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The issuing authority ensures personnel
responsible for drafting, producing, reviewing,
and maintaining directives receive training as
needed.
If practical, when the official name of an
activity is changed or when activities are
consolidated or split, the issuing authority
issues a conversion table showing the old and
new identifications of directives. This official
also ensures the automatic distribution of
applicable directives to a newly established
activity or an activity moved from one
command chain to another.
DIRECTIVES CONTROL POINT
Each command has a directives control
point that continually analyzes directives,
evaluates the system’s operations within the
individual
organization,
and
makes
recommendations for improvements when
appropriate. The directives control point is
usually the ship’s secretary aboard ship and
the administrative officer at a shore activity.
Before it is signed, each directive is
reviewed for compliance with directives
standards, including preparation for proper
signature, clearances, format, identification,
security requirements, editorial standards,
subject numbers, and references.
The
directives control point ascertains currency,
need, completeness, and possible overlap of or
conflict with other directives. The control
point assigns consecutive numbers to new
instructions after signature and ensures dating
before issuance.
Another function of the directives control
point is to review the proposed distribution of
each directive to ensure distribution is
selectively appropriate and accurate.
This
review allows the control point to prevent
overdistribution or
underdistribution of
directives.
The control point arranges for
reproduction, distribution, and stocking of
directives.
The directives control point
maintains, in standard three-ring or post
binders, a master up-to-date set of all
incoming and outgoing directives, including a
copy of each message directive.
For
classified directives,
the control point
maintains locator cross-reference sheets.
Publication-type directives are filed elsewhere.
The directives control point also reviews
checklists to ensure the currency of directives
addressed to the organization.
A ship’s
directives control point obtains a complete set
of all applicable directives upon the activation
or commissioning of the ship.
The directives control point issues annual
numerical checklists, quarterly additions and
deletions, and annual alphabetical subject
indexes of currently effective instructions the
organization has issued.
T h e N a vy
Publications and Printing Service (NPPS)
provides this service
to Washington
headquarters
organizations,
except
Headquarters Marine Corps.
OFFICIAL CASE FILES
Each issuing authority maintains official
directives case files for directives issued. The
files are arranged numerically by the standard
subject identification code (SSIC) assigned the
directives and filed as a separate series, apart
from other files. Each case folder includes
the following:
l The official copy of the basic directive
containing clearance initials or names and the
original or copy containing the actual
signature or other authentication.
l The official file copy or signature
copy, or other designated official copy, of any
change, cancellation, cross-reference sheet, or
revision of the basic directive.
l Any reproduced (distribution) copy of
the basic directive
and any
change,
cancellation, cross-reference sheet, or revision
of the basic directive.
Ships and small
activities may dispense with this requirement,
if approved by local authority.
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