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Storekeeper 3 & 2 - Manual for watching over inventory and other things needed in a store
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Incoming Correspondence
DIRECTIVES ISSUANCE SYSTEM Your  work  as  a  Storekeeper  will  be  governed  to  a large   extent   by   directives   issued   by   the   various commands,   bureaus,   and   offices   of   the   Navy Department. These directives are issued in accordance with the Department  of  the  Navy  Directives  Issuance  System, SECNAVINST   5215.1,   which   sets   the   policies, responsibilities,  and  standards  for  the  administration  of the Navy Directives System. PURPOSES OF THE SYSTEM Use of this single Navywide numbering system for directives  enables  each  naval  activity  receiving directives  to: 1. 2. 3. 4. 5. 6. 7. Group  directives  by  subject  and  combine  related subjects. Distinguish  between  directives  of  a  continuing nature and those of a brief duration. Obtain   complete   sets   of   instructions   upon activation  or  commissioning. Determine, by use of periodic checklists, the current status and completeness of its set of directives. Determine,  by  use  of  subject  indexes,  what directives are in effect on a subject. File  directives  and  describe  them  as  references by  one  easy  method. Use   the   same   numbering   system   for correspondence  files  as  for  directives. Since  the  system  serves  so  many  useful  purposes, it  is  important  that  you  become  well  acquainted  with it. TYPES OF DIRECTIVES The  directives  system  provides  for  two  types  of directives Instructions Directives  containing  authoritative  or  information having   continuing   reference   value   or   requiring continuing action. An instruction remains in effect until superseded  or  otherwise  canceled  by  the  originator  or higher authority. Notices Directives  of  a  one-time  or  brief  nature  with self-canceling provision. They have the same force and effect as an instruction. Usually notices remain in effect for less than 6 months. They may not remain in effect for longer than 1 year. CORRESPONDENCE Official correspondence in the Navy  includes  all recorded  communications  sent  or  received  by  a  person in the Navy in the execution of the duties of his office. Supply departments, both ashore and afloat, originate and  receive  a  large  quantity  of  correspondence.  Some of the more common types are; directives outlining supply  policies  and  procedures,  naval  letters  requesting and  furnishing  procedural  information  and  authority, and letters and memorandums assigning duties and individual  responsibilities. Outgoing correspondence is normally drafted by senior   petty   officers   or   officers   of   the   supply department. The SK3 or SK2 is primarily concerned with   typing   and   format.   Some   correspondence originated  by  the  supply  department  is  of  a  recurring nature and relatively standard in content. This may include   such   correspondence   as:   recommended changes  to  allowance  lists,  requests  for  special  or in-excess   material,   or   periodic   reports   to   higher authority.  Correspondence  of  this  nature  may  be drafted  by  the  SK3  and  SK2,  using  file  copies  of previous  correspondence  as  a  guide. The format and procedural requirements of official correspondence  Samples  are  found  in  the  Department of the Navy Correspondence Manual.  Slight  variations from  these  formats  may  be  practiced  at  different commands. When assigned to a ballet requiring the preparation of correspondence, it is necessary to consult local   command   instructions   outlining   the   details pertaining  to  the  preparation  of  correspondence.  You should   consult   local   command   instructions   for preparing  official  correspondence. ROUTING  AND  HANDLING  OFFICIAL CORRESPONDENCE The fact that official correspondence is produced implies  that  the  information  is  being  requested  or furnished.  Unless  this  information  is  disseminated accurately, the work to produce it has accomplished very little. Correspondence requesting a report does not 3-11

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