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
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
users 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.
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 years 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 years
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
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.
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
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