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Figure 11-3.—An example of an OPNAV 5110/5 for a member who has departed.
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Processing Directory Mail
individual was TAD or in student status for 6 months or less,  code  the  directory  card  for  destruction  in  3 months. 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 11-4 AOf1104 Figure 11-4.—An example of an automated record for a person assigned.

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