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Educational counseling record—You make an
entry in this record each time the customer
receives counseling or takes any new action, such
as enrolling in a course or taking a test.
A personal reference—You keep this record of
names, offices, and phone numbers for sources
of information and assistance.
Handwritten notations—You keep handwritten
notations as a record of an interview with the
customer and future actions to be taken.
MAKING PROPER DISPOSITION
OF RECORDS
Proper disposition of records is just as important as
keeping clear, complete, and accurate records. No
matter how good your records are, they are of no use if
they aren’t filed correctly.
Official directives or the instructions printed on the
record often tell you what its disposition should be. Then
your duty is merely to make sure you follow those
instructions. Rarely does a good reason exist for losing
an allotment request or failing to place personnel
advancement requirements in a member’s service
record. Neither does a good reason exist for failing to
insert a service record page into a record folder or for
making proper distribution of the copies.
Some records don’t provide a distribution list;
however, making the right distribution of the record is
still important. The following are examples of how you
should make some routine distributions when no list is
provided:
You should file a copy of correspondence
pertaining to a Navy member in that member’s
service record as well as in the general file.
When holding forms for future action, you
should attach a note to them indicating what
action is required and when.
You should make notes in a tickler file or on a
calendar to remind you when to take certain types
of actions.
FOLLOWING STANDARD
FILING PROCEDURES
Always use standard Navy filing procedures. You
may have a private filing system that works fine, but
you are not the only person who uses the files. Others
must also be able to locate items in the files.
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