R E P O R T C O N T R O L S Y M B O L . An
organization abbreviation combined with an
SSIC and a numeric suffix that signifies a
report has been approved.
report that changes in any way.
reports have to be cleared by the reports
COMPUTER GENERATED REPORTS.
Reports generated by processing data residing
in a computerized data base.
EXEMPT REPORTS. Reports that are
not subject to reports documentation and
A report that
remains within one organization for its own
LICENSED REPORT. A report that has
been justified by the originator, reviewed and
approved by the reports control manager, and
assigned a report control symbol or an
UNLICENSED REPORT. A report that
has NOT been justified and NOT assigned a
report control symbol.
REPORT CONTROL SYMBOLS
A report control symbol (RCS) is assigned
by the reports control manager. It indicates
that the report has been reviewed and
approved as a valid requirement and that the
respondents have the responsibility of
providing the requested information.
The RCS of the highest authority
responsible for the submittion of the report
should appear on the report. For example, if
a DD symbol is assigned to a report, all
responding commands will use the DD
symbol, expiration dates as assigned, and the
associated report title.
managers may not substitute their own symbol
for the RCS on a report from higher authority.
Commands are not required to respond to
unlicensed or expired reports.
It is important to note that, although
R C S s a n d f o r m s
identification codes are separate entities.
Even though the originator and SSIC of both
may be the same, the consecutive number in
each may not coincide. The same holds true
for the relationship between the report and its
INVENTORY OF REPORTS
An accurate and current inventory of
recurring reports is essential for the effective
operation of an activity. The reports control
manager maintains this inventory.
folder must be maintained on all reports for
which an activity is responsible. The Reports
Record Card, OPNAV 5214/5, may be used to
establish a manual inventory system; or an
automated management data fields system
may be used.
The reports control manager should
maintain a close working relationship with
points of contact within the command who
may be aware of new or revised reports
requirements. Points of contact may include
the directives control point, forms manager,
mail room, or publications review office.
MAINTENANCE OF RECORDS
After all recurring reports have been
inventoried and classified by an RCS, one
folder for each report should be filed in a
report case file. Every folder should contain
the following documents:
l A completed copy of the Reports
Analysis Data, OPNAV Form 5214/10
l A copy of the report form, format, or
a copy of the report