Uniform Filing System & Company Journal Flashcards
Files are divided into _ Primary sections
9 numbered 0-8
List each primary section for UFS: “Remember Always Pull Out The Existing File Card First”
0 Report, 1 Administration, 2 Personnel,
3 Operations, 4 Training, 5 Equipment-supplies,
6 Finances- funds, 7 Civilian defense, 8 Fire Prevention
Each primary section is divided into _ & _
2 or more Secondary Sections & Finally into Individual file folders or Tertiary elements of the system
A. Primary file guides are positioned _
B. Secondary file guides are positioned _
C. Tabs of individual file folders will appear _
A. At extreme left;
B. Immediately to right of primary guides;
C. In Tertiary position to right of secondary file guides
Each Unit will have different filing needs due to equipment & types of activities. To avoid unnecessary file folders a folder in each of 40 secondary sections will have a folder “Miscellaneous” bearing the code _
99
The Extreme Right hand position in UFS may be used for _
Special classification purposes such as very active folders. Ex. Annual Inspection
Good filing practices dictate that an individual folder be est when _ documents accumulate on a particular subject w/in the “99” folder
5 or more
Co Jrl shall be retained for _ years
Entries in Journal by House-watchman shall be in _; Other members shall be in _
20
Blue/Black
Red
Can lines be skipped in Co Jrl
No line shall be left blank & each line started at left in uniform matter
T/F Members making entries in Jrl shared by 2/more cos shall write # of their unit after their respective names. When FF other than HW makes an entry for which they are NOT assigned, that FF shall write unit number after their name
True
What does the incoming OOD do when units are out of qtrs during Roll Call
OOD shall call the roll, make entry of departure, & proceed to Regs 11.1.6. Particulars of Roll Call shall be duly recorded upon return from operations
Who signs for civilian employees of Dept.
Civilian employees of Dept shall make entries in their own handwriting in Co Jrl when entering & leaving qtrs in Red Ink
Military time shall be used when making entries in the journal except for _
The terms 9X6 & 6X9 to designate tours of duty
Layout of Company Jrl
Pages 500-498 Indexed for Chief Visits
497-495 Record of Company Drills
494 Running backward- Battalion Depot for Mask Cylinders
How shall Co Drill Page be indexed & recorded
1st Column from left of Co Jrl
Date, Training Subject, Conducted By, Groups on Duty
Used to Record time (NO other marks)
Second Column in Co Jrl
Third Column in Co Jrl
Flagging Column drawn in red 3/8” to left of existing red line
Records the complete journal entry
What shall be affixed to front cover of Jrl
What shall follow Names for Roll Call in Co Jrl
Current Accurate Company Roster
Group Number
How is an Omitted Entry put in Jrl
Time of entry, followed by “OM” in flagging column, name of member entering omitted entry. On line below enter “OM” again in flagging column followed by time entry was supposed to be entered, & finally record entry
List the 22 Flagging Columns
ACC, AFID, CV, CM, Com, DF, DSP, EE, EI, F, Inj, LV, MSK, Mess, OM, PR, OT, RPR, RXD, SP, SI, VIS
How many receipt of alarms can be put on a single line in Co Jrl
Not more than 4 w/NO other events requiring an entry in between entries
When supplies are received in quarters, the member on Housewatch would be most correct to include which entry in the flagging column? A. PRY B. SPLY C. PR D. SUPP
C. PR
Which of the following “Flagging Column” entries is/are required to be made as part of the 0900 specimen roll call entry:
A. MSK B. EE C. EI D. DF
B
Correct for Roll Call in the Jrl
A. 0900 Roll Call- the member’s group number should follow their name for both on duty 0900 & incoming 1800 tours, unless on overtime
B. Chauffeur ID with a flagging column entry “ECC”
C. Mask Inspection with flagging column “MSK” is not considered part of the Roll Call entry & should be entered separately after Off signs the Roll Call
D. If Eng responds to an alarm while the Off is writing the Roll, members shall not make any entries interrupting the Roll Call entry. They should skip an appropriate number of lines for necessary entries
C
According to Department policy, section "5" of the UFS indicates records concerning? A: Operations B: Training C: Equipment-Supplies D: Finances-Funds
C
Correct for journal entry
A. 0130 (ML) Lt A records FF B on medical leave by Dr C due to sprained ankle from Box 1234 at 123 Fake St
B. 0800 (F) Lt A records receipt of 200 gal diesel fuel from Coughlin Oil
C. 0815 (RPR) FF B records FDNY plumber Joe B entered qtrs for repairs
D. 0835 (OT) FF B E1 leaving qtrs for detail to E2 Portal to Portal
D Jrl Guide 2.1, 5, 8
A “INJ”
B “DF” for diesel fuel
C FD workers sign in red in their OWN handwriting
