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CHAPTER 6
REPORTS CONTROL AND RECORDS DISPOSAL
Reports control is a management tool designed to
assure efficient response to local and higher echelon
requirements for information. Each activity is required
to establish a continuing and systematic appraisal of
reports.
The contents of your files are of such significance
that our Congress has passed laws governing their
disposition and fixing penalties for unauthorized
destruction. These laws apply to unclassified as well as
classified matter.
This chapter gives you a basic understanding of the
Department of the Navy Information Requirements
(Reports) Management Program that a report control
manager must deal with in order to have an effective
information requirements management program. In the
latter part of this chapter we discuss the major elements
that govern the proper disposal of government records.
REPORTS CONTROL SYSTEM
A single office within each Navy command should
be designated as the reports control point to review and
process existing and proposed reports, reporting
systems, and their related directives. Normally, the
reports control manager is a function of the ship’s
secretary (afloat) or the administrative officer (ashore),
with a senior Yeoman (YN) as reports control point
supervisor. The responsibilities of the reports control
point include the following:
l Approving proposed new reports or revisions to
reports before they are issued to make sure that they
conform to reporting standards and that they do not
duplicate required information
l Assigning identification symbols to such reports
. Performing follow-up reviews of individual
reports on a scheduled basis
. Maintaining a central information inventory
(case file) on reports required and prepared by the
organization
DEFINITIONS
Reports are required for distribution, training,
promotion planning, statistical purposes, and so forth.
To provide information for all these purposes, various
reports are required. The definitions of the different
kinds of reports are as follows:
. A report is a collection of data or information
regardless of the method of preparation or transmission
for use in determining policy; planning, controlling, and
evaluating operations and performance; making
administrative determinations; or preparing other
reports. The data or information may be submitted in
any method of preparation or transmission; for example,
narrative, statistical, graphic, magnetic tape, or other
media.
. An as-required report is a report that a particular
office or organization requires from another office or
organization.
l A status report is an interim report explaining the
amount of work completed or to be completed on an
established report.
. A survey or personnel survey is an organized
effort to obtain information from persons about
themselves, their attitudes, perceptions, beliefs,
opinions, or interests. The acquisition of such
information is not a normal administrative requirement
internal to the command.
. A one-time report is a report required one time
only from one or more respondents. A new directive
must be issued each time such a report is required.
One-time reports are assigned a report control symbol
according to the standard subject identification code
(SSIC) using OT as the suffix number.
. A recurring report is a report that conveys
essential] y the same type of information at recurring
intervals; for example, daily, weekly, monthly, or
annually.
. Situation reports are recurring reports prepared
and required upon each occurrence, recurrence, or
nonoccurrence of an event or situation; for example,
upon graduation or the occurrence of an accident.
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