procedures; require action; set forth informationessential to the effective administration or operation ofactivities concerned; or contain authority orinformation that must be promulgated formally.InstructionAn instruction is a directive containing authorityor information having continuing reference value, orrequiring continuing action. It remains in effect untilsuperseded or otherwise canceled by the originator orhigher authority.NoticeA notice is a directive of a one-time or brief nature,and it always contains a self-canceling provision. Anotice has the same force or effect as an instruction.Notices usually remain in effect for 6 months or less,but never for longer than a year. Any requirement forcontinuing action contained in a notice (such assubmitting a report, using a form, or following aspecified procedure) is canceled when the notice iscanceled, unless the requirement is incorporated intoanother document (such as an instruction).Change TransmittalA change transmittal is used to transmit changes tomanuals, publications, instructions, or, occasionally,notices. Each transmittal describes the nature of thechange and gives directions for making it. Changesand corrections are made by inserting new pages,removing obsolete pages, or making pen-and-inkchanges in the existing text. When a list of effectivepages is included with a change, it is important tocheck all pages against the checklist. This procedureenables you to determine if your publication iscomplete and current. In the Marine Corps,comparable changes are made to orders and bulletins.MAINTAINING DIRECTIVESInstructions are normally placed in large three-ringbinders in numerical sequence according to a standardsubject identification code n u m b e r ( S S I C ) ,consecutive number, and issuing authority. At someactivities, directives may be maintained in a CD-ROMlibrary. For security purposes, classified directivesand documents are generally filed in separate bindersand maintained in a safe. Because of their briefduration, notices ordinarily do not need to be filed inthe master file (main files of instructions). If it isnecessary to file them temporarily with instructions,tab the notices so that each one may be easily andpromptly removed as soon as its cancellation date isreached. Copies may be filed in separate suspensebinders when necessary.Locator SheetsWhen directives must be removed from the files, alocator sheet is made up and put in where the directiveshould be in the binder. This sheet will contain theidentity of the issuing authority, the directive’sstandard subject identification code number, subjecttitle, date removed, and both the location of thedirective and the name of the person who has custodyof it.Making ChangesFollow the instructions enclosed in changetransmittals to enter changes to directives. Propernotations, such as “CH-1,” are entered in the upperright margin of the first page of each directive changedto indicate changes received and incorporated. Forpublication-type instructions, completed changes arenoted on the record of changes sheet in the front of thepublication.List of Effective InstructionsEach year, BUMED conducts a review of allcurrent instructions, then compiles and distributes aconsolidated list of effective internal and externalinstructions via the internet.CORRESPONDENCEIn addition to maintaining directives and logs andsubmitting reports, the Hospital Corpsman working inan administrative billet must be able to draft and typecorrespondence correctly and neatly and be able to filecorrespondence so that it may be retrieved quickly andefficiently.Navy official correspondence is usually preparedin the standard naval letter format, referred to as thestandard naval letter. The standard naval letter isalso used when corresponding with certain agencies ofthe United States Government. Some civilian firmsthat deal extensively with the Navy also preparecorrespondence using the standard naval letter.Instructions for typing standard naval letters are veryprecise and must be followed to the last detail. All theinformation to properly prepare naval correspondence14-3
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