UFS

Question 1

The file is divided into nine (9) primary sections which are identified by a numeric code of 0 through 8 what are the primary sections?

Answer 1

• Remember Always Pull Out The Existing File Card First*
  0. REPORT FILE
  1. ADMINISTRATION
  2. PERSONNEL
  3. OPERATIONS
  4. TRAINING
  5. EQUIPMENT - SUPPLIES
  6. FINANCES - FUNDS
  7. CIVILIAN DEFENSE
  8. FIRE PREVENTION

Question 2

How is each primary section broken up into multiple sections?

Answer 2

Each primary section is divided into two or more secondary sections, and finally into individual file folders or the tertiary elements of the system.

Question 3

Where are the primary, secondary and tertiary file guides lined up on the folders?

Answer 3

1. Primary file guides will be positioned at the extreme left side.
2. Secondary guides in a line immediately to the right of the primary guides.
3. The tabs of individual file folders will appear in the tertiary position to the right of the secondary file guides.

Question 4

Since various units have different filing needs owing to variations in areas of responsibility, types of activities and equipment assigned, a measure of flexibility has been provided to avoid establishment of unnecessary file folders. How is this accomplished?

Answer 4

This is accomplished by establishing in each of the 40 secondary sections a folder designated “Miscellaneous” and bearing the code number “99”..

Question 5

What shall appear on the face of the 40 folders designated “99” folders?

Answer 5

On the face of each of these 40 folders will appear a “sectional index” listing every standard folder title and code number in that section and a column to indicate-whether a folder exists for a particular subject or if no folder established, the location of the material

Question 6

There are five approved locations in which a document may be filed or found within the file: The 5 locations are?

Answer 6

1. In an individual folder bearing the standard file title and code number with proper indexing in column “FILED UNDER NO.” on related “99” sectional folder. This indexing to be done by each unit.
2. In the correct “99” folder with proper notation on face of “99” folder.
3. In a nearby related file folder with notation on face of “99” folder indicating location.
4. In a folder, unique to a particular unit, bearing a special file title and code number. These code numbers, if established, must be in descending order from “99”, starting with 98-X, 97-X, 96-X, etc. The letter “X” indicates an extra folder found only in this unit. This folder title and code number are to be properly indexed on face of related “99” folder.
5. Active materials, manuals and publications may perhaps best be kept at some location other than their assigned place within the file. The location of this material must be noted on the “99” folder.

Question 7

Who designates an Officer as the File Supervisor and what is that supervisors duties?

Answer 7

Unit Commanders shall designate one officer to assume the duties of File Supervisor. This officer’s duties will be the installation and maintenance of the filing system. All other officers shall render him the cooperation and assistance he requires.

Question 8

Good filing practices dictate that an individual folder be established when how many documents on a particular subject accumulate within a “99” folder?

Answer 8

Good filing practices dictate that an individual folder be established when five or more documents accumulate on a particular subject within the “99” folder.