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.
Placing Papers in Folders
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.
Charging Out Materials
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
. Provide central reference points for
information regarding reports.
Lists of Required 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
Responsibilities for Reports Management
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 reports