FILES Learning  Objective:  Recognize the elements of a public affairs   office   filing   system   and   the   procedures associated  with  organizing  a  newspaper/magazine  clip file. As  a  public  affairs  office  manager,  you  must  have the ability to file correspondence correctly and retrieve it quickly. The amount of time it takes you to locate a news clip or a news release from two months ago will depend on how well your files are organized. Hardware The   types   and   sizes   of   file   cabinets   vary   to accommodate  the  size  of  the  material  filed.  Since materials should be filed without folding, the size of the cabinet is determined b y the size of the individual sheets, documents or other items to be filed. Four-  or  five-drawer,  steel,  letter-size  cabinets  are the Navy standard for correspondence and documents. The Navy standard correspondence size is 8 1/2 by 11 inches,  and  file  cabinets  available  through  the  supply system  are  designed  to  accommodate  this  size. Specialized  file  cabinets  are  available  for  larger  sized documents,  such  as  drawings,  charts  or  legal-sized documents. File Folders Standard   file   folders   are   used   to   keep   your correspondence orderly. They are available in two sizes: letter, 9 by 11 3/4 inches and legal, 9 by 14 3/4 inches. Each folder has an area for labeling that extends above any filed material. The area may run the entire length of the folder, known as the straight cut, or may be cut in one of three positions-left, center, or right-known as one-third  cut.  Straight-cut  folders  are  used,  generally, when the files are thick enough to make sure the labels of  adjacent  folders  are  easily  seen.  One-third  cut  folders space the labels across the drawer so that a label will not be hidden by the folder in front of it. Figure 1-14 shows files that are one-third cut tabs. Organization The method of maintaining tiles is strictly up to the individual public affairs office manager. A basic file organization may follow the major divisions within a public  affairs  office  (shown  in  figure  1-2)  with individual  file  drawers  (or  entire  file  cabinets,  if available) dedicated to the major office divisions and/or subdivisions. Figure  1-14.-File  folders  with  one-third  cut  tabs. No matter what organizational method you choose, you should maintain files on the following items: l l l l l l l l l l Incoming  and  outgoing  correspondence Memoranda  (including  internal  office  memo randa, such as memoranda for the record, and those  distributed  outside  the  office Messages  (incoming,  outgoing,  NNS,  etc.) Stock  photographs Stock  video  footage Biographies (CO, XO, C/MC) Command  history Media  contact  list Subject  files  (environmental,  PAG,  etc.) News release tile Clip File Maintaining  a  comprehensive  newspaper/magazine clip file is an important responsibility of a public affairs office l l l manager.  This  file  serves  the  following  purposes: To  support  your  external  release  efforts  by retaking  articles  based  on  locally  generated releases. To keep the CO and PAO informed on what is being said about the command in the print media, which leads to a better understanding of the local community. To help the CO better understand the print media. 1-38