need to check files out and take them back to their work centers. When it is necessary to remove a file from the office, a record should be made of the file’s whereabouts. Local procedures normally dictate how files should be checked or “charged” out. If a locally prescribed form is available for use, the form should include identification to identify the removed file, the date of removal, and the person to whom the file was released. If local procedures require that a record of removal be retained after return of a removed file, the date of return should also be recorded. Charge-out records should be checked periodically to note whether materials have been charged out for an excessive amount of time. Q22. Q23. What method of correspondence transmission is an alternative to the U. S. Postal system and allows users to send an exact copy of a document? What type of codes provides a method of filing, identifying, and retrieving documents quickly and consistently and is found in SECNAVINST 5210.11? REPORTS MANAGEMENT LEARNING OBJECTIVE: Describe the reports management system. Every aircraft maintenance department regularly submits various 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. Unless care and judgment are exercised, however, 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 accomplish the following: Eliminate and prevent unnecessary or duplicate reporting Ensure that instructions, forms, and procedures for necessary reporting is on hand, 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 reporting intervals/deadlines are maintained Provide central reference points for information regarding reports 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. Overall responsibilities are outlined in the Naval Aviation Maintenance Program, OPNAVINST 4790.2. An AZ is usually assigned to assist, as directed, with report management procedures. In a small activity where the officer may have many other responsibilities, the AZ may be expected to handle some of the procedures with little supervision. REPORTS TICKLER FILE The maintenance administration division is responsible for maintaining a tickler file of reports that have a “recurring” reporting requirement. Recurring reports are reports that must be regularly submitted, usually within a specified period such as weekly, quarterly, or by the 5th working day of a particular reporting period. The report tickler file is a master list of all reports that are required by your activity. The tickler file helps to ensure that reports are prepared correctly and well in advance of their due dates. A reports tickler file alerts cognizant personnel of required reports and report due dates to allow sufficient time for preparation and submission before the actual due date. Local procedures will again dictate procedures for establishing and maintaining a tickler file. Some activities use 3 x 5 file cards to track recurring reports that originate in the maintenance office. Other activities may use computers to track these reports. The following basic information should be included in a reports tickler file system: Type of report Form number to be used, if applicable Due out date of report Address of the office to which the report will be sent SSIC of the directive that requires the report, if applicable A listing of divisions or work centers from which reporting information must be obtained 2-22