Table 7-1-1 lists different types of meteor-ological and oceanographic records, identifies the information as permanent or temporary, and lists the retention periods of the information as defined in SECNAVINST 5212.5C (as of 13 February 1989).

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 observation records to the Climatic Records Center in Asheville, North Carolina, are provided in NAVOCEANCOMINST 3140.1, U.S. Navy Oceanographic & Meteorological Support System Manual.

Temporary records and files should be properly disposed of or destroyed after the retention period has elapsed.

All Naval Oceanography Command units and all naval ships with Aerographers Mates receive and are required to maintain directives issued by the Commander, Naval Oceanography

Table 7-1-1.-Retention Requirements for Meteorological and Oceanographic Records and Information

Command. Aboard ships, the instructions are sometimes maintained in the ships Administra-tion 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 Commander in Chief, Atlantic (or Pacific) Fleet (CINCLANTFLT). At the Naval Oceanography Command Centers and Facilities, you will also maintain a set of your centers or facilitys 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 of bookcase. 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.

The first task you must do when you are assigned the job of maintaining any set of direc-tives is to inventory the instructions and notices currently onboard, making note of any that seem to be missing. The two directives previously discussed, NAVOCEANCOMNOTE 5215 and NAVPUBINST 5215.1, list effective instructions. A quick look around the spaces may turn up several of the most frequently used instructions that were missing. Also check that over-flowing incoming basket on your desk (or the LPOs desk) to insure that the missing directives are not in-house, awaiting filing.

If a directive is normally held in some other location than the directives binder, a front of the instruction.

Sign-out cards or some similar system should be used when directives are temporarily removed from the binders for any reason.

Make note of any instructions that are obsolete. If the manual lists 3143.1D as the current instruction and you have 3143.1C, you will need to obtain 3143.1D. Identify the 3143.1C edition in the binder as being obsolete by writing superseded by 3143.1D across the top of the first page in dark colored ink. Do not destroy the old instruction until you have received the updated version. Many times, much of the information in the old instruction will still be valid.

Order any instructions that you are missing. NAVPUBINST 5215.1 marks all instructions that are available directly from the originator with an asterisk (*). All others must be ordered from the Naval Publications and Forms Center via normal supply channels. NAVPUBINST 5215.1 provides instructions for ordering all stocked publications. The microfiche publication, NPFC 2002 (Naval Publications and Forms Center publication 2002), Section 4, lists stock numbers for all instructions stocked by the Naval Publications and Forms Center. Section 4 is arranged alphabetically by command, with instructions issued by each command arranged numerically by SSIC. As you receive new or updated directives, file the directives in their proper locations in the binder by SSIC. Remove and destroy the out-dated directives.

Many instructions are updated with change transmittals. Change transmittals identify the instruction to which they apply, and list several types of changes that must be made to the instruc-tion to update it. Many times, change transmittals will contain replacement pages, which must be inserted in the place of the old same-numbered pages in the instruction. These are pen changes.

Occasionally, a change transmittal will contain a printed paragraph and will call for the new paragraph to be cut out of the change and taped or pasted over an existing paragraph in the instruction. This is called a repetitive change. This type of change is usually a blanket statement such as replace the words Naval Weather Service with Naval Oceanography throughout the instruction. containing the repetitive change is filed at the beginning of the basic instruction; the repetitive change statement may be highlighted to catch the readers eye.

Regardless of the number of changes specified, you must follow the list of change instructions exactly as described. We strongly recommend that you check off each change instruction as you complete the change. Changes should be entered in the appropriate instructions as soon as change transmittals are received, and should not be shunted to a hold basket to collect dust. Changes should be made to all copies of the instructions held, not just the copy normally held in the binder. Usually, the changes listed in change transmittals are effective as of the publishing date (the date listed on the transmittal), and will have been in effect for several weeks by the time you receive the change transmittal.

After the necessary changes have been made to the instruction, you must enter the change information on the Record of Changes page, located in the front of most instructions. This page, ruled in columns and lines, requires entries of (1) the change number (change 1 or CH1, for example), (2) the date the change was issued, (3) the date the change was actually entered, and (4) the name (not initials) and rate of the person entering the change.

In summary, in order to properly maintain a set of directives, you must accomplish the six tasks we have just discussed:

INVENTORY all directives, making note of missing or out-of-date directives.

ORDER replacements for missing or obsolete directives.

FILE new and revised directives as they are received.

ENTER CHANGES documented in change transmittals, as they are received.

COMPLETE locator cross-reference sheets for all directives held in locations other than the proper directives binder.

Use a SIGN-OUT system for all borrowed directives.

Learning Objectives: Identify the manuals that list the publications and forms required by activities supporting various meteorological and oceanographic func-tions. Identify the source manuals for information about climatic publications and summaries.

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