records for permanent retention or temporary retention and later destruction.
Decisions to save, or not save, must not be avoided by saving all your files. No matter how firmly you believe that disposing of a file today will mean that someone will need it tomorrow, a decision must be made. If you are in doubt about disposal of certain records, avoid taking it upon yourself to either retain or dispose of them; consult with your superiors to decide what course of action to take. SECNAVINST 5212.5 series, Disposal of Navy and Marine Corps Records, spells out the retention period of official files and explains whether they are destroyed or forwarded to a Federal Records Center for further retention.
As you were instructed earlier in this chapter, the Medical Department is required to submit numerous reports. Required reports are listed in OPNAVNOTE 5214, which is published annually, and in MANMED, chapter 23. To ensure that these reports are submitted in a timely manner, a system has been developed to readily identify what report is due and when it is due. This is known as the tickler system. The manner in which a tickler file is made up may vary with each command. It is suggested that you use a 5 x 8 card with separators marked with the month, i.e., January through December, with the tickler card filed in the month in which the report is due. The tickler file may also be used as a reminder of action required on incoming correspondence, or interim reports on a project with a future completion date. Aboard ship, the tickler file is also required for personnel requiring immunizations, physical examinations, or program evaluation. To ensure that departments submit all reports when due, it is advisable to have a system alerting them in sufficient time before the actual due date. This may be accomplished as follows:
This portion of the chapter presents an overview of the use of automatic data processing (ADP) in the pay and personnel systems and explains the basic procedures and techniques for preparing, correcting, transmitting, and controlling OCR data input documents.
The automated pay and personnel systems have a broad interface and operate in close coordination. The pay system, which is the Navy version of the Joint Uniform Military Pay System (JUMPS) used by all the armed services, maintains computerized leave and pay accounts, furnishes monthly leave and earnings statements (LES), and provides financial management reports to the Naval Military Personnel Command (NMPC) to support planning, programming, and budgeting needs. The personnel system, called the Manpower, Personnel, and Training Information System (MAPTIS), gathers, processes, stores, and disseminates personnel information required for record and management purposes. It also includes reports to NMPC for planning and statistical use in personnel distribution, promotion, and training. The main regulatory publications for the system are the Department of Defense Military Pay and Allowances Entitlements Manual (DODPM), and the Naval Military Personnel Manual (MILPERSMAN) NAVPERS 15560. These manuals contain pay and personnel entitlements and regulations for regular and Reserve members of the Navy. They are supplemented by a procedural manual containing complete instruction for disbursing and administrative offices in the administration of pay and military personnel, namely, the Navy Pay and Personnel Procedures Manual (PAYPERSMAN), NAVSO P-3050. PAYPERSMAN is organized in parts and chapters arranged and numbered in the same order as those of the DODPM. In addition to the corresponding parts, part 9 of this manual contains detailed instruction for the preparation and distribution of documents used in the automated pay and personnel systems, together with illustrations of properly completed documents. You will need to refer to the above publication often in working with JUMPS or MAPTIS.
The principal computer installation for personnel information is located at NMPC in Washington, DC, and the one for pay at the Navy Finance Center (NAVFINCEN) in Cleveland. NMPC and NAVFINCEN exchange data daily, so you normally need to report an event only once to the appropriate central processing site to update both a members personnel record and his or her pay account. Thus, you report occurrences