NavyBMR.com (SECNAV M-5216.5) Flashcards
To a large degree, the image and effectiveness of the DON is portrayed by the tone, quality, and responsiveness of what?
Correspondence
What are often better than correspondence for working out details?
Conversations
Follow your what when corresponding on substantive matters such as command decisions,
policy issues, and official recommendations?
Chain of command
What addressee will always forward official correspondence with an endorsement?
“Via”
When writing to higher authority on a personal matter affecting the command prepare your
letter on plain bond paper in what format?
Standard letter
Marine Corps Personnel when writing to Higher Authority Use NAVMC 10274, administrative
Action (AA) Form, as prescribed in what?
Marine Corps Order 5216.19
What provide a fast and reliable means for sending official Correspondence?
Facsimile machines
What eliminate the cost of addressing envelopes and the risk of putting letters in the wrong envelopes?
Window envelopes
Use what when possible for routine matters that require no personal touch?
Form letters
What are pre-drafted standard letters that contain paragraphs that you may pick from to best
fit the situation for which you are writing?
Guide letters
What is a critical step in the processing of outgoing correspondence?
Coordination
Always coordinate during what stage, before the correspondence is put into final form and
submitted for signature?
Drafting
Delegate what to the lowest legal and practical level?
Signature authority
An individual who signs correspondence under delegated authority will use what term typed
Below their name when signing documents under this delegated authority?
“By direction”
In the absence of the commander/commanding officer/officer in charge, and where
specifically authorized by law or regulation, an officer who temporarily succeeds to command
shall sign official correspondence with what term typed below their name?
“Acting”
When a piece of correspondence is in final form and the official that would normally sign the
correspondence is unable to do so, it is permissible to have the correspondence signed what?
“for”
What is correspondence that requires some type of action, requires a response, or has long term
reference value?
Controlled correspondence
Assign what to only incoming mail that requires a response or has long-term reference value?
Controls
Use what to track the status of controlled correspondence routed for action?
OPNAV 5211/7 Correspondence/Document Control Card
Normally, correspondence should be answered within how many working days or as
prescribed by the immediate superior in command or by the tasking authority for the response?
10 Days
Correspondence from Congress shall be answered within how many workdays of receipt?
5 Days
For more information on the handling of naval legislative affairs refer to what instruction?
SECNAVINST 5730.5J
Answer Freedom of lnformation Act (FOIA) requests and Privacy Act requests within how
many workdays of receipt?
10 Days
Limit the use of the SSN of a Service member or civilian employee of the DoD unless essential for identification and authorized for use by authority of what?
Executive Order 9397
The standard size paper for all official letterhead stationery is what?
8-1/2 inches by 11 inches
The use of letterhead is authorized for commanders, commanding officers, officer’s in charge and directors or those who have signature authority for commands that are represented in the
what?
SNDL
Letterhead stationery of the DON shall bear a seal of the DoD that is what in size?
One-inch in diameter
What can prevent a letter from becoming too detailed?
Enclosure
An enclosure marking goes in the what, whether the text is arranged normally or lengthwise?
Lower right corner
When size, weight, or other factors prevent sending an enclosure with a letter, send it separately and type what after the enclosure’s description?
“(sep cover)”
Express what time in four digits based on the 24-hour clock?
Military
There are how many date formats allowed for use in Navy correspondence?
Three
What date format is only used as part of the sender’s symbol, or in the absence of the sender’s
symbol, as the date for the letter?
Abbreviated
What date format is only used in the text of correspondence?
Standard
What date format is used as both the date of the correspondence and in the text?
Civilian
Do not abbreviate military titles in the text of what?
Press reports
. For examples on punctuating, capitalizing, and spelling, refer to the what?
Government Printing Office (GPO) Style Manual
What is the preferred font style and size for official correspondence?
Courier New 12-point
What is any information that is recorded in a form that only a computer can process and that
satisfies the definition of a Federal record?
Electronic record
When feasible, create the electronic record within a DoD certified electronic what?
Records Management Application (RMA)
When naming subdirectories or “folders,” use the what?
Standard Subject Identification Code (SSIC)
Do not affix external labels to what?
Compact Disk-Read Only Memory disks
Electronic records that are not created within an approved RMA should be transferred to one as
soon as practicable within how many months of the record creation date?
6
Make backup copies of files at least how often?
Weekly
Do not use what for long-term storage of permanent or unscheduled records because they are
vulnerable to mishandling and data loss is common?
Floppy disks
When using a word processing program, set the auto save feature to every how often?
5 minutes
Manage, use, and delete classified information under the guidelines contained in what?
SECNAV M-5510.36
What allows any person to seek access to records held by a Government agency?
FOIA
The purpose of what is to balance the Government’s need to maintain information about
individuals with the rights of individuals to be protected against unwarranted invasion of their
privacy stemming from Federal agencies’ collection, maintenance, use, and disclosure of personal information about them?
Privacy Act of 1974 (5 O.S.C. §552a)
Under the what, electronic records are acceptable to the courts as evidence; however, each
judge is free to dismiss evidence on the basis of the court’s independent evaluation?
Federal Rules of Evidence (28 U.S.C. §1074)
Identify and schedule electronic versions of official records for disposition, refer to what manual?
SECNAV M-5210.1
What lets individuals and activities exchange information by computer?
What must be used for long-haul data communications support, unless the host system is
waived?
Defense Data Network
E-mails are subject to legal discovery, therefore, care should be taken to ensure e-mails are
created and managed appropriately per what instruction?
SECNAVINST 5000.37
Users should be encouraged to check their mailboxes frequently, but at least how many times a day?
Twice
If you are absent for more than how many days, ensure you annotate that in your automated
email response?
3
Who may authorize the use of e-mail to correspond formally?
Activity heads
Refer to what instruction, Department of the Navy Information Assurance Policy, for guidance
on automated information system security?
SECNAVINST 5239.3B
What lacks the built-in records management controls of the Naval Computer and Telecommunications System (NCTS) and the Automatic Digital Network (AUTODIN)?
In accordance with SECNAVINST 5239.3B, commanders of DON organizations shall ensure
e-mail messages requiring either message integrity or non-repudiation are digitally signed using
DoD what?
Public Key Infrastructure (PKI)
What will be recognized and accepted as valid for all human resource management documents?
Digital signatures
Use what format or one of its variations to correspond officially within or outside the DoD?
Standard letter
The person whose title appears in the “To:” line is the what?
Action addressee
Allow what size top, bottom, left, and right margins on each page of a standard letter?
1-inch
For directives, headers are 1 inch and footers are what?
5 inches
If “in reply refer to” is not printed on your activity’s letterhead paper, type the SSIC on the second line below the letterhead, starting how many inches or more from the right edge of the paper?
2
A sender’s symbol for a standard letter has how many parts?
Three
What is a four- or five-digit number which represent a document’s subject?
SSIC
To find the SSIC that most closely represents the subject, refer to what?
SECNAV M-5210.2
The originator’s code, with or without the serial number, is the originator’s office symbol or the
what?
Hull number of a ship
All classified correspondence created by your activity must be given a what?
Serial number
An activity that uses serial numbers shall start a new sequence of numbers at the beginning of
each calendar year and assigns numbers consecutively beginning with what?
001
Numbers assigned by what and the initials of writers and typists are unauthorized as
identification symbols?
Word processing centers
Refer to what for information on marking and handling classified correspondence?
SECNAV M-5510.36
What applies to information that is not classified, but which may be withheld from the public under the FOIA?
For Official Use Only (FOUO)
Every standard letter must have a “From:” line, except a letter that will be used with a what?
Window envelope
Address all correspondence to the what of an activity?
Activity head
Use what line when one or more activities outside of your activity should review a letter before it reaches the action addressee?
“Via:”
The subject line consists of a sentence fragment that tells readers what the letter is about,
usually in how many words or less?
10
In formal correspondence, do not use what in the subject line?
Acronyms
What reference is a document that some addressees neither hold nor need?
Not-to-all (NOTAL)
If you would like to provide a copy of a reference listed in your correspondence to a “Via” or
“Copy to” addressee, annotate what in parentheses to the right of the addressee you send it to?
“w/ref (x)”
If you have more than how many references to list, continue with (aa), (ab), etc?
26
What cite references depending on whether you want to mention them in passing or highlight
a particular one?
Endorsements
To cite an earlier communication between your activity and the action addressee, you may
substitute a what for the issuing activity?
Personal pronoun
Start all continuation lines at the what?
Left margin
Do not indent the continuation lines of a what?
Subparagraph
A signature page must have at least how many lines of text preceding the signature?
Two
Use what in long correspondence with widely varying topics?
Paragraph headings
Start all lines of the signature line at the center of the page, beginning on what line below the
text?
Fourth
What number is an alpha-numeric number that is used to group commands or activities by
classification?
SNDL
Center page numbers what distance from the bottom edge, starting with the number 2?
1/2 inch
To number the pages of a TOP SECRET document, see what instruction?
SECNAV M-5510.36
What provides a less formal way to correspond within an activity/command?
Memorandum
All DON activities shall use the appropriate memorandum that suits the subject, occasion, and
what?
Audience
Use what as an internal document to record supporting information in the record that is not
recorded elsewhere?
Memorandum for the Record (MFR)
Use what memorandums for informal communications within your activity?
Plain-paper
What memorandum may be used within your activity and provides more formality than the
printed form or plain-paper memorandum?
Letterhead
When only requesting an approval/disapproval decision from a single addressee, it is
appropriate to type a decision block at the left margin, how many lines below the signature line?
Two
The Memorandums of what of may be used to document mutual agreements of facts, intentions,
procedures, limits on future actions, and areas of present or future coordination, or commitments,
etc?
Agreement or Understanding
What correspondence is safeguarded and electronically routed, reviewed, and edited through
the Correspondence Management System- Taskers Version 4.4?
HqDON
What is a Web-based computer tracking system that is utilized as a contexts manager for all
official action and information correspondence for HqDON and selected echelon 2 commands?
Taskers
Upon receipt, general and Congressional correspondence shall be routed to an executive
civilian or staff assistant per what instruction?
SECNAVINST 5430.7Q
What correspondence shall be assigned to the Director, Navy Staff or the Director, Marine
Corps Staff, as appropriate, for action or coordination to prepare proposed responses for
SECNAV or UNSECNAV signature?
Operational
When coordination is required by both Navy and Marine Corps, the Office of the what will
determine who shall be the appropriate lead action office?
Secretary of the Navy
Changes to action office assignment shall be made within how many hours of initial assignment?
48
All general correspondence should be responded to within how many working days of being
entered into the Central Management System (CMS) for taskers?
20
All Congressional correspondence should be responded to within how many working days of
being entered into taskers?
7
To request an extension of an OSD tasker, the action office must provide the necessary
information and prepare an official extension request with what form, Secretary of Defense
Correspondence Action Report?
SD Form 391
What response shall be provided in the event the tasker cannot be answered within the allotted
time?
Interim
There shall be no extensions given in order to complete a what?
Interim letter
Use what for correspondence with individuals outside the U.S. Government and for formal
correspondence with officials of other Federal agencies?
Letters
Prepare all outgoing correspondence for SECNAV, CNO, or designated official Signature
using what font?
13 point, Times New Roman
All salutations shall be what?
Formal
Who will sign all correspondence addressed to the chairpersons of Congressional committees
or subcommittees except for routine reports to Congress?
SECNAV
Use what for correspondence within the Office of the Secretary of the Navy, DoD, the President and the White House staff, and to send routine material to other Federal agencies?
Memoranda
What are used for routine correspondence within the DON?
Standard memorandums
