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Chapter 7 Reports and Forms Management Programs
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Yeoman Basic
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Report Control Symbols
Arrangement  of  Report  Items Report  data  items  should  be  arranged  in  a logical   format   that   allows   the   preparing organization  to  complete  the  report  easily. Source  of  Information  for  Report  Items Information   for   report   items   should   be obtained   from   the   organization   that   can furnish   precise,    usable   information   in   the easiest  way. Controlling  Copy  Distribution Distribution  of  completed  reports  is  based on  a  “need-to-act”  or  “need-to-know”  basis. Distribution  of  courtesy  copies  is  prohibited. Timing  Submissions The  submission  of  reports  is  based  on  the following  timing  and  frequency  requirements: M I N I M U M    F R E Q U E N C Y. The maximum  time  possible  between  submissions. AS   REQUIRED   REPORTS.   Information available  and  furnished  on  request. SITUATION   REPORTS. Information required  on  the  occurrence  of  an  event  or situation  or  a  change  in  condition. REALISTIC   DUE   DATES.   Sufficient time   allowed   for   adequate   compilation between the end of the period covered and the due date. DEFINITIONS Various  reports  are  required  to  provide information about  distribution, training, promotion  planning,  statistical  purposes,  and so  forth.  The  following  are  definitions  of  the various reports used   to   provide such information: REPORT. A   collection   of   data   or information  used  to  determine  policy;  to  plan, control,   and evaluate operations   and performance;   to   make   administrative determinations;   or   to   prepare   other   reports. The  data  or  information  may  be  prepared  or transmitted   by   any   method;   for   example,   it may   be   a   narrative,   statistical,   or   graphic report prepared on magnetic tape or any other media. AS   REQUIRED   REPORT.   Information collected,   stored,   retrieved,   and   submitted when  requested. STATUS   REPORT.   An   interim   report explaining  the  amount  of  work  completed  or to  be  completed  on  an  established  report. SURVEY  OR  PERSONNEL  SURVEY. 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. ONE-TIME   REPORT.   A   report   prepared only  once. One-time   reports   should   be assigned  a  report  control  symbol  according  to the  standard  subject  identification  code  (SSIC) using  the  letters  OT as  the  suffix. RECURRING   REPORT.   A   report   that conveys essentially   the s a m e    t y p e    of information  at  prescribed  intervals. SITUATION   REPORT.   Reports   prepared upon  occurrence  of  a  specified  event. INFORMATION   REQUIREMENT.   The expression  of  need  for  data  or  information  to carry  out  specified  and  authorized  functions. These  functions  require  the  establishment  or maintenance  of  forms,  formats,  or  reporting  or recordkeeping   systems,   whether   manual   or automated. 7-2

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