REPORTS AND FORMS MANAGEMENT PROGRAMS
Reports control is a management tool
designed to ensure efficient response to local
and higher echelon requirements for
Each activity is required to
establish a continuing and systematic appraisal
The contents of your files are of such
significance that our Congress has passed laws
their disposition and fixing
penalties for unauthorized destruction. These
laws apply to unclassified as well as classified
understanding of the Department of the Navy
R e q u i r e m e n t s ( R e p o r t s)
5214.2. This instruction gives direction for an
effective reports management program.
REPORTS MANAGEMENT PROGRAM
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 ships
secretary (afloat) or the administrative officer
(ashore), with a senior Yeoman (YN) as
reports control point supervisor. As a YN2,
you may be that senior YN.
manager is responsible for the following tasks:
l Reviewing reports for conformance
with reporting standards
Approving reports by assigning report
control symbols (RCSs) or citing exemption
l C o n d u c t i n g p e r i o d i c r e v i e w s of
management data on
and prepared by the
Reports should be reviewed before their
expiration to determine if they continue to
meet requirements efficiently.
originator performs this review 60 days before
the third anniversary of the issuance date.
T h e r e p o r t
rejustification of the requirement. Reports not
approved for extension are automatically
cancelled on the third anniversary date and
should be omitted from any subsequent
effective reports listing.
If an information requirement should be
cancelled, a change transmittal to the existing
directive canceling the requirement should be
If the information requirement
remains valid, a revised directive or change
transmittal should be submitted within 60 days
of the expiration date. The revised directive or
revalidation and extend the approval period
for a maximum of an additional 3 years.
The construction of report items should
obtain all information needed.
must satisfy a current need or known future
requirement. The collection of information to
meet some possible future need is not
justified. Each reported item of information
must be used by the recipient of the report.
Negative reports should be required only
when they serve an established objective.