| |
through the forms manager so that obsolete report forms
can be removed from case files.
PUBLIC REPORTS
Requirements for public reports are examined and
controlled by the reports control manager or supervisor,
as are all other reports. Each request to collect
information from the public must be approved by OMB.
To obtain this approval, the originator of the request
must include the report in the information collection
budget (ICB) submitted to OMB in July of each year.
The ICB consists of all existing and new public reports
(both recurring and one-time) that might be established
during the year. Since requirements for submission of
the ICB frequent] y change each year, the originator
should notify COMNAVDAC as soon as possible of any
potential new public report in order to obtain guidance
for including it in the ICB.
When a new report is to be approved or an existing
one extended, the originator will submit six copies of
the following completed documents via the chain of
command to COMNAVDAC:
l
l
l
l
l
Clearance Request and Notice of Action,
Standard Form 83. Instructions for completing
this form are contained in Standard Form 83a.
A supporting statement prepared on bond paper
following the specific instructions provided in
the Standard Form 83a.
The form, survey, questionnaire, or report, and
all Privacy Act statements.
Proposed instructions for completing the report,
if any.
The information to be submitted for publication
in the Federal Register.
COMNAVDAC will submit the ICB to the Assistant
Secretary of Defense (Comptroller) (ASD [C]) for
review and forwarding to OMB for final action.
The originator will receive written notification of
OMB’s final action. If the report is approved, a report
control symbol and expiration date will be assigned to
the report. The symbol must be used on all subsequent
documentation concerning the report. If approval is not
granted, the information may not be collected.
Collecting information that has not been approved by
OMB is a direct violation of Public Law 96-511.
PUBLISHING LISTS OF REPORTS
The reports control office should publish and
distribute a list of current and canceled reports required
or prepared by the command. Organizational units
within the command are required to review the list and
notify the reports control office of any discrepancies.
Revised lists should be published annually with
quarterly supplements as necessary.
List of Current Reports
The published list of current reports should include
the following information:
l
l
l
l
l
l
l
Report control symbol
Title of the report
Form number or format
Frequency of submission
Reference to the directive or document requiring
the report
Specific office within the organization or the unit
outside the organization requiring the report
Specific office(s) that prepare(s) the report
One copy of the list (usually a command notice)
should be maintained as a master by the petty officer
assigned to monitor reports submissions.
List of Canceled Reports
Append to each revised list of current reports and
quarterly supplement a list of all reports canceled during
the period covered by the issuance. The document that
originally required the canceled report should also be
listed.
Regardless of how efficient you feel you may have
been in keeping the master list and case file current, you
should always make an inventory of the reports (and
forms) case file before issuing a new effective list of
current and canceled reports.
OVERDUE REPORTS
The most elaborate reports management system that
could be devised is only as good as the actions taken to
make sure reports are submitted/received on time. This
is accomplished by completing a Reports Record Card,
OPNAV 5214/5, on each report. This is known as the
reports tickler card. With these cards, a tickler system
6-6
|
