supply channels and according to  your  local  procedures. Issuance Internal   distribution   of   publications   is normally  a  function  of  the  ship’s  office.  Once publications  or  directives  are  received  by  your division,  you  should  establish  check-out  and check-in procedures for these materials. You can use  standard  IN-OUT  cards  which  are  available through  the  supply  system  for  this  purpose. Stowage Aboard  ship  where  space  is  a  problem,  you may have to stow publications on the top of your desk,  or  in  a  seldom  used  file  cabinet  drawer. The  main  thing  is  to  make  certain  that  fre- quently  used  publications  are  readily  accessible to   the   people   who   need   to   use   them.   Stow publication-type  directives  with  your  other publications,  but  be  sure  to  place  locator  sheets in your directives binders so you will know where to  find  these  directives  when  changes  are  received. Maintenance It   is   important   that   you   keep   all   official publications  and  directives  up  to  date.  An  out- of-date   or   poorly   maintained   publication   is practically   useless   because   of   the   incorrect information or obsolete procedures it might con- tain.  This  point  cannot  be  overemphasized  in regard  to  any  of  the  ship’s  store  procurement publications,  such  as  the  Ship’s  Shore  Afloat Catalog  (SSAC)  or  the  Ship’s   Store   Contract Bulletin.  Remember,  out-of-date  procurement information often leads to unnecessary delays in the  shipment  of  merchandise. Thoroughly  indoctrinate  your  personnel  on the  procedures  they  should  follow  for  making changes  and  corrections  to  publications  and  direc- tives.  As  you  know,  most  publication  changes contain a cover sheet which gives specific instruc- tions for making changes. Make sure your people read   the   cover   sheet   before   they   attempt   to make  any  changes,  Whenever  a  list  of  effective pages is included with a change, make sure that the page numbers are checked before any of the removed  pages  are  thrown  away.  Use  the  Navy Supply  Corps  Newsletter  to  verify  the  accuracy of  your  NAVSUP  publications  in  terms  of  the latest  changes.    The  Newsletter  is   distributed monthly  to  all  Supply  Corps  officers  and  to  the master  and  senior  chief  petty  officers  who  are serving in the AK, DK, SK, MS, and SH ratings. PROCEDURAL  INSTRUCTIONS As a senior petty officer, you maybe required to assist the supply officer in the preparation of instructions. Supply  department  instructions should  be  prepared  according  to  the  guidelines furnished in Shipboard Procedures (NWP-50) and the  requirements  of  type  commanders.  Supply department  instructions  are  required  by  NAVSUP P-487   for   prescribing   safety   precautions   and operating  instructions  for  equipment  and  sanitary regulations for equipment and spaces. However, you do not need to prepare these instructions as long  as  you  have  already  posted  plastic  laminated placards incorporating the requirements of cogni- zant  bureaus  or  commands.  In  any  case,  you should post these instructions or requirements in conspicuous places where they may be readily seen by  concerned  personnel. You  will  be  required  to  prepare  instructions covering  subjects  that  concern  your  ship’s  store division  personnel. Hours  of  operation  for  the  ship’s  stores and related service activities Regulations  for  the  procurement,  stowage, custody,  inventory,  and  sale  of  tax-free cigarettes Assignment of an authorized inspector of ship’s  store  material Appointment  of  a  cash  collection  agent POLICY  SIGNS You must post various policy signs, especially in  your  sales  activities.  You  must  place  a  sign advertising the harmful effects of cigarette smok- ing in each area where cigarettes are sold, whether they  are  sold  by  the  pack  or  by  the  carton. You should post a sign to the effect that per- sonal  checks  and  traveler’s  checks  will  be  accepted up to the amount of the sale. You should also post a  sign  that  explains  the  ship’s  store’s  policy  for the returning of defective merchandise that was purchased  in  the  ship’s  store. A notice should be posted that special orders can  be  made  through  the  ship’s  store  office  for authorized  merchandise  that  is  not  carried  in 3-22

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