rating normally perform these duties aboard ship.
On ships without IMs stationed aboard, this
maintenance is performed by personnel from a
tender; or the Ditto machine is sent to a
maintenance facility ashore for service. The RP
should set up a preventive maintenance check with
the department having repair responsibility to en-
sure that Ditto machines are maintained in good
operating condition.
As previously discussed, Ditto duplication
fluid is quite toxic and should be stored in a well-
ventilated, cool place. Also, smoking CANNOT
be allowed in the immediate area of the Ditto
machine as the fluid is also flammable.
DRY ELECTRICAL
PROCESS MACHINES
Dry electrical process machines (fast-copy)
such as the one shown in figure 2-3 are used
extensively throughout the Navy. Letters, draw-
ings, and forms may be reproduced in a matter
of minutes or seconds depending on the
capabilities of the specific model. Since there are
several types of copying machines in use, it is im-
portant for RPs to review the operating manual
for the type or types used at their command.
These machines should not be used to
reproduce forms or publications that can be ob-
tained from stockrooms or other official sources.
The use of dry electrical process machines should
Figure 2-3.—Dry electrical process machine (fast-copy).
be kept to a minimum because the cost of
reproduction on these machines is normally far
greater than other methods. Carbon paper should
be used at the time of typing to obtain a few
extra copies; Ditto machines are appropriate for
up to 150 copies; Mimeograph machines are ap-
propriate for up to 1000 copies; and print shops
should be used when more than 1000 copies are
required. It is important for junior RPs to seek
the advice of their leading chief/petty officer as
to the most efficient and practical method of
reproduction.
OFFICE PROCEDURES FOR
CRP PERSONNEL
The RP plays a vital role in establishing sound
human relations practices within the office of the
chaplain both afloat and ashore. Visitors normally
encounter the RP before seeing a chaplain and
it is important for these visitors to feel relaxed
upon entering office spaces assigned to CRP per-
sonnel. To be a good receptionist, the RP must
understand that many of the people who seek the
advice and counsel of chaplains may not be in the
best of spirits. Therefore, it is imperative that RPs
be friendly.
RECEPTIONIST DUTIES
Good receptionists make it clear that they are
there to help. The RP receptionist should strive
to be pleasant, friendly, and gracious as a matter
of routine. Using good manners is a must even
though some visitors to the office of the chaplain
may seem to make unreasonable demands or
requests. Following are some suggestions for
greeting visitors to CRP office spaces:
Visitors should be greeted as soon as possi-
ble after they enter the office spaces. A friendly
smile and pleasant tone of voice will help to place
visitors at ease.
After visitors have been made to feel
welcome, the RP must then seek relevant infor-
mation concerning: name of visitor, reason for
visit, which chaplain (if appropriate) needs to be
seen, and if an appointment was made.
The RP should never assume that a visitor
knows all about the office of the chaplain. It is
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