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with an established system, the size and scope of the files should be determined by analyzing the filing   requirements   of   your   particular   supply department. On smaller ships or shore installa- tions  where  most  of  the  clerical  work  is  performed in  one  office,  it  may  be  easier  to  maintain  just one set of files for the entire supply department. However,  if  each  division  performs  its  own  clerical work apart from the supply office, then it would be  easier  for  each  division  to  maintain  its  own  set of files. Other factors that you must consider in deciding a file arrangement include the amount of material to be filed, the frequency of file usage, and the amount of work space for the files. You may  choose  to  set  up  the  entire  filing  system according to Navy SSICs, or you may want to set up   a   more   personalized   system   that   works especially  well  for  you.  Whatever  way  you  choose, the filing system should be just as easy for other personnel  who  use  it. After  the  filing  system  has  been  set  up,  you must ask yourself if your filing system is adequate. This question cannot be answered by producing a  filing  cabinet  full  of  neat,  orderly,  but  empty file  folders.  Rather,  the  test  of  effectiveness  is answered   by   the   ease   of   access   to   the   files, accuracy  of  filing,  and  the  ability  of  relevant personnel   to   easily   retrieve   or   file   necessary material. To   make   sure   material   is   accurately   and promptly filed, definite responsibilities should be assigned. One person may be assigned the job of filing all routine papers. Whereas each person in the   office   may   be   responsible   for   filing correspondence and documents relating to his or her  particular  job. Some of the various supply files such as the master   record,   microfiche,   tickler,   message, COSAL equipment, order supplies and services, and  stock  record/requisition  files  are  discussed next. Master Record File The master record file is just a complete list of  all  the  different  files  the  supply  department maintains.  This  master  copy  of  the  file  is  retained by  the  supply  officer,  Copies  of  this  file  should be  posted  in  appropriately  selected  offices  and spaces. This file should be periodically updated. Microfiche File Every  ship  and  shore  installation  should  have the necessary microfiche files on hand to perform their assigned tasks. These files should include the national  stock  number,  cross-reference  (part number   to   stock   number   and   vice   versa), illustrated  shopping  guide,  mandatory  turn-in repairables/depot   level   repairable   (MTR/DLR) material,   and   the   coordinated   shipboard allowance   list   (COSAL)   microfiches.   Some   of these  files  are  updated  quarterly  and  sent  to  each active ship that is on the distribution list. To get on the distribution list, you have to order those particular files by filling out a requisition. Once you  order  the  material,  you  will  be  on  the automated list. To find out where you can order the necessary microfiche files, you should contact the  Ships  Parts  Control  Center  in  Mechanicsburg, Pennsylvania. Tickler  File A  tickler  file  is  a  very  good  tool  to  use  as  a supervisor. You use a tickler file for daily planning of   the   weekly   workload.   You   can   use   your calendar by making notations for the day or week in   which   jobs   have   to   be   either   started   or completed.  If  you  do  not  want  to  use  your calendar,  you  can  use  an  index  file  with  3-inch by 5-inch cards set up for each day, or whatever time  frame  you  choose. Message File Every ship or station will always have a couple of message files. The different types of message files  include  incoming,  outgoing,  and  action required. All messages should be filed by the date- time  group  so  that  they  can  readily  be  located. COSAL Equipment File The  COSAL  equipment  file  should  contain any  changes  that  the  ship  has  made  to  its equipment  and  stock.  These  changes  are accomplished  through  many  different  types  of paper  work,  such  as  a  fleet  COSAL  feedback report  (FCFBR),  an  allowance  change  request (ACR),  or  a  configuration  change  report  (CCR). You  should  review  these  forms  to  be  sure  they  are filled  out  correctly.  More  information  on  this topic  is  included  in  chapter  2. Order Supplies and Services File This  file  is  for  any  material  that  you  order using open purchase. You should have two files, one for the outstanding material and one for all 1-9

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