COMDTINST M5212.12 (series) prescribes policies and procedures for

administering of the coast guard paper work management program as it relates to the management of records filings systems reports and forms.

COMDTINST M5215.6 (series) establishes policies, procedures and standards for

the administration of the coast guard directives system for both headquarters and the field.

Technical publications are maintained as

reference material and fall under the general category of a DIRECTIVE

What is the purpose of a distribution symbols

It is used to group units by type for purpose of distributing directives and publications.

Notice a (NOTE) is a directive of

a one-time or brief nature such as announcing changes in to an existing directive and has the same force and effects as an instruction.

All notices have

self –canceling provisions

Notices remain in affect until

date of cancellation and are automatically cancelled after 1 year. Information that is expected to remain in effect more than 1 year must be issued as an instruction

NETIMS is an

online database of specific directives, usually manufacturers’ technical manuals.

NE-TIMS are hosted from

ELC web site. In order to use the database you must first log on to the web site.

Canceling directives are

A directive may be cancelled by another directive issued by the same originator or higher authority.

C.G. form 3022 is

the Boat Inspection Report and it shall be submitted on all boats less than 65 feet in length.

The Inspection Report shall also be submitted by

the unit having custody of the boat via the chain of command to the MLC 10 days after completion of the inspection.

Boat Inspection Reports guidelines for preparation of

a report are taken from COMDTINST M9000.6 (series).

A copy of the Boat Inspection must be retained in

engineering department files as part of the Boat record for each hull.

Boat Inspection reports are required to kept for 

3 years, and then they may discarded.

Cutter Engineering Report section 1 is

safety items covers the following Safety inspections like…..the Tag out Program

Cutter Engineering Report section IV covers

administrative inspections like …… the PMS program.

SECTION V: this section records

PMS completion percentages and general remarks about significant engineering problems that are require assistance.

Cutter Engineering Report have a reporting interval of

every calendar year ending in Dec 31 and covers inspections of safety items hull machinery/electrical and admin programs records PMS and completion percentages.

The reporting interval for the Underwater Body Paint report

is after each routine or emergency dry dock.

MLCLANT… requires that machinery history file be maintained

for each inboard powered small boat and each outboard powered RHI assigned to the cutter and shore units the file is maintained as part of the boat record for that boat.

Engineering Change Request (ECR) class A platform change request are of the utmost importance for

correcting conditions that impair the service characteristics of a cutter its safety or the health of its personal.

What is the Boat Record form

Casualty Reports (CASREP’s) and Casualty Correction report (CASCORs): are kept for how long

Only current fiscal year CASREPs and CASCORs are kept in Boat Record. All others are kept in a separate file for an additional 2 years and then discarded

CASREPS/CASCOR …..Initial casrep identifies the

status of the casualty parts, and assistance requirements.

is submitted when changes to a previously filed CASREP are required

A CASCOR is submitted when equipment identified on the casrep is repaired and back in operational status

A CASCAN is submitted when equipment identified on the CASREP is scheduled to be repaired.

Casualty Category…. CAT 2 is

a deficiency exists in mission essential equipment that causes a minor degradation of any primary mission or a major degradation or total loss of any secondary mission.

Casualty Category…. CAT 3 is

a deficiency exists in mission essential equipment but not the loss of the primary mission.

MSGID… reportsare used for

identifying information for all navy reporting system (NSR) messages. Signifies beginning of formatted information. Also the message type and message originator

POSIT… reports a units

present location and effective date-time

ASSIST…. Reports the

requirement for outside assistance.

CASREP messages are assigned the

lowest precedence consistent with the importance of the type of report, the unit’s current operational schedule, location, and the tactical situation. Deployed units assign a precedence of least priority to CASREP messages.

What is a TECHPUB

The technical publication set reports additional identifying information about an equipment item being reported in a casrep. It identifies the name and number of the technical manual pertaining to the casualty item.

The shore station maintenance program (SSMP) provides

a system of controlled maintenance for all Coast Guard shore facilities and aids to navigation structures.

The shore station maintenance record (SSMR) priority 1is

immediate

early accomplishment 6 months to 2 years

to be accomplished as normal back log up to 5 years.

The shore station maintenance record (SSMR) change recommendations when

reasons are safety issues …lack of personnel…interferences with wires windows doors pluming ECT …missing drawing or drawing parts.

All cutters 65 feet and longer are required to maintain

a machinery history file

Machine history contains data that is used to

preserve the continuity of operational history of a piece of equipment

Sector /group SOPs determine what procedures are used to make a change to

shore station maintenance record (SSMR.)

Interferences Lists what

all piping, panels, structure, gratings, insulation, or other interferences in the way of the work

The commands receive 5 copies of the routed SSMR they are

copy 5 - units file

copy 4 - completion file copy

copy 3 - districts

copy 2 - bases copy

copy 1 - sectors/groups copy

 Administration:

What is COMDTINST M5212.12 (series)

Prescribes policies and procedures for administering the Coast Guard Paperwork Management Program as it relates to the management of records, filing systems, reports, and forms.

 Administration:

Technical publications are maintained as

reference material and fall under the general category of a DIRECTIVE.

Administration:

NETIMS is an

online database of specific directives, usually manufacturers’ technical manuals

Administration:

What is the purpose of a distribution symbols?

It is used to group units by type for purpose of distributing directives and publications.

Administration:

Boat Inspection Report is form

CG Form 3022

Administration:

A detailed Boat Inspection Report, (CG3022) is used for

shall be submitted on all boats less than 65 feet in length

Administration:

The Inspection Report shall be submitted

by the unit having custody of the boat via the chain of command to the MLC 10 days after completion of the inspection

Administration:

A copy of the Boat Inspection must be retained in

engineering department files as part of the Boat record for each hull.

Administration:

A directive may be cancelled by another directive issued by the same originator or

higher authority

Administration:

SECTION V Cutter Engineering Summary: this section records

PMS completion percentages and general remarks about significant engineering problems that are require assistance.

Administration:

Number of Tag-Out Logs maintained by a cutter

depends upon the cutter size

Administration:

All cutters 65 feet and longer are required to

maintain a machinery history file

Administration:

What items should be listed that could be interferences in the way of the work

List all piping, panels, structure, gratings, insulation, or other interferences in the way of the work

Administration:

What is the Boat Record Form

CG-2580A

Administration:

Boat Inspection reports: the records are required to be kept for

3 years, and then they may discarded

Administration:

Casualty Reports (CASREP’s) and Casualty Correction report (CASCORs):

Only current fiscal year CASREPs and CASCORs are kept in Boat Record. All others are kept in a separate file for an additional 2 years and then discarded

Administration:

CASREP messages are assigned the

lowest precedence consistent with the importance of the type of report, the unit’s current operational schedule, location, and the tactical situation. Deployed units assign a precedence of least priority to CASREP messages.

Administration:

The shore station maintenance program (SSMP)

provides a system of controlled maintenance for all Coast Guard shore facilities and aids to navigation structures

Which of the following directives prescribes polices and procedures for administering the Coast Guard paperwork management program?

A. COMDTINST 5210.5 (series)

B. COMDTINST M5212.12 (series)

C. COMDTINST M5215.6 (series)

D. COMDTINST M9000.1 (series)

Which statement BEST describes the purpose of a directive?

A. Provides contract information for every Coast Guard unit

B. Provides information to group units by type

C. Provides a list of all the technical publications and drawings the unit is required to maintain

D. A military communication in which policy is established or a specific action is ordered

D. A military communication in which policy is established or a specific action is ordered

What Chapter/Section of the DPRI listing identifies the order form to use to request updates, replacements, or new directives?

A. Chapter 1, Section C

B. Chapter 2, Section B

C. Chapter 3, Section A

D. Chapter 4, Section D

Where should you log the official changes issued to a directive?

A. Issuance page

B. Record of Changes Page

C. Distribution List

D. Chapter 1, Section C

What is the reporting interval for the Cutter Engineering Report?

A. After each drydock

B. Every fiscal year ending 30 Sep

C. Every calendar year ending 31 Dec

D. Yearly, not to exceed 1 year between inspections

What is the reporting interval for the Underwater Body Paint Report?

A. Yearly, not to exceed 1 year between inspections

B. Every fiscal year ending 30 Sep

C. Every calendar year ending 31 Dec

D. After each routine or emergency drydock

D. After each routine or emergency drydock

Within how many days of an inspection are you required to submit the Boat Inspection Report?

A. 10

B. 20

C. 25

D. 30

The original Drydocking and Underwater Body Inspection Work Sheet is submitted to _____.

A. MLC via ELC

B. MLC via NESU

C. MLC via respective intermediate commands

D. directly to MLC

Which report requires entries to ensure that the unit has maintained records for DEMP or performance tests, bottom paint, PMS completions, and boat records?

A. Drydocking and Underwater Body Inspection Work Sheet

B. Underwater Body Paint Report

C. Cutter Engineering Report

D. Boat Inspection Report

D. Boat Inspection Report

Which report covers conducting inspections on Safety Items, Hull, Machinery/Electrical, and Administrative Programs and recording PMS completion percentages?

A. Drydocking and Underwater Body Inspection Work Sheet

B. Underwater Body Paint Report

C. Cutter Engineering Report

D. Boat Inspection Report

For WHEC, WMEC, and WAGB class vessels, which report is required to be maintained by both the operations and engineering departments?

A. Tag-Out Log

B. Engineering Change Request

C. Current Ship's Maintenance Project

D. Boat Record

What does the Coast Guard use to administer the configuration management process?

A. Machinery History Files

B. Tag-Out Log

C. Engineering Change Request

D. Shore Station Maintenance Record

C. Engineering Change Request

Which report contains data that is used to preserve the continuity of operational history of a piece of equipment?

A. Tag-Out

B. Engineering Change Request

C. Machinery History

D. Boat Record

Which report is submitted by the unit to identify all maintenance work beyond the capability of the unit's assigned personnel?

A. Cutter Engineering Report

B. Engineering Change Request

C. Boat Record

D. Current Ship's Maintenance Project

D. Current Ship's Maintenance Project

How long are units required to retain copies of Boat Inspection Reports?

A. 4 years

B. 3 years

C. 2 years

D. 1 year

What type of equipment casualty is reported on the Materiel Casualty Report?

A. Insignificant

B. Minor

C. Inconsequential

D. Significant

A Casualty Report (CASREP) should be submitted for any equipment malfunction or deficiency that cannot be corrected within 48 hours and affects the unit's _____.

A. secondary mission

B. primary mission

C. primary and secondary missions

D. training capabilities

Which information set identifies the message type and message originator information on a CASREP?

A. REF set

B. POSIT set

C. CASUALTY set

D. MSGID set

Pertinent identifying information about the CASREP equipment item being reported on is found in the _____ information set.

A. PARTSID

B. CASUALTY

C. AMPN

D. 1PARTS

Which number properly identifies the fourth Initial CASREP being forwarded by a unit in 2005?

A. INITIAL-00504

B. INITIAL-05004

C. INITIAL-00405

D. INITIAL-55004

Which type of information should be entered into the SSMP?

A. Storm or casualty damage sustained by structures, utilities, or equipment

B. Equipment less than $5,000 (AFC-30)

C. Electronics projects (AFC-30/42)

D. Maintenance service work (lawn maintenance, housing, custodial, weight testing, etc.) (AFC-30)

What priority code should you use on an SSMR for a shore station maintenance project that is to be accomplished as part of a normal backlog?

A. 4

B. 3

C. 2

D. 1

The Statement of Work is used to measure _____ performance.

A. contractor

B. shipyard

C. unit

D. MLC

For which of the following reasons would a change recommendation be made to an existing SSMR?

A. Too many personnel

B. Insufficient time to complete project

C. Having a complete set of drawings

D. Safety issues

D. Safety issues

Who determines what procedures are used to make a change to the SSMR?

A. Sectors/group SOPs

B. Unit

C. NESU

D. Contractor