CHAPTER 2 MANAGING THE OFFICE OF THE CHAPLAIN Most  of  the  duties  of  a  Religious  Program Specialist  are  performed  in  an  office  environment. Junior  RPs  may  be  assigned  to  small  offices  or to large ones where they are likely to be super- vised  by  a  Chief  Religious  Program  Specialist. Regardless  of  the  size  of  the  office  of  the  chaplain, the  RP  has  a  tremendous  responsibility  in  render- ing  support  to  assigned  chaplains. This chapter will be devoted to describing the general  appearance  and  arrangement  of  office spaces; the proper method of stowing materials; the  use  and  maintenance  of  office  equipment; office  procedures  for  CRP  personnel  including receptionist duties; the concept of privileged com- munication; the Navy’s information security pro- gram;  the  proper  handling  of  “For  Official  Use Only”  information  and  records;  and  screening procedures  for  enlisted  service  records. An  office  makes  a  lasting  impression  on  the people who visit it. It should be noted that office atmosphere  is  the  product  of  both  mental  and physical  factors.  Physical  factors  are  the  most obvious  and  will  be  discussed  in  the  following section  of  this  chapter. GENERAL   APPEARANCE OF OFFICE SPACES The amount of control that the RP will have over  the  physical  conditions  in  the  office  of  the chaplain  will  vary  with  the  location  and  type  of duty.  Conditions  outside  the  RP’s  control  may determine  the  kind  of  office  that  will  be  estab- lished   and   the   types   of   equipment   used. Regardless of the size and type of office, the RP is normally assigned responsibility for maintain- ing the appearance of the spaces allocated for use in  support  of  the  Command  Religious  Program. All gear and supplies must be properly secured or stowed at the close of business each day. This is especially important at sea since there is always the possibility that the ship could encounter bad 2-1 weather and rough seas. Shown below are certain other tasks that the RP should routinely perform: Check  and  clear  correspondence  baskets daily. Store  supplies  such  as  ink  and  carbon paper  so  they  will  not  stain  other  materials. Avoid  accumulations  of  loose  papers  to prevent  possible  fire  hazards. Plan cleaning periods and field days so as not  to  disturb  the  work  of  assigned  chaplains. Dust  desks  frequently. THE RP’s DESK RPs  are  responsible  for  maintaining  their  own desks.  Desks  should  be  kept  in  a  neat  and orderly  fashion  at  all  times.  Listed  below  are  some ideas   for   establishing   sound   organizational procedures  for  maintaining  desks: Shallow  trays  or  drawers  may  be  used  to store  pencils,  erasers,  paper  clips,  and  other  small articles. Slanted stationery trays maybe used in the upper  drawers  of  desks  to  separate  different  types of  stationery. Carbon paper should be kept in its original box  to  keep  it  from  curling  or  soiling  the stationery. Unused stencils and correction fluid should be  stored  in  a  supply  cabinet. Personal separate   drawer belongings  should  be  kept  in  a of  the  desk.