1. When should you erase electronic files used only as backup or that only contains passing information?
Only when the data is no longer needed..
When a hard copy has been generated or the data is no longer needed.
2. When should briefing memos be avoided?
When letters are short, routine, and self-explanitory.
When letters are long and not routine.
3. Whenever possible, what should be used to make copies of non automated correspondence?
Manifold (tissue) sets.
Regular typing paper.
4. What is the letterhead format when typing or stamping a letterhead?
Begin with "DEPARTMENT OF THE NAVY" centered on the fourth line from the top of the page. Center the activity's name, address and nine-digit ZIP code on succeeding lines.
Begins with "DEPARTMENT OF THE NAVY" at the left margin seventh line from the top of the pages followed by the activity's name, address and nine-digit ZIP code on succeeding lines.
5. What is the rule for an authorized subordinate to sign correspondence?
Should sign ANY correspondence that passes them.
Should sign correspondence that falls within their areas of responsibility, unless good judgment calls for the signature of a higher official.
6. How should you prevent damage to a disk or tape when labeling?
Write the information on the label AFTER you put it on the disk with a felt tip pen.
Write the information on the label BEFORE you put it on the disk and NEVER erase information on a label once it is in place.
7. When do serial numbers start a new sequence of consecutive numbers?
At the beginning of each new calendar year.
At the end of each calendar year.
8. Where are SSIC's always required?
On all Navy and Marine Corps letters, messages, directives, forms and reports.
Only on Navy messages and forms.
9. In proofreading correspondence, when do you read for substance?
ONLY when you are NOT sure everything else is right.
ONLY when you are sure everything else is right.
10. How are telephone conversations, when used to save writing a letter, confirmed for record purposes?
With a short memo to the other person or a memo for your records.
The telephone conversation shouldn be followed by a standard letter.
