Photographic File

Good photographs are always in demand. If you are attached to a ship, you should stock 8- by 10-inch photographs of the ship underway, such as the threequarter aerial bow photograph shown in figure 16-4. At a shore command, you should have 8-by 10-inch photographs of several points of interest.

Aircraft squadron PAOs usually have on hand photographs of its planes in flight (fig. 16-5) along with general scenes of squadron structures, such as hangars and other points of interest.

In addition to photographs of hardware, you should carry photographs to accompany the biographies in the command file. Usually 4- by 5-inch black-and-white head and shoulders shots will satisfy the needs of most news media. However, you will need 8-by 10-inch black-andwhite and color photographs for magazines and media kits.

Make sure the photographs are current. If your CO advances from commander to captain, you must have several copies of the new photograph on file.

Every public affairs office accumulates several miscellaneous photographs. If you think the photographs can be used at some point in the future, create

Figure 16-5. - Aerial photograph of an EA-6B Prowler over the Olympic Mountains.

files for them. When you file photographs, file them under general subject headings, such as "Carrier Operations," "Sports" and "Sea Evolutions."

You cannot maintain a good photographic file without the support of your command imaging facility. Make sure you build a good working relationship with the photographer's mates or their civilian counterparts.

News Release File

Your news release file should contain the original news releases distributed to the media. As you learned in Chapter 7, a release number is normally assigned to all outgoing stories - for example, the first release of 1995 would be 1-95, the second would be 2-95, and so forth. Start a new news release file at the beginning of each year and file the most current release on top.

Fleet Home Town News Program File

You should maintain a 90-day log book or index file of each release form mailed to the Fleet Home Town News Center (FHTNC). In addition, we recommend that you copy and file every release form that is part of a hold file. The Fleet HomeTown News Program and the FHTNC will be covered in Chapter 17.

Filing Tips

To help maintain your files properly, consider practicing the following tips:

Label your file drawers neatly so its contents can be identified quickly.

Give your files room to breath. Do not cram news releases, photographs, and so on, into files and risk irreparable damage.

File material in the proper folders.

File papers facing forward in chronological order, with the latest date on top.

Use standard file fasteners, rather than staples, to bind papers.

File papers so the edges do not protrude beyond the edge of the folder.

Flgure 16-6. - Welcome aboard booklet.