individual was TAD or in student status for 6 months or
less, code the directory card for destruction in 3
During the first workweek of each month, the
directory file should be screened and all expired cards
removed and destroyed. One way to readily identify
cards to be removed from the files is to put the number
of the month and the year in which the card is to be
removed and destroyed to the left of the date on the
change of address card. You can also color code the
cards for each month, which makes purging easier.
Where do you get the information used to prepare
and maintain directory cards?
At most commands, local procedures for
personnel reporting and transferring require that they
check in and out with the office that maintains the mail
directory service, normally the MPO of the command.
This way, personnel concerned prepare the necessary
cards as required. At certain times, this may not be
possible; for example, personnel admitted to a hospital
while on leave or liberty because of illness or an
accident; personnel who are casualties or unauthorized
absentees; or personnel held in custody by civil
authorities. In these situations directory personnel
should prepare the cards. Advance copies of orders,
and rosters of attached squadrons and/or detachments
are all excellent sources of information for obtaining
the necessary data to maintain a current mail directory
file. You may also be informed of an expected arrival
through the receipt of a change of address card that was
prepared at another command when a person
transferred to your command.
NAVY DIRECTORY SERVICE PROGRAM
In the previous paragraphs we discussed the
procedures for developing a command directory file
using OPNAV Form 5110/5. Now we will discuss how
commands that have computers in their MPOs can set
up their directory system.
The Postal Policy Division at Commander Naval
Supply Systems Command developed an automated
postal directory program intended for use by all naval
activities to provide directory service on
undeliverable-as-addressed mail. This program was
developed as a replacement for the card file system,
(see figures 11-4 and 11-5) and for the numerous
locally developed computer programs in use at Navy
Figure 11-4.An example of an automated record for a person assigned.