(NAVGRAM). Figure 2-14 shows the Joint Message Form. If you decide to mail the message, write “NAVGRAM” below the signature block on the DD-173. The NAVGRAM will then be assigned a letter serial number and will be dated in the “DATE TIME GROUP” box in the lower right- hand corner of the form. The DD-173 will then be stamped in the center of the page in light red ink with a 1 inch by 4 inch NAVGRAM stamp. The NAVGRAM will then be mailed. The NAVGRAM is processed through admini- strative channels vice communications facilities and is given priority over routine correspondence. It is routed similar to a naval message; receives expeditious handling; and where practical, is included on the normal command message board. Correspondence Files Because of the frequent rotation of personnel, the Navy uses a standard filing system. The system allows commands throughout the Navy to maintain official files efficiently, economically, and systematically. Whether assigned as the administrative LPO of a unit or as a supervisor of a work center, you must become familiar with the Navy filing system. Correspondence  files  may  consist  of  a centralized or decentralized system. In the centralized system, one specific office files and maintains all originals of incoming corre- spondence  and  official  copies  of  outgoing correspondence. In a decentralized system, the office or work center that has primary concern over the subject matter of the correspondence files and maintains the originals or official copies. Regardless of the type of filing system used, personnel should be able to locate the desired correspondence when required. Although confidential material, like all classified material, requires some degree of security protection, it may not require controlled routing. Depending on the type of document and local administrative procedures, you may route confidential material with either a route stamp or a control sheet. The administrative office of the command must maintain various logbooks or records indicating the location (file or office) of all incoming and outgoing correspondence. That office must maintain the files as outlined in the Department of the Navy File Maintenance Procedures and Standard Subject Identification Codes (SSIC), SECNAVINST 5210.11D. FILING PROCEDURES. —Commands should follow several procedures to effectively and economically maintain correspondence files. Each organization should authorize an office to have central control of activity files. That office should do the following: Assign personnel to coordinate all activity files Authorize  official  files  and  assign responsibility for files plans Locate the official files at an organiza- tional  level  that  ensures  effective documentation, makes records accessible to major users, minimizes duplicate files, and aids records disposal Determine records retention and disposal standards and prepare local disposal instructions Perform periodic reviews of the files procedures In filing material, you should not include unnecessary working papers, early drafts, extra copies, or information material. You should include the following: The incoming document Copy of the outgoing correspondence Any essential supporting documents You may file material loose in folders unless you need to keep pages in a particular order. Then use prong fasteners, rather than staples, clips, or rubber bands, to attach materials to the file folder. A document often concerns more than one subject, name, or case. When that occurs, file an extra copy under each subject; make sure each copy contains the location of the basic document. You must keep track of documents removed from the files. When removing a document or an entire file, put a charge-out slip in its place. If the document is transferred among several people, update the charge-out slip upon each transfer. 2-44