investigations or studies necessary for a complete answer, then the receipt of the communication should be acknowledged, with the statement that reply will be made as soon as the necessary facts or data can be obtained, or other appropriate words, indicating that the correspondence is receiving attention. At any time when there is not sufficient clerical assistance to handle correspondence promptly, the matter should immediately be brought to the attention of the chief clerk.

3-148. Official correspondence and other papers or data shall not be kept in drawers of desks or drafting tables, but shall be exposed on the top of the desk or drafting table, preferably in baskets where provided for this purpose, of the person charged with the custody of such papers, in order that they may be examined at any time by the chief clerk or his authorized representative. The draftsman in charge will instruct all employees in the drafting room and see that each one personally understands the requirements of this order.

3-149. No official papers may be removed from the file jackets of official correspondence of the Bureau of Yards and Docks except by the chief clerk or the correspondence file clerk.

3-150. Economies file. An extra carbon, to be marked "Economies file," shall be prepared of each letter or indorsement which disapproves, in whole or in part, any request for allotment, or other request which, if approved, would require the expenditure of money; also, where necessary, a memorandum shall be prepared for the economies file, showing any saving or economy ordered, approved, or otherwise effected, and not shown by any letter or indorsement prepared in the bureau. The file will be kept in the correspondence files room. Papers will be arranged in chronological order. No special index will be required.

3-151. Accumulation or misplacement of papers and articles. Officers and clerks shall avoid the practice of allowing papers, drawings, books, and other matter to accumulate on their desks. Such articles or papers as are considered desirable on desks should be arranged in an orderly manner, so as to present a sightly appearance, and to minimize the mislaying of papers and reduce the accumulation of dust or dirt. Constant use of desks, filing cabinets, etc., for the storage of books, plans, wraps, etc., indicates untidiness, and is

forbidden. Tops of all filing cabinets, lockers, and similar furniture shall be kept clear.

3-152. Mailing of inclosures under separate cover. Drawings or other inclosures accompanying letters under separate cover will not be mailed until after the transmitting letter has been signed. If the mailing of drawings or other inclosures is an urgent matter, steps may be taken to expedite the signature of the letter. No drawings or other papers may be mailed without a transmitting letter. The necessary routine to facilitate the execution of this order is the duty of the chief clerk.

3-153. Use of telegraph to be minimized. The telegraph service should be used only in cases which will not admit of the delay necessitated by the use of mails.

3-154. Long-distance telephone calls which involve toll charges shall be made only by permission, in each instance, of the assistant chief of bureau, or, in his absence, of the chief of the bureau. This provision applies likewise to messages over leased lines. "Before making long-distance telephone calls, each case will be carefully considered and the telephone will not be used if another method of communication can be utilized without injury to the efficiency of the service." (Memorandum of Secretary of the Navy, January 23,

1919.)

3-155. All requests for travel orders for civilian personnel, indicating the approximate length of time required to complete the temporary duty, are to be made through the chief clerk, giving him a memorandum covering place or places to be visited, nature of duty, date when travel is expected to begin, cost to Government, and other pertinent data.

3-156. Rating of all employees, whether civilian or enlisted, will be brought to the personal attention of the assistant chief of bureau and will be finally passed on by that officer or the chief of bureau. No rating will be sent into the department except over the signature of one or the other of these officers.

3-157. Punctuality is demanded of every employee. Each employee shall upon arriving at the bureau enter his or her name on the attendance sheet, noting thereon the hour and minute of arrival; upon departure the like procedure shall be followed. The attendance sheets shall be taken up by the chief clerk at 9.05 a. m.

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3-158. Ailments to be reported. Officers, clerks, or other employees suffering from contagious, infectious, or epidemic disease, or any member of whose family, or inmate of whose residence, is so suffering, must report this fact to the chief clerk of the bureau.

3-159. Periodical inspection of all offices, spaces, and storerooms will be made from time to time by the chief of bureau or his representative.

3-160. The board room of the bureau is under the cognizance of the chief clerk. This room must be kept in proper condition and available for use at all times, and must be locked when not in use.

3-161. The reading of newspapers, magazines, or other matter extraneous to bureau affairs will not be permitted during office hours.

3-162. The receiving or entertaining of visitors frequently or for protracted periods is considered detrimental to the conduct of official business, and will not be permitted.

3-163. Persons excluded. Agents, peddlers, solicitors, or other persons canvassing the bureau for subscriptions or contributions, and without permission in writing from the Secretary or Assistant Secretary of the Navy, must be immediately reported to the chief clerk of the bureau or to the captain of the guard.

CHAPTER 4.

CONTACTS OF THE BUREAU WITHIN THE GOVERNMENT

SERVICE.

4-01. Correspondence with departments of the Government. "All official correspondence of the Navy Department, its bureaus or offices, with other executive departments, except from officers serving temporarily under such departments, and excepting also correspondence in relation to accounts, pensions, or records of service, will be conducted by the Secretary of the Navy." (N. R. 2012.) When formal communication has been established through official correspondence on the part of the department head, it is customary, where circumstances permit, for further informal communications, either oral or written, to be direct between officers involved. Information and advice on various subjects are conveniently exchanged between the bureau and other bureaus in Washington as occasion arises. Such cooperation is limited only by the scope of activity of each bureau and the body of data readily available, and can not be foreseen in each instance. Communication in matters of technical information is generally conducted for the bureau by its research and data section.

4-02. Relations within the Government, how arising. Contacts betweeen the Bureau of Yards and Docks and other departments or their bureaus, within limits consistent with departmental policies, are necessary and desirable. They arise chiefly from the two following conditions: (1) The assignment, by law, of authority in particular fields to certain departments or their bureaus, making it necessary for this bureau to guide certain of its activities and projects in accordance with such authority; and (2) the necessity, in order that the bureau's work may be efficiently prosecuted, of consulting other bureaus for the information or expert advice which they are qualified to offer. The latter relation is, necessarily, mutual. Principal points of contact are listed in this chapter, a departmental classification being used. A study of these contacts will serve to make clear the great advantages to be obtained through cooperation and coordination of effort within the Government, as well as to point out the legal relations in certain matters of interes to the bureau.

4-03. Yards and stations desiring information. In general, yards and stations will advise the bureau of all matters coming under its cognizance concerning which it is desirable to conduct correspondence with other departments or offices.

4-04. The most important contacts are stated below, with explanatory matter where advisable. The list is necessarily subject to changes and additions, notice of which is invited by the bureau in any pertinent cases.

CONTACT WITH STATE DEPARTMENT.

4-05. Treaty provisions requiring civil engineer officers. Officers of the Civil Engineer Corps assigned through official channels assist in carrying out those provisions of treaties with other countries relating to development and maintenance of public works and public utilities.

CONTACTS IN MATTERS UNDER TREASURY DEPARTMENT.

4-06. Bureau of the Budget. Bureau of Yards and Docks provides data and information supporting estimates for funds, on application from the Bureau of the Budget through the departmental budget officer.

Office of chief coordinator: Authorization of transfer of surplus property without setting aside funds in general reserve; coordination of similar or overlapping operations of various Government departments and offices.

Federal Specifications Board: Preparation of standard specifications of interest in connection with public works construction. Federal Real Estate Board: Exchange of real estate; uniform procedure in acquisition and valuation.

4-07. General Supply Committee. Office supplies for bureau for use in District of Columbia. (a) By the Executive order of December 3, 1918, and Treasury Department regulations, dated December 10, 1918, the General Supply Committee has direct charge of the transfer and sale of surplus office material, supplies, and equipment in the hands of the executive departments and other establishments of the Government in the District of Columbia, and is required to keep a record of all material received and disposed of by it. (b) The Executive order of August 27, 1919, carrying into effect the provisions of the act of July 11, 1919,