3-98. Requests for advertising. The chief clerk, upon receiving draft of advertisement, approved by the chief of bureau, inviting bids on any public works project, will make formal request on the Office of the Secretary of the Navy for the placing of such advertisement in suitable publications.

3-99. Records of dispatches and long-distance telephone calls. The administrative section is charged with the keeping of records of outgoing and incoming dispatches and long-distance telephone calls, and the certification of same for payment.

3-100. Passes. The administrative section is responsible for the issuance of property passes, for Sunday and holiday passes, and for the handling of travel orders for civilian employees of the bureau.

3-101. Confidential correspondence and papers are in the custody of the administrative section. A complete record is kept, under lock and key, of all confidential matters passing through or lodged in the bureau; the files are arranged alphabetically under the various activities of the department, and a daily record is kept showing from whom papers are received, date of receipt, disposition, etc.

3-102. Organization of clerical, messenger, and labor forces. The chief clerk has control and supervision over the entire personnel of the bureau under these ratings, their assignment to duty, recommendations for their appointment, promotion, transfer, discipline, leave, passes, and efficiency records, provisions for their personal comfort, etc.

3-103. Supervision of offices. The chief clerk is charged with the provision of necessary office equipment, such as desks, chairs, filing cases, drafting tables, typewriters, adding and calculating machines, fans, etc., and the care of same, together with necessary attention to lighting facilities, ventilation, heat, and conveniences in general.

CORRESPONDENCE FILES AND MAIL SECTION.

3-104. Custody and handling of official correspondence. This section is under the immediate supervision of a chief file clerk. It is charged with the care and custody of all official correspondence; the receipt of incoming and the dispatch of outgoing mail, telegrams, packages, etc.; the maintaining of indexes of incoming and outgoing correspondence, and the delivery, upon application, of correspondence required by the personnel of the bureau.

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3-105. Correspondence to be available at all times. All correspondence of the bureau, whether in the correspondence file for safe-keeping and record, or in the offices of the bureau, is in the official custody of this section, and must be available at all times for inspection by its representatives. Official correspondence issued from the file room may be kept only on the tops of desks of persons authorized to have it, and under no circumstances may such correspondence be put away in drawers, inclosed in books or papers, or otherwise put out of sight. The tops of desks and all other authorized lodging places for correspondence are to be considered as a part of the filing system of the bureau.

3-106. Mail room; prescribed procedure. Incoming official mail is opened in the mail room, which functions as a part of the correspondence files. Immediately upon receipt, all mail will be stamped by an automatic time clock with the date and hour of receipt; the mail is then taken into the correspondence file room, the applicable file number placed thereon, each letter briefed on duplicate routing sheets, and forwarded via the mail room, with the original of the routing sheets, to the officer or official concerned in the matter referred to in the particular paper.

3-107. Rules and regulations for the preparation and handling of correspondence and telegrams in the bureau are issued and distributed to all sections of the bureau and to each stenographer and typist, in order that letters and papers may be correctly prepared and present a uniform appearance.

STENOGRAPHIC SECTION.

3-108. Service of stenographers and typists; control. The stenographic section includes all stenographers and typists in the bureau, to whatever office or subdivision assigned. The duty of the stenographic section comprises the clerical work in connection with the preparation of the bureau's correspondence, the performance of secretarial functions, and the rendering of such other miscellaneous clerical assistance as may be directed in order to facilitate the transaction of the bureau's business. The chief clerk is the head of the stenographic section, and may place one of the stenographers in charge of any group of the section that may be located together, in a central stenographic room or elsewhere.

3-109. Individual assignment of stenographers. Employees of the stenographic section may be assigned for stenographic, secretarial, or other clerical duty to the members of the bureau staff requiring their services. When so assigned, the employee performs duties under the direction of the person to whom assigned; but the chief clerk will retain supervision with respect to the following provisions: (a) The form of the correspondence and other papers prepared under such arrangement shall conform to departmental and bureau standards and requirements; (b) additional work of an urgent character may be assigned to take precedence of other work; (c) the time of the employees shall be fully occupied; (d) reassignment of duty may be made as the exigencies of the service require; (e) efficiency rating of the employee remains within the province of the clerical division.

SUPPLY SECTION.

3-110. Functions of supply section. This section, which is under the immediate supervision of a chief supply clerk, is responsible for the provision, storage, and distribution of furniture, equipment, material, and supplies of every description required by the bureau, and for the maintaining of accurate records thereof.

3-111. Forms. The supply section is responsible for the purchase, custody, and issue of Yards and Docks forms. Upon receipt of requests for the various forms in use by the bureau, the forms required will be promptly mailed, together with a receipt for the signature of the consignee, which receipt should be returned to the bureau as a matter of record. Stock cards are kept, showing the date when forms are ordered from the Government Printing Office, the date received, the quantity, and to whom issued.

3-112. Office furniture and equipment. The supply section is responsible for the purchase, custody, and records of office furniture, duplicating machines, blueprinting machines, and photostat machines, as well as of expendable material and supplies, such as blueprinting, photostat, and manifolding paper, and stationery. Requisitions are prepared in the bureau and submitted to the general supply division of the department for the placing of orders with contractors. Stock cards are kept of these supplies for information as to the maximum, minimum, and average consumption, in order that the stock on hand may be maintained in an economical manner.

3-113. Requisitions for printing and binding. Requisitions upon the Government Printing Office for all printing and binding required in connection with bureau work are handled by this section. Manuscript will be scrutinized to insure preparation in proper form for submission to the Public Printer.

3-114. Mimeographing. The supply section is charged with all mimeograph work of the bureau. Copy for work of this character must be approved by the chief clerk before being undertaken. Stencils and original copies will be suitably filed for future reference

or use.

UNATTACHED SECTIONS.

WAR PLANS SECTION.

3-115. Assistant chief represents bureau on war plans committee. The assistant chief of the bureau, unless some other officer is specifically designated by the chief of the bureau, represents the bureau on the war plans committee of the Office of the Chief of Naval Operations.

3-116. Cooperation of other sections. The confidential and secret plans section of the drafting room shall assist the bureau representative as to all war plans work as necessity arises. Other divisions and sections of the bureau shall likewise contribute to this work as called upon.

3-117. The duty of the bureau representative shall be to attend all meetings of the war plans committee to which he is called by the Office of the Chief of Naval Operations, to furnish information, plans, and data to the committee as may be necessary for the war plans and, through the proper channels to inaugurate in the bureau any work that is necessary to carry out or conform to such plans.

SURPLUS PROPERTY SECTION.

3-118. Surplus property section is independent of divisions. The surplus property section is established independent of the four divisions of the bureau. The head of the section is designated by the chief of the bureau.

3-119. The surplus property section will conduct negotiations with representatives of the War Department or other departments preliminary to securing transfer to the Navy Department, for

ue by the Bureau of Yards and Docks, of military stores, supplies, and equipment, whether with or without compensation, as contemlated by the act of July 11, 1919.

3-120. The section will be responsible for the custody and disposition of surplus property under the cognizance of the Bureau of Yards and Docks before release for sale by the Bureau of Supplies and Accounts, and will conduct preliminary negotiations with representatives of other Government departments with a view to disposition of such surplus property.

3-121. The surplus property section will initiate steps, in cooperation with project managers or other officer of the bureau, for having property declared surplus when no longer needed for naval purposes, or having it transferred from the jurisdiction of one project manager to that of another where needed for construction work. Where surveys are necessary, they will be conducted in the manner now provided by chapter 49, section 3, of Navy Regulations, 1920. The various project managers will determine the advisability of securing any particular stores, supplies, or equipment by transfer, or the declaring of naval property as surplus; but all negotiations or the securing of information in regard thereto, either by interview or by correspondence, will be performed by the surplus property section.

3-122. Relation to Federal Liquidation Board. The head of the surplus property section is the bureau (Navy) representative on the technical committee of the Federal Liquidation Board, Office of Chief Coordinator for General Supply, as to building and construction supplies and real property and transportation facilities and equipment, and on any similar committees or boards which consider surplus property.

3-123. Definition of surplus property. For the purpose of acquisition from other departments of the Government, surplus property is, within the intent of this manual, defined to be property which has been declared, by the department having custody, surplus or available for transfer elsewhere with or without cost. Negotiations may, however, also be had with reference to property which reliable information indicates may soon be declared surplus.

3-124. Surplus naval property is defined for the purposes of this manual to be property which has been surveyed as no longer