be used for correspondence between individuals within
the Navy when the occasion calls for a personal
approach.
Whether you are preparing a standard naval letter
or a business letter, always double-space the rough draft
to allow for corrections and other notations.
More detailed information on naval letters and other
types of correspondence may be found in the Yeoman 3
TRAMAN and in the Navy Correspondence Manual,
SECNAVINST 5216.5 series.
ADMINISTRATIVE AREAS
LEARNING OBJECTIVE: Identify the main
administrative areas in a public affairs office.
Now that you know the basic formats of the two
most common naval letters, we will take a look at the
main administrative areas of a public affairs office.
FILES
The success of any file system can be measured by
your ability to file material correctly so that anyone in
the office can locate it promptly. Further, your files must
be kept current and not allowed to age in the in-basket
on your desk.
The amount and variety of files maintained in your
office depend largely on the mission of the command
and the tasks handled by your office. Since information
is often needed without warning and without delay, an
incomplete file or one without a logical filing order may
be as useless as none at all. Your filing system must be
uniform and every member of the public affairs office
staff should be aquainted with it.
You should maintain the following types of files in
both small and large public affairs offices:
l
l
l
l
.0
l
l
l
Command file
Media relations file
Community relations file
Project file
Speech file
Future file
Matters pending file
Correspondence and memos file
l Alibi file
l Clip file
l Photographic file
l News release file
l Fleet Home Town News Program file
Command File
The command file contains reference material
concerning the command, including the command
history and statistics; biographies of the CO, XO, C/MC
and other senior people of the command; and records of
change of command ceremonies. These materials are
used primarily for inclusion in welcome aboard booklets
and media information kits. Additionally, you should
devote a separate portion of the command file to any
appropriate historical documents, such as previous
command awards or old newspaper clippings.
Media Relations File
The media relations file contains a listing of all
media in the local area, including the names, addresses
and telephone/facsimile numbers of military beat
reporters and news directors. It also includes
information regarding deadlines, broadcast times and
special requirements for copy and photographs. Some
commands subdivide their media listing to reflect local
commercial media and local military media.
Community Relations File
The community relations file exists to help PAOs
plan effective community relations programs. It
contains the names, addresses and telephone numbers
of civic leaders and community groups with which the
command maintains contact. The community relations
file also should contain a study of the community and
pertinent facts.
Project File
The project file contains past, present and future
public affairs projects involving the command. It
concerns such special events as general public
visitations, military parades and ceremonies, holiday
observances and dependents’ cruises. This file also
contains the planning information (letters, memos, and
miscellaneous notes) that pertains to each project. You
can use information in this file as reference material
when a similar event is scheduled at a later date.
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