RECORDS DISPOSAL

An AK should be able to determine what records should be held in the files for a period of time or what records should be destroyed or transferred for preservation.

Record disposal techniques must keep pace with increased production and dissemination techniques. Temporary records must be identified, scheduled, and regularly destroyed, and permanent records must be identified and marked for preservation. The United States Criminal Code (appendix B) provides for fines and penalties including imprisonment for unlawful and willful destruction or removal of government records. OPNAVINST 5510.1 provides for the destruction of classified matter. This and other regulations for safeguarding security information must be followed at all times in applying the provisions outlined in the Navy and Marine Corps Records Disposition Manual, SECNAVINST 5212.5.

TRANSFERRING CLASSIFIED MATERIAL

Matter classified as Top Secret must be transmitted as prescribed by OPNAVINST 5510.1. Only Secret and lesser classified material may be sent via mail as prescribed by the Department of the Navy Official Mail Management Instruction, OPNAVINST 5218.7. All classified material must remain under U.S. custody and control at all times.

Any of the means approved for the transmission of Top Secret material prescribed in chapter 8 of OPNAVINST 5510.1 may be used.

Registered mail is used for the transmission of all Secret material, NATO Confidential, and all other Confidential material mailed to an FPO/APO address.

Certified mail may be used for the transmission of Confidential (other than NATO) material addressed to contractor facilities cleared for access to classified information under the DOD Industrial Security Program or to any non-DOD agency of the executive branch.

Regular First-Class Mail or priority mail should be used for the transmission of Confidential (other than NATO Confidential) material addressed to DOD activities located anywhere in the United States and its territories.

TURN-IN OF CLASSIFIED MATERIAL

Turn-in of classified material is handled according to the Department of the Navy Information and Personnel Security Program Regulation, OPNAVINST 5510.1. Personnel handling classified items for turn-in must be cleared to handle classified material up to the level of the material being turned in. Top Secret and Secret material is turned in under a continuous chain of receipts. Receipts for Confidential material may be required at the discretion of the transmitter. Receipts for hand-delivered material are obtained on the No. 1 copy of the DD Form 1348-1, which is returned to the activity and filed in the expenditure invoice file.

When classified material is mailed or shipped, the special packaging, addressing shipment, and receipt procedures contained in OPNAV-INST 5510.1, chapter 8, must be followed. In such cases, the No. 5 or 6 copy of the DD Form 1348-1 is stamped or annotated with the phrase Consignee sign and return this copy. When the receipted copy is returned, it is filed (with the retained original) in the expenditure invoice file.

PLANT ACCOUNT AND PROPERTY RECORDS

Most AKs will at some time in their Navy career become closely involved with record- keeping, inventory, custody, and turn-in of custody-type material. Ashore this material is called plant account and minor property. Afloat it is called controlled equipage.

TERMS

The following terms are related to plant account, minor- property, and controlled equipage. You will use these terms daily if you deal in any way with plant account and property records.

Custody. This term relates to the physical possession of material and the assumption of responsibility against its improper usage and loss. Equipage. This is a term used afloat that refers to those noninstalled and relatively durable items. Equipage items generally are identifiable to end use application and comprise the majority of items listed in the allowance equipage lists (AELs) and part III B of the Coordinated Shipboard Allowance List (COSAL).

Figure 1-6.-DOD Property Record, DD Form 1342. 1-10

Controlled Equipage. This term refers to those items of equipage afloat that require special management control because the material is essential for the protection of life or is relatively valuable and easily convertible to personal use. Items classified as controlled equipage are listed in Afloat Supply Procedures, NAVSUP P-485, appendix II.

Minor Property. This term is defined as personal property acquired for immediate use and having a cost of less than $5,000 and those personal property items having a unit cost of $5,000 or more but with a useful life of less than 2 years.

Plant Property. This term is defined as all Navy-owned land, buildings, and personal property of a capital nature located on shore activities. Listed below are four classes of plant property.

Class 1. Land.

Class 2. Buildings, structures, and utilities.

Class 3. Navy-owned personal property of a capital nature with an estimated or actual initial acquisition cost of $5,000 or more. It must have an expected normal life of 2 years or more; it must not be consumed in the performance of its work; it must not be permanently installed in buildings; and it must not be a part of supply stock.

Class 4. Industrial plant equipment that costs $5,000 or more and is used for cutting, grinding, shaping, forming, joining, testing, measuring, heating, and treating components used in manufacturing or maintenance of items of supply. It does not include items costing less than $5,000.

DOD Property Record, DD Form 1342 (fig. 1-6), is the only form used for reporting class 3 and class 4 plant property. A separate DD Form 1342 is prepared for each individual item. The computer generation of the DD Form 1342 is authorized if all data elements are included in the same order as on the standard form.

Controlled equipage afloat is much the same type of material as plant account property classes 3 and 4 ashore. It requires the maintenance of separate custody records for individual items; physical inventories; surveys of lost, missing, or unserviceable items; and periodic reports of consumption, deficiencies, and excess to the cognizant type commander (TYCOM).

NAVSUP FORM 306 PREPARATION PROCEDURES

The Controlled Equipage Record, NAV-SUP Form 306 (fig. 1-7), if not provided with the COSAL, is prepared by typewriter or in ink in

Figure 1-7.-Controlled Equipage Custody Record, NAVSUP Form 306. 1-11

the original and one copy for each item of controlled equipage in the custody of each department head.

Department heads, at their discretion, may prepare additional duplicate custody records for 'any signature required item such as binoculars, watches, and so on, when it is desired to assign custodial responsibility for the same item to more than one individual.

MAINTENANCE OF NAVSUP FORM 306

The originals of the NAVSUP Form 306 are maintained in a space designated as most convenient by the supply officer and, when not in use, must be kept in a locked file. Entries relative to receipts, expenditures, and inventories are posted to NAVSUP Form 306 according to Afloat Supply Procedures, NAVSUP P-485, paragraph 6092. When a new NAVSUP Form 306 is required, the information from the old card is duplicated and after the balance is brought forward to the new NAVSUP 306, the old NAV-SUP Form 306 must be kept for 36 months from the date of the last inventory entry appearing in the inventory record section.

When items are designated as controlled equipage by the commanding officer or TYCOM according to NAVSUP P485, paragraph 6091-3, the notation CO designated item or TYCOM designated item, as appropriate, must be entered in the top or bottom margin of the NAVSUP Form 306.