FITREPs  are  subject  to  the  Privacy  Act  of 1974.   Report   drafters   and   reporting   seniors may maintain notes and r e c o r d s    of performance  for  their  personal  use  as  memory aids,  provided  these  materials  are  safeguarded to  prevent  unauthorized  disclosure,  are  not circulated  to  anyone  else,  and  are  used  openly while   counseling   the   officer. Reporting seniors  should  retain  copies  of  FITREPs  for  at least  5  years.  If  requested,  additional  copies of  FITREPs  may  be  provided  to  the  officer reported  on,  but  may  not  be  given  or  shown to  any  other  unauthorized  person.  Commands should   maintain   logs   of   FITREPs   submitted and  periods  covered,  but  may  not  under  any circumstances  retain  copies,  preparation  notes, worksheets,  or  any  other  documents  relating to  FITREPs  in  command  files. You   will   be   required   to   type   forms   in conjunction  with  FITREPs.  The  requirements for   confidentiality   are   very   strict.   You   must become   acquainted   with   the   regulations regarding   FITREPs   and   conform   with   them very  carefully.  You  will  be  given  drafts  to type  and  they  must  be  done  very  accurately. It  will  pay  off  for  you  to  learn  how  to  do FITREPs  neatly  and  with  no  errors. ENLISTED   EVALUATIONS The Navy Enlisted    Performance Evaluation  (EVAL)   Manual,  BUPERSINST 1616.9,   is   the   only   authority   used   in   the preparation  of  enlisted  EVALs  and  should  be consulted  in  every  phase  of  preparation. Navy  Regulations  require  that  records  be maintained  on  enlisted  persons  “which  reflect their  fitness  for  the  service  and  performance of  duties.”    Enlisted  performance  EVALs  are used   in   many   personnel   actions,   including advancement  in  rate,  selection  for  responsible assignments  and  specialized  training,  award  of the   Good   Conduct   Medal,   qualification   for retention   and   reenlistment, and   charac- terization  of  service  upon  discharge. EVALs   must   cover,   day   for   day,   all periods  of  enlisted  service  on  active  duty  or  in drilling   Reserve   programs,   except   during initial entry training. As  with  officer  FITREPs,  EVALs  are  very important  documents  in  a  military  person’s career. You  must  handle  them  with  utmost caution  and  confidentiality. MAINTENANCE   OF OFFICE  EQUIPMENT You  are  required  to  be  able  to  operate  a typewriter/computer   and   office   duplicating machines. You  should  know  how  to  give proper   routine   care   to   any   machine   you operate  and  should  make  that  care  a  habit. You   should   acquaint   yourself   with   the instruction  manuals  that  came  with  your equipment.  Other  kinds  of  maintenance  may be  dictated  by  local  policy.  Consult  with  your supervisor  and  those  individuals  in  your  office who are responsible for equipment maintenance  for  assistance. SUMMARY As  stated  previously  in  this  chapter,  you will  be  asked  to  perform  various  tasks  of  a routine nature. Keep  in  mind  as  you  travel from   one   command   to   the   next,   that   aIl commands,  although  similar  in  nature,  will have   their   own   differences.   The   one   thing that  has  been  stressed  in  this  TRAMAN  is,  if you   don’t   know   ASK.   You   are   not   expected to  know  everything,  no  one  does. 14-2