name-title symbols) to be used are determined by the
The systems you will work with are
volume of written matter in each category to be filed.
microcomputers. They can be programmed, but it is
There may be no need to establish any folders on some
not a necessity. Primarily, you will use packaged or
major series groups, while other groups may require
o ff - t h e - s h e l f p r o g r a m s d e s i g n e d f o r s p e c i fi c
several folders broken down to primary, secondary, and
applications. You will use three basic programs: word
tertiary subgroupings.
processing, data management, and spreadsheets.
For further information on setting up and using
Word-Processing Programs
correspondence files, consult SECNAVINST 5210.11.
You can use word-processing programs for any
AUTOMATED DATA-PROCESSING
f u n c t i o n t h a t i nvo l v e s t e x t , s u c h a s l e t t e r s ,
EQUIPMENT
memorandums, forms, and so forth. You can also edit,
store, retrieve, and print the text. Using these functions,
The use of computers for office information
you can delete lines, sentences, and paragraphs. You
systems has grown tremendously within the last 10
can move paragraphs from one part of the text to
years. They can be used to perform many tasks that
another or to a completely different document. Word
would normally consume hours of work each time a
processing is particularly useful for text documents
document or a page needed to be retyped.
that are repetitive or that require many revisions. It
By using word-processing equipment, you can
saves much document retyping.
create letters, memorandums, forms, and other
documents that once had to be typed on a typewriter.
Data-Management Programs
Once the information has been created, you can save it
Data-management programs allow you to enter
on a disk for future use--you do not have to recreate it
at a later date if you need it again. If any information
and retrieve data in a variety of ways. You enter the data
needs to be changed, you can make corrections,
into the computer, where it is stored on a disk. Once the
rearrange paragraphs, or change the document in any
file is stored on the disk, you can retrieve it by
manner, depending on the action required.
searching the records. Also, you can print specific
fields from the file. For example, you can print a
Never before has technology reached the point
command roster with name, rank, and social security
where whole instructions, letters, and large quantities
number, or you can print the names in alphabetical
of classified information could be placed in so small an
order. You can also generate reports by specifying what
area. The possibility that information can be lost or
records you want to use, what data you want from those
stolen because of improper safeguards and misuse is an
records, and whether you want data from more than
ever-present danger. Automated data-processing
one record to be combined with other records. This
(ADP) equipment is an invaluable asset in time
program is extremely useful in the administrative and
savings. It is up to you to ensure that it is properly used
supply areas.
and protected.
This section discusses proper use, care and
Spreadsheet Programs
maintenance, protection, and security of ADP
Spreadsheet programs are tables of rows and
equipment.
columns of numbers that allow you to specify needed
ADP EQUIPMENT USE
calculations. You enter the basic information into the
appropriate row or column, and the program does all
The first and foremost thing to remember is that
the calculations automatically.
word-processing systems are to be used for official
business only. They are not for your own personal use
ADP EQUIPMENT CARE AND
or for playing games during your breaks. It is your
MAINTENANCE
responsibility to ensure that there is no unauthorized
A D P e q u i p m e n t i s n o r m a l l y c ove r e d b y a
use of the equipment. The unauthorized use of
maintenance contract to ensure that any system that
computer disks can possibly result in computer
fails is corrected only by authorized maintenance
viruses, which are destructive program intrusions that
personnel. Do not, under any circumstances, try to
can destroy, modify, disclose, or deny use of the
repair the system yourself.
equipment.
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