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Summary - 14261_95
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Definitions
CHAPTER 7 REPORTS AND FORMS MANAGEMENT PROGRAMS Reports  control  is  a  management  tool designed  to  ensure  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 R e q u i r e m e n t s    ( R e p o r t s) Management   Program, SECNAVINST 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  ship’s 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. A  reports 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 authority 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 individual  reports l   Maintaining reports   required organization management   data   on and   prepared   by   the FOLLOW-UP   PROCEDURES Reports   should   be   reviewed   before   their expiration  to  determine  if  they  continue  to meet   requirements   efficiently. The   report originator  performs  this  review  60  days  before the  third  anniversary  of  the  issuance  date. T h e    r e p o r t must include complete 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. REPORTS   CANCELLATION/ REVALIDATION   PROCEDURES If   an   information   requirement   should   be cancelled,  a  change  transmittal  to  the  existing directive  canceling  the  requirement  should  be prepared. 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 change transmittal should   explain the revalidation   and   extend   the   approval   period for  a  maximum  of  an  additional  3  years. REPORTS   ANALYSIS The  construction  of  report  items  should obtain  all  information  needed. Each  item 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. 7-1

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