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l Station inspections and inspection report
discrepancy tracking sheets
l Any other report made to or required from
your NRS that you feel you will need to
access easily
Updating Your Files
Routine files should be maintained by calendar
year for 2 years. You should have the current year
and past 2 years’ files in your stations. An easy
method of file maintenance is to have two full sets of
SSIC folders–one set for the current year and
immediately behind them a set for the previous year.
The second out year can be either kept in another set
of file folders behind the second year or consolidated
and stored in large envelopes. Each January, you
should rotate the files, discarding the second out year
and starting with empty folders for the current year.
Your reports folders and other material that should
remain easily accessible can be retained in the current
year files.
CAUTION:
Review files being purged for
materials that should be retained longer than the
routine 2-year period, such as lease agreements,
inspection reports, equipment owner’s manuals, and so
on. These can be retained in the current year folders
or in a separate file.
CORRESPONDENCE
The Department of the Navy Correspondence
Manual, SECNAVINST 5216.5, gives standards for
writing quality, correspondence formats, and paper
work management. This instruction applies to all who
prepare or approve correspondence. You may want to
consult this manual if you feel your writing needs
improvement or if you wish to draft specialized
correspondence.
The following paragraphs give a
brief explanation of the standard naval letter and the
business letter.
Standard Naval Letter
The standard naval letter is used when
correspondence is being sent to a military addressee.
LETTERHEAD.– Whether typing or stamping a
letterhead, begin with DEPARTMENT OF THE
NAVY centered on the fourth line from the top of the
page.
The activity’s name and address go on
succeeding lines.
MARGINS.– Allow 1-inch margins on the top,
bottom, and sides of each page. Several exceptions
exist. On letterhead paper, typing starts more than 1
inch from the top when the letterhead is printed and
less than 1 inch if it is typed. Typing may end more
than 1 inch from the bottom of the page on which the
signature appears.
SENDER’S SYMBOLS.– The upper right corner
should include the sender’s symbols. The first line
contains the SSIC file number for the subject this
correspondence covers. The second line is used for an
originator’s code and/or serial number. The third line
is used for the date.
FROM, TO, AND VIA LINES.– The From, To,
and Via (if used) lines include the title of the activity
head, the name of the activity, and the location when
needed.
SUBJECT LINE.– The Subject line should be in
normal word order and all letters should be
capitalized.
REFERENCES.– When used, references are
labeled with lowercase letters in parentheses even if
there is only one reference.
ENCLOSURES.– Material enclosed with the letter
is identified with numbers in parentheses; again, even
if there is only one.
PARAGRAPH FORMAT.– Number all the main
paragraphs.
Indent each new subdivision of a
paragraph by four spaces and start typing on the fifth
space. Start all continuation lines at the left margin.
If subparagraphs are needed, use at least two. Start a
paragraph near the end of a page only if that page has
room for two lines or more. Continue a paragraph on
the following page only if two lines or more can be
carried over. A signature page must have at least two
lines of text. Figure 4-9 shows an example of a
standard naval letter.
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