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Overdue Reports
l   A   copy   of   the   document   requiring   the report l  Related  papers,  such  as  source  records, analyses,   surveys,   and   memos   pertaining   to the  report Folders   within   the   case   file   should   be arranged   chronologically   by   report   control symbol. FOLLOW-UP   PROCEDURES Established   reports   required   by   the command   must   be   given   a   follow-up   review to   determine   whether   they   continue   to   be needed.  If  they  are  needed,  then  the  review must determine whether they continue to meet all   the   requirements   in   the   most   effective manner. Elements   used   to   make   this determination  will  include  changing  needs  and situations, relationship   to   other   reports, possible consolidations, and n ew developments  in  reporting  devices  and techniques. A   report   must   be   reviewed   before   its expiration  to  determine  if  it  continues  to  meet requirements  efficiently.  The  report  originator conducts  this  review  60  days  before  the  third anniversary   of   its   administrative   issuance requiring   the   report   to   include   complete rejustification  of  the  requirement. One  effective  way  of  providing  an  annual review  of  every  report  required  by  a  command is   to   combine   the   review   with   the   annual review  of  command  directives.  Each  required report  has  a  command  directive  as  its  basis. Therefore,  a  complete  review  of  that  directive 3  months  before  the  anniversary  month  of  its issuance  date  would  provide  the  opportunity for an in-depth look at any report listed in the directive.   (This   is   also   an   excellent   time   to accomplish  a  review  of  the  local  forms  used for  these  reports.) In  a  review  of  the  local  forms,  a  copy  of the   report   form   and   a   blank   OPNAV   Form 5214/10   covering   the   report   should   be provided  to  the  reviewing  office  along  with the   applicable   directive. A   decision   to modify,   cancel, or   continue   the   existing directive  would,  likewise,  include  a  similar decision   concerning   any   report   or   form required  by  the  directive. During   the   origination   or   revision   of directives,  the  reports  control  point  supervisor should   verify   the   approval   of   any   report required  by  the  directive.  The  reports  control manager  and  the  forms  manager  should approve  any  required  report  while  the  rough directive  is  still  in  the  review  process.  This  is also  the  time  for  the  reports  control  point supervisor  to  verify  that  the  RCS  and  report title  are  specifically  included  in  the  directive. When  a  directive  is  to  be  cancelled,  the control   symbol   and   title   of   any   report previously   required   by   that   directive   are included   in   the   canceling   notice   or   in   the cancellation   paragraph   of   the   superseding instruction.  Cancelled  reports  must  be  routed through  the  forms  manager  so  that  obsolete report  forms  can  be  removed  from  case  files. PUBLISHING   LISTS   OF   REPORTS The   reports   control   office   should   publish and  distribute  a  list  of  current  and  cancelled reports  required  or  prepared  by  the  command. Organizational  units  within  the  command  are required   to   review   the   list   and   notify   the reports   control   office   of   any   discrepancies. Revised  lists  should  be  published  annually with  quarterly  supplements  as  necessary. List of Current Reports The   published   list   of   current   reports should   include   the   following   information: l  RCS l  Title  of  the  report l   Form   number   or   format 7-4

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