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
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