CHAPTER  3 ADMINISTRATION INTRODUCTION As an Aerographer’s Mate, you must be able to locate various information in files, directives, and publications. You may be tasked to maintain a set of files or to update publications or directives. In this chapter,  we  begin  with  a  discussion  of  some administrative terminology. We then cover a few basic procedures you must use to maintain files, directives, and publications. Finally, we discuss methods for obtaining  information. GENERAL  ADMINISTRATION TERMINOLOGY LEARNING OBJECTIVE: Define the terms file,  record,  directive,  instruction,  notice, change transmittal, publication, chart, and form. Before  we  discuss  techniques  on  locating information  and  maintaining  informational  resources, we  must  define  a  few  general  terms  used  in administration. File.  A file is a collection of information, usually organized  by  subject,  which  includes  information  or material about the subject. Information may be original written material or reproduced copies, and may be in the form of notes, rough drafts, final print, or published information. A file may also contain material such as art, drawings, photographs, magnetic media (tapes, floppy  disk,  hard  disk,  etc.),  light  media  (films, transparencies, etc.), samples, models, prototypes, or evidence.  A  file  may  also  contain  records. Record.  As officially defined by the United States Government, records include "all books, papers, maps, photographs, machine-readable materials, or other  documentary  materials,  regardless  of  physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business, and preserved, or appropriate for preservation, by that agency or its legitimate successor, as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government, or because of the informational value of the data in them. Library and museum material made or acquired or preserved solely for reference or exhibition purposes, extra   copies   of   documents   preserved   only   for convenience of reference, and stocks of publications and of processed documents are not included." Directive. A directive is a written statement that officially prescribes or establishes policy, methods, or procedures.  It  may  require  action  or  simply  provide information   for   an   activity’s   administration   or operation.   A directive has the effect of orders issued by the   signing   authority.   Directives   are   issued   as instructions, notices, and change transmittals. Instruction.   An   instruction   is   a   directive containing authority or having a continuing reference value, or requiring continuing action. It remains in effect until superseded or canceled by the originator or higher authority. In the Marine Corps, instructions are referred to as orders. Notice. A notice is a directive of a one-time or brief nature that contains a self-canceling provision. Notices have the same force as instructions. Notices usually remain in effect less than 6 months, and, by definition, should not be effective for longer than 1 year. Notices are called bulletins in the Marine Corps. Change Transmittal. A change transmittal is a written set of directions used to correct, update, or modify an existing instruction. Although not normally done, change transmittals may also be used to correct notices. Each change transmittal describes the nature of the  changes  it  transmits,  and  gives  directions  for completing  them. Publication.  Publications include any pamphlet, book,  or  collection  of  information,  other  than  a directive, reproduced by mechanical methods by the Government or a private agency for distribution within the Government or to the public. Chart. A chart includes any map, drawing, or diagram depicting information. In this chapter, we will be referring to weather plotting charts (printed maps used   to   plot   weather   data),   computer-produced printouts,  facsimile  charts  (facsimile  reproductions  of 3-1