Chairs should be adjusted so that the typists
feet rest firmly on the deck. Adjust the typewriter
so that the base of the machine is 12 inches above
the chair seat. Copy holders, when used, aid in
reducing eyestrain for typists.
Equipment should be placed where it can be
easily used and where work will flow in one
directionnot crisscrossing the room.
Tables or counters should be arranged to
handle supplies or to assemble papers. Files should
be placed where they can be easily used but where
they are out of the flow of general office traffic.
It is possible to plan an arrangement that is
not only convenient but also looks orderly and
uncluttered. There should be bookcases and
special shelves for books, magazines, and
pamphlets to keep them from taking up work
space on tables and desks.
While striving for orderliness and good
appearance, do not go to extremes. Remember,
the office exists to get work done, and too much
emphasis on appearance may interfere with the
day-to-day work. Within reasonable limits, the best
arrangement is the one that gets the work done.
The appearance of an office is affected by
simple things, such as putting things away from
day to day. This is one of your responsibilities.
Correspondence baskets should be cleared daily
to avoid accumulation and/or misplacement of
When handling classified matter, you must be
especially careful to see that it is always handled
and stowed in accordance with the latest edition
of the Department of the Navy Information
and Personnel Security Program Regulation,
OPNAVINST 5510.1, commonly referred to as
the Security Manual.
Supplies, such as ink and carbon paper, that
may stain other materials, and all supplies that
deteriorate rapidly, should be stowed properly.
Equipment that might be damaged when the
office is cleaned should not be left on the desk.
Accumulations of loose papers may create a fire
hazard. All gear should be well secured.
When securing equipment or supplies that
others have been using, or when dusting, use care
and good judgment so that nothing is lost
or misplaced. What may look like complete
confusion to one person may have order and
meaning to another.
If you have to clean another persons desk,
try not to disturb the arrangement of their papers.
When cleaning and putting away your papers, you
should avoid interfering with other people who
are still working.
ARRANGING THE DESK
You are always responsible for your own desk.
Exactly how it is arranged is governed by your
own preference and the kind of work you are
doing, but you should have an orderly plan.
If you spend most of your time typing letters
or other documents and cutting stencils, the plan
suggested below is suitable. Your work may
require that you provide space for other types of
supplies, but the general principles are still
. Keep pencils, erasers, paper clips, and
other small articles in shallow desk drawers or
. Insert slanted stationery trays in one of the
upper desk drawers. Use a separate tray for each
type of stationery, placing the most frequently
used at the front. If it is necessary to keep more
than one type of stationery in a tray, use a piece
of cardboard as a divider, fastening a tab indicator
on the top edge to show the type of stationery
below. The trays should not be filled too full, or
the stationery will become soiled and wrinkled.
. Keep carbon paper in its box (in the
bottom drawer with such items as brushes, extra
pencils, and dusting cloth) to keep it from curling
and soiling stationery. When using carbon paper,
place the box on top of the desk.
. Keep unfinished work in a tray or basket
provided for that purpose. Consult your super-
visor to see if it should be left on top of the desk
or put away at the end of the working day.
. After cutting mimeograph stencils, replace
unused stencils and correction fluid in the supply
cabinet. You should not keep these articles in your