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Records Disposal - 14261_80
Figure 5-4.-Chargeout Record, Optional Form 23. You   should   make   periodic   checks   of   the chargeout   records   you   have   in   your   files   to make  sure  no  documents  have  been  out  for  an unreasonable  period  of  time.  This  check  may help   avoid   loss   or   misplacement   if   the borrower  should  forget  to  return  the  document after  it  is  no  longer  needed. ESTABLISHMENT   OF   FILES Each  year  every  command  closes  out  the files  of  the  previous  year,  so  a  new  set  should be  set  up.  There  is  nothing  difficult  about this  task,  but  some  thought  should  be  given  to the  process. The  importance  of  having  files  is  already well  established.  The  accuracy  of  the  filing system  and  the  ease  in  retrieving  information are  just  as  important.  The  administration  of  a command  is  an  ongoing  process  that  requires easy  access  to  previous  correspondence  either received   or   sent   out. Without   efficiently managed  files  time  is  lost  and  the  command’s overall  effectiveness  can  be  affected. When starting up a new year’s files, always take  a  look  at  last  year’s  files.  Where  was  the most  information  contained?  Which  SSIC  files were  really  bulky,  and  which  contained  only a  few  pieces  of  paper?  Use  this  review  to prepare  your  new  folders.  Some  SSIC  groups could  be  broken  down  further  to  make  them quicker  to  find. Some   groups   could   be combined  in  the  same  folder  to  save  space,  If you  are  setting  up  the  files  for  a  brand  new command,  keep  in  mind  the  basic  mission  of your  command. If   your   command   has   a basically  logistic  mission,  those  subject  groups will  probably  be  used  the  most.  Likewise,  it could  be  ordnance  related,  operations  related, or  personnel  related,  so  those  groups  will  see more  use. MESSAGE   FILES Messages are filed numerically in the order of  the  date  time  group  (DTG).  The  DTG  is expressed  as  six  digits  with  a  zone  suffix  plus an   abbreviated   month   and   a   two-digit   year. The  first  pair  of  digits  denotes  the  date  of  the month,  the  second  pair  denotes  the  hours,  and the   third   pair   the   minutes,   followed   by   a capitalized  letter  that  indicates  the  zone.  For standardization,  all  naval  communications  use Greenwich  (Z)  time.  The  month  and  year  are abbreviated  by  using  the  first  three  letters  of the  month  and  the  last  two  digits  of  the  year; for   example,   172140Z   MAY   94. Separate  message  files  are  maintained  for incoming   and   outgoing   messages,   with   the most  recent  message  on  top.  Separate  files are  also  maintained  for  general  messages  such as  ALNAV  (All  Navy)  and  NAVOPS  (Navy Operations). They   are   normally   filed   in numerical  order  by  calendar.  Other  forms  of messages that   are   filed   separately   are CASREPs   (Operational   reports),   PERSONAL 5-5

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