MAINTENANCE OF FILES AND DIRECTIVES LEARNING OBJECTIVES: Identify the tasks involved with the maintenance of files and directives. Identify methods for obtaining directives. Explain   the   use   of   Change Transmittals. In this section, we will explain how to maintain files and directives, how to obtain directives, and finally, how  to  process  change  transmittals. MAINTAINING  FILES The following are some of the most important tasks involved  with  proper  filing  system  maintenance: Inventory the current filing system to ensure the index of your files is up to date. For each file you maintain, the index should contain the file subject title, the SSIC, a specific cutoff date, the retention period, and  the  transfer  or  disposal  date.  Do  not  include unnecessary working papers, early drafts, extra copies, or information material as part of the file material. Obtain some type of receipt from all personnel removing  files  from  the  filing  cabinet.  This  will simplify locating files that later turn up missing. The receipt  should  document  the  name  of  the  person removing the file, their office or phone number, and an approximate length of time the file will be absent from the storage container. You may use a computer file, a logbook, 3 × 5 cards, or slips of paper for the receipt, as long as you can keep track of the location of all of the files. Ensure all files in your filing system are properly marked on the outside with the subject title, SSIC, cutoff date, retention period, and the transfer or destroy date. Establish new files as necessary. Arrange file folders in SSIC order. Place incoming information in proper subject files in date/time order, oldest on the bottom. Most people  maintaining  files  in  the  METOC  community prefer to use paper prongs to hold papers securely in each  file,  although  this  practice  is  not  required. Close out files at the cutoff date and replace with new  tile  folders  (properly  labeled)  as  necessary. Keep  closed  out  files  together  in  a  safe, weatherproof location. Normally, closed-out files are maintained in the original office if space permits. Maintain closed-out files for the required retention period. Destroy temporary material at the end of the retention period. Keep in mind security considerations. Shred, pulp, or burn classified and "For Official Use Only"  material. Transfer permanent records in accordance with instructions   in   SECNAVINST   5212.5   and NAVMETOCCOMINST 3140.1 at the end of the retention  period. MAINTAINING  DIRECTIVES All   Naval   Meteorology   and   Oceanography Command  activities  and  all  naval  ships  staffed  with Aerographer’s  Mates  are  required  to  maintain  directives issued  by  the  Commander,  Naval  Meteorology  and Oceanography  Command.  Aboard  ships,  the instructions  are  sometimes  maintained  in  the  ship’s administration office, but more often than not, they are maintained in the geophysics office. You  will  also  need  to  maintain  selected  instructions from   the   Office   of   the   Secretary   of   the   Navy (SECNAV), Bureau of Naval Personnel (BUPERS), Office of the Chief of Naval Operations (OPNAV), and the   Commander   in   Chief,   Atlantic/Pacific   Fleet (CINCLANTFLT/CINCPACFLT).   At   the   Naval Meteorology  and  Oceanography  Command  centers  and facilities, you will also maintain a set of your center’s or facility’s directives. Most  of  the  instructions  and  notices  your  office maintains are only a few pages long. Others may be 1- or 2-inch thick manuals. Usually, all but the thickest directives  are  placed  in  standard,  government-issue, three-ring  binders,  and  stored  in  some  type  ofbookcase. With  the  exception  of  certain  classified  instructions, which  must  be  stored  in  a  secure  container,  all instructions from a series should be kept together. The binders should be labeled so that the other people you work  with  can  find  the  instructions  easily.  All directives within a set are arranged in SSIC order, from the  lowest  number  to  the  highest  number.  Recently, most SECNAV, OPNAV, and BUPERS instructions have been made available on CD-ROM, and only the directives  you  require  need  to  be  printed.  However, these CD-ROM disks should be maintained in a similar fashion. 3-7