NWPL MAINTENANCE

Several basic files are used in maintaining the NWPL. One is the custody file, which contains a NWPL Catalog Card, OPNAV Form 5070-11 (figure 2-11), for each naval warfare publication on allowance or on board. The purpose of this file is to maintain an up-to-date record of the holder and location of each publication. This record also helps keep track of entries and changes to the publication. The catalog card can also be used as a custody card and as a destruction record. When used as a record for security purposes, it must be retained as required by the Security Manual.

The administrative file, sometimes called the transaction file, contains designation letters for custodian, local allowance/inventory sheets, the directives file, responsibility acknowledgment forms,

Figure 2-11.-NWPL Catalog Card.

publication notice route slips, destruction records, inspection documentation letters, and copies of all correspondence pertaining to naval warfare publications. Included in the administrative file is the Change Entry Certification form, OPNAV 5070/12, shown in figure 2-12. This form is filled out by the holder of the applicable publication. Material in the administrative file must be retained for 2 years.

NWPL BINDERS

Binders for U.S. naval warfare publications are color-coded according to their security classification.

The color codes are RED for Secret, YELLOW for Confidential, and BLUE for unclassified. Allied/NATO publications have white binders regardless of security classification.

Figure 2-12.-Change Entry Certification form.

ENTRY OF CHANGES

The timely and accurate entry of changes to NWPL publications is necessary to ensure accurate, up-to-date information as well as information continuity. The NWPL clerk is responsible for making changes or corrections to NWPL publications or ensuring that holders receive. and make the changes in a timely manner.

Changes are often so numerous that all communications personnel may become involved in making them. The NWPL clerk is responsible for ensuring that all personnel making changes or corrections to NWPL publications know the proper procedures for making these changes. These procedures are a follows:

l Check the Foreword or Letter of Promulgation of the change for the effective date of the change/correction to ensure that the publication to be corrected is effective.

l Read all the specific instructions contained in the change or correction before making the entry.

l Use any dark ink EXCEPT RED for pen-and-ink entries. Red is not visible under red night lights used aboard ship.

l Type lengthy pen-and-ink corrections on a paste-in cutout. All superseded matter must be deleted in ink prior to inserting the cutout.

l Use flaps when no room exists for a cutout. When used, flaps should be attached to the binder side of the page.

l Use rubber cement or mucilage for pasting instead of glue or gummed tape.

l Make a notation in the margin adjacent to the entry after making pen-and-ink corrections, citing the source of the correction; for example, ALCOM 007/96.

After page changes are entered, a page check must be conducted and the page change and page check recorded on the Record of Changes and Corrections sheet.

Corrections to NWPL publications are issued by message when the material requires rapid dissemination. These numerical message corrections (NMCs) are normally sent as general messages. NMCs are assigned a two-number designation separated by a slant sign. The first number indicates the sequential number of the message correction to the original or revised publication. The last number is the printed change that incorporates the material. For example, NMC 7/3 is the 7th message correction and is incorporated into the publication by change 3.

PUBLICATION NOTICE

A publication notice gives a brief summary of a new publication or change. The notice is included with each hardback copy and is furnished solely for routing by the NWPC. These notices keep all cognizant personnel informed of the changes to naval warfare publications. The notices are destroyed when no longer useful.