l   Frequency   of   submission l   Document   requiring   the   report l  Specific  office  within  the  organization or  the  unit  outside  the  organization requiring  the  report l   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  Cancelled  Reports A  list  of  all  reports  cancelled  during  the period  covered  by  the  issuance  should  be appended   to   each   revised   list   of   current reports   and   quarterly   supplements. The document   that   originally   required   the cancelled  report  should  also  be  listed. An   inventory   of   the   reports   (and   forms) case  file  should  always  be  made,  no  matter how  efficiently  the  master  list  and  case  file were  kept  current.    This  inventory  should  be made  before  a  new  effective  list  of  current and  cancelled  reports  is  issued. 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   and   received   on   time. The timeliness  of  reports  can  be  achieved  through the  use  of  a  tickler  system  in  which  a  Reports Record  Card,  OPNAV  5214/5,  on  each  report is  filed.  However,  if  a  report  is  late,  the purpose of the system and, perhaps, the report itself  is  defeated. Tickler System The   tickler   system   provides   an   index   to the required reports and shows the submission date  of  each.  The  manner  in  which  a  tickler file  is  made  up  may  vary  with  each  command. It  is  suggested  that  you  use  5-inch  by  8-inch cards   with   separators   or   tabs   marked   as follows: DAILY WEEKLY   January   through   December MONTHLY QUARTERLY SEMIANNUALLY  1  through  31  for  use  with current  month ANNUALLY WHEN   OCCURRING   (SITUATIONAL) The  tabs  or  separators  may  be  used  as needed  to  tailor  the  file  to  the  activity.  The separators  are  generally  placed  in  a  5-inch  by 8-inch   box   (called   the   tickler   box).   The Reports  Record  Card,  OPNAV  5214/5,  is  then filed  behind  the  appropriate  separator  to reflect   the   tickler   date   on   which   the   report should   be   submitted.   The   report   tickler   file requires  daily  attention  if  it  is  to  be  an effective   aid. In  addition  to  being  used  as  a  reminder  of report  dates,  the  tickler  file  may  be  used  as  a reminder  of  action  required  for  the  following: l  Incoming  mail,  such  as  a  reply  that may  be  required  on  an  incoming  letter l  Nonreceipt  of  a  reply  to  an  outgoing letter  from  your  command An  easier  and  more  economical  reminder of   action   required   on   incoming   mail   is   to attach  the  third  copy  of  the  routing  slip  to  the mail.  In  the  case  of  outgoing  mail,  filing  a copy  of  the  correspondence  itself  in  the appropriate  place  in  the  tickler  box  serves  as a  reminder  of  action  required. 7-5