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Eight OClock Reports
CORRESPONDENCE  TICKLER  FILE

Electronics Technician Supervisor (ET1)
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discrepancies caused by the shipper. Included in this category are shortages, unacceptable overshipments, unacceptable substitutes, material shipped in error, shipment of wrong items, and missing or improperly prepared  supply  documentation.  Also  included  are shelf-life items that were too old at the time of issue or were issued with insufficient shelf-life remaining. A QDR reports defective material that is not suitable for its  intended  use  because  of  a  deficiency  in  design, material,   or   procurement.   These   deficiencies   can include  chemical,  electrical,  functional,  or  physical discrepancies  that  occurred  because  the  contractor  did not  meet  contractual  or  specification  requirements.  It may also include deficiencies that resulted because the contractual requirements (including the procurement document  that  describes  the  technical  requirements  of the  material)  were  ambiguous,  improper,  incorrect,  or omitted. The QDR is reported to the Fleet Material Support Office (FMSO); the ROD is reported directly to the Navy stock point that issued and shipped the material. Survey  Reports A survey is the procedure required by U.S. Navy regulations when naval property must be condemned due  to  damage,  obsolescence,  or  deterioration;  or acknowledged as nonexistent due to loss, theft, or total destruction.  The  survey  is  performed  according  to N4VSUP P-485. Additional Reports There are many other reports not mentioned in this chapter;  for  example,  the  reports  required  by  type commanders  and  other  authorities. To increase the effectiveness of recurring reports and to avoid duplication, the Navy instituted the Reports Control  Program.  This  program  is  used  in  the  various naval commands and offices, in the Marine Corps, in each continental naval area, and in selected major field activities. Direct responsibility for the program is vested in the Chief of Naval Operations (OP 09B83). RECORDS Certain  records  are  necessary  to  assist  electronics personnel  in  keeping  up-to-date  information  on equipment for which they are responsible. As an electronics supervisor, you must ensure that all  of  your  required  records  are  maintained  properly.  To do  this  you  should  keep  file  copies  of  required  reports. In addition, you should maintain files on the following topics: l Equipment l  System l  Safety .  Inspections . Pre- or post-overhaul .  3-M  Systems l  Personnel The above list is not a complete list, but should give you  an  idea  of  the  type  of  records  that  you  should maintain. Have the records filed neatly and in an orderly sequence. Purge them of any information that is not required  or  will  not  be  needed  for  reference.  For example, throw away 3-year-old information that is no longer  applicable. Regulations  concerning  the  use  of  records  and instructions are contained in the following references: Naval Ships’ Technical Manual,  chapters 090 and  400 NAVSEA SE000-00-EIM-100 (formerly NAVSEA   0967-LP-000-0100),    Electronics Installation  and  Maintenance  Book,  General OPNAVINST 4790.4,  Ships’ Maintenance and Material  Management  (3-M)  Manual Type  commanders’  instructions  on  required records  and  command  inspection  guides CORRESPONDENCE CONTROL A  method  of  keeping  track  of  correspondence  and of routing information is important to any maintenance shop.  Over  a  period  of  a  week  a  large  amount  of correspondence enters and leaves the average work center. Some of this correspondence requires action, while  some  contains  information  for  work  center personnel.  Ensuring  that  information  is  routed  to  the personnel of your work centers can be either a major chore or a simple everyday task. No simple procedures can help you simplify the job of keeping track of your correspondence: 1.  Routing  procedures 2.  Correspondence  tickler  file 2-5






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