Temporary Records This is informational material that has little long- term value or significance but is necessary for routine or short-term use. A few examples of temporary material frequently  found  in  the  METOC  community  are training  reports,  inventories,  and  general correspondence. Most material you file that is a copy of other material (copies of charts, messages, letters, technical   information   or   magazine   articles,   and publications   or   pamphlets)   may   be   considered temporary  material. Files for a specific subject may contain mixed material,  both  permanent-record  information  and temporary-record  information.  Files  that  contain predominately  permanent-record  information  are permanent files. Permanent files may contain copies of temporary  information  that  directly  relates  to  the information in the file, or supports the work or research. Temporary files should contain mostly temporary- record information. Any information of permanent value in a temporary file must be separated from the file when the temporary information is destroyed. STORAGE OF RECORDS Files are normally held in drawers of filing cabinets or safes, and separate file folders are used to contain each subject (record) file. Use of a specific type of file folder may be designated by the command or left to the user’s  choice.  For  ease  of  finding  and  retrieving material, however, similar size folders should be used in each set of files. Most  shipboard  and  shore-based  METOC  activities receive   computer-produced   charts,   AUTODIN message  reports  of  ship  observations,  National  Weather Service (NWS) products and bulletins, and facsimile charts.  They  also  produce  original  (outgoing) meteorological  and  oceanographic  support  products. Few of these products are routinely stored in what is typically thought of as a set of files. Most likely, the smaller size paper products are sorted by type and date and stored in expandable envelopes, and the larger size original charts and facsimile charts are stored in map drawers or chart cabinets. Many of these products, regardless of the method or location of storage, are official records and must be properly maintained, just as any other material kept in file folders in safes and filing cabinets is properly maintained. 3-6 DISPOSAL OF FILES/RECORDS Most files and/or records are maintained on an annual basis. A separate set of file folders is used for each year’s files. Usually, file subject titles and SSICs are duplicated on the new file folders. While most files start at the beginning of the calendar year (January 1) and are closed out at the end of the calendar year (December  31),  fiscal  tiles  (or  files  dealing  with budgeting, supply, or other money matters) are opened at the beginning of the fiscal year (1 October) and are closed at the end of each fiscal year (September 30). The date that files are closed is known as the cutoff date. No new material dated after the cutoff date should be placed in a file after the cutoff date. Material originated after the cutoff date should be placed in the next year’s set of files. After the cutoff date, files must be held for a prescribed  period  of  time  based  on  the  type  of information they hold. This period of time is known as the  retention  period. Most material held in files at METOC activities have retention periods of 1 or 2 years. To determine the proper retention period for material in your files, you must consult SECNAVINST 5212.5, Navy and Marine Corps Records Disposition Manual. Permanent   records,   with   the   exception   of observation  records,  should  be  transferred  to  the Federal Records Center after the retention period has passed. Specific instructions for handling the transfer of meteorological and oceanographic observations are provided in NAVMETOCCOMINST 3140.1, United States  Navy  Meteorological  and  Oceanographic Support System Manual.    All temporary records and files should be properly disposed of or destroyed after the retention period has elapsed. Q7. Q8. Q9. Q10. Records that contain information of research, legal, historical, or scientific value are classified as what type of records? Inventory records are classified as what type of records? What would most likely be the cutoff date for a file  containing  budgetary  information? Where  would  you  find  information  pertaining  to the  retention  period  of  weather  maps  and charts? REVIEW QUESTIONS