Administration, Planning StaffDRAFT 30 April, 1999Go back to: Corps as a Warfighting HeadquartersAssociated sections:
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Files The administration section conducts those routine tasks of the planning process to free the planners from distraction and maintain their focus on the Military Decision Making Process to develop the base plan and sequels. Specific functions
Incoming administrative traffic (message, documents, operational plans, maps, letters, etc.). Administrative matter assigned to the J5 will be given to the Journal Clerk in the J5. The Journal Clerk will sign for all classified materials. All administrative materials will be logged into the EAC HQ’s records. The Journal Clerk passes all administrative matter to the respective Team Chief. The respective Team Chiefs review all administrative matter and exchange those items of interest, ensuring a free exchange of information. The Team Chiefs identify those items that require action and assign a project action officer responsible for completing the task. Items of general interest to several areas are circulated through those officers having a vested interest. Each officer initials the item to indicate that he has seen the material, and indicates the action taken. When no action is required and the items are of sufficient value to retain in the EAC HQ’s files, the Team Chief indicates "file" on the item. After all interested personnel have reviewed the administrative matter, it will be returned to the appropriate Journal Clerk with disposition instructions (i.e., file, destroy, pass to J4, etc.). Outgoing Administrative Traffic. Administrative matter originating in the J5 for
dispatch to an addressee outside the EAC HQ’s will be maintained electronically. The
administrative item will be staffed through appropriate EAC HQ’s staff sections prior
to dispatch. After staffing it will be given to the Journal Clerk for recording purposes,
then to the AG for assignment of an EAC HQ’s control number for classified material,
and in the case of messages an EAC HQ’s message identification number. The hold copy
will be retained in the J5. The administrative item is then forwarded to the message
center for dispatch. J5 Reading Files. A reading file will be established and maintained by the G/J/C3 to keep the CEAC HQ’s apprised of the latest administrative traffic. This file will be concerned primarily with incoming message traffic; however, outgoing message traffic that has not been coordinated through CEAC HQ’s will be included in the file. One copy of each incoming message will be in the CEAC HQ’s reading file. After CEAC HQ’s has read the file, all messages will be removed preparatory to inserting new messages. The most appropriate time to effect this change is after the morning and evening briefings. The reading file should be passed to CEAC HQ’s prior to these briefings to provide him with current information. The EAC HQ’s Journal. The EAC HQ’s Journal is a chronological account of the activities of the J5 and the EAC HQ’s. All administrative items that have a bearing on the tactics, techniques, operational capabilities, plans, doctrine, and methodology of the EAC HQ’s will be entered into the EAC HQ’s Journal. A separate journal is maintained by the G/J/C2 element pertaining exclusively to intelligence matters. Each staff officer reviewing administrative matter in the J5 will identify those items that are journal entries by labeling the item "Journal Entry". The Journal Clerk will brief the item in the description section of the Journal and list each item in numerical sequence. He will monitor the "Action Taken" column to make certain that each item has a close-out entry. All items should be closed out within 24 hours after the entry has been made. J5 Radio/Telephone Record. A Radio/Telephone record sheet is maintained by J5 action officers to record incoming and outgoing radio/telephone conversations with higher, lateral, or subordinate headquarters. The action officer will identify those radio/telephone conversations that should be journal entries after completion of the form. When action taken is complete this will be stated in the radio/ telephone record form. J5 Files. The G/J/C3 Journal Clerk, assisted by the clerk typist and under the supervision of the Operations NCO will maintain the J5 Operations Files. The current files will be maintained on clipboards and identified by the command or function they represent. As a minimum, files will include the following:
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