MINIMIZE MESSAGES

Military telecommunications systems tend to become overloaded during an emergency. Naturally, it becomes necessary to reduce unnecessary traffic volume to clear user circuits for essential traffic. This reduction in traffic is accomplished by use (usually by message) of the word "MINIMIZE." Minimize means "It is now mandatory that normal message and telephone traffic be reduced drastically so that vital messages connected with the situation indicated will not be delayed."

A message ordering minimize consists of the word "MINIMIZE"t followed by the area affected (scope), reason, and duration of the minimize condition (when known). Minimize messages must be brought to the immediate attention of the leading communications petty officer (LPO) and the communications officer.

The Chief of Naval Operations (CNO), fleet commanders in chief, and area coordinators are authorized to impose minimize conditions on users of naval communications systems. Subordinate commanders may impose minimize over elements of their commands only with prior permission from one of the three authorities just mentioned.

During minimize conditions, FLASH and IMMEDIATE traffic should be restricted to a maximum of 100 and 200 words, respectively. Message releasers are also kept to a minimum and must be specifically designated in writing. We briefly discuss additional minimize guidelines later in this chapter. NWP 4 (NWP 6-01) contains information pertaining to the types of normal, environmental, and supply traffic that may be sent over normal channels and circuits during minimize.

SERVICE MESSAGES

Service messages are short, concise messages between communications personnel. These messages have the authority of an official communication and must receive prompt attention. If the action requested in a service message cannot be accomplished within a reasonable time, the station originating the service message should be notified. Service messages are normally assigned a precedence equal to the message being serviced.

Service messages deal with many topics. You will find that most deal with corrections, repetitions, broadcast reruns, and misrouted or missent messages. You must remember that a service message should be promptly dealt with and retained until all actions concerning it have been completed. Once action is complete, it is good practice to attach a copy of the service message to the serviced message when it is filed, or mark it with the DTG of the service(s).

Requests for information through service messages should be as brief, concise, and accurate as possible. Careful attention to detail and the use of proper operating techniques by communications and crypto personnel will reduce the number of service messages required.

Service messages are normally prepared in abbreviated plaindress format and may be assigned sequential reference numbers. (We discuss plaindress messages later in this chapter.) The service message number immediately follows the abbreviation "SVC" in the message text. If used, sequential service reference numbers may continue throughout the calendar year. When you reply to a service message received with a reference number, the text of the reply should refer to the number. For example:

This example is a service message inviting attention (ZUI) to a previous service message with a reference number of 0245. Occasionally, you will see the acronym COSIR in a service message text, which means "Cite Our Service in Reply." Authorized operating signals are used to the greatest extent possible in service messages, but clarity must not be sacrificed for brevity.

The security classification is the first word of all service message text. This is followed by the abbreviation "SVC." If the service message requires special handling, the special-handling designator follows the security classification. For example:

A service message may quote the textual content of a classified message or refer to the classified message in a manner that reveals textual content. In this case, the service message must be assigned the same classification as the classified message being serviced. You can find detailed information on service messages in Automatic Digital Network (AUTODIN) Operating Procedures, JANAP 128.

Tracer Messages

Tracer messages are special types of service message. Tracers are sent to determine the reason for excessive delay or nondelivery of a message previously sent. Normally, tracer requests are initiated by a message originator or addressee. However, a situation may dictate that tracer action be initiated by the originating communications station, the relay station, or the communications station of the addressee.

Tracer action continues on a station-to-station basis until the cause of delay has been determined. Upon receipt of a tracer, a station should examine its records for the time of receipt and transmission of the message being traced. This information is compiled and transmitted with the tracer action to the preceding station(s) and to the station that originated the tracer. The station that caused the delay or nondelivery must cite the reason and provide a summary of corrective action in the report.

Tracer action requests must be initiated as soon as the discrepancy is discovered. Action must be initiated no later than 4 days after the original time of transmission for a tactical addressee. For nontactical addressees, action must be initiated no later than 30 days from the original time of transmission. In-station records, files, logs, and tapes must be retained beyond the required retention limit if tracer action is in progress prior to the expiration date. You can find detailed information concerning tracer action in JANAP 128.

Termination Request Messages

Ships send termination request messages to establish circuits with a NCTAMS or NAVCOMTELSTA on a limited or full-time basis. A termination request message must be sent to the cognizant NCTAMS at least 48 hours prior to activating the requested termination. If the ship has a requirement for a full-time termination, it will be assigned a routing indicator by the cognizant NCTAMS. NTP 4 contains detailed information pertaining to termination requests and formats.

Communications Guard Shift Messages

Communications guard shift (COMMSHIFT) messages are required when a command shifts its guard from one broadcast or servicing communications center to another. When possible, the shift takes effect at 0001Z of the new radio day. When broadcasts are shifted, an overlap period before and after the effective time is observed to ensure continuity of traffic. The command guards both broadcasts during the overlap period.

COMMSHIFT messages are sent to the NCTAMS of the communication areas from which the old and the new broadcasts originate. COMMSHIFT messages are necessary because of operational considerations or changes in the deployment schedule of a ship. These messages are necessary when a command needs to effect a shift at a time other than that indicated by its movement report. Detailed information concerning communications guard shift messages and formats is contained in NTP 4.

Broadcast Screen Requests

Broadcast screen requests (BSRs) are service messages to request the rerun (ZDK) of missed or garbled messages. BSRs are sent to the Broadcast Keying Station (BKS) or to the designated broadcast screen ship that is responsible for the broadcast channel. NTP 4 provides detailed information and prescribes proper format for drafting a BSR.

COMMSPOT Reports

COMMSPOT reports are used to advise of any situation that might cause significant disruption of tactical communications. These reports are submitted by all ships and nonterminated units when unusual communications difficulties are encountered. COMMSPOT reports must be submitted as soon as unusual communications difficulties are experienced to minimize further deterioration of the communications situation.