CHAPTER 1 ADMINISTRATION As you advance in rate, you will assume more administrative  responsibilities  with  your  position. As  a  Second  Class  Storekeeper,  your  duties usually  are  confined  to  the  management  of  the storeroom   personnel,    but  as  a  First  Class Storekeeper  (SK1)  or  Chief  Storekeeper  (SKC) your  responsibilities  may  include  the  whole  supply department. The job of an SK1 or SKC is not best described as    “taking   over.”    Rather  this  job  requires additional  education  and  effort  on  your  part  to obtain  a  more  complete  understanding  of  the Storekeeper rating. This understanding includes the  various  types  of  functions  that  the  supply department  performs  in  fulfilling  both  its  mission and that of the ship. You also need to have the ability  to  organize,  plan  work  flow,  and  assign personnel. This  chapter  discusses  some  of  the  admini- strative  duties  and  responsibilities  that  are assigned to an SK1 or SKC. The topics that are covered are various publications, how to prepare correspondence, the  filing  system,  personnel management, security of supply spaces, and the various  types  of  inspection. This manual cannot provide an easy answer to every storekeeping problem that you may face. General  principles  rather  than  specific  procedures are  emphasized.  As  a  competent  leader  and supervisor,  you  will  be  required  to  maintain  a good  set  of  publications. PUBLICATIONS The   Navy   has   many   different   types   of publications.  There  are  publications  that  cover just  about  every  type  of  situation  you  will  find. As  a  Storekeeper,  you  will  use  certain  types. TYPES OF PUBLICATIONS There   are   basically   two   types   of   publi- cations,  regulatory  and  procedural.  Regulatory publications such as  U.S. Navy Regulations,  1973, and  Navy   Department   General   Orders   are applicable to all persons in the Navy and lay down broad,  general  rules  that  specify  what  must  be done and what can or cannot be done. Procedural publications  contain  information  pertaining  to specific  situations  and  the  method  of  handling them, guidelines to be followed, and information that  is  necessary  to  perform  your  duties  properly. The number of publications required in your office  is  determined  by  several  factors.  First, certain   publications   designated   by   the   Naval Supply   Systems   Command   (NAVSUP)   are distributed automatically with the quantity and range of publications determined by whether or not the ship has a Supply Corps officer assigned. The second factor is the size of the ship. A small ship  may  conduct  all  supply  functions  in  one office, under the direct supervision of the supply officer, and will need only one set of publications. Larger  ships  may  have  separate  offices,  each under  the  supervision  of  an  assistant  supply officer, that are responsible for certain functions within  the  supply  department.  In  this  case, additional  copies  of  certain  publications  would be  required. The  NAVSUP  Manual,   Publication   485, paragraph  1190,  requires  that  an  accurate,  up-to- date list be maintained of all official publications on board. This list must include the name of each publication, the number of copies on board, and the location of each copy. This list may be used to advantage by providing space to record changes as  they  are  received  and  to  make  sure  all publication  holders  receive  copies  of  applicable changes. You  may  be  responsible  for  custody  and maintenance  of  the  publications  used  in  your office. Although you will probably assign the job of making changes to a subordinate, you do have certain  related  responsibilities  that  should  not 1-1