MAILING THE HOLD FILE

You should update and verify all the release forms in your hold file 30 days before your unit deploys. Mail the hold file to the FHTNC when you are 20 days from the deployment date. Make sure it is in alphabetical

Figure 17-4. - Hold file message.

order by last name and accompanied by a letter of transmittal. We recommend that you include the deployment information or story in the letter of transmittal.

NOTE: When you submit stories for release, the Center does not require strict adherence to journalistic style. Since the FHTNC is ultimately responsible for editorial action, all you need to include is a brief synopsis of the facts that answer the five Ws.

Before the hold file is sealed and on its way to the FHTNC, you should make a copy of each release form and store each one of them in an appropriately marked office file. You hold file should be an exact duplicate of the one received by the Center. This is extremely critical, especially when you must change data or pull a release form in the event of a death or injury.

PROCESSING THE DEPLOYMENT STORY

When a unit deploys, the PAO or his representative normally sends a message to the FHTNC that contains the following information: l The authority for the FHTNC to process the deployment story. l The date the story should be processed (usually without delay). . Verification that the hold file is accurate and up-to-date.

Once the message is sent, the Center can work on writing the deployment story, which will result in a release for all of the release forms in the hold file.

An example of a hold file message to the FHTNC is shown in figure 17-4.

SENDING STORIES BY MESSAGE

Once the hold file is at the Center, you may send several different types of stories by naval message. The mid-deployment story (fig. 17-5) and end of deployment story (fig. 17-6) are good ways to get multiple releases for each release form submitted

Further, you should pursue the types of stories mentioned earlier - those dealing with the military or personal achievements of individuals. Doing this in connection with your hold file is easy. For instance, say Lt. Cmdr. Nunez is awarded the Meritorious Service Medal. When you advise the Center of the award (and include amplifying information from the medal citation), Lt. Cmdr. Nunez's release f-will be pulled from the hold file and the story will be processed. The release form will then be returned to the file.

UPDATING THE HOLD FILE

Hold files have a 60-day life cycle. When you send a hold file to the FHTNC, the cycle begins on the day the Center receives it.

At day 50, your unit will be sent a message advising that the file will be returned in 10 days unless it is updated. Each time you update your hold file, another 60-day cycle begins.

The FHTNC considers an update as any communication regarding the hold file. It maybe a list of names to be deletes a list of release forms for persons who have reported to the command, or simply a

Figure 17-5. - Mid-deployment story.

Figure 17-6. - End of deployment story.

Figure 17-7. - Hold file update message.

declaration that the hold file is current and accurate. A hold file update message is shown in figure 17-7.