CHAPTER 3
MAINTAINING COMMAND RELIGIOUS
PROGRAM (CRP) FILES AND RECORDS
A Religious Program Specialist is normally
assigned the task of maintaining the files and
records used in support of the Command
Religious Program. It is important for RPs to be
able to file and locate correspondence as quickly
as possible. To assist personnel in records
maintenance, the Navy Department has developed
a standardized system of categorizing records
which is outlined in Standard Subject Identifica-
tion Codes (SECNAVINST 5210.11). It is
imperative that an up-to-date copy of this instruc-
tion be maintained in the office of the chaplain.
The specific provisions of this publication will be
explained in another section of this chapter.
Subsequent sections in this chapter will be
devoted to describing and explaining centralized
and decentralized filing systems, the equipment
used in filing correspondence, control of classified
information, the basic guidelines which are con-
tained in SECNAVINST 5210.11, CRP filing
requirements,
responsibilities of command
chaplains and RPs, cross-reference filing pro-
cedures, the reports control system, tickler
systems, and disposal of correspondence and
records.
COMMAND CONTROL OF FILES
Correspondence files are maintained in one of
two ways depending on the location, mission, or
sensitivity of the material. A centralized system
is one in which official correspondence is main-
tained in a central location such as the ship’s
office or in the administrative office at a shore
command. A decentralized system is one in which
official correspondence is maintained in the
office having primary need for the cor-
respondence. Centralized systems are normally
used aboard ship and for maintaining classified
files and records. A decentralized system is most
common at large shore commands where offices
are widely separated.
The command chaplain plays a major role in
CRP records management through the super-
vision of RPs assigned responsibility for maintain-
ing the records in the office of the chaplain. This
is especially true when a decentralized filing
system is used by the command. For this reason,
it is a good practice to have one RP assigned the
primary responsibility for maintaining files in the
office of the chaplain.
As stated in the preceding chapter, classified
material (Top Secret, Secret, and Confidential)
is not normally filed in the office of the chaplain.
The RP should consult personnel in the ad-
ministrative office when questions arise con-
cerning the filing requirements for classified
material. It is important to remember that every
individual who is granted access to classified
information is responsible for protecting that
information. Religious Program Specialists need
to ensure that the office of the chaplain does its
part in protecting classified information in sup-
port of national defense efforts.
FILING EQUIPMENT
AND MATERIAL
Because office space is often limited, especially
aboard ship, it is important to procure and main-
tain the proper amount and types of filing
equipment for use in the office of the chaplain.
The RP is usually tasked with ordering filing
equipment utilizing the Navy’s supply system.
Therefore, RPs need to be familiar with the
various types of filing equipment and associated
material such as cabinets, file folders, and card
files that are available. This will aid in making
the most efficient use of the space allocated for
the Command Religious Program.
FILE CABINETS
Four- and five-drawer steel cabinets are
standard equipment in the Navy; and these
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