Ordinarily, endorsements should not be cross- referenced unless they contain subjects not covered by the basic correspondence.
Cross-references should not be indicated on outgoing correspondence. The file number used should be the one under which the official copy is filed by the originator.
Coding is the simple process of writing the file numbers or symbols on the papers to be filed. The number or symbol under which a document will be filed should be written in the upper right or left corner. In addition, cross-references should be shown, if used.
Use a filing shelf to hold material while you open the file drawer and find the proper folder. Check the file symbol on the paper with the file symbol on the folder label to make certain they correspond. Pull the folder about halfway out of the drawer, and file the material within the folder in chronological order with the latest date in front. Clips and pins should be removed, but papers related to a particular transaction should be stapled together to assist in referencing. Cross- reference papers should also be placed in chronological order along with other papers.
Oversize material that cannot be folded to fit neatly in a regular file should be filed separately in suitable equipment. Its location should be noted on the related basic document or on a cross-reference sheet in the regular file. Enclosures filed outside the regular file should contain a notation showing where the basic material is filed. When records are retired to a records depository or otherwise disposed of, care should be taken to include such material.
When anything is removed from the files, a record should be made of its whereabouts. For this purpose, a Chargeout Record (OF 23) may be used. You should keep a supply of these forms near the files. A chargeout record must contain adequate identification of the material removed, the date of removal, and the person to whom it was released. If chargeout records are retained after return of the material, the date of return should also be entered. All chargeout records should be checked periodically to note whether any materials have been out of the files for an excessive amount of time.
Every aircraft maintenance department regularly submits many types of reports. These reports are important lines of communication that help keep the department operating as an effective naval unit and as a part of a coordinated Navy team. However, unless care and judgment are exercised, reports can increase in number and complexity until the burden they create outweighs their usefulness. Therefore, the Navy has devised a reports management program, whose purpose is to ensure the following:
Eliminate unnecessary or duplicate reporting, and prevent it in the future.
Ensure that instructions, forms, and procedures for necessary reporting are clear and complete, and that they provide the most simple and direct methods of reporting.
Ensure that the contents of required reports provide adequate data for intended purposes, and that proper reporting intervals are established.
Provide central reference points for information regarding reports.
Throughout the Navy, from the systems commands and offices of the Navy Department down to the individual ship and station, the reports management program has resulted in analysis of reports to see whether they are necessary and whether they give the information needed. Authorized reports are included in published lists.
The responsibility for managing the reports of a department or squadron is usually assigned as a collateral duty to an officer. In large aircraft maintenance activities, this officer is the administration officer; in smaller units, it is the assistant maintenance officer. The overall responsibilities are outlined in the latest edition of OPNAVINST 4790.2. An AZ is usually assigned to assist, as directed, with reportsContinue Reading