Podcast
Questions and Answers
Who is responsible for ensuring the accuracy of the information in the subordinates' books?
Who is responsible for ensuring the accuracy of the information in the subordinates' books?
- The commanding officers (correct)
- The subordinate members only
- The record management team
- The personnel department
What should happen to filled pages in a member's Personal Record Book?
What should happen to filled pages in a member's Personal Record Book?
- They may be placed in a separate file
- They must be retained in the book unless otherwise directed (correct)
- They should be discarded after entering new information
- They should be copied and then disposed of
What is the procedure for handling a member’s Personal Record Book upon transfer?
What is the procedure for handling a member’s Personal Record Book upon transfer?
- The book is to be immediately destroyed
- It must be kept indefinitely by the officer
- The book can be passed to another subordinate
- It should be forwarded through channels to the new assignment (correct)
What occurs with a Personal Record Book at the time of retirement?
What occurs with a Personal Record Book at the time of retirement?
Who makes entries in Personal Record Books of members below the rank of captain?
Who makes entries in Personal Record Books of members below the rank of captain?
What is the primary purpose of permanent forms?
What is the primary purpose of permanent forms?
What indicates that a form is temporary?
What indicates that a form is temporary?
What is the maximum duration for field testing a temporary form?
What is the maximum duration for field testing a temporary form?
How should optional forms be treated regarding their format?
How should optional forms be treated regarding their format?
What should be done immediately upon determining the need for a new form or revision?
What should be done immediately upon determining the need for a new form or revision?
What is the role of the Forms Control Officer in form revision?
What is the role of the Forms Control Officer in form revision?
Which statement regarding Personal Record Books is correct?
Which statement regarding Personal Record Books is correct?
What happens to a temporary form if it is approved to become permanent?
What happens to a temporary form if it is approved to become permanent?
What should be done with Department records, forms, and other documents?
What should be done with Department records, forms, and other documents?
Why are special reports made by members?
Why are special reports made by members?
What is the procedure if a member encounters unusual circumstances affecting the Department's operation?
What is the procedure if a member encounters unusual circumstances affecting the Department's operation?
What is required for a report to be filed to ensure its retrieval?
What is required for a report to be filed to ensure its retrieval?
When are letterhead reports used instead of provided forms?
When are letterhead reports used instead of provided forms?
What happens if the immediate superior is not available to receive a report?
What happens if the immediate superior is not available to receive a report?
What is the main disadvantage of making copies from copies of reports?
What is the main disadvantage of making copies from copies of reports?
What must be considered when preparing reports to avoid redundancy?
What must be considered when preparing reports to avoid redundancy?
Study Notes
Commanding Officers and Personal Record Books
- Commanding officers are accountable for the accuracy and completeness of subordinate's record books.
- Subordinates must inform commanding officers of any verbal items affecting their information.
- Retain filled pages in subordinate's record books unless stated otherwise; new pages should precede filled pages.
File Management of Personal Record Books
- Personal Record Books for ranks below captain are stored at their assignment locations; entries made by commanding officers.
- Officers maintain their Personal Record Books and enter data, which must be approved by their commanding officers.
- Upon transfer, Personal Record Books are forwarded through channels to the new assignment.
- At separation from the Department, records must be completed by the current custodian and sent to Personnel Services.
- At retirement, Personal Record Books are presented to the member as a permanent job record.
Forms Management
- Permanent Forms: Established forms used for reporting, statistics, and records.
- Temporary Forms: Labeled "Temp" and tested for up to six months to determine permanence; discarded if not continued.
- Optional Forms: Use is discretionary for officers but must adhere to the specified format and necessitate approval for revisions.
Form Revision Protocols
- Notify the Forms Control Officer for any new form needs or revisions through established channels.
- Submit a rough sketch of the proposed form or revision for consideration.
- Once approved, forms receive a number for distribution as a permanent form.
Record Keeping and Report Submission
- Entries in Personal Record Books are typewritten or printed; some may be in pencil for updates.
- All records, forms, and files require Administrative Office approval for any changes.
- Officers coordinate report preparation to prevent duplicates on similar subjects.
- Special reports for noteworthy incidents should be submitted promptly, with immediate communication via phone if required.
- Ensure written reports follow verbal notifications, filed with all critical details.
Duplicating Reports
- Original reports might be difficult to locate after copies are made, so include author's details and expected filing location in the report body for easier retrieval.
Report Format Guidelines
- Reports and records must be submitted on designated forms; letterhead reports are exceptions when specified or when forms aren’t provided.
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Description
This quiz covers the responsibilities of commanding officers regarding the accuracy and completeness of information in subordinate records. It also addresses the protocols for reporting and retaining pages in military documentation. Test your knowledge on these essential military command practices.
