REPORTS CONTROL SYSTEM

Whether you are assigned to an NLSO or a small SJA office, you will find that your office is responsible for preparing and submitting several different types of reports. Knowing what these reports are, how to prepare them, and when and to whom they are to be sent is important to the efficient operation of both your office and the offices that receive these reports. To help commands effectively control the preparation and submission of required reports, the Navy has designed a reports control management system. When working with the reports control system, you should become familiar with the tickler system, the preparation of the reports, and the procedures for filing these reports. The following hints are provided to help you establish and maintain the reports control system for your office.

ESTABLISHMENT OF A REPORTS CONTROL SYSTEM AND TICKLER FILE

To determine which reports your activity submits and, therefore, needs to be included in your tickler file, it is necessary to check the current 5214 instructions issued by commands senior to yours in the chain of command as well as the JAG Manual which is the primary source of required reports within the JAG community. Once you know what reports are required, you must establish a system that gives you a master list of all reports and a means to make sure they are submitted in a timely manner. This is done by using a Recurring Reports Record Card, NAVSO 5213/7, for each report. All the completed cards together make up the tickler system.

MAINTENANCE OF A REPORTS CONTROL SYSTEM AND TICKLER FILE

What reports have to be prepared and sent out by my office? When do they have to be sent out? Who are they sent to? These are questions that can be easily answered if you have an effective tickler system being used in your office. A tickler system consists of either a list of reports or a card file listing all the reports required for your office. It is suggested that you use either 5-inch by 8-inch cards or reports control record cards. On each card the following information should appear:

The frequency of the report; for example, annual, semiannual, quarterly

Title of the person/departnlcnt responsible for preparing the report

l Title of report and/or report symbol; for example, Legal Assistance Report, NAVJAG 5801.3

l Reference requiring the report; for example, JAGMAN, chapter 1, section 0102

File the tickler cards together in the tickler file by the frequency; for example, monthly or quarterly, of the report they reference and in chronological order by the date the report should be prepared. Another thing to remember when working with the tickler system is that you should continually check the References listed on each card to make sure the reporting requirements are current.

PREPARATION OF REPORTS

When tasked with preparing a report, you should check the tickler card to determine when the report is due, who it goes to, and what format you should use in preparing the report. You also should check the reference that requires the report and follow the procedures outlined in that reference for the proper preparation of the report.

FILING REPORTS

When you complete the preparation of a report, file a copy in your office's general files. The size of the office you are working in will determine whether you will file the copy of the report in a separate report file by its frequency of submission; for example, annual reports, semiannual reports, or in the general files by its subject classification code. When practical, a reports control case file should be maintained for each type of report and should contain the following information about the report: . A copy of the directive authorizing the report . Instructions for the preparation and submission

of the report . A sample copy of the report . Any correspondence or other matter about the

report

Whenever possible, file reports separate from the general files to provide for easier reference.

RECORDS DISPOSAL

How important are records in your files? Important enough that Congress has passed laws governing their disposition and fixing penalties for their unauthorized destruction. These laws apply to all official government records, not only to those that are classified.

Though sometimes monotonous, all tasks connected with files, including their disposition when no longer needed, must be taken seriously.

Decisions whether or not to save files cannot be avoided by simply saving everything. Sooner or later filing cases fill up and something has to be done. No matter how firmly you believe that if you get rid of it today, somebody will want it tomorrow, you cannot go on collecting forever. On the other hand, the "if in doubt, throw it out" school of thought, if allowed to operate unchecked, goes to the opposite extreme.

You may be called upon to help determine the proper disposition of files and records maintained in your office. In doing this, you will have to know what files and records are maintained in your office, how long they should be kept, and what should be done with these files and records after they have served their usefulness to your office. The specific procedures are outlined in the Navy and Marine Corps Records Disposition Manual, SECNAVINST 5212.5C. You should also become familiar with any additional procedures that may be required by other directives for the proper disposition of specific files and records that maybe maintained by your office; for example, court-martial records, legal assistance case files, and claims files.