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CHAPTER 7
REPORTS AND FORMS MANAGEMENT PROGRAMS
Reports control is a management tool
designed to ensure efficient response to local
and higher echelon requirements for
information.
Each activity is required to
establish a continuing and systematic appraisal
of reports.
The contents of your files are of such
significance that our Congress has passed laws
governing
their disposition and fixing
penalties for unauthorized destruction. These
laws apply to unclassified as well as classified
matter.
This
chapter
gives
you
a
basic
understanding of the Department of the Navy
Information
R e q u i r e m e n t s ( R e p o r t s)
Management Program,
SECNAVINST
5214.2. This instruction gives direction for an
effective reports management program.
REPORTS MANAGEMENT PROGRAM
A single office within each Navy
command should be designated as the reports
control point to review and process existing
and proposed reports, reporting systems, and
their related directives. Normally, the reports
control manager is a function of the ship’s
secretary (afloat) or the administrative officer
(ashore), with a senior Yeoman (YN) as
reports control point supervisor. As a YN2,
you may be that senior YN.
A reports
manager is responsible for the following tasks:
l Reviewing reports for conformance
with reporting standards
“ Approving reports by assigning report
control symbols (RCSs) or citing exemption
authority
l C o n d u c t i n g p e r i o d i c r e v i e w s of
individual reports
l Maintaining
reports required
organization
management data on
and prepared by the
FOLLOW-UP PROCEDURES
Reports should be reviewed before their
expiration to determine if they continue to
meet requirements efficiently.
The report
originator performs this review 60 days before
the third anniversary of the issuance date.
T h e r e p o r t
must
include
complete
rejustification of the requirement. Reports not
approved for extension are automatically
cancelled on the third anniversary date and
should be omitted from any subsequent
effective reports listing.
REPORTS CANCELLATION/
REVALIDATION PROCEDURES
If an information requirement should be
cancelled, a change transmittal to the existing
directive canceling the requirement should be
prepared.
If the information requirement
remains valid, a revised directive or change
transmittal should be submitted within 60 days
of the expiration date. The revised directive or
change
transmittal
should explain
the
revalidation and extend the approval period
for a maximum of an additional 3 years.
REPORTS ANALYSIS
The construction of report items should
obtain all information needed.
Each item
must satisfy a current need or known future
requirement. The collection of information to
meet some possible future need is not
justified. Each reported item of information
must be used by the recipient of the report.
Negative reports should be required only
when they serve an established objective.
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