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document identifier batches and logged in a Control
Log before being sent to keypunch.
Stock Control History File
The Stock Control History File contains all source
documents which have been used as a basis for
keypunching cards to update files. Included in this file
are all transactions originating at the shipboard level;
such as issues, off-line requisitions, changes to the
Master Record File, local change notices, and copies of
receipt documents. The file is maintained by the Stock
Control Division in document identifier sequence
within the Julian date processed.
Update File
The Update File consists of all locally keypunched
cards, plus any system-generated cards which are to be
processed during update. An Update File is maintained
by the Stock Control Division until an update is desired,
at which time the file is sent to the System Coordinator,
who requests an update from Data Processing.
Data Processing History File
The Data Processing History file consists of all
computer-generated or manually keypunched
documents that have been used to update files. These
cards are placed in this file according to the Julian date
processed and will be maintained for 120 days. This
file can also be maintained on magnetic tape.
Request for Data Processing
Service Files
For control purposes, the System Coordinator must
maintain an outstanding and completed Request for
Data Processing Service File. The Request for Data
Processing Services Form, which Stock Control
submits to the System Coordinator, can serve as this file.
Bearer Suspense File
The Bearer Suspense File contains the retained
copies of DD Form 1348 manual requisition packages
which have been prepared off-line and sent to
SERVMART or sent as bearer pickup requisitions
(which are normally expected to be completed within a
24-hour period) to supply activities. The file is
maintained in the Stock Control Division in order to
monitor the return of receipt documents. After receipt
of the material, the control copies are destroyed.
Receipt Takeup Card File
At the time stock requisitions are prepared by the
computer during automatic reorder or when stock and
direct turnover (DTO) requisitions are prepared
off-line, an additional DD Form 1348m card is
generated. This additional card is known as a “receipt
takeup card.” As receipt takeup cards are generated,
they are filed in document number sequence or in a
separate document number sequence for DTO and
stock. As receipt documents are received, Stock
Control personnel match the receipt document with the
receipt takeup card. If no difference exists between the
two documents, the receipt takeup card is placed in the
Update File. If differences exist between the two
documents, the receipt takeup card must be connected to
agree with the receipt document and then placed in the
Update File.
Mandatory Turn-in Repairable
Control Cards
To ensure the turn-in of repairable items, the
computer creates a Mandatory Turn-in Repairable
Control Card whenever an issue or DTO receipt is
processed against a stock record with material control
code of D, E, G, H, Q, or X. The monitoring of
mandatory turn-in items and the preparation of
documents to turn the items in to ashore supply
activities is a responsibility of the Supply Support
Center (SSC).
OUTPUT FILES
The purpose of the Output Files is to provide the
ship with a complete history of all transactions affecting
stock or financial records. These files are explained
below.
Transaction Ledger
The Transaction Ledger reports a history of all
transactions processed successfully through the
computer. The listings provide an audit trail for
reconstructing actions that have taken place in the event
that other files are destroyed, or when research is
required. The Transaction Ledger contains any entry
for each stock record affected by the particular update
and is printed in National Item Identification Number
(NIIN) sequence within record-type code. The top line
of each entry reflects the stock record as it was at the
beginning of the update. Immediately under this line,
transitions are listed that were posted to the stock
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