Yn Basic

Front 1

How many types of naval correspondence
are there?

Back 1

Six.

Front 2

Copies to each "Via" addressee and "Copy
to" addressee can be prepared as an original
document to keep cost down on paper
supplies.(T/F)

Back 2

False.

Front 3

Except for the top of letterhead paper and
the bottom of the last page, what size
margin is required at the top, bottom, and
sides of a naval letter?

Back 3

1 inch.

Front 4

You are preparing a standard Navy letter
and "In reply refer to" is not printed on the
letterhead. In what position should the
sender's symbols start?

Back 4

Second line below letterhead, 2 inches
from the right edge.

Front 5

In which of the following circumstances is
it mandatory that a naval letter be
serialized?

Back 5

When the letter contains classified
material.

Front 6

On what day should a standard naval letter
be dated?

Back 6

Day the letter is signed.

Front 7

In what position on a standard letter should
a special postal service designation be
typed or stamped?

Back 7

Left margin on the second line below
the date.

Front 8

If a standard letter has two "Via"
addressees, which of the following number
or letter sequences is correct?

Back 8

(1) (2)

Front 9

Usually, the subject line of a letter is about
how many words?

Back 9

10 words or less.

Front 10

Of the following letter configurations,
which one is the correct way to identify a
reference in the reference line of a standard
letter?

Back 10

(a)

Front 11

When an enclosure to a letter is being sent
under separate cover, how should it be
identified in the enclosure line of the letter?

Back 11

(sep cover)

Front 12

The signature page of a letter must contain
at least how many lines of text?

Back 12

Two.

Front 13

What is the proper placement of the
signature information on a standard naval
letter?

Back 13

At the center of the page, four lines
below the last line of text

Front 14

The page number of a standard letter should
be centered at the top of the page ½ inch
from the top edge (T/F).

Back 14

False.

Front 15

What type of stationery is used for the first
page of a joint letter?

Back 15

Plain bond.

Front 16

Where are the words JOINT LETTER
typed?

Back 16

Two lines below the date.

Front 17

When a multiple-address letter is mailed,
photocopies of the letterhead copy with
signature are authorized (T/F).

Back 17

True.

Front 18

Same-page endorsements are appropriate in
which of the following conditions?

Back 18

The endorsement comments are brief
and few or no record copies are
required.

Front 19

What type of paper should be used for a
new-page endorsement?

Back 19

Letterhead.

Front 20

A third "Via" addressee's endorsement
should be identified in which of the
following ways?

Back 20

THIRD ENDORSEMENT

Front 21

The basic letter contains three references.
You are preparing a first endorsement that
contains a reference not mentioned in the
basic letter. How should you identify the
new reference?

Back 21

(d)

Front 22

There are four different formats used for
memorandums (T/F).

Back 22

true.

Front 23

Of the following types of memoranda,
which one is the most formal?

Back 23

Memorandum for

Front 24

On a business letter, the address should
always be placed on the second line below
the date (T/F).

Back 24

False

Front 25

In a business letter, which of the following
complimentary closings should be used?

Back 25

Sincerely

Front 26

The signature block on a business letter
should start how many lines below the
complimentary close?

Back 26

Four

Front 27

In a naval message, which of the following
examples is the correct format for a datetime
group?

Back 27

281030Z FEB 01

Front 28

A ROUTINE naval message should be
processed within a maximum of how many
hours?

Back 28

6

Front 29

A PRIORITY message should be processed
within a maximum of how many hours?

Back 29

3

Front 30

An IMMEDIATE message should be
processed within a maximum of how many
minutes?

Back 30

30

Front 31

A FLASH message is processed as fast as
possible with an objective of less than how
many minutes?

Back 31

10

Front 32

Of the following special-handling
markings, which one is NOT commonly
found on a naval message?

Back 32

PASS To

Front 33

Special delivery instructions should follow
which of the following elements of a naval
message?

Back 33

SSIC

Front 34

For clarity, textual material in a message
may be indented a maximum of how many
spaces?

Back 34

20

Front 35

The authorized message addresses of the
various components of the Department of
Defense are located in (a) what publication
and (b) are updated how many times a
year?

Back 35

a) MAD
(b) four times

Front 36

Who is presumed to be the originator of a
naval message?

Back 36

CO

Front 37

Of the following individuals, which one
actually composes the naval message?

Back 37

Drafter

Front 38

When a naval message is prepared, what
individual makes sure the drafter has met
the requirements of NTP-3?

Back 38

Releaser

Front 39

Official mail, when sent through the postal
system, is transmitted in an envelope that is
metered or bears USPS stamps (T/F).

Back 39

True

Front 40

When you type the address on envelopes,
you should always make sure you doublespace (T/F).

Back 40

False (always single-space).

Front 41

Where should the address be positioned on
an envelope?

Back 41

One-third the length of the envelope
from the left side, and halfway down
from the top

Front 42

When you type an address on an envelope,
what is the maximum number of spaces you
may leave between the last letter of the
state and the first digit of the ZIP Code?

Back 42

Six (no less than two).

Front 43

To have a continuous chain of receipts for a
letter you are mailing, what class/type of
mail service should you use?

Back 43

Registered.

Front 44

If you are assigned to the Captain's office,
you will be handling all the official mail for
the ship.

Back 44

True.

Front 45

As mail Yeoman, you open an envelope
addressed to your ship. Inside you find an
inner envelope marked SECRET. What
should you do with the inner envelope?

Back 45

Deliver it unopened to the security
manager.

Front 46

Action correspondence may be tracked by
correspondence control slips (T/F).

Back 46

True.

Front 47

After the required blocks on a
correspondence control slip are filled in
you should then pass it to whom?

Back 47

Office supervisor.

Front 48

What is the purpose of the second sorting
of incoming official mail?

Back 48

To separate routine mail from
nonroutine mail.

Front 49

A mail control form may be used for which
of the following additional purposes?

Back 49

As a mail log,
a follow-up record,
or as a cross-reference sheet

Front 50

What is the quickest form of formal written
communications in the Navy?

Back 50

Message.

Front 51

In regard to centralized and decentralized
files, you would most likely keep what type
(a) on a destroyer and (b) at a large shore
command?

Back 51

(a) Centralized
(b) decentralized

Front 52

Control and responsibility for filing
systems are assigned to one or two YNs (T/F).

Back 52

True.

Front 53

In decentralized filing systems, should
uniform filing practices be followed? If so,
who is responsible?

Back 53

Yes; the office supervisor.

Front 54

Of the following size documents, which
one does NOT require a specialized file
cabinet?

Back 54

8½ x 11

Front 55

Standard file folders are available in a total
of how many sizes?

Back 55

Two: (Legal and standard).

Front 56

Of the following types of folders, which
one spaces the labels across the drawer so
that a label will not be hidden by the folder
in front of it?

Back 56

One-third cut.

Front 57

A Navy letter carries a subject
identification number of 8510. What is the
major subject group of this letter?

Back 57

Ordnance material.

Front 58

A document should be cross-referenced
under which of the following
circumstances?

Back 58

All:
1. when it contains more than one
subject
2. When two or more subject codes are
used within the document,
3. when enclosures are separated from
the basic correspondence

Front 59

If a document is to be removed from a file,
it must be accounted for, and the identity of
the person holding it must be recorded (T/F).

Back 59

True.

Front 60

On a chargeout record, you should show
which of the following information?

Back 60

1. Identification of the material removed
2. Name and location of the person
borrowing the material
3. Date that the material was removed
4. All of the above

Front 61

When files are not efficiently managed, it
can result in lost time and reduced
effectiveness (T/F).

Back 61

True.

Front 62

Messages are filed in which of the
following ways?

Back 62

Numerically in DTG order.

Front 63

Because of their importance, what authority
governs the disposition of your files?

Back 63

Congress

Front 64

Instructions that schedule the destruction of
Navy records are issued by whom?

Back 64

Secretary of the Navy

Front 65

What term identifies all written material,
documents, publications, charts, and
messages addressed to or sent from a
command?

Back 65

Official record

Front 66

What authority governs the general
procedures pertaining to disposal of federal
government records?

Back 66

"...the National Archives, a part of the General Services
Administration."

Front 67

What article of Navy Regulations prohibits
withdrawal or destruction of official
records without proper authority?

Back 67

1127

Front 68

While at sea, unclassified and classified
records should be destroyed by burning (T/F).

Back 68

True.

Front 69

What form is used to forward retention
material to a federal records center?

Back 69

Records transmittal and receipt, SF-135.

Front 70

Which of the following instructions gives
direction for an effective reports
management program?

Back 70

SECNAVINST 5213.2

Front 71

A single office with each Navy command
should be designated as the reports control
point (T/F)(duh).

Back 71

True.

Front 72

At a shore command, who is normally the
reports control manager?

Back 72

Administrative officer

Front 73

A report should be reviewed by the report
originator 30 days before the fourth
anniversary of the issuance date of the
report (T/F).

Back 73

False.

Front 74

Reports not approved for extension are
automatically cancelled on the third
anniversary date (T/F).

Back 74

True.

Front 75

If an information requirement should be
cancelled, what method is used to cancel
the requirement?

Back 75

Change Transmittal.

Front 76

If an information requirement remains
valid, a change transmittal (a) should be
submitted within how many days before the
expiration date and
(b) should extend the
approved period for a maximum of how
many years?

Back 76

(a) 60 (b) 3

Front 77

Which of the following timing and
frequency requirements for reports should
be used when an event occurs or a
condition changes?

Back 77

Situation report.

Front 78

Information that is collected, stored,
retrieved, and submitted when requested
defines what type of report?

Back 78

As-required report

Front 79

A report that conveys essentially the same
type of information at prescribed intervals
is known as what type of report?

Back 79

Recurring report

Front 80

A report that is not subject to
documentation and symbolization
procedures is known as what type of
report?

Back 80

Exempt report

Front 81

Who maintains the inventory of recurring
reports at an activity?

Back 81

Reports control manager

Front 82

An annual review of a report may be
combined with the annual review of the
command directive used as the basis for the
report (T/F).

Back 82

True

Front 83

To ensure obsolete files are removed from
case files, reports should be routed through
whom?

Back 83

Forms manager

Front 84

How often should the reports control
officer publish and distribute a revised list
of current and cancelled reports?

Back 84

Annually

Front 85

To be an effective aid, how often should a
report tickler file be checked?

Back 85

Daily

Front 86

Forms are vital to the effective
management of your command because
they provide information for which of the
following purposes?

Back 86

All:
1. Formulating policy
2. Controlling operations
3. Movement of materials

Front 87

Who develops and coordinates the overall
forms management program within the
Navy?

Back 87

Chief of Naval Operations

Front 88

Each command is responsible for
establishing and maintaining a formsmanagement
program (T/F).

Back 88

True.

Front 89

What is the first step in establishing a
forms-management system within an
activity?

Back 89

Issue a directive that states the
objective of the forms management
function

Front 90

The number and complexity of the forms
and procedures in an activity should have
no bearing on the number of personnel
assigned to the forms management
function. (T/F).

Back 90

False.

Front 91

A forms management office should take
which of the following actions as a first
step in the operation of a forms
management office?

Back 91

Collect copies of all forms

Front 92

Which of the following steps apply to the
continuing effort to keep forms and
procedures up-to-date?

Back 92

1. Obtain and analyze the facts
2. Evaluate and develop solutions
3. Install solutions and follow up
4. All of the above

Front 93

When the forms control file is established,
what information should be written on the
copies of the forms that have been
collected?

Back 93

Name of the office using the form and
the estimated annual usage.

Front 94

Which of the following items should be
included on the label of a local form folder?

Back 94

1. Title of form
2. Consecutive number
3. Originator's abbreviation
4. All of the above

Front 95

Your efforts to consolidate related
information should always result in the use
of one single form to serve a variety of
purposes or functions. (T/F).

Back 95

False.

Front 96

When a form becomes obsolete or is
replaced, what should be the disposition of
the form folder?

Back 96

Transfer it to a separate file, with the
reason for discontinuation noted.