Spreadsheets  –You can use spreadsheets for creating, storing, and manipulating numeric data. Spreadsheets are useful in organizing cost accounting, operating target (OPTAR) budgets, or parts inventories. Other uses might include watch bills or reports of prospective  gains/losses. Shipboard  Nontactical  Automated  Data Processing Program (SNAP) II –The SNAP II system can help reduce the amount of administrative work you must do and help you manage division affairs. The SNAP II database has the following capabilities: Administrative data management Maintenance data management Supply and fiscal management Message generation Internal mail service Word processing The vast numbers of computer applications available can help you work smarter, not harder. Some of the programs have been created specifically for the Navy. You can obtain those programs through Department of the Navy resources. RECORDKEEPING Administration is a support function secondary to other unit functions. Records management is an appendage to administration. The unit cannot operate without the information contained in the records it maintains. Yet uncontrolled creation of records leads to administrative inefficiency. Practical administration requires the development of a record management program within the guidelines established by higher authority. All records follow the same life cycle in that they are created, classified, stored, retrieved when necessary, returned to storage, or destroyed. To manage those steps in the life cycle of a record, the unit must set up a Effective management system of record management. is measured by the accuracy of the records you keep to document the history and progress of your division. The records you maintain are divided into two broad groups. The first group consists of those you must keep as directed by higher authority (PMS and other maintenance and training records). The second group consists of those you choose to keep to preserve documentation of certain events or activities (counseling sheets, correspondence, special request chits, and so forth). When records and files no longer serve a purpose or are not useful, you should dispose of them. Upon assuming the duties of a division officer, make it a point to examine the records and results of past inspections. That will give you a feel for the strong and weak points of your division. The following references contain guidelines for management of designated records: SECNAVINST  5216.5C  (Correspondence) SECNAVINST  5214.10C  and  OPNAVINST 5213.lB (Forms) SECNAVINST 5214.2A (Reports) SECNAVINST 5215.1C (Administrative Issuances) SECNAVINST  5212.5C  (Records  Disposal, Storage, and Protection) SECNAVINST 5210.11C (Files) OPNAVINST  5510.1H  (Classified  Material Control) DIVISION ORGANIZATION MANUAL The Standard Organization and Regulations of the U.S. Navy (SORN), OPNAVINST 3120.32B, describes the regulations and guidance governing the conduct of all members of the U.S. Navy. Do not confuse the SORN with United States Navy Regulations, 1990. Navy Regulations is a Department of the Navy legal document that regulates the duties, responsibilities, authority, distinctions, and relationships of various commands, officials, and individuals. Other directives written within the Department of the Navy must not conflict with, alter, or amend any provision of Navy Regulations. The SORN is the basic source for guidance in developing organization manuals tailored to individual ships, shore establishments, and aviation squadrons. Organization manuals are issued in the form of an instruction.  When  developing  departmental organization manuals, the department head should 3-4