produce the report unless the person responsible for its
preparation receives the request.
The responsibility for the dissemination and
handling of official correspondence is assigned to a
specific organizational component of the supply
department. An SK3 or SK2 in many instances is
assigned to this component, and in smaller departments
and aboard ship may even be the component head.
Official correspondence received by the supply
department may become a permanent record of the
department. The routing required between the receipt
and the filing of correspondence depends on the type of
information furnished and/or the action required. Local
procedures usually prescribe a standard routing for all
incoming correspondence. This is in addition to the
routing to those individuals or organizational
components primarily concerned with the
A route sheet similar to figure 3-6 maybe used to
ensure the proper routing of correspondence requiring
action. This should be prepared in duplicate with the
original attached to the correspondence being routed
and the copy being retained by the correspondence SK.
As the correspondence progresses through the routing
indicated, action is taken and the routing sheet is
initialed by the responsible individuals. When the
routing is complete, the correspondence with the
original route sheet is returned to the correspondence
SK for filing.Figure 3-6.Route sheet.
The routing scheme may be placed on the
correspondent itself if it is in the nature of information.
This may be accomplished by the use of a rubber stamp.
(See figure 3-7).
Outgoing correspondence is usually handled by the
correspondence component of the organization. They
use a rough draft prepared by the originator. The
completed letter is presented to the appropriate official
The correspondence file which accompanies the
letter to be signed is arranged according to the
instructions of the signing official.
Once signed, the correspondence is dated with the
date on which it is signed. File copies are removed for
filing, and the correspondence forwarded to the
Another responsibility assigned to the
correspondence SK is the maintenance of the system
used to ensure a timely response to incoming
It may also be used to ensure the
preparation of required reports. A tickler file is
established simply as a reminder that some action is
required prior to a certain date. The method most
suitable for local conditions, considering size of
operations and the amount of correspondence handled,
should be used. The methods described in the following
paragraphs are frequently used.
The retained copies of the route sheet maybe used
as a reminder for replies or reports of a one-time nature.
They should be maintained by the date that the reply or
report is due and retained until the required action is
completed. If sending correspondence is required,
enough time should be allowed to ensure its receipt by
to the recipient on or before the due date.
For reports or actions of a more permanent or
continuing nature, file folders maybe used. These may
be numbered from 1 to 31, corresponding to the days of
the month. Notes listing action required, data required,
background information, and reference data are filed in
the folders according to due date. The folder for the
current day is pulled each morning and refiled in the
back of the file after the contents are noted and after it
is determined that the required action has been taken.
When it is found that the required action has not been
taken, the correspondence SK should follow up with the
Department of the Navy Standard Subject
Identification Codes, SECNAVINST 5210. 11, provides
a single, standard subject system for classifying
correspondence for filing. This system is used for
standardized numbering of Navy and Marine Corps
documents by subject throughout the Department of the
SECNAVINST 5210.11 contains a list of
standard subject identification numbers and a list of
name-title subject identification codes. Except at
activities with an exceptionally large volume of
correspondence, files normally are established by
subject identification numbers. However, files may be
established by name-title codes or a combination of