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
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.
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.
maximum time possible between submissions.
AS REQUIRED REPORTS. Information
available and furnished on request.
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
Various reports are required to provide
promotion planning, statistical purposes, and
so forth. The following are definitions of the
used to provide
A collection of data or
information used to determine policy; to plan,
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
AS REQUIRED REPORT. Information
collected, stored, retrieved, and submitted
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
ONE-TIME REPORT. A report prepared
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
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