material that has been received. These files will
be kept by each fiscal year. The filing system will
be kept in requisition number order. You should
review this file at least weekly to make sure of
completeness and orderliness.
Stock Record/Requisition Files
The stock record/requisition files are the most
important that a supply department has to
maintain. These files are the records of all the
material that you carry on board and the
requisitions that you have submitted and
You must update your stock record file daily
by posting issues, receipts, shortages, and any
inventories that have occurred. These cards should
be filed in stock number order by national item
identification number (NIIN), You should have
two separate card files, one for high-usage or
selected item management (SIM) items and one
for low-usage or non-SIM items.
The requisition file must be kept by fiscal year.
This file will be kept in requisition number order.
You should maintain this file according to the
Navy and Marine Corps Records and Disposition
Manual, SECNAVINST 5212.5.
DISPOSAL OF RECORDS
Files and records are disposed of according to
the Navy and Marine Corps Records and
Disposition Manual. A ship or shore station
should have instructions written regarding the
disposal of classified files.
Aboard ship, usually you can dispose of
classified files by either burning or shredding the
material. You should always keep a log of which
files you shred or burn.
CLOSING OUT FILES
Closing out files is accomplished on a specified
date. You transfer the closed-out files to a local
storage location and then open new files. This
should be done at the end of each fiscal year for
fiscal and accounting records. Correspondence
and general files should be closed out at the end
of the calendar year.
SECURITY OF FILES
The supply officer and you should make sure
all office records are safeguarded from loss or
accidental destruction. Such records will be
removed from the supply office only when
absolutely necessary. Any files that are in the
possession of your personnel should be handled
according to the Department of the Navy
Information and Personnel Security Program
Regulation, OPNAVINST 5510.1, and any
pertinent shipboard instructions.
One of the concerns of personnel management
is the assignment of personnel on the basis of
capacity and interest to perform specific
functions, tasks, and duties. It involves
recognizing that every individual uses a basic
knowledge, skill, or ability in performing a task
and these capacities should be fully used. You
should be able to exercise your leadership
responsibilities in dealing with these human
relations. Leadership can be defined as the ability
to direct or influence the behavior of others
toward specific goals. In carrying out this mission,
your responsibilities do not stop with the
assignment of duties and the delegation of
authority. You must also control the functions.
Refer to Human Behavior and Leadership,
NAVEDTRA 10058. This manual is written for
leading petty officers of the U.S. Navy to assist
them in leading their people. As a first class, you
will be required to attend a highly interactive Navy
leader development program (NLDP) course
before going up for chief. This training will help
you in making personnel assignments and will
improve your general leadership ability.
One of the most difficult tasks facing a
supervisor is making a fair and efficient
distribution of individual jobs among assigned
personnel. If this could be done by a simple
mathematical formula (jobs ÷ available per-
sonnel = distribution), it would present no
problem. However, it is not that simple. Your
personnel will have varying degrees of knowledge
Also, the jobs differ in
complexity, required time to perform, and
frequency of performance. While the ultimate
responsibility for the assignment of personnel rests
with the supply officer, this officer will rely
heavily on your recommendations.
What Are the Jobs?
The first step in planning personnel as-
signments is to prepare a list of all jobs that are