(Mar 2024) Yeoman - Chapter 2 Technical Administration Flashcards
Describe the types of documents and correspondence a Yeoman (YN) may be asked to prepare.
Correspondence, awards, fitness reports and evaluations, reports and forms, records management, and local practice” documents.”
Define the term ‘FITREP’ and discuss its processing.
FITREP stands for Fitness Report and the learning objective includes describing the types of evaluations and FITREPs, including format and processing.
How are local practice documents, such as Command Recall Listing and Muster Reports, important for a Yeoman (YN)?
Local practice documents are important for a Yeoman (YN) as they fall under the category of assignments governed by local policy and may be different from those with which the individual is familiar.
What are some examples of ‘local practice’ documents mentioned in the content?
Command Recall Listing (Social Roster), Telephone Directories, Muster Reports, Officer Social Roster, Leave and Liberty, and Plan of the Day/Week are examples of ‘local practice’ documents mentioned in the content.
What are the different types of Navy correspondence preparation described in the content?
The different types include standard Navy letter, joint letter, multiple-address letter, endorsement, memorandum, and business letter.
How is the standard Navy letter formatted?
The formatting instructions for the standard Navy letter are contained in the Department of the Navy (DON) Correspondence Manual, Secretary of the Navy (SECNAV) M-5216.5.
What is the importance of following the instructions in the Department of the Navy (DON) Correspondence Manual for formatting letters?
Uniformity is essential to an accurate and expeditious information flow.
Do YNs have the responsibility to disseminate incoming correspondence?
Yes, YNs are responsible for disseminating incoming correspondence and routing it to the proper offices for action and/or information purposes.
How does a joint letter differ from a standard letter?
A joint letter is a variation of the standard letter, used when multiple commands wish to issue information establishing an agreement or discussing a matter of mutual concern.
Describe the arrangement of the originator blocks in a joint letter.
The senior originating command’s information is flush with the right margin, while the junior originator is flush to the left, located two spaces below the letterhead.
Define the positioning of the words ‘JOINT LETTER’ in a joint letter.
The words ‘JOINT LETTER’ are typed two lines below the date.
How are signature blocks arranged in a joint letter?
Signature blocks are arranged across the page, with the senior official’s signature ending flush with the right margin and the most junior official’s signature beginning at the left margin.
Do all joint letters require the signature of a third co-signer?
No, the signature of a third co-signer is only required if specified, and it is centered on the page.
Describe the order in which officials sign a joint letter.
The senior official signs the letter last, with the most junior official signing first.
Describe a multiple-address letter.
A multiple-address letter is addressed to four or fewer activities individually identified in the ‘To’ line, or as a group in the ‘Distribution’ line. It is typed like a standard letter, with the exception that more than one title is listed in the ‘To’ line, in seniority order.
Do all addressees of a multiple-address letter receive a letterhead copy with a signature?
Yes, each addressee must receive a letterhead copy with a signature, which can be an original or a photocopy.
Do unclassified correspondences require a serial number?
No, a serial number is not required on unclassified correspondence.
Define the requirement for serial numbers on classified correspondence.
A serial number is required on ALL classified correspondence created by the activity.
How does an activity using serial numbers manage the sequence of numbers?
It starts a new sequence of numbers at the beginning of each calendar year and assigns numbers consecutively.
Describe the circumstances under which an activity does not need to use serial numbers for correspondence.
An activity producing little correspondence, most of which is unclassified, does not need to use serial numbers.
Describe the format for a serial number of a classified letter.
The format includes the originator’s code immediately under the SSIC, followed by a forward slash with no spaces before or after the slash, the classification (C for Confidential, S for Secret, TS for Top Secret), and then the next unused serial number for the current calendar year.
What is the purpose of maintaining a different serial log for each classification of classified correspondence?
The purpose is to ensure proper tracking and management of classified correspondence for each level of classification (Confidential, Secret, Top Secret).
Define SSIC in the context of classified correspondence.
SSIC stands for Standard Subject Identification Code, which is used to categorize and organize correspondence and documents within the Department of Defense.
Do all classified correspondence created by an activity need to be given a serial number?
Yes, all classified correspondence created by an activity must be given a serial number to ensure proper tracking and accountability.
Describe the purpose of an endorsement in the context of forwarding letters via an activity.
An endorsement is used to forward comments, recommendations, or information to other addressees when a letter is received via an activity as a ‘Via’ addressee.
Define the significance of strictly adhering to prescribed formats for endorsements.
Strict adherence to prescribed formats for endorsements is important to avoid unnecessary delays in processing for administrative action or complete re-staffing.
How is an endorsement prepared when forwarding a letter via an activity?
An endorsement is prepared on letterhead paper, and a typed endorsement is prepared the same way as a standard letter.
What is the purpose of an endorsement in the context of forwarding letters via an activity?
An endorsement is used to forward comments, recommendations, or information to other addressees when a letter is received via an activity as a ‘Via’ addressee.
Describe the potential consequences of deviation from prescribed formats for endorsements.
Deviation from prescribed formats for endorsements could lead to unnecessary delays in processing for administrative action or complete re-staffing.
Describe the purpose of a memorandum in a military setting.
A memorandum provides a less formal way to correspond within an activity/command, allowing subordinates to correspond directly with each other on routine business.
How should the format of a memorandum be chosen in a military setting?
The format of a memorandum should be chosen based on the subject, occasion, and audience, to best suit the communication.
Define the use of a memorandum in a military context.
In a military context, a memorandum is used to provide a less formal way to correspond within an activity/command, allowing subordinates to correspond directly with each other on routine business.
Describe the purpose of a memorandum for the record (MFR).
A memorandum for the record is used as an internal document to record supporting information in the record that is not recorded elsewhere, such as the results of a meeting, important telephone conversation, or oral agreement.
