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Administration and Maintenance
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Filing Directives
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. 6-3

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