Quantcast Chapter 5 Correspondence/Message Files and Disposal

Click Here to
Order this information in Print

Click Here to
Order this information on CD-ROM

Click Here to
Download this information in PDF Format

 

Click here to make tpub.com your Home Page

Page Title: Chapter 5 Correspondence/Message Files and Disposal
Back | Up | Next

Click here for a printable version

Google


Web
www.tpub.com

Home

   
Information Categories
.... Administration
Advancement
Aerographer
Automotive
Aviation
Combat
Construction
Diving
Draftsman
Engineering
Electronics
Food and Cooking
Math
Medical
Music
Nuclear Fundamentals
Photography
Religion
USMC
   
Products
  Educational CD-ROM's
Printed Manuals
Downloadable Books

   


 

Share on Google+Share on FacebookShare on LinkedInShare on TwitterShare on DiggShare on Stumble Upon
Back
Messenger Service
Up
Yeoman Basic
Next
Security Files
CHAPTER 5 CORRESPONDENCE/MESSAGE FILES AND DISPOSAL As  a  Yeoman  (YN),  you  must  be  able  to file   correspondence   correctly   and   retrieve   it quickly.  The  amount  of  time  it  takes  you  to locate  a  certain  piece  of  correspondence  will depend   on   how   well   you   know   the   Navy filing  system. This  chapter  introduces  you  to  the  Navy way  of  filing,  to  equipment  commonly  used by the YN, and to various procedures that will help  you  perform  your  duties  efficiently.  The chapter   then   covers   the   numerical   subject identification   coding   system. Finally,  the records  disposal  system  is  discussed. CENTRALIZED   AND DECENTRALIZED    FILES Your   command   has   two   options   in   the manner  it  keeps  incoming  and  outgoing correspondence  readily  available–centralized or   decentralized   files. Centralized   filing, where all   official copies of   outgoing correspondence  and  the  originals  of  incoming correspondence   are   maintained   in   the   same office,   is used   by   ships,   small   shore commands,   or   commands   with   a   minimal amount   of   correspondence.   A   decentralized system,  where  the  originals  and  official  copies are  maintained  at  the  departmental  level,  is appropriate   when there   is considerable correspondence routed directly to a department   or   division   having   responsibility over   a   specific subject. Larger   shore commands,   Navy   Department   offices   or bureaus,  or  activities  where  offices  are  widely separated  use  the  decentralized  system. In either system, control and responsibility are  assigned  to  one  or  two  YNs.  In  a  central file  all  operations  and  control  are  under  one person’s immediate supervision. In    a decentralized  system  a  supervisor  makes  sure that   uniform   filing   practices   are   followed   in each  file  location.  Whichever  system  is  used, files   should   not   be   duplicated.   There   should be  only  one  OFFICIAL  file. FILE   EQUIPMENT Whether   ashore   or   aboard   ship,   the equipment   you   use   is   standardized. The following   paragraphs   give   you   general knowledge  of  the  types  of  filing  equipment used  throughout  the  Navy. CABINETS The  types  and  sizes  of  file  cabinets  vary  to accommodate   the   size   of   the   material   filed. Since   materials   should   be   filed   without folding,  the  size  of  the  cabinet  is  determined by  the  size  of  the  individual  sheets,  cards,  or other  records  to  be  filed. Four  or  five-drawer,  steel,  letter-size cabinets   are   the   Navy   standard   for   active correspondence  and  documents. The   Navy standard  correspondence  size  is  8  1/2  by  11 inches,  and  file  cabinets  available  through  the supply   system   are   designed   to   accommodate this   size. Specialized   file   cabinets   are available  for  larger  sized  documents,  such  as drawings,  charts,  or  legal-sized  documents. Each   file   drawer   is   equipped   with   an adjustable  backstop,  called  a  compressor.  By adjusting  the  position  of  the  compressor,  your files   are   kept   in   an   upright   and   orderly position  when  a  file  drawer  is  only  partially filled. 5-1

Privacy Statement - Press Release - Copyright Information. - Contact Us - Support Integrated Publishing

Integrated Publishing, Inc.