3–79. Monthly progress reports. The section is charged with the supervision over progress reports showing the monthly progress of work on public works contracts and on day-labor construction, and will require navy yards and naval stations to submit reports of this kind where lacking.

3-80. Piling reports, surveys, inspection records. The section maintains records of piling reports, subsurface survey reports, respective schedules of progress on public works contracts, and records referring to inspection service. When reports are not submitted by the navy yards or naval stations at the proper time, it is the duty of the section to initiate action to secure them. It is the duty of this section to refer to project managers and other officers of the bureau photographs, reports, and surveys, for their information, examination, action, and return to files.

REAL ESTATE AND LAND RECORDS SECTION.

3-81. Cognizance of section as to real estate. Under this heading the division is charged with all real estate matters which come under the cognizance of the Bureau of Yards and Docks, as set forth in Navy Regulations (N. R. 426 and 427) or in instructions issued by the Secretary of the Navy, such as:

Acqusition. (See N. R. 426.)

Transfers and reassignments.
Disposition. (See N. R. 427.)

Custody and care of property not in use.

Reports of occupying and vacating.

Leases, renewals thereof, and releases.

Conditions under which property is held, validity of title, easements, etc. (Records in Judge Advocate General's Office.)

Permits to others for use of naval property.

Permits of other Government departments for use of property by the Navy. Preparation of all correspondence and circular letters as to real estate. Records.

Information as to encroachments.

3-82. Real estate records kept. The real estate and lands records section shall maintain:

A list of all real estate owned, leased, or occupied for naval purposes, together with a description of the fixed improvements thereon.

A file of land data plans, showing metes and bounds (in plan file room).

A file of plans showing improvements, including all annual report plans (in plan file room).

3-83. Advice of section to be sought. No division or section of the Bureau may proceed with steps leading to the improvement of real property until the advice of the real estate section is secured that improvement may be legally undertaken, except in cases where the property is carried on the lists of the section as being owned in fee simple by the United States and under the jurisdiction of the Navy Department.

3-84. Supervision of surveys. This section shall exercise general supervision over all land surveys, over the subsurface surveys, and over surveys made under service requisitions by outside organizations.

CLERICAL DIVISION.

3-85. Duties of clerical division. The clerical division is under the supervision of the chief clerk of the bureau, and is charged with all duties pertaining to:

Personnel records and efficiency reports of all civilian employees.

Time keeping and pay rolls of all civilian employees.

Employment in and separation from the bureau.

Records of cost of drafting work.

Supervision of clerks, stenographers, typists, messengers, laborers, and all other nontechnical civil employees of the bureau.

Messenger service.

Care and custody of offices, records of assignment of space, and relations with the superintendent of the building.

Official use of local transportation facilities.

Custody of bureau official copies of Navy Regulations, general orders, bureau manuals, and other official instructions.

Requests on Secretary's office for advertising public works projects.

Shipments by freight and express from and to the bureau.

Custody of confidential files (except drawings).

Custody of all official correspondence.

Receipt and dispatch of mails.

Stenographic section.

Purchase, custody, and issue of all supplies and physical property of the bureau.
Requisitions for printing and binding.

Printing, supply, and issue of blank forms for bureau and field use.
Mimeograph service.

CHIEF CLERK.

3-86. Duties of chief clerk prescribed by statute and by instructions of chief of bureau. The position of chief clerk is statutory, and embraces the duties prescribed by certain statutes of the United States and such additional duties as may be assigned from

time to time by the chief of bureau. The chief clerk performs his functions under the direct supervision of the chief of bureau and the assistant chief, to whom he is responsible for the proper conduct of his office and the administration of its affairs in accordance with the policy of the bureau. The duties of the chief clerk are defined by law and regulation as follows:

3-87. Supervises and distributes clerical work. The chief clerk of the bureau "shall supervise, under the direction of his immediate superior, the duties of the other clerks therein, and see that they are faithfully performed." (R. S., sec. 173.) He "shall take care, from time to time, that the duties of the other clerks are distributed with equality and uniformity, according to the nature of the case. He shall revise such distribution from time to time, for the purpose of correcting any tendency to undue accumulation or reduction of duties, whether arising from individual negligence or incapacity, or from increase or diminution of particular kinds of business. And he shall report monthly to his superior officer any existing defect that he may be aware of in the arrangement or dispatch of business." (R. S., sec. 174.)

3-88. Superior to take action to amend defects. The chief of the bureau, or other superior officer, "shall, upon receiving such report of the chief clerk, rendered as stated in the above paragraph, examine the facts stated therein, and take such measures in the exercise of the powers conferred upon him by law as may be necessary and proper to amend any existing defects in the arrangement or dispatch of business disclosed by such report." (R. S., sec. 175.)

3-89. Chief clerk as acting chief of bureau. In the case of the death, resignation, absence, or sickness of the chief of the bureau, or of any officer thereof whose appointment is not vested in the head of the department, the assistant of such chief, or if there be none, then the chief clerk of the bureau shall, unless otherwise directed by the President, perform the duties of such chief or of such officer until a successor is appointed or such absence or sickness shall cease. (See R. S., sec. 178.) "In the actual absence of the chief of a bureau, the communications, orders, bills, requisitions, and papers requiring his signature shall be signed by the assistant to the chief of such bureau; or, if there be no assistant, then by the chief clerk of the bureau." (N. R. 2022.)

3-90. Administers oaths of office. The chief clerk of the bureau is authorized and directed, on application and without compensation therefor, to administer the oaths of office required to be taken by employees on their appointment or promotion. (See act of Aug. 29, 1890, 26 Stat. 371.)

3-91. The clerical division is subdivided into the following sections:

Administrative section.

Correspondence files and mail section.

Stenographic section.
Supply section.

ADMINISTRATIVE SECTION.

3-92. This section is under the immediate direction of the chief clerk, and is responsible for the following duties, and for all other duties of the clerical division not hereinafter specified:

3-93. Time records. The administrative section is responsible for the maintenance of an accurate daily record of the time of all civilian personnel of the bureau, including all leave with and without pay, attendance, overtime, and tardiness; the preparation of pay rolls, and the distribution of pay receipts. The records of this section will be available, at all times, for the information of employees concerned. The time of the technical employees of the bureau engaged upon productive work is allocated in this section to the particular project upon which they are respectively engaged, so that the cost of drafting work upon any project may be readily determined.

3-94. Personnel records. The administrative section is responsible for the maintenance of personnel files of all bureau civilian employees. These files contain copies of all official matters regarding employees, such as correspondence preliminary to appointment, appointments, promotions, demotions, resignations, and admonitory or commendatory papers, whether originating in the bureau or elsewhere. In connection with the personnel files, accurate card records will be kept, showing for each employee his name, address, telephone numbers, dates and character of appointment, rates of pay, promotions, and matters of similar nature. Correspondence pertaining to personnel matters is prepared by this section.

3-95. Classified employees at yards. The administrative section is responsible for the maintenance of a record of the classified employees at the various navy yards and naval stations who are engaged upon work under the cognizance of the bureau, and the preparation of all correspondence concerning their appointments, ratings, pay, transfers, travel, and similar matters. Determining the number, rating, and pay of technical and clerical employees at navy yards and stations under the cognizance of the bureau, securing authorization of necessary positions and selecting eligibles for appointment, consideration of recommendations for promotions, reductions, or dismissals, and provision of necessary facilities for health and comfort of men are matters under the administrative section, which will be referred to the chief of the bureau for instructions after securing the advice of the project manager concerned. The section will see that expenditures for the pay of such employees is kept within the limit fixed by law, and will submit recommendations to the chief of bureau as to reductions in the force whenever personnel appears to be in excess of requirements.

3-96. Efficiency records. The administrative section is responsible for the compilation and custody of efficiency records of employees, after the efficiency ratings have been determined by the competent authority in each case.

3-97. Custody of official orders. The chief clerk is charged with the custody of the Bureau of Yards and Docks' official copies of the Navy Regulations and the general orders; of the bureau's manual and its orders, circular letters, and memoranda; of the manuals and instructions issued by other bureaus and offices of the Navy Department; and of other similar orders, as issued. He will make all corrections as directed by competent authority, in order that the regulations, orders, etc., may at all times be kept correct and up to date. Where changes require the removal of pages or cancellation of orders, the matter superseded will not be destroyed, but will be retained in a file and properly marked as to the authorization for removal or cancellation. The chief clerk is charged also with the distribution within the bureau of copies of the above-specified regulations, orders, etc., and of instructions as to their correction and revision; and with the distribution to the service of the bureau's manuals, professional and historical publications, circular letters, and papers of similar import.