MCO P2000.5A ARB 29 Jul 93 MARINE CORPS ORDER P2000.5A From: Commandant of the Marine Corps To: Distribution List Subj: ARLINGTON ANNEX COMMUNICATIONS CENTER STANDING OPERATING PROCEDURES (ARLEX COMMSOP) Encl: (1) LOCATOR SHEET 1. Purpose. To update instructions pertaining to communications procedures and methods used by the Arlington Annex Communications Center (AACC) under the cognizance of the Director of Administra- tion and Resource Management (DirAR). 2. Cancellation. MCO P2000.5. 3. Summary of Revision. This Manual has been completely revised and must be thoroughly reviewed. 4. Recommendations. Recommendations for changes to this Manual should be submitted to the DirAR (ARB). 5. Applicability. This Manual is applicable to all Headquarters Marine Corps staff agencies and Navy subscribers of the AACC. 6. Certification. Reviewed and approved this date. /s/ LEO J. KELLY By direction DISTRIBUTION: Copy to: 7000110 (55) 7000096 (5) 8145005 (2) 7000099, 144/8145001 (1) MCO P2000.5A 29 Jul 93 LOCATOR SHEET Subj: ARLINGTON ANNEX COMMUNICATIONS CENTER STANDING OPERATING PROCEDURES (ARLEX COMMSOP) Location: _____________________________________________________ (Indicate the location(s) of the copy(ies) of this Manual.) ENCLOSURE (1) ARLEX COMMSOP RECORD OF CHANGES Enter completed change action as indicated. 旼컴컴컴컴컴컫컴컴컴컴컴컴컴컫컴컴컴컴컴컴쩡컴컴컴컴컴컴컴컴컴컴컴� � Change � Date of � Date � Signature of � � Number � Change � Entered � Person Entering � � � � � Change � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 쳐컴컴컴컴컴컵컴컴컴컴컴컴컴컵컴컴컴컴컴컴탠컴컴컴컴컴컴컴컴컴컴컴� � � � � � 읕컴컴컴컴컴컨컴컴컴컴컴컴컴컨컴컴컴컴컴컴좔컴컴컴컴컴컴컴컴컴컴컴� i ARLEX COMMSOP CONTENTS CHAPTER INTRODUCTION 1 ARLINGTON ANNEX COMMUNICATIONS CENTER 2 COMMUNICATIONS SECURITY 3 OUTGOING MESSAGE PREPARATION AND HANDLING 4 INCOMING MESSAGE PROCESSING 5 MAINTENANCE OF STAFF AGENCY MESSAGE FILES 6 SPECIAL HANDLING MESSAGES 7 COMMUNICATIONS IMPROVEMENT MEMORANDUM (CIM) PROGRAM APPENDIX A COMMUNICATIONS RELATED SUBJECTS AND PUBLICATIONS B GLOSSARY OF TERMS iii ARLEX COMMSOP INTRODUCTION 0001. PURPOSE. The purpose of this Manual is to provide information concerning the services available from the Arlington Annex Communications Center (AACC), as well as amplification of information contained in NTP-3 and OPNAVINST 2300.42 as it pertains to the AACC. 0002. SCOPE. The provisions of this Manual have the same effect as orders. All personnel who use the services discussed herein will familiarize themselves with the contents of this Manual. Heads of staff agencies will ensure the widest possible dissemination of this Manual. 0003. CHANGES. Changes to this Manual will be published as required and will become effective upon receipt. Changes must be promptly entered into this Manual and recorded on the "Record of Changes" page provided. v ARLEX COMMSOP CHAPTER 1 ARLINGTON ANNEX COMMUNICATIONS CENTER PARAGRAPH PAGE ARLINGTON ANNEX COMMUNICATIONS CENTER . . . . . . 1001 1-3 AACC FACILITY . . . . . . . . . . . . . . . . . 1002 1-3 CUSTOMER SERVICES . . . . . . . . . . . . . . . 1003 1-3 POINTS OF CONTACT . . . . . . . . . . . . . . . 1004 1-4 FIGURE 1-1 LIST OF AACC SUBSCRIBERS . . . . . . . . . 1-5 1-1 ARLEX COMMSOP CHAPTER 1 ARLINGTON ANNEX COMMUNICATIONS CENTER 1001. ARLINGTON ANNEX COMMUNICATIONS CENTER (AACC). The AACC operates under the cognizance of the Director of Administration and Resource Management, and is responsible for the receipt, transmission, recording, and distribution of all General Service (GENSER) telecommunications messages originated by or addressed to those commands/agencies listed in figure 1-1. 1002. AACC FACILITY. The AACC is a Full Terminal Subscriber (FTS) of the Pentagon Consolidated Telecommunications Center (PCTC) with offices located in room 2418 of the Arlington Annex (ARLEX). The facility operates 7 days a week, 24 hours a day. 1003. CUSTOMER SERVICES 1. A list of AACC subscribers is contained in figure 1-1. 2. The AACC provides the following customer services: a. Processes data pattern outgoing and incoming magnetic tape, outgoing and incoming 5.25 and 3.5 floppy diskette, and outgoing narrative messages (DD 173 Form). b. Makes "ACTION" and "INFO" changes to distribution as requested by addressee. (See paragraph 4001.3.) c. Provides additional message copies when requested by subscribers. d. Maintains, on microfiche, a consolidated 12-month command telecommunications message file for all subscribers listed in figure 1-1. e. Provides customer training classes in the preparation of communications messages for transmission. 1-3 1004ARLEX COMMSOP 1004. POINTS OF CONTACT. To facilitate reaching the appropriate section, the following telephone list is provided: 4-2098 Officer-in-Charge/Assistant Officer-in-Charge 4-2119 Head Systems Operations 4-1721 Communications Center Chief 4-1721 Navy Liaison Chief 4-1721 Communications Watch Officer 4-1328 Message Research Clerks (for DD-173 Form, heading preparation, plain language addressees, message retrieval) Date-Time-Group assignment 4-1723 Systems Management Chief/AIG Clerk 4-1721 AACC Training Chief 4-1721 Head Quality Control 1-4 ARLEX COMMSOP Commandant of the Marine Corps (CMC) Chief of Naval Personnel (CNP) Deputy Chief of Naval Operations (Manpower, Personnel)(CNO N-1) Bureau of Naval Personnel (BUPERS) Board for Corrections of Naval Records (BDCNR) Commander Navy Recruiting Command (CNRC) Navy Mutual Aid Association (NAVMAA) Navy/Marine Corps Relief Society Headquarters (NAVMCREL) Navy Department Board of Decorations and Medals (NDBDM) Navy Occupational Development and Analysis Center (NODAC) Navy Examining Board (NAVEXBD) Navy Civilian Personnel Center (NCPC) Headquarters Battalion, Headquarters Marine Corps (HQBN, HQMC) Marine Corps System Command (MARCORSYSCOM) Marine Corps Central Design and Programming Activity (MCCDPA) Branch Medical Clinic, Arlington Annex, Washington, DC (BRMEDCLINIC) Direct Reporting Program Manager, Advanced Amphibious Assault (DRPM) Manpower Information Systems Support Office (MISSO ONE ONE) Bureau OF Naval Personnel Reenlistment Management Program (REENL MGMT) Bureau of Naval Personnel Reenlestment Incentives (REENL INCENT) Drug Demand Reduction Task Force (DDRTF) *NOTE: For proper Plain Language Addressee see current edition of the Message Address Directory. Figure 1-1.--List of AACC Subscribers. 1-5 ARLEX COMMSOP CHAPTER 2 COMMUNICATIONS SECURITY PARAGRAPH PAGE DEFINITION . . . . . . . . . . . . . . . . . . . 2001 2-3 SOURCES . . . . . . . . . . . . . . . . . . . . 2002 2-3 PHYSICAL SECURITY . . . . . . . . . . . . . . . 2003 2-3 MESSAGE PICKUP/DELIVERY AUTHORIZATION . . . . . 2004 2-4 CANCELLATION OF PICKUP/DELIVERY AUTHORIZATION . . . . . . . . . . . . . . . . . 2005 2-5 OFF-LINE CRYPTOGRAPHIC OPERATIONS . . . . . . . 2006 2-5 REQUEST TO PURGE MESSAGES. . . . . . . . . . . . 2007 2-5 2-1 ARLEX COMMSOP CHAPTER 2 COMMUNICATIONS SECURITY 2001. DEFINITION. Communications security is the result of all measures taken to prevent disclosure of classified communications information to unauthorized persons. It CANNOT be over emphasized that communications security is as much the responsibility of the USER of communications facilities as it is the responsibility of COMMUNICATIONS PERSONNEL. 2002. SOURCES. Information about physical security, a component of communications security more relevant to the users, may be obtained from MCO P5510.18, NMPCINST 5510.1, and OPNAVINST 5510.1. 2003. PHYSICAL SECURITY 1. It is imperative that classified messages be safeguarded from compromise through capture, theft, photography, and salvage. It is the responsibility of each staff agency to adequately protect and/ or properly destroy classified messages per applicable references. 2. Separation of classified messages from unclassified messages is conducted by AACC personnel. Classification must be prominently marked/highlighted on the top and bottom of each page of a message. The AACC has two means of reproducing message traffic, high speed XEROX printers and medium speed chain drive HETRA printers. The XEROX printers mark the classification, at the top and bottom of the page, in larger letters than the text of the message. This method is used for normal first time distribution of message traffic. Because of physical limitations within the HETRA printer, the classification markings are the same size as the text of the message and are highlighted by a rectangular field of stars enclosing the classification markings. This system is used when action changes or additional copies of messages are requested. 3. Upgrading the classification of information contained in an already transmitted/distributed message shall be accomplished only when all requirements contained in chapter 7 of OPNAVINST 5510.1H can be met. 2-3 2004 ARLEX COMMSOP 2004. MESSAGE PICKUP/DELIVERY AUTHORIZATION 1. Only those subscribers authorized to pick up messages directly from the AACC shall be served via over-the-counter delivery. It is the subscriber's responsibility to ensure distribution of messages to subordinate offices is accomplished in compliance with OPNAVINST 2300.42. 2. Only couriers specifically approved by the appropriate author- izing official (security manager) shall be given message traffic pick up/delivery authority by the AACC. Authorization will be effected by prior authority through the appropriate security manager (BUPERS, N1, CMC). Serviced activities and Headquarters staff agencies should submit requests to their respective security managers as indicated below: a. Marine Corps Personnel. Contact CMC (ARAB), room 1004, ext. 5-2425. b. BUPERS and N1. Contact BUPERS (PERS-014) room G-718, ext. 4-2020. 3. Couriers will not be authorized message pick up/delivery unless the following criteria are met: a. Present proper identification; e.g., U.S. military identification card, U.S. Government identification card (Optional Form 55), or a DOD building pass. b. When picking up or dropping off special handling messages, the courier will provide the message research center (MRC) clerk with their social security number and DOD building pass. This will be used to identify the couriers' offices, their access to classified material, and whether they are authorized to pick up and deliver special handling messages; i.e., PERSONAL FOR, NATO, LIMDIS, SPECAT, etc. 4. The AACC shall maintain appropriate letters of authorization for the receipt of messages requiring special handling. Such letters are the responsibility of the staff agencies per instructions contained in NTP-3, OPNAVINST C5510.101, and ACP-121 SUPP-1 and must be updated yearly per paragraph 4-27(f) of NTP-4. 5. The AACC has an automated distribution system, which is programmed to release SECRET message traffic to assigned codes. Therefore, it is mandatory that all couriers have at least a SECRET clearance. Couriers should be aware the message traffic they pick- up is a mix of unclassified, confidential, and secret messages, therefore a secret cover sheet must be used for pick-up. 2-4 ARLEX COMMSOP 2007 6. All couriers delivering messages to the AACC are encouraged to deliver messages to the AACC at least three times per day rather than at the end of normal working hours to preclude excessive backlogs and unnecessary delay. Couriers will ensure the following criteria are met when dropping off messages: a. Separate and identify priority and above precedence, special handling, and general/flag officer's signature messages from normal messages. b. Wait until all high precedence, special handling, and general/flag officer's signature messages are accepted for transmission. 2005. CANCELLATION OF PICKUP/DELIVERY AUTHORIZATION. Pickup/ delivery authorization will be automatically canceled when individuals are discharged, transferred to another command, and/or reassigned within the HQMC, BUPERS, or N1. In the event of reassignment within the HQMC, BUPERS, or N1 the receiving section must initiate authorization through their appropriate security manager if they desire the individual to have pick up/delivery authorization. All personnel authorized to pick up/deliver will ensure they check out with their appropriate Security Manager: CMC (ARAD), BUPERS (PERS14), or CNO (N1). 2006. OFF-LINE CRYPTOGRAPHIC OPERATIONS. The AACC does not have the capabilities for off-line transmissions. 2007. REQUEST TO PURGE MESSAGES. The AACC has the capability to electronically purge/erase a message completely out of the system. When an ACTION recipient of a message decides it is necessary to have a message purged from the system, authorization must be submitted to the AACC OIC in writing. Erasure requests are normally considered for reasons of a security consideration or because of the sensitive nature of a message. 2-5 ARLEX COMMSOP CHAPTER 3 OUTGOING MESSAGE PREPARATION AND HANDLING PARAGRAPH PAGE USMTF. . . . . . . . . . . . . . . . . . . . . 3001 3-3 GENADMIN . . . . . . . . . . . . . . . . . . . 3002 3-3 EXERCISE IDENTIFICATION . . . . . . . . . . . 3003 3-6 OPERATION IDENTIFICATION . . . . . . . . . . . 3004 3-6 MESSAGE IDENTIFICATION . . . . . . . . . . . . 3005 3-6 SUBJECT . . . . . . . . . . . . . . . . . . . 3006 3-7 REFERENCED MESSAGE INFORMATION . . . . . . . . 3007 3-7 AMPLIFICATION . . . . . . . . . . . . . . . . 3008 3-8 NARRATIVE . . . . . . . . . . . . . . . . . . 3009 3-8 POC . . . . . . . . . . . . . . . . . . . . . 3010 3-8 ACKNOWLEDGMENT . . . . . . . . . . . . . . . . 3011 3-9 REMARKS . . . . . . . . . . . . . . . . . . . 3012 3-9 DECLASSIFICATION . . . . . . . . . . . . . . . 3013 3-9 DISTRIBUTION BLOCK . . . . . . . . . . . . . . 3014 3-10 DRAFTER BLOCK . . . . . . . . . . . . . . . . 3015 3-10 RELEASER BLOCK . . . . . . . . . . . . . . . . 3016 3-10 READDRESSAL MESSAGES . . . . . . . . . . . . . 3017 3-11 MESSAGE QUOTING . . . . . . . . . . . . . . . 3018 3-11 MESSAGE CORRECTION . . . . . . . . . . . . . . 3019 3-11 TIME OF TRANSMISSION (TOT) . . . . . . . . . . 3020 3-11 ADDRESSING FOREIGN ACTIVITIES . . . . . . . . 3021 3-12 GENERAL MESSAGES . . . . . . . . . . . . . . . 3022 3-12 3-1 ARLEX COMMSOP PARAGRAPH PAGE MINIMIZE . . . . . . . . . . . . . . . . . . . 3023 3-13 ADDRESSEES . . . . . . . . . . . . . . . . . . 3024 3-14 DUAL ROUTING . . . . . . . . . . . . . . . . . 3025 3-14 DATA PATTERN MESSAGES . . . . . . . . . . . . 3026 3-15 3-2 ARLEX COMMSOP CHAPTER 3 OUTGOING MESSAGE PREPARATION AND HANDLING 3001. USMTF MESSAGES 1. The United States Message Text Format (USMTF) Message System is the standard used in the Department of Defense. The purposes of the USMTF Message System are: a. Provide the same message formats for all services (Army, Navy, Air Force, and Marine Corps), agencies (NSA and DIA), and joint headquarters to use for exchanging tactical information. b. Provide messages that computers can use to process information. c. AACC accepts outgoing message traffic on 3.5 or 5 1/4 disketttes (narrative message DD-173 Form). 2. All USMTF messages have a heading, text, and ending. The heading and ending formats depend on what communications systems you use. Specific instructions for message headings and endings are covered in current directives. There are over 147 different types of USMTF messages. The AACC processes a small percentage of these messages. 3002. GENADMIN. The Navy has developed an all-purpose general administrative (GENADMIN) Message Text Format (MTF). GENADMIN is easy to read and write. It conforms to naval communications protocols and can be transmitted via WIN/AUTODIN/GENSER record message systems without adversely impacting automated internal routing. GENADMIN will provide a single standard for the transmission of both operational and administrative information and is a step toward achieving Navy-wide paperless information exchange. GENADMIN consists of, at a minimum, message identifica- tion (MSGID) details following the classification and subject lines, and remarks following the (RMKS) keyword conveying in a narrative fashion the desired message text. Additional USMTF standard sets (lines) such as (EXER), (OPER), (REF), (AMPN), (NARR), and (DECL) are used when citing references or providing downgrading and declassification instructions for classified text. 1. Terms a. Set. A set is an ordered collection of information specifically arranged to be both human readable and machine processable. A set always begins with a set identifier which is a 3-3 3002ARLEX COMMSOP word, abbreviation, or acronym cueing the human reader or automated processor to set content; e.g., MSGID meaning message identifi- cation. There are only two kinds of sets in a GENADMIN message. (1) Linear Sets. A linear set consists of a set identifier and one or more data fields presented in a horizontal manner. A set identifier begins the set at the left margin (tab stop 6) and is a word, abbreviation, or acronym which is descriptive of the type of information contained in the set. It is the abbreviated name for the set; e.g., MSGID is the set identifier for the message identification set. The order in which the data fields are entered in a linear set is as prescribed on the set map in NTP-3. Example: MSGID/GENADMIN/CMC POS// (2) Free Text Sets. A free text set consists of a set identifier; e.g., AMPN, followed by a field marker and a single, unformatted narrative data field. This type of set is used to explain or amplify formatted information contained in one or more of the linear sets in the message. The inclusion of a free text set in a message is usually an option of the message writer. However, when using continuation lines in a free text set, do not repeat the set identifier or the field marker. EXAMPLE: AMPN/..........// (INFO ABOUT PRECEDING SET ONLY) NARR/..........// (INFO ABOUT TWO OR MORE PRECEDING SETS) RMKS/..........// (INFO ABOUT THE ENTIRE MESSAGE) AMPN/REF IS LETTER FROM USCINCEAST 10 FEB 90// RMKS/REQUEST IMMEDIATE REPLY// b. Field. A field is a discrete block of information within a set. Each field within a set begins with a field marker (/) and may contain only that information specified by the set map provided. Each set map is identifified by its set identifier; e.g., MSGID, and prescribes field arrangement and content. c. Data Fields. A data field is the basic element of reported information and may be either formatted or unformatted. All data fields in linear sets are formatted. Each formatted field contains at least one specific element of data. The length of a data field may be either fixed or variable. Each field must be completed in accordance with the instructions contained within the set maps in NTP-3. (1) Variable Fields. Variable length fields contain a minimum and maximum number of characters. When less than the 3-4 ARLEX COMMSOP 3002 maximum is used, the field can be shortened. For that reason, linear data fields are always left justified. (2) Fixed Fields. Fixed length fields are normally fixed because of the particular data required; e.g., a date time field is normally seven characters in length since the date time is usually entered using six numeric characters and one alphabetic character. It is therefore possible to define the exact length for this type of field during the design stage. (3) Field Markers. A field marker is a slant symbol (/) which marks the start of each field. The set identifier is separated from the first data field by a field marker and subsequent data fields are separated from each other by field markers. Field markers are never used before a set identifier, after the last field on a line, after the final field in a set, or used within a linear data field. Since field markers have particular significance in the automatic processing of messages, they will not be used within formatted data fields. The use of the field marker in describing equipment nomenclature, units, etc., in the unformatted field of a free text set (AMPN, NARR, and RMKS) is permitted; e.g., AN/PRC-77. (4) End Of Set Marker. Double slants (//) are used only as an end of set marker to terminate each set. (5) Hyphen. The hyphen (-), when used as the only entry in a field, indicates information needed to complete the field is not available (a no data sign). d. Set Usage Categories. All sets and fields in the GENADMIN are designated as either mandatory or optional. (1) Mandatory Sets. Mandatory sets must be included every time a GENADMIN message is written. The two mandatory sets in the GENADMIN are the MSGID set and the RMKS set. (2) Optional Sets. Optional sets may be omitted at the discretion of the message originator, when information needed to complete the set is either unavailable or not applicable. e. Field Usage Categories. Within each individual formatted set, formatted fields in the GENADMIN are either mandatory or optional as specified on individual set maps. (1) Mandatory Fields. Mandatory fields must be included when the associated set is used. The usage of a field cannot be changed. Mandatory fields always contain an item of information or, if the content is unknown or not applicable, a no data sign (-) is inserted after the field marker. After the no data sign is 3-5 3003 ARLEX COMMSOP inserted, the field marker for the next field is inserted, regardless of the structural allowances for character spaces allowed for the field for which the information is unknown. (2) Optional Fields. Optional fields are included at the discretion of the message originator. Usually the field information is provided if available. In some cases, the optional information is either unavailable or not applicable to the purpose of a given message. f. Repeatable Set and Field. A set and field may be consecutively repeatable; that is, a set or field may be repeated after itself. A repeatable set is repeated vertically on the next line; a repeatable field is repeated horizontally, each with its own field marker. The reference set is the only repeatable set in GENADMIN. The reference set also contains the only repeatable field (field 7, NASIS code) in GENADMIN. 3003. EXERCISE IDENTIFICATION. The Exercise Identification (EXER) set is used when a message applies to tasks or reports in connection with a designated joint, training, or special exercise. The EXER set is also used when not involved in a designated exercise; i.e., operating independently to report drill/ constructive events. The EXER set shall not be used when reporting real world events that occur in the course of an exercise; i.e., actual collision at sea, aircraft accident, etc. The EXER set is not used when the OPER set is used. Set example: EXER/WINTEX-CIMEX 90// 3004. OPERATION IDENTIFICATION. The Operation Identification (OPER) set is used when the message applies to real world or drill/constructive events in connection with a named operation. The OPER set is not used when EXER is used. Set example: OPER/JUST CAUSE// 3005. MESSAGE IDENTIFICATION. The Message Identification (MSGID) set is used to define the type of message being used which, in turn, determines the permissible sets and their order within a message. Set example: MSGID/GENADMIN/CMC ARB// MSGID/GENADMIN/PERS40// 3-6 ARLEX COMMSOP 3007 3006. SUBJECT. The subject set is a mandatory set and shall be included in all GENADMIN messsages following the MSGID set. Revised format follows: "SUBJ/XXXXXXXXXXXXXXXXXXX//" If the actual subj set is longer than 64 characters use a continuation line. Begin with a field marker and end with a double slant. Example: "SUBJ/XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX /XXXXXXXXXXXXXXXXXXXXXXXXXXXX//" 3007. REFERENCED MESSAGE INFORMATION. The Referenced Message Information (REF) set indicates pertinent references. If the referenced message is a USMTF message, the type and originator must be exactly as shown in the MSGID set of the referenced message. Each reference uses an individual REF set and is serialized alphabetically. 1. If your reference is a tactical message of the US Message Text Format (USMTF) message family or another message which has a unique message identifier (name), enter the message identifier in the 2nd field; e.g., GENADMIN, INTREP, ORDER, CASREP, MOVREP, AMRR, etc. 2. If you are referencing something other than a message with a unique message identifier, enter one of the following communication codes in the 2nd field. CODE REFERENCE CON Conference (meeting discussion, etc.) DOC Document (publication, instruction, regulation) LTR Letter (correspondence, memo) RMG Record Message (GENADMIN, other than a USMTF) TEL Telephone conversation VMG Voice Message 3. You must use a free text set to explain what the reference is if it is not a USMTF message; e.g., if you referenced a GENADMIN. You may use a free text set to provide additional information about any reference, including a USMTF message. 3-7 3008 ARLEX COMMSOP Set examples: REF/A/RMG/CMC MH/082219ZFEB90// REF/B/TEL/CNRC 00/17JAN90// 3008. AMPLIFICATION. The Amplification (AMPN) set is used to amplify or supplement the data contained in the preceding set only, and immediately follows that set. The message format may direct the insertion of an AMPN set or the set may be used at the discretion of the message drafter to amplify or supplement any preceding formatted set when the information to be conveyed will not logically fit in a formatted field in the message. If the total length of the set is more than 69 characters, it must be dispersed over more than one line, each line not exceeding 69 characters and the break between lines being made at a space between words. The set identifier "AMPN" will not be repeated for succeeding lines of amplifying test. Field markers are not required at the beginning of succeeding text lines. Do not split the end of set marker between lines. Set examples: AMPN/REF A IS THE THIRD CASREP ON THE FIRE AT PIER 1// AMPN/DIRECT PRESS INQUIRIES TO AMER EMBASSY SEOUL// 3009. NARRATIVE. The Narrative (NARR) set is used to provide amplifying information which pertains to a group of two or more immediately preceding sets. If several lines of narrative information are necessary, the set identifier (NARR) is needed only at the beginning of the first line. If the total length of the set is more than 69 characters, it must be dispersed over more than one line, each line not exceeding 69 characters and break between lines being made at a space between words. Field markers are not required at the beginning of succeeding data lines. Do not split the end of set marker between lines. Set example: NARR/REF A WAS PHONCON BETWEEN CDR CHAIN (USS SINGER) AND MR KEYS (NAVSAFECEN) ON MISHAP. REF B IS THE MISHAP REPORT SENT TO ALCON.// 3010. POC. The Point of Contact (POC) set is an optional set. If used, the first five fields are mandatory and must be used. Use this set to inlcude a POC for an action or messages. 3-8 ARLEX COMMSOP 3013 Set example: POC/CONTACT NAME/MIL RANK/PRIMARY PHONE NO/PRIMARY FREQ/POC LOCATION/SECONDARY PHONE NO/SECONDARY FREQ// POC/JOE SMITH/E9/DSN 224-1721/-/CMC/COM 703-614-1721/-// 3011. ACKNOWLEDGEMENT. The Acknowledgement (AKNLDG) set is an optional set if used it follows the POC set and first field is mandatory. Originators use this set when acknowledgement of receipt is required. Set example: AKNLDG/INDICATOR (YES OR NO)/INSTRUCTIONS OR UNIT(S) TO ACKNOWLEDGE// AKNLDG/YES/INST: BY MESSAGE// 3012. REMARKS. The Remarks (RMKS) set is used to insert an explanations or additional information about the entire message. The RMKS set appears immediately preceding the Downgrading or Declassification (DECL) set if the message is classified. If several lines of text are necessary, the set identifier (RMKS) is needed only at the beginning of the first line. When the total length of the set is more than 69 characters, it must be dispersed over more than one line. A line may not exceed 69 characters, and the break between lines should be made at a space between words. Field markers are not required at the beginning of succeeding data lines. Do not split the end of set marker between lines. Set example: RMKS/WHILE LIFTING A WEAPON IN THE FORWARD MAGAZINE, THE HOIST CHAIN SNAPPED DROPPING THE WEAPON TO DECK. EXCEPT FOR A DENT IN THE OUTER CASING, NO FURTHER DAMAGE IS EVIDENT.// 3013. DECLASSIFICATION. The Declassification or Downgrading (DECL) set is used to provide national security instructions. This set is mandatory if a message is classified, except when containing Restricted Data (RD) or Formerly Restricted Data (FRD), in which case it will not be used. Set examples: DECL/DOWNGRADE TO CONF 20 MAY 91// DECL/OADR// 3-9 3014ARLEX COMMSOP 3014. DISTRIBUTION BLOCK 1. The distribution block is for internal distribution of transmitted messages (has been sent notification). 2. Internal distribution shall be indicated as follows: a. The originator's code shall always appear first. b. Additional staff agencies to receive the messages shall be indicated immediately following the originator's code count. A maximum of three single-spaced lines may be used to list staff agencies. Codes will be separated by a slant. c. For ALMAR's the distribution block shall contain only the originator's code with the copy count desired if other than normal distribution and the word "GENDIST." d. For Special Handling Messages such as "PERSONAL FOR" or "SPECAT EXCLUSIVE FOR" the words "PERSONAL FOR" (name of local recipient) or "SPECAT EXCLUSIVE FOR" (name of local recipient) must follow each staff agency's code listed in the distribution block. It is the originator's responsibility to list, by agency and name, those individuals who are to receive local distribution. The originator's staff agency/name must appear first in the distribution block, followed by staff agency/name of additional distribution. 3015. DRAFTER BLOCK. This block should be completed to include name, title, office code, and phone extension of the drafter. 3016. RELEASER BLOCK. The releaser block shall contain the name, title, office code, and phone extension of the releasing official. 1. Per NTP-4, the requirement for the communications center to manually verify release authority no longer applies. Release authority is an administrative function that must be exercised by the staff agency entering messages into the communications system. 2. All messages on diskette, delivered to the communications center by an authorized courier, containing a Releasing Document are assumed to be released. 3-10 ARLEX COMMSOP 3020 3017. READDRESSAL MESSAGES. Incoming/outgoing messages may be readdressed by the action/information cognizant staff agency as follows: 1. A receiving staff agency which is an action addressee may readdress the message for either action or information. 2. A receiving staff agency which is an information addressee may only readdress the message for information. To aid the AACC in readdressing the correct message, a copy of the message being readdressed will be attached to the readdressal DD-173 Form (unclassified copies only). 3. Readdressed messages under 27 days old (driven by equipment limitations) may utilize the short form readdressal. Because the exact time of purge cannot be guaranteed, when readdressing a message approaching 27 days old, contact the AACC to ensure the message is in fact still in the system and has not yet been purged. 4. A readdressed message over approximately 27 days old (driven by equipment limitations) is to be retyped in its entirety. 3018. MESSAGE QUOTING. Message quoting allows the drafter to provide information or direction in addition to the information contained in the original message. Quotes may consist of por- tions or the entire message. When quoting portions or adding information to the message, the intended meaning of the original message must be preserved. A message containing the caveat "SPE- CAT EXCLUSIVE FOR/PERSONAL FOR" must be quoted in its entirety on a new message if forwarding to additional commands per NTP-3. 3019. MESSAGE CORRECTION. Messages transmitted with erroneous content, due to drafting errors, can only be corrected by the originator. Lengthy errors may be corrected by another command message, drafted by the originator of the incorrect message, which cancels the original message and provides a corrected version of that message. Minor errors may be corrected by another command message, drafted by the originator of the incorrect message, referencing the original message and citing the corrections to be made. Errors caused by equipment malfunction or operator error at the AACC will be corrected by a service message. To initiate such action, please fill out and deliver to the AACC a Message Distribu- tion Form (2100) NAVMC HQ 464 (Rev 6-88), and attach a copy of the message indicating required corrections. 3020. TIME OF TRANSMISSION (TOT). As defined herein, the DTG is a means of identification rather than an indication of the TOT. If the actual TOT is needed, it is located on the first line of the 3-11 3021ARLEX COMMSOP has been sent copies of all outgoing messages. The TOT, in the form of a seven-digit number, is the last set of numbers on this line. The first three digits give the Julian date, while the last four digits give the hour and minutes of the transmission in Zulu time. Example: 328/2334. 3021. ADDRESSING FOREIGN ACTIVITIES 1. Listing foreign nations as addressees certifies that the information contained in the message is releasable to those nations. Therefore, the statement "Releasable to (country)" is not required; i.e., MODUK LONDON UK. 2. Messages addressed to a Regional Defense Organization (RDO); e.g., NATO or friendly foreign government, require a Transmission Release Code (TRC) and releasing instructions. a. The TRC is a two-letter element used in conjunction with the classification redundancy. The TRC will be assigned by the AACC. b. Releasing instructions indicating the NATO security classification must be included on the classification line; i.e., "UNCLAS RELEASABLE TO NATO AS NATO UNCLAS //N_____//." c. Specific instructions referring to messages addressed to foreign countries/RDO's are contained in NTP-3 and ACP 117 CAN-US Sup-1. 3022. GENERAL MESSAGES 1. Only one general message (ALMAR) is transmitted from the AACC. ALMAR is the abbreviation for "ALL MARINES". ALMAR's are used to meet recurring requirements for dissemination of information concerning the functions of the Marine Corps. The ALMAR collective address designator indicates that the message must be transmitted/ relayed to all activities having Marines onboard. ALMAR's are numbered sequentially by the AACC. ALMAR's designated as Marine Corps orders, bulletins, and changes or revisions thereto, shall be prepared and staffed per instructions contained in MCO P5215.1. 2. Signing/releasing authority will be restricted to designated official billets listed in MCO P5215.1. 3. ALMAR's are held by the AACC for 90 days or until their self- cancellation date and are filed in numerical order, not by DTG. A copy may be requested by submitting a Message Distribution Form (2100), NAVMC HQ 464 (Rev. 6-88), to the DirAR (ARB). However, if the ALMAR is also a current directive, it should be obtained from the DirAR (ARE). 3-12 ARLEX COMMSOP 3023 4. NWP-4 addresses the cancellation of general messages. It should be noted that since no annual recap of ALMAR's is transmitted, all messages are automatically canceled after 90 days unless a specific cancellation date or event is included in the message. (The cancellation date may only be extended by another ALMAR transmitted prior to the cancellation date of the basic message.) Per MCO P5215.1, cancellation dates cannot be extended on Marine Corps bulletins. 3023. MINIMIZE. Minimize is a condition imposed by a commander to control electrical message traffic during an emergency or exercise. The purpose of minimize is to clear telecommunications networks of routine traffic, the urgency of which does not justify electrical transmission during an actual or simulated crisis. 1. Minimize Notice. Upon receipt of a minimize notification or cancellation message, the AACC will notify all subscribers. A copy of the minimize message will be distributed to all subscribers, and posted at the MRC window. There is a minimize board located just outside the AACC which lists all countries in a minimize status. 2. Review of Messages During Minimize. During minimize, it is essential that administrative traffic to the affected area be significantly reduced. Compliance with minimize is a user responsibility, not a communications function. Prior to releasing any message during minimize, drafters and releasers will review all messages to ensure electronic transmission to the affected areas is essential, and the lowest precedence is used consistent with speed of service contained in NTP-3. a. During minimize, originators shall apply the following criteria before originating any message: (1) Will immediate operations be adversely affected if the message is not transmitted electronically? (2) Is the message, or call in question, within a category specifically exempted from minimize by the imposing authority? b. Listed below are examples of exempted messages. This list is not meant to be all inclusive. (1) Critical intelligence or status of information instructions pertaining to the communications system affected by minimize. (2) Aircraft, fleet units, or troop movement information. 3-13 3024ARLEX COMMSOP (3) Logistical and statistical activities having a bear- ing on operational readiness. (4) Environmental forecast warnings and advisors. (5) Continuing research and development programs vital to the national interest. (6) Notification of serious illness, accident, or death involving Department of Defense personnel (military, civilian, or contract) or members of their immediate families. c. Only messages which pass these tests are authorized when minimize is in effect. Information which does not meet the above criteria, but transmittal is necessary, shall be forwarded as correspondence by mail. 3. Release of Messages During Minimize a. Arlington Annex releasers must determine the requirement for a message to be electronically transmitted into an area affected by minimize. b. The words "MINIMIZE CONSIDERED" will be typed in the special instructions block of the DD-173 Form to indicate the releaser's awareness of minimize. Messages NOT bearing this annotation will be returned to the releaser without having been transmitted. c. Releasers of messages being electronically transmitted to a minimize area will adhere to the instructions contained in this paragraph and will insert, as the last line of the text, "released by (rank/grade and name of releaser)." Classified messages will have the "released by" line inserted between the last line of text and the downgrading/declassification instructions. (Navy Subscribers only.) 3024. ADDRESSEES. The Message Address Directory (MAD) provides a standardized listing of all Navy, Marine Corps, Coast Guard, Air Force, Army, and Joint Command Plain Address Indicators. Navy and Marine Corps staff codes will receive the MAD through the AACC. Deviation from an address is not authorized and will result in a message being returned to the drafter for correction by the AACC. When in doubt as to the correct PLA, contact the AACC Message Research Center at 694-1328. 3025. DUAL ROUTING. Dual routing of message traffic is a procedure whereby messages addressed to a specified addressee are delivered to two destinations. This procedure is occasionally 3-14 ARLEX COMMSOP 3026 requested by afloat staffs who have split for operational reasons, and desire messages addressed to their Plain Language Address to be delivered to the commander afloat and admin staff ashore. Dual routing can be used by commanders deployed away from their units for operational reasons for no more than 60 days (NTP-4). CMC (AACC) is served by the Pentagon TeleCommunications Center (TCC), operated by the U.S. Army. Army, Air Force, and Joint Service TCC's do not dual route traffic and cannot be required to do so. Therefore, the AACC cannot dual route message traffic. 3026. DATA PATTERN MESSAGES. Data pattern messages prepared for transmission via magnetic tape will be constructed per instructions contained in JANAP-128. A DD-1392 Form will be provided to the AACC with each reel. The DD-1392 Form will be annotated by the AACC with transmission times and transmission acknowledgement numbers. The original will be maintained on file at the AACC, and a duplicate will be returned to the originator. 3-15 ARLEX COMMSOP CHAPTER 4 INCOMING MESSAGE PROCESSING PARAGRAPH PAGE NARRATIVE MESSAGE PROCESSING . . . . . . . . . . 4001 4-3 MAGNETIC TAPE MESSAGES . . . . . . . . . . . . . 4002 4-5 CARD MESSAGES . . . . . . . . . . . . . . . . . 4003 4-5 FIGURE 4-1 COMPLETED NAVMC HQ FORM 464 REQUESTING ADDITIONAL COPIES . . . . . . . . . . . . . 4-7 4-2 COMPLETED NAVMC HQ FORM 464 REQUESTING ACTION CHANGE . . . . . . . . . . . . . . . 4-8 4-1 ARLEX COMMSOP CHAPTER 4 INCOMING MESSAGE PROCESSING 4001. NARRATIVE MESSAGE PROCESSING 1. Types of Messages. The four types of messages received and distributed by the AACC are: command messages, messages requiring special handling, general messages, and Automated Message Proc- essing System (AMPS) messages. a. Command Messages. Command messages are messages con- cerning business of a routine nature. They are processed on a first-in-first-out basis with the exception of those bearing a precedence of EMERGENCY (YY), FLASH (ZZ), or IMMEDIATE (OO) actions or information. Automated distribution of command messages to the cognizant staff agency is based on the following routing parameters in the priority shown: (1) Distribution block (D) (2) AIG/CAD (A) (3) Flagged Code (F) (4) Passing Instructions Codes (P) (5) Incoming reference (I) (6) Manual intervention (M) or (M,C) (7) Outgoing reference (O) (messages initiated by the command). Routing by reference is a computer process which determines distribution if a message reference is detected. The reference having the most recent DTG will be retrieved from the 27-day, on-line message file. If found, that distribution will be assigned to the incoming message. (8) Unique Subject Indicator (U). Routing by USI is accomplished by a computer process which matches specific words and/or symbols to a list of like word groups in the computer. If identical matches are made by the computer, a predetermined route is affixed to the message. The USI list must be current to provide proper distribution for every message received. When messages are being routed to a particular staff agency which does not require or desire that particular subject, that staff agency must contact the AACC in order to update the listing. 4-3 4001 ARLEX COMMSOP b. Special Handling. Messages requiring special handling are those which, for reasons of security or administrative pri- vacy, must be processed outside the flow of command message traffic. c. General Messages. General messages are titled and consecutively numbered messages designated to meet recurring requirements for the dissemination of information to a wide, standard distribution. General messages are distributed to all staff agencies for appropriate action. d. Automated Message Processing System (AMPS) Messages. "AMPS messages" is the term applied to messages received at the JCS Communications Center and, because of content, are automati- cally readdressed to CMC for information, although such messages are not addressed to CMC. Current software and hardware configurations require a readdressal heading to be used. AMPS messages are distributed only to the Marine Corps Command Center (POC). 2. Requesting Copies of Messages. Staff agencies may request copies of messages by: a. Contacting the AACC to determine if the requesting staff agency was listed on distribution of the required message. If the message being requested is unclassified, the staff agency is not required to be in the assigned distribution. b. Filling out a Message Distribution Form (2100), NAVMC HQ 464 (Rev. 6-88), if the requesting staff agency was listed on distribution (See figure 4-1.) and bringing the completed form to the AACC. If the "URGENT" block is circled on the form, the courier is to wait for the requested message. If the form has been marked "URGENT" and the courier leaves the AACC, the request will be treated routinely and shall appear in the next day's message traffic. 3. Change of Action. Staff agencies may request a change of action on a message by: a. Filling out a NAVMC HQ 464 Form, if the requesting staff agency was listed as the action agency. b. Handcarrying the NAVMC HQ 464 Form to the AACC for processing. c. Prior to submission of an action change to the AACC, the "COORDINATED WITH" block must be completed. (See figure 4-2.) 4-4 ARLEX COMMSOP 4003 4002. MAGNETIC TAPE MESSAGES. The AACC handles both incoming and outgoing tapes. 4003. CARD MESSAGES. Card messages are printed out on paper vice cards. 4-5 ARLEX COMMSOP Figure 4-1.--Completed NAVMC HQ Form 464 Requesting Additional Copies. 4-7 ARLEX COMMSOP Figure 4-2.--Completed NAVMC HQ Form 464 Requesting Action Change. 4-8 ARLEX COMMSOP CHAPTER 5 MAINTENANCE OF STAFF AGENCY MESSAGE FILES PARAGRAPH PAGE MAINTENANCE OF STAFF AGENCY MESSAGE FILES . . . 5001 5-3 5-1 ARLEX COMMSOP CHAPTER 5 MAINTENANCE OF STAFF AGENCY MESSAGE FILES 5001. MAINTENANCE OF STAFF AGENCY MESSAGE FILES 1. Maintenance of staff agency message files is not the respon- sibility of the AACC. The "has been sent" copy of the message is provided to every staff agency for inclusion into staff agency files. 2. The AACC will maintain a consolidated file (microfiche) of all transmitted and received messages (secret and below) for a period of 1 year. 5-3 ARLEX COMMSOP CHAPTER 6 SPECIAL HANDLING MESSAGES PARAGRAPH PAGE GENERAL . . . . . . . . . . . . . . . . . . . . . 6001 6-3 SPECIAL CATEGORY (SPECAT) MESSAGES. . . . . . . . 6002 6-3 SPECIAL CATEGORY (SPECAT) SIOP-ESI. . . . . . . . 6003 6-4 SPECIAL CATEGORY (SPECAT) EXCLUSIVE FOR . . . . . 6004 6-4 TICON . . . . . . . . . . . . . . . . . . . . . . 6005 6-4 PERSONAL FOR MESSAGE PROCEDURES . . . . . . . . . 6006 6-4 "FOR" MESSAGE PROCEDURES. . . . . . . . . . . . . 6007 6-4 LIMITED DISTRIBUTION (LIMDIS) PROCEDURES. . . . . 6008 6-4 AMERICAN RED CROSS (AMCROSS) MESSAGES . . . . . . 6009 6-5 TOP SECRET. . . . . . . . . . . . . . . . . . . . 6010 6-5 6-1 ARLEX COMMSOP CHAPTER 7 SPECIAL HANDLING MESSAGES 6001. GENERAL. On occasion, messages between commanders must receive special handling and distribution in addition to that afforded by the assigned security classification. To identify such messages, message drafters/releasers are responsible to determine the need for and apply special handling designations (paragraph 3004.6) or delivery instructions, and to correctly place them within the message text. 6002. SPECIAL CATEGORY (SPECAT) MESSAGES 1. SPECAT messages are those classified messages identified with a specific project or subject requiring special handling procedures, supplemental to the security classification, to ensure the message is handled and viewed only by properly cleared and authorized personnel. SPECAT messages are divided into two types: SPECAT SIOP-ESI, and SPECAT (less SIOP-ESI). a. Per NTP-4, SPECAT SIOP-ESI messages must be classified Top Secret. b. Per NTP-4, SPECAT (less SIOP-ESI) messages will be classified at least Confidential. A chart of types of classified messages presently designated SPECAT can be found in chapter 8 of NWP-4. Regardless of security classification, SPECAT messages will be controlled and accounted for per Top Secret procedures. 2. Clearance for personnel handling and processing SPECAT (less SIOP-ESI) messages will meet the criteria established in OPNAVINST 5510.1. Personnel who are authorized to pick up/deliver SPECAT messages will be designated in writing by their branch head and briefed on the sensitivity of the information in SPECAT traffic. a. Staff agencies will furnish the AACC with a list of the authorized recipients of SPECAT messages. In the absence of such a list, the AACC will limit the distribution of the message to the staff heads only per NTP-4. b. Internal delivery of SPECAT messages may be effected in sealed envelopes to permit delivery by messengers not cleared for SPECAT. Initial distribution shall be limited to the person(s) whose name, title, or designation appears therein. Additional copies may be made for further distribution as directed by the designated recipient per NWP-4. 6-3 6003 ARLEX COMMSOP 6003. SPECIAL CATEGORY (SPECAT) SIOP-ESI. These messages require stringent controls over reproduction, dissemination, transmission, access, and accountability. SIOP-ESI messages will be classified Top Secret only, and must contain the SPECAT caveat. Staff agencies having the requirement to process SIOP-ESI messages must certify that the provisions of OPNAVINST S5511.35 have been met. Only those personnel who are listed on the SIOP-ESI Permanent Access Roster for HQMC are authorized to handle or process SIOP-ESI messages. 6004. SPECIAL CATEGORY (SPECAT) EXCLUSIVE FOR. This message was established for those rare classified matters which require the highest degree of privacy between individuals as opposed to command or offices. Within the Navy, SEF is reserved for use by Flag and General officers, or officers in command status. SEF messages are for transmission of certain high level policy or politically sensitive matters limited for the eyes of the named recipient only per NTP-4. 6005. TICON. OPNAVINST C3490.1 contains detailed procedures for TICON messages. 6006. PERSONAL FOR MESSAGE PROCEDURES. These messages are those classified and unclassified messages marked "PERSONAL FOR" a person by name or title, and are treated as a personal message. The use of PERSONAL FOR messages is reserved for officers of flag rank, general officers, and officers in a command status. Distribution is made solely to the designated recipient. Additional distribution may be made as directed by the recipient. PERSONAL FOR messages should not be accounted for, logged, or destroyed in any special manner except as specifically required by the classification applied to the individual message. 6007. "FOR" MESSAGE PROCEDURES. Those messages classified or unclassified, marked "FOR" a person by name or title. Such messages do not warrant special handling except for that required by the classification. 6008. LIMITED DISTRIBUTION (LIMDIS) PROCEDURES. These messages are associated with special projects, cover names, or specific subjects. The intent of LIMDIS is to limit the distribution of messages to personnel with a need to know and who are specifically authorized by the command to have access to such information. 6-4 ARLEX COMMSOP 6010 6009. AMERICAN RED CROSS (AMCROSS) MESSAGES 1. In order to ensure rapid delivery of all traffic concerning death or serious illness, up to IMMEDIATE precedence may be assigned to AMCROSS messages. Additionally, per NWP-4, EFTO markings should not be applied to AMCROSS traffic because such action incurs excessive delays and results in needless manual handling. 2. AMCROSS messages contain information which is very personal to the intended recipient. Therefore, personnel will not discuss the contents of such a message with anyone and will limit the message distribution to the executive officer or an appointed alternate only. 6010. TOP SECRET. TOP SECRET messages are not in themselves SPECAT messages, since TOP SECRET is a standard security classification as defined by existing Department of Defense and service instructions. The term SPECAT will not be used on messages classified TOP SECRET, except when a TOP SECRET message is concerned with a project or subject which meets the criteria specified for SPECAT messages. 6-5 ARLEX COMMSOP CHAPTER 7 COMMUNICATIONS IMPROVEMENT MEMORANDUM (CIM) PROGRAM PARAGRAPH PAGE PURPOSE . . . . . . . . . . . . . . . . . . . . . 7001 7-3 POLICY. . . . . . . . . . . . . . . . . . . . . . 7002 7-3 RESPONSIBILITIES. . . . . . . . . . . . . . . . . 7003 7-3 ACTION. . . . . . . . . . . . . . . . . . . . . . 7004 7-4 FIGURE 7-1 CORRECTIVE ACTION REQUEST FORM . . . . . . . 7-5 7-2 COMMUNICATIONS IMPROVEMENT MEMORANDUM. . . . 7-6 7-3 MESSAGE DRAFTER'S CHECKLIST. . . . . . . . . 7-7 7-1 ARLEX COMMSOP CHAPTER 7 COMMUNICATIONS IMPROVEMENT MEMORANDUM PROGRAM 7001. PURPOSE. To describe the AACC communications improvement program for increasing the speed and efficiency of communications services and providing feedback to message drafters and releasers on errors which impede automated message processing. 7002. POLICY 1. Communications centers are required to administer a com- munications improvement program to assist drafters in reducing message processing errors. The resulting Communication Impro- vement Memorandum (CIM) and Corrective Action Request (CAR) are generated for instructional purposes. Although they should be brought to supervisory attention, they are not intended to be used for punitive action. 2. Message drafters will prepare messages per NTP-3 and OPNAVINST 2300.42. 7003. RESPONSIBILITIES 1. The AACC is responsible for establishing and maintaining a CIM program per NTP-3 and OPNAVINST 2300.42 to assist subscribers in reducing message processing errors and writer-to-reader time. The AACC will identify message construction/procedural errors to message drafters, using either figure 7-1 or 7-2, as follows: a. Routine Precedence Messages. Using the CAR form (figure 7-1), with a copy to the respective subscriber, return to the message drafter all routine precedence messages that con- tain message construction errors of any kind. If over a weekend or holiday, the AACC will make every attempt to notify the respective subscriber's duty officer. b. Priority Precedence Messages. Transmit if there are two or less minor errors in message preparation. Use figure 7-2, routing via the respective subscriber, to identify the reason for manual intervention. Return to message drafter if more than two minor errors, or any major message preparation errors exist. Use figure 7-1, with a copy to the respective subscriber, to identify corrective action required by message drafter, and call message drafter during normal working hours, or duty officer after normal working hours. If over a weekend or holiday, make every attempt to notify subscriber's duty officer. 7-3 7004 ARLEX COMMSOP c. Immediate or Above Precedence Messages. Transmit regardless of number of minor errors, and notify the message drafter of preparation errors using figure 7-2, routing figure 7-2 via the respective subscriber. If message contains major discrepancies, notify the message drafter immediately. During normal working hours, coordinate correction of errors with the message drafter. If the message must be retyped because of numerous major discrepancies, request the message drafter to correct the message. If after normal working hours liaison with/assist the respective subscriber's duty officer or message drafter to ensure timely correction and message release. 2. The AACC is also responsible for providing training on message preparation, as requested by serviced subscribers. 3. Message drafters are responsible for preparing outgoing messages per NTP-3. Additionally, message drafters will: a. Review the reference paragraph of the publication cited in CIM/CAR. b. Correct messages returned to them by CAR and resubmit to the AACC for transmission. c. Ensure training is provided to prevent recurrence of errors cited in CIM/CAR. d. Contact the AACC QC, ext. 4-1721/1723 for assistance with errors which are not fully understood or references cited in CIM/CAR which are not held. e. Maintain an up-to-date list of after-hours point of contact for communications matters on file at the AACC. f. Encourage message drafters, typists, and releasers to use the message drafter's checklist provided (figure 7-3) or similar checklist unique to their respective message drafting requirements. 7004. ACTION. All respective subscribers served by the AACC will strive to achieve a 1 percent or less message preparation error rate. The AACC will administer a communications improvement program to assist subscribers in achieving a 1 percent message processing error rate. 7-4 ARLEX COMMSOP Figure 7-1.--Corrective Action Request Form. 7-5 ARLEX COMMSOP Figure 7-2.--Communications Improvement Memorandum. 7-6 ARLEX COMMSOP MESSAGE DRAFTERS CHECKLIST ___1. Correct page numbering {para 804.a.}. ___2. Precedence {Chapter 4}. ___3. Classification {para 702}. ___4. Time of file same on all pages of multi-page message {para 804.h.}. ___5. OPS or ADMIN, and OPSIG{s} as required, assigned {paras 302, 303 and 804.j.}. ___6. Correct placement of FROM/TO/INFO/XMT addee line {para 805}. ___7. Valid short title {para 502.a.}. ___8. Office codes if applicable {para 501.b}. ___9. Authorized use of AIGs/CADs (para 104.b.{1}}. __10. Addressees requiring more than one line have second and subsequent line indented five spaces {para 602.b}. __11. Numerical designators spelled out in address {para 501.a.{7}}. __12. Correct symbols used: Zero {0} and OSCAR {O}. __13. RADDRS correctly formatted {para 809}. __14. RADDRS addressed to AIGs/CADs {para 305.i.}. __15. Correct SSIC {para 706}. __16. Subject Line Included {para 710}. __17. References are complete and in proper order {para 711}. __18. NOTAL/PASEP used if applicable {para 711.a.{1}}. __19. Downgrading instructions {para 712.f.}. __20. Distribution correctly prepared {para 807.a.}. __21. No more than sixty nine characters to each line {para 806.d.}. __22. Proper use of correction tape {para 803.b.{1}}. __23. Proper OCR font used {para 801.c.}. Figure 7-3.--Message Drafter's Checklist. 7-7 ARLEX COMMSOP APPENDIX A COMMUNICATIONS RELATED SUBJECTS AND PUBLICATIONS The following list is an extract of subjects from the NTP-1 which are directly related to communications policy and procedure. The list is not meant to be all inclusive, but is meant to provide those subjects that are dealt with occasionally by subscribers of the AACC, and to provide source listings for further research by the subscriber. (Refer to the current edition of publications listed.) SUBJECT PUBLICATIONS Accountability (Comm Publications-Crypto Material) ................................ ACP-122 Accountability (CMS Publications).......... NTP-4 Accountability (Physical Comm Security).... ACP-122 Address Designators........................ JANAP-128; ACP-121 ACP-121 US Supp 1 Address Groups............................. ACP-176; ACP-121 ACP-121 US Supp 1 NTP-10; ACP-149 Address Indicator Groups................... NTP-3 Supp-1 J; ACP-121; ACP-121 US Supp 1 Addressing Messages........................ ACP-121 US Supp 2; NTP-10; NWP-4 ACP-121; ACP-124 US Supp 1; ACP-124; ACP-129 Altroutes.................................. JANAP-128 AUTODIN.................................... JANAP-128; NTP-4 Automated Systems.......................... NTP-4 Book Messages.............................. NTP-3; ACP-121 ACP-121 US Supp 1; ACP-126; ACP-127 Changes and Corrections (Comtac Pubs)...... NTP-4 Classification............................. OPNAVINST 5510.1; NWP-4; ACP-121 US Supp 1; ACP-127 US Supp 1; ACP-122; JANAP-128; ACP-125; ACP-124; ACP-127; DoD-5200.1-R A-1 ARLEX COMMSOP Classified Matters......................... NWP-4; NTP-10; DoD 5200.1-R; JANAP-128; NTP-4 Code Words................................. ACP-121 US Supp 1; DoD-5200.1-R Codress Messages........................... NTP-9;JANAP-128; ACP-122; NTP-8; ACP-124; ACP-121; ACP-121 US Supp 1 Collective Address Designators............. NTP-3; ACP 127 Comm Center................................ ACP-122; NTP-4 Comm Security.............................. NWP-4; ACP-121 US Supp 1; JANAP-128; ACP-121; ACP-122; ACP-149; ACP-125; NTP-10; NTP-4; OPNAVINST 5510.1 Compromise................................. DoD-5200.1-r Content Indicator Code..................... JANAP-128; NTP-3 Crypto..................................... NTP-4 Cryptographic Security..................... ACP-122; JANAP-128; NTP-10; DoD-5200.1-r; OPNAVINST 5510.1 Data Comm.................................. ACP-121 US Supp 1 Date-Time-Groups........................... NTP-3; ACP-127; ACP-127 US Supp 1 DD-173 Form................................ NTP-3 Destruction................................ ACP-122; NWP-16; OPNAVINST 5510.1 Downgrading Instructions................... NTP-3; DoD-5200.1-R; OPNAVINST 5510.1 Dual Precedence............................ ACP-121; ACP-124 Emergency Command Precedence............... NTP-3; NWP-4 Emergency Message.......................... NWP-4 Flash Precedence........................... NTP-3 Flash Message.............................. JANAP-128 Format..................................... JANAP-128; ACP-124; ACP-121 US Supp 1; ACP-127; ACP-176; NTP-3 FOUO....................................... NTP-3; NWP-4 General Messages........................... NTP-3; NWP-4 Immediate Precedence....................... NTP-3 Incoming Message Procedures................ ACP-124 JANAP-128 Procedures....................... JANAP-128 Julian Date................................ ACP-127 US Supp 1 LIMDIS Messages............................ ACP-121 US Supp 1; NWP-4; NTP-3 A-2 ARLEX COMMSOP Mailed Messages............................ NTP-3 Message Addressing......................... ACP-121 US Supp 2; NTP-3; NTP-10 Message Drafter............................ NTP-3 Message Originator......................... NTP-3 Message Readdressing....................... NTP-3; NTP-10 ACP-121 US Supp 1; JANAP-128; NWP-4 Message Releaser........................... NTP-3; NTP-10 Message Text Format........................ NTP-3; ACP-121; ACP-121 US Supp 1; JANAP-128; NWP-4 Message Types.............................. ACP-121 US Supp 1; NTP-3; NTP-8; ACP-121; NWP-4; ACP-124; ACP-127; ACP-125 Messages (Code Word)....................... ACP-121 US Supp 1; ACP-121 Message Courier............................ NTP-4; ON1-C5510.90; OPNAVINST 5510.1 Messenger Courier.......................... ACP-121; ACP-121 US Supp 1 Minimize................................... NWP-4; ACP-121; JANAP-128; ACP-121 US Supp 1; NTP-10; NTP-3 Multiple Address........................... NTP-9; NTP-3; ACP-121; ACP-127 NATO....................................... NWP-4 NOTAL...................................... NTP-3 Off-line Encrypted Messages................ ACP-121 US Supp 1; ACP-121; NTP-4 Office Codes............................... NTP-3 Originator................................. JANAP-128; NTP-3; ACP-121 US Supp 1; ACP-121; ACP-127 Outgoing Message Procedures................ ACP-124; ACP-121; ACP-121 US Supp 1; ACP-127; ACP-176; NWP-4; NTP-3; NTP-4 PASEP...................................... NTP-3 Physical Security.......................... ACP-122; NTP-10; ACP-121 US Supp 1; ACP-149; OPNAVINST 5510.1; OPNAVINST 5530.14 PLAD....................................... NTP-3; MAD A-3 ARLEX COMMSOP Plain Language............................. ACP-127 US Supp 1; ACP-122; JANAP-128; NTP-3; ACP-127 Precedence................................. NTP-3 Priority Precedence........................ NTP-3 Publications............................... NTP-4; ACP-121; ACP-176; NTP-10; NWP-4 Readdressing Messages...................... NTP-8; ACP-121; NTP-3; ACP-127 US Supp 1; ACP-126; ACP-127 Restricted Data............................ NTP-3 Routine Precedence......................... NTP-3 Security................................... DoD-5200.1-R; ACP-149; ACP-121; ACP-121 US Supp 1; NTP-4; OPNAVINST 5510.1 Single Address............................. ACP-121; NTP-3; ACP-121 US Supp 1; ACP-127 SPECAT Messages............................ NWP-4; NTP-3; ACP-121 US Supp 1; SSIC....................................... NTP-10; NTP-3; SECNAVINST 5210.11 Station Serial Number...................... JANAP-128; ACP-127 Storage.................................... ACP-122; DoD-5200.1-R Stragglers................................. JANAP-128; ACP-149; ACP-127 US Supp 1 Suspected Duplicates....................... JANAP-128; ACP-127; ACP-127 US Supp 1 Text....................................... NTP-9; NTP-3; ACP-121; ACP-121 US Supp 1 Top Secret Messages........................ NWP-4 A-4 ARLEX COMMSOP APPENDIX B GLOSSARY OF TERMS The following is a list of terms and/or acronyms used throughout this publication. AACC - Arlington Annex Communications Center Code - Any office or department which uses the AACC; or a group of letters which stands for or represents a particular office (example: A is Aviation, M&RA is Manpower and Reserve Affairs). Staff Agency - Any department/division which uses the AACC. Subscriber - AACC user, any person or office which delivers messages to or receives messages from the AACC. User - Any office or department which uses the AACC or its services. AACC - Arlington Annex Communications Center ADMIN - Administrative AIG - Address Indicator Group AMCROSS - American Red Cross AMPN - Amplification Set AMPS - Automated Message Processing System ARLEX - Arlington Annex CAD - Collective Address Designator CAR - Corrective Action Request CHOP(S) - AACC identification number CIC - Content Indicator Code CIM - Communications Improvement Memorandum CON - Conference CWO - Communications Watch Officer DECL - Declassification DOC - Document DOD - Department of Defense DTG - Date/Time/Group ESI - Extremely Sensitive Information EXER - Exercise Identification Set FOUO - For Official Use Only FRD - Formerly Restricted Data B-1 ARLEX COMMSOP GENADMIN - General Administrative Set GENDIST - General Distribution JDTG - Julian Date/Time/Group LIMDIS - Limited Distribution LMF - Language Media Format LTR - Letter MAD - Message Address Directory MRC - Message Research Center MSGID - Message Identification Set MTF - Message Text Format NARR - Narrative Set OCR - Optical Character Reader OPER - Operational Identification Set OPS - Operational ORIG/MSGIDENT - Originator's Message Identification PLA - Plain Language Address POC - Point of Contact PCTC - Pentagon Consolidated Telecommunications Center RADDR - Readdressal RD - Restricted Data RDO - Regional Defense Organization REF - Referenced Message Information RMG - Record Message RMKS - Remarks Set SHD - Special Handling Designator SIOP - Single Integrated Operational Plan SPECAT - Special Category SSIC - Standard Subject Identification Code TEL - Telephone conversation TICON - Tight Control TOD - Time of Delivery TOR - Time of Receipt TOT - Time of Transmission TRC - Transmission Release Code USI - Unique Subject Indicator USMTF - United State Message Text Format VMG - Voice Message WWMCCS - Worldwide Military Command and Control System XMT - Exempt ZEN - Delivered by other means B-2