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NIGERIAN ARMY SCHOOL OF FINANCE AND

ADMINISTRATION
ARAKAN BARRACKS
APAPA - LAGOS

LECTURE NOTES

ON

MILITARY OFFICE PRACTICE

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TABLE OF CONTENTS

CHAPTER PAGE

1. Introduction 3
2. Office Organisation 6
3. Dispatch of Correspondence 16
4. Stationery, AFs & ABs 24
5. Filing and Registration 27
6. The Use of Telephone and Phonetics Alphabet 40
7. Returns, Report, States and Statement 47
8. Postage Account 53
9. Service Law 56
10. Court Martial 78
11. Security 87
12. Official Act of 1962 97
13. Security of Office 105
14. Preparation and Control of Documents 113
15. Vetting 118
16. Organisation Structure of the NA 120
17. Duties of Chief Clerk 123
18. NA Trades 128

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CHAPTER ONE

INTRODUCTION

1. Before we go into the definition of Military Office Practice (MOP)

there is the need to look at two way words – Office and Practice.

a. Office. An Office is a room or building where clerical work

is normally carried on. Whatever name it may be given.

FUNCTIONS OF THE OFFICE

2. The functions of the office are to provide a service of
communication and record, and in detail:

a. To receive information eg. Letters, quotations etc.

b. To record information eg stock, price and personnel records.
c. To arrange information eg as in costing, accounting, etc.
d. To store information eg letters, invoices, etc.
e. To give information eg sales invoice, estimates, etc.
f. To safeguard information and assets eg care of cash, stock
evaluated docus, etc.

b. Practice. Practice implies performance i.e. doing of

something according to laid down standard.

DEFINITION OF MILITARY OFFICE PRACTICE

2. From the following, Military Office Practice may be defined as a

standardized procedure for the performance of Military clerical work.

SCOPE OF MILITARY OFFICE PRACTICE

a. Hallmarks of clerical Efficiency.

b. Office Organization.
c. Despatch of Correspondence.

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d. Stationery, Army Forms and Army Books.

e. Filling and Registration.
f. The use of Telephone and Phonetic Alphabets.
g. Returns, Reports, State and Statement.
h. Postage Account.
i. Military Law.
j. Court Martial Procedure.
k. Sources of Information.
l. Security of Office.
m. Duties of a Chief Clerk.
n. NA Trade

HALLMARKS OF CLERICAL EFFICIENCY

1. The essential qualification for good clerical work are many but the
clerk who bears the following in mind will be able to tackle any job. He
must:

a. Be interested in the clerical work, many soldiers are under

mistaken impression that clerical work is dull, unnecessary and
without promotion prospects. This is not true, clerical work is far
from dull; unless the individual is determined to make it so. Far
from being unnecessary the well being and fighting efficiency and
the opportunities for promotion in the clerical field are, in fact
better than any other employment because there is always a good
demand for suitable persons.

b. Be able to type quickly and accurately and use gestetner

duplicating and photocopier machines.

c. Be able to express himself simply, logically and write neatly

and accurately. Inaccuracies cause unnecessary inconvenience to
individuals in cases where pay, promotions, leaves, etc, are
involved. All works must be checked before it reaches an officer.

d. Be able to produce regulations, documents or item of

information immediately they are required.

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e. Understand and practice the principle of:

(1) Economic in the use of stationery.

(2) Storage of stationery.
(3) Maintenance of Office Machinery.
(4) Use of the telephone.
(5) Amending regulations and pamphlets.

f. Have a highly developed sense of responsibility.

g. Be cheerful, good tempered and above all, honest, obedient,

loyal and tactful.

h. Be security minded and should not discuss work outside the

office, should not convey information on classified documents to
an unauthorised person either in or outside the office.

i. Be punctual and not a clock watcher.

j. Never put off until tomorrow what can be completed today.

2. Bear all these points in mind, you will soon enjoy clerical work
because you will see the rewards of your labours and also have the
satisfaction of knowing that your good work is recognized by your
officer and comrades.

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CHAPTER TWO

OFFICE ORGANIZATION

1. The organization of an office must have as its primary aim a

smooth running machine capable of performing the function for which
its establishment is authorised, ensuring that the system of dealing with
correspondence entails no unnecessary clerical work and compliance
with instructions issued by the appropriate superior HQ.

2. The number of clerks and their ranks varies from office to office.
In every case, there is a chief clerk who may be any rank from Cpl to
WO depending on the establishment, a few NCO clerks and some Ptes,
eg an Inf Bn Office normally have 1 x WO as chief clerk, 1 x Ssgt, 1 x
Sgt, 3 x Cpls and 7 x Lcpls and Ptes.

SUPERVISION AND TRAINING

3. The chief clerk is responsible for ensuring that the work is

completed efficiently in the minimum time. Neatness and accuracy
must be enforced. A close watch must be kept so that one is not slacked
while another is overworked. Clerks must be made to feel that whatever
their task they are members of a team.

4. The chief clerk should keep a record of his clerks’ qualifications,

direct their training for upgrading and should recommend them for
courses to obtain higher grades when suitable.

5. Apart from their office duties the training of clerks in Mil matters
i.e. use of personal weapons, battle craft, etc, must not be overlooked.

DISCIPLINE

6. The basis of a well trained clerical staff is discipline. Office

discipline needs not be as rigid as that of the parade ground, but it

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should be firm. Correct attitudes between senior and junior staffs must
be insisted upon. Where civilians are employed then all members of the
clerical staff must be aware of their exact duties, responsibilities and of
the limitations (hours of work etc) of civilian employees.

WELFARE

7. The comfort of the clerical staff must be studied. Lighting of

office must be adequate and appropriate to the task involved.
Ventilation of offices, heating must be watched. Overcrowding must be
avoided. It is a good thing to have the typing pool and duplicator in a
room (or rooms separate from clerks employed in other work).

OFFICE DUTIES

8. Whilst local requirements may necessitate special arrangements

the duties to be performed are normally divided into the following
groups:

a. Registration.
b. Filing.
c. Despatch.
d. Typing.
e. Specialist group.
f. Office library.
g. Orderlies.

9. A brief outline of the duties of these groups is given below, a more

detailed description is given in the précis dealing exclusively with these
subjects.

REGISTRATION

10. Records particulars of letters received and their disposal into files.

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FILING

11. Files are compiled by subjects, on the basis of one file one subject.
The main file of a series of related subjects should contain policy and
the subsidiary files will deal with the various aspects of the subject.
Files are numbered consecutively. A record of all files is maintained in
the Rough Number Diary and an alphabetical list of files is also
maintained.

DESPATCH

12. The recording of outgoing mail, recording of expenditure in

postage account. Preparation of envelopes and despatch of
correspondence. eg by SDS of Civ Post.

TYPING

13. Whenever possible typists should be organized in a pool, this is

more economical in men and machines.

SPECIALIST

14. The clerks employed on the duties for which the office exists, eg
the Parts I/II/III Orders clerk in an orderly room, the accounts clerk in a
sup or top office etc.

OFFICE LIBRARY

15. The recording, correct storage and maintenance of all regulations,

pamphlets, instructions and orders used in an office. This subject is
dealt with in details in another lecture titled ‘OFFICE LIBRARIES’

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ORDERLIES

16. They carry out office cleaning and act as runners. If they are
intelligent they may be trained by good chief clerks to assist in
duplicating, amendments and despatch duties.

LAYOUT

17. A typical organization of small office is shown at Annex ‘A’ but it

is emphasised that clerks must be able to ‘double up’ on one another’s
duties in an emergency or to prevent ‘bottlenecks’. It is the chief clerks’
responsibility to ensure that every clerk is able to carry out every task in
his office.

ECONOMY

18. It is every clerk’s duty to effect economy in the use of stationery

whenever possible. It is the chief clerk’s responsibility to ensure his
clerks are economy minded. Some ways in which economy can be
achieved are listed in another précis titled ‘ECONOMY IN THE USE
OF STATIONERY’.

DAILY ROUTINE

19. In almost every office, letter trays are used for keeping together
correspondence which has reached a particular stage of development.
The numbers and trays used vary from office to office, but the following
represents the basic requirements.
__________________________________________________________
____

IN REGISTRY TYPING SIGNATURE FILING PENDING

OUT

These trays represent those usually seen on a chief clerk’s desk. An

officer normally has two only, i.e. IN and OUT.
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20. The incoming mail is placed in the chief clerk’s IN tray.

21. The chief clerk opens all mail, with the exception of TOP
SECRET, which is always opened by an officer and stamps it with a
date stamp, which normally provides space for the insertion of the
number of the file in which the letter is to be placed, and SEEN stamp.

22. When correspondence has been stamped, the chief clerk puts it in
the REGISTRY tray.

23. The registry clerk takes all letters from the REGISTRY tray, draws
the relevant files from the filing cabinet and registers the letters in the
Correspondence Register INWARDS quoting the files in which the
letters are placed.

24. When registration is completed the registry clerk places the letters
in the appropriate files and places them in the IN tray. Entries in the
schedule of letters and cross referencing may be done by the registry
clerk or by the chief clerk.

25. The registry clerk consults his BF diary and gets out the files
require that day and places them in the IN tray.

26. The chief clerk checks through the BF to see none have been
overlooked and obtains any regulations or instructions relating to the
correspondence in the IN tray. He flags each letter to be dealt with and
deletes from the SEEN stamp the appointments of those officers who do
not require to see it.

27. The files are then passed to the officer concerned who will decide
on the action to be taken, i.e draft a reply or mark it for BF, PA or
circulation. They are then brought from the officer’s OUT tray and put
in either the TYPING tray or the chief clerk’s IN tray.

28. The typist collects his work from the TYPING tray and when he
has completed it places it in the chief clerk’s IN tray.

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29. The chief clerk checks through the files in his IN tray and those
with letters ready for signature he places in the SIGNATURE tray.
These files are taken into the officer, usually at set times during the day,
and placed in his IN tray.

30. When the officer has signed the letters he placed the file in his
OUT tray, indicating any files he requires to be BF.

31. The officer’s OUT tray is cleared at intervals during the day and
the files placed in the chief clerk’s IN tray.

32. The chief clerk checks through the files in his IN tray and removes
the signed letters and places them in the DESPATCH tray. Either the
chief clerk or the filing clerk fixes the carbon copies in the files,
removes the action tags and completes any cross referencing.

33. The despatch clerk clears the OUT tray also at intervals during the
day, despatches the outgoing letters and passes the files to the filing
clerk to put away.

GENERAL

34. An efficient staff produces and efficient office. If a clerk proves

insufficient or below the standard of his grade he should be reduced in
rank or grade as appropriate – NOT posted to another unit nor given
duties inferior to his grade.

35. Routine replies, returns, etc should be prepared by the clerk

concerned vetted by the chief clerk – and passed in to an officer for
signature.

36. If an officer is going to be absent from his office for an

appreciable length of time the chief clerk should be informed.

37. All clerks, orderlies, etc employed in offices or having access to

Mil correspondence must sign a Declaration in accordance with the
Official Secret Acts.

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38. All clerks must understand that they will not give information over
the telephone that will prejudice security, eg unit str, mov etc.

39. A proper method of disposal of or destruction of Secret waste must

be employed and must be known to all clerks and orderlies.

ORGANISATION OF A TYPICAL SMALL OFFICE

Chief Clerk
CONFIDENTIAL matters, ACK
Register, Security, allocation and
supervision of duties, training,
welfare and discipline of clerks,
stationery and office machinery
indent and control, reports and
returns.

REGISTRATION FILING DESPATCHED

ORDERLIES
Records all incoming Opens new files Records all outgoing
Office Cleaning
Letters, maintains Cross Indexes mails, Maint Postage
Office runners
Ruling Book and and folio ltrs book and
possibly assist in
Index of DCIs, AOs in files, maints correspondence
duplicating,
ROs and etc. Rough Number register OUTWARDS
Amdts and Desp.
and BF diaries.

DCIs – Defence Council Instructions

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CLERK TYPISTS

Performs the various duties for which Typing and duplicating.

The office is established eg Publication
Of Parts I/II/III Orders, Personnel
Documentation, travel warrants, accounts
Clerk etc.

NOTES

a. Every clerk should be able to do every task within the office.

b. A statement showing the distribution of duties, prepared by the
chief clerk should be prominently displayed and kept up to date.
c. Distribution of duties will of course, depend on the number of
clerks authorised on the establishment.
d. Daily duty clerk should do amendments.

AMENDMENT – LIBRARY
AFA 2018
AMENDMENT RECORD

Amendments are carried out in AFA 2018. A plain paper suitably

headed and is pasted on the inside front cover of each regulation or
manual. So that it may be seen at a glance whether amendments have
been inserted. The following is a specimen of the heading of AFA
2018.

AFA 2018 – AMENDMENT RECORD

Serial By Whom Amended Authority Date of Insertion

(a) (b) (c) (d)

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TYPE OF AMENDMENTS

There are two types of amendments:

a. Manuscript Amendments. These are amendments which are

printed on both sides of the paper and they consist of small amendments
which can be carried out in ink.

b. Cut Out Amendments. These are amendments which are printed

on one side of the paper only and their names are self explanatory.

OFFICE LIBRARY

AMENDMENT REGISTER

Date Notified Date Received Date Carried Out

(a) (b) (c)

ECONOMY IN THE USE OF STATIONERY

A clerk is at all times responsible for effecting economy in the use of

papers and stationery. The following measures will help to effect
economy without imparting efficiency.

TYPING

1. Letters should be typed always in single line spaces with the side
margins reduced to the minimum.

2. Always use the smallest size of paper eg quarto paper, never use
foolscap paper unless what you want to type will over-run both a quarto
size paper.

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3. Never type more copies than actually required and reduce

distribution to the bearest minimum.

4. Carbon papers should be carefully handled. It is only by this way

that their life span will be prolonged.

5. Never send documents with complete information about

themselves with covering letters unless they contain additional
information which cannot be included in the documents.

RETURNS

6. Returns never call for ‘Nil’ or no change returns unless essential.

ENVELOPES

7. Use the size of envelopes that is appropriate to its content.

8. Sealed envelopes should be carefully opened by slitting along the

top edges so that they can be re-used by affixing an economy label.

9. The proper method of affixing economy label is by gumming them

along the top and bottom edges of the envelopes. This prolongs the life
of the envelope.

DUPLICATING

10. Never use a stencil unless it is proper to produce sufficient copies

of a correspondence.

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CHAPTER THREE

DESPATCH OF CORRESPONDENCE

OBJECT OF DESPATCH (AIM)

The object of despatch is to ensure that letters and documents get

to their correct destinations in the quickest possible time without loss of
security.

METHODS OF DESPATCH

a. Unit runners, cyclist or MC (motorcycle).

b. Civilian Postal Channels.
c. Signal Despatch Service (SDS) eg Courier Service.
d. Diplomatic bag.

RECORDING OF DESPATCH

a. Correspondence in which proof of despatch is essential will

be recorded in a register (and a receipt obtained from the signal
Despatch Office in the case of correspondence sent by SDS, and
from the post office in respect of letters despatched by a registered
civil post). Hitherto, no Army Book has existed for use as a
Register (as in the case of AB 193 for the Registration of Incoming
correspondence). A suitable SO Book ruled out as follows has
been used with the date in the centre of the page at the head of
each day’s despatch. However, a “correspondence Register
Outward which has been in use by other government departments
for some times is now issued to Mil offices in Nigeria.

b. A record need not be kept of other outgoing correspondence

as the file copy of a letter is, for all practical purposes, evidence of
its despatch.

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Date:

REF OR FILE TO WHOM SUBJECT METHOD OF REMARKS

NO SENT DESPATCH
NASFA/100/A 2 MECH 20-11-91 SDS 2 endorse
DIV Pay & of sldrs pay
Allce

RECEIPT FOR DELIVERY BY UNIT RUNNER

Receipt should always be obtain from addressees in AB 431 – “Receipt

of document delivered by hand”. Originator is responsible for
completing the first three columns viz:-

a. Reference Number.
b. To who sent.
c. Time of despatch.

ORIGINATOR RECIPIENT
REF TO WHOM TIME OF TIME OF SIGNATURE
NO SENT DESPATCH RECEIPT FOR DOCUS

The recipient completes the remaining two columns.

ADDRESSING ENVELOPE(S)
Address must be written in full and not abbreviated except when the
abbreviation forms part of the address eg. 1 Div Med NAMC.

Secretarial Department
Headquarters
Nigerian Army School of Finance and Administration
Nigerian Army
PMB 1066
Arakan Barracks
Apapa
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Lagos
Meaning of the following forms:

1. AFA 16 – Receipt for graded correspondence.

2. L 25 Label – Label used for sealing the first envelope when
sending a letter through SDS.

DESPATCH OF TOP SECRET AND SECRET DOCUMENTS

Each of these documents is despatched by using three envelopes as

shown below:

TOP SECRET

FIRST ENVELOPE (INNER)

1. The letter plus AFA 16 is placed in the first envelope.

2. Sealed with L 25 label.
3. Address to the addressee by name.
4. Stamped TOP SECRET top, bottom, front and back.
5. Sealed with sealing wax covering the seams of the envelope.
6. Stamped with the unit stamp.
7. Endorsed with the reference number.

SECOND ENVELOPE

1. The completed first envelope is placed in the second envelope.

2. Sealed with an economy label.
3. Addressed to the unit concerned.
4. The security grading will be shown top, bottom, front and back.
5. Impressed with the unit stamp.
6. Endorsed with the reference number.

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THIRD ENVELOPE

1. The completed 2nd envelope is placed in the 3rd envelope.

2. Sealed with an FSDS 46 label.
3. Addressed to the SDO.
4. No security grading will be shown.
5. Impressed with the unit stamp.
6. Endorsed with the reference number.

PREPARATION OF SECRET ENVELOPE

FIRST ENVELOPE

1. The letter plus AFA 16 if applicable is placed in the new envelope.

2. Sealed with an economy label.
3. Addressed to a particular appointment.
4. Stamp with the security grading top, bottom, front and back.
5. Sealed with sealing wax covering the seams of the envelope.
6. Impressed with unit stamp.
7. Reference number endorsed.

SECOND ENVELOPE

1. The completed 1st envelope is placed in the second envelope.

2. Sealed with an economy label.
3. Addressed to the unit concerned.
4. Security grading will be shown top, bottom, front and back.
5. Impressed with unit stamp.
6. Endorsed with the reference number.

THIRD ENVELOPE

1. The completed 2nd envelope is placed in the 3rd envelope.

2. Sealed with an FSDS 46 label.
3. Addressed to the SDO.
4. No security grading will be shown.

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5. Impressed with the unit stamp.

6. Endorsed with the ref no.

DESPATCH OF OTHER GRADED CORRESPONDENCE

1. CONFIDENTIAL.
2. PERSONAL CONFIDENTIAL.
3. RESTRICTED.

The despatch of these correspondences is done in two envelopes except

MEDICAL CONFIDENTIAL which is always intended to a specific
individual.

FIRST OR INNER ENVELOPE OF 1 2 AND 3 ABOVE

1. The letter is placed in the new envelope.

2. Sealed with an economy label.
3. Address to the unit concerned.
4. Stamped with the appropriate sy grading.
5. Impressed with the unit stamp.
6. Endorsed with reference number.

SECOND ENVELOPE

1. The 1st envelope is placed in the 2nd envelope.

2. Sealed with an FSDS 46 label.
3. Addressed to the SDO.
4. No Sy grading will be shown.
5. Impressed with the unit stamp.
6. Endorsed with the reference number.

MEDICAL CONFIDENTIAL

1ST ENVELOPE

1. The letter is placed in the envelope.

2. Sealed with an economy label.

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3. Addressed: a. Personal for………. Name and appt.

b. To be opened only by…………….
4. Stamped MEDICAL CONFIDENTIAL front and back.
5. Impressed with unit stamp.
6. Endorsed with reference number.

2ND ENVELOPE

1. The completed 1st envelope is placed in the 2nd envelope.

2. Sealed with an FSDS 46 label.
3. Addressed to the SDO.
4. No security grading will be shown.
5. Impressed with unit stamp.
6. Endorsed with ref no.

USES OF CIVIL POSTAL FACILITIES

Classes of correspondence authorised to be despatched by Civil Postal

Channels;

1. CONFIDENTIAL.
2. PERSONAL CONFIDENTIAL.
3. MEDICAL.
4. RESTRICTED.
5. UNCLASSIFIED.

RULES CONCERNING THE ADDRESS OF OFFICIAL

ENVELOPES WITHIN NIGERIA

1. Enclosed with official FG Rubber stamp.

2. The originator will endorse certified official.
3. The originator signs his name beneath this endorsement.
4. Unit office stamp.

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ADDRESSING ENVELOPE OUTSIDE NIGERIA

1. Must bear the appropriate postage stamp.

2. Endorsed certified official.
3. Stamp with FG Rubber stamp.
4. Impress unit stamp.

CORRESPONDENCE TO BE DESPATCHED AT SENDER’S

EXPENSE

1. Social functions of all kinds.

2. Regimental Journals, diaries, badges and flags.
3. Regimental Christmas cards.

SDS

Services rendered by SDS

1. DR – Despatch Rider.
2. Courier Service.
3. Diplomatic Bags.

RULES GOVERNING THE USE OF SDS/ADS

The following will not be sent by SDS/ADS;

1. Explosive and inflammable materials.

2. Clothing.
3. Equipment.
4. Money.
5. Cheques.
6. Valuables.

DESPATCHES WHICH WILL ALWAYS BE REGISTERED

1. TOP SECRET, SECRET, AND CONFIDENTIAL despatches.

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2. Despatch of precedence “PRIORITY” and above.

3. Despatches which the originator considered should be traceable
throughout all stages of transmission eg despatch of Court Martial (CM)
proceedings.

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CHAPTER FOUR

STATIONERY, ARMY FORMS (AFS) AND ARMY BOOKS

(ABS)

STATIONERY

1. Duplicating paper.
2. Stencils.
3. Carbon papers.
4. Typing sheets.
5. Envelopes.
6. Correcting fluid etc.

ARMY FORMS (AFS)

1. AFA 16 – Receipt for graded docus.

2. AFA 2018 - Amendment Form.
3. AFA 2026 - Cover for Soldier’s documents.

ARMY BOOKS (ABS)

1. AFB 2066 - Annual Report and employment sheet.

2. AFB 120 - Regimental Conduct sheet.
3. AFB 121 - Company Conduct sheet.
4. AFB 2672 - Qualification and record card.

PURPOSE

1. To make the job easier for the clerk.

2. Uniformity.
3. The information required is easily obtained.

The list of AFS and ABS is obtained from the catalogue of AFS and
ABS 1957. It is not possible for a clerk to know all the existing AFS
and ABS however, it is advisable for a clerk to know the various

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categories of AFS and ABS. This is shown as follows (Classification

Index):-

A. General.
B. Regimental and Corps.
C. Staff and Departments.
D. Reservist and Pensioners.
E. Territorial Army, NA Reserve, Militia and Officers training
corps.
F. Supplies (not financial vouchers).
G. Stores.
H. Clothing and necessaries.
I. Medical.
K. Land, Works, Buildings and Engineers stores.
L. Stationery AFS and ABS.
M. Financial Estimates.
N. Financial account and pay list.
O. Financial Vouchers.
P. Financial supplies and stores.
W. Forms issued in connection with demobilization and
participating to administration.

Demand for stationery AFS and ABS is normally done quarterly:

March, June, September and December.

STORAGE OF STATIONERY

1. Stocks of stationery are kept tidy in the cupboard and racks.

2. They should be kept away from damp and dirts.
3. Special care should be taken in respect of stencils and typewriter
ribbons.
4. Similar items such as pins and nibs should be kept together in
boxes.
5. When the stationery office is not in use, it should be kept under
lock and key to prevent pilferage.

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STORAGE OF AFS

1. Keep stocks of Forms in foolscap envelopes neatly arranged in

shelves.
2. The content of the envelope should be clearly marked on the flap.

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CHAPTER FIVE

FILING AND REGISTRATION

INTRODUCTION

1. Correspondence in the Army is vast and in consequence there must

be a method whereby all correspondence received can be filed to enable
any given letter to be found quickly, and to ensure that all letters on
similar subject are filed together.

2. The filing and registration of correspondence and other forms of

comms in Mil offices conforms to the same principles as those obtained
in business offices, but the system in Mil offices is a little more detailed
and complex.

PRINCIPLES OF REGISTRATION AND FILING

3. There are three basic principles which govern the registration of

correspondence, viz:-

a. The receipt and despatch of a comm. may or may not be

recorded separately.

b. The subject of a comm will be indexed alphabetically, (called

an alphabetical index) and the index kept with the rough number
diary.

c. The number of the file in which the comm is placed will be

recorded; the numbers of files so recorded will be listed in
numerical order (called a ‘numerical index’ or a rough number
diary) and the record kept with the index at b.

4. It should be noted that once a subject has been indexed

alphabetically and numerically, subsequent correspondence on the same
subject does not have to be indexed but merely placed in the appropriate
file.

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SYSTEM OF REGISTRATION

5. a. There are three systems of registration in existence in Mil

offices in the United Kingdom, viz:-

(1) The Book System - AB 193 or SO 444.

(2) The Card System - AFA 2006.

(3) The Docket System - AFA 2032 (red or black).

b. Of these systems, only the Book system is used in the NA
and maintained in the ‘Correspondence Register Inwards’.

REGISTRIES

6. There are three systems of registry, viz:-

a. Central Registry.

b. Branch Registry.

c. Office Registry.

7. A Central Registry is found in HQ where there are branches, such

as ‘AQ’ and ‘G’ as well as sections. A Central Registry controls the
marking out and mov of files in an HQ.

8. A Branch Registry is found in an HQ where a central registry does

not operate. Each branch or section is responsible for the marking out
and mov of files. The supervising offr (or Chief clerk) is responsible for
over-all co-ordination.

9. An office Registry is found in small offices, such as Coy offices.

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SYSTEMS OF REGISTRY AND REGISTRATION

10. The three systems of registry and the three systems of registration
generally speaking, fit together very well. The following combinations
will normally be found in Mil offices in Nigeria;

a. In a Central Registry 2006 - The Card System of

Registration.

b. In a Branch Registry 2032 - The Docket System of

Registration.

c. In an Office Registry 193 - The Book System of

Registration.

11. The Docket system is very new and in some small HQ in UK, the
Book system is still used. It is unlikely to be introduced to Nigeria for
some time. Even the Card system is very little used in Nigeria, if at all,
and for that reason, this précis is confined to the Book system.

THE BOOK SYSTEM

12. The name is derived from the use of the correspondence Register –
INWARDS and in addition two separate records called;

a. The alphabetical index of files.

b. The rough number diary.

13. No specific books are provided for these records. The alphabetical
index will be maintained in any suitable index book and the rough
number diary either in a small book or on foolscap paper enclosed in a
file cover.

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RECEIPT OF MAIL BY CHIEF CLERK

14. On receipt, all mails graded or otherwise up to and including

SECRET are normally opened by the Chief Clerk, who stamps it with:

a. The office date stamp.

b. The SEEN stamp.

15. The date stamp establishes the date of receipt of the ltr in the
office; the seen stamp serves as proof that all offrs who are required to
see the docu have in fact done so. When they read the ltr they initial the
space against their appt and enter the date. In certain cases where the
subject matter of the ltr does not affect certain appts, they are deleted
from the SEEN stamp.

16. All ltrs graded RESTRICTED and below are then passed to the
registry clerk for action indicating the priority for registration and any
special instr for dealing with any particular ltr. Correspondence graded
CONFIDENTIAL and above is dealt with by the Chief Clerk. He may
also retain certain urgent important ltrs for action with an offr before
registration.

ACTION BY REGISTRY CLERK

17. The registry clerk maintains the alphabetical index, the registry of
ltrs and the numerical list of files, as well as looking after the files
themselves.

18. On receiving the mails from the Chief Clerk, by checking against
the alphabetical index, he sorts it into two categories:

a. That which bears a ref to an office file or relates to a matter

on which a file already exists.

b. New subjects.

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19. He then deals with correspondence under para 18a as follows:

a. If an important ltr (eg policy or directive ltr) he enters it in

the correspondence register – INWARDS, or if still in use, at Part
II of AB 193. This is recommended, although ACI 307 of 1961
states that all correspondence which falls clearly under the heading
of an existing file need not to be registered.

b. Inserts the ltr in the appropriate files.

c. Allots folio number.

d. Cross reference, where applicable.

e. Complete the minute sheet.

f. Attaches ACTION or INFO slip to top of the ltr.

g. Passes the file to the Chief Clerk.

20. For correspondence on new subjects he:

a. Checks the alphabetical index to ensure that an appropriate

file does not exist.

b. Asks the Chief Clerk for suitable title for a new file.

c. Enters the new title in the alphabetical index under all

appropriate key words (i.e. cross-indexing).

d. Enters the new title in the numerical list of files and allots the
next consecutive number to it.

e. Records the ltr in correspondence register INWARDS, or if

still in use, at Part II of AB 193.

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f. Endorses title and number on new file cover and inserts

minute sheet and tag India.
g. Places ltr in file and allots folio number.

h. Enters details on minute sheet.

i. Attaches ACTION or INFO slip.

j. Passes file to Chief Clerk.

SUBSEQUENT ACTION BY THE CHIEF CLERK

21. The Chief Clerk then passes the files to the offr marked on the
SEEN stamp, who endorses them and passes the files to any senior or
other offr whom he considers should see them.

22. When all action has been completed by the offrs, the Chief Clerk
signs dates the SEEN stamp to show that all actions have been
completed.

23. A file cover is simply a paper or manilla folded over in a book

fashion. The cover may be plain or printed, if printed there are usually
two kinds ruled or unruled.

24. In all types of covers, a hole is punched through the top left hand
corner of the cover; approximately 1½ from the left hand corner of the
cover; this is to ensure uniformity and to enable papers to be filed neatly
and to prevent damage to correspondence, etc. Correspondence is held
in the file by means of an India Tag, which is threaded through the holes
with the metal ends terminating on the inside of the cover.

FILING

25. All incoming ltrs, etc and copies of outgoing ltrs referring to the
subject shown on the file cover are placed inside the file and attached to
the India Tag on the RIGHT hand side. They are enclosed in
chronological order and are called ‘enclosures’. All enclosures must

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have holes punched through to correspond with the holes in the file
cover.

26. Enclosures are inserted with the latest one on top; they are
numbered consecutively from the first enclosure, the system of
numbering is from ‘1A’ onwards (‘A’ is added to each number as part
of the supplementary system of marking att which may be attached to an
enclosure); the marking on the enclosure is done in top RIGHT hand
corner in coloured pencil about ½” in size.

27. Attachments to an enclosure are numbered with the number of the

encls fol by the ltr ‘B’, ‘C’ and so on, eg ‘1B’, ‘1C’. Remember that
‘1A’ is inserted on the encl itself.

SUBJECT HEADING FOR FILES

28. The first rule is, ‘one subject, one file’. The next is, strike a
balance between too general a subj heading, which leads to a small
number of very fat files, and a too precise subject heading which would
lead to innumerable files with few enclosures. Subject heading must be
brief but the words carefully chosen to facilitate identifying the file in
future. All the key words chosen for the subj heading should be
indexed. This is known as cross-indexing.

NUMBERING OF FILES

29. The methods of allotting numbers to files is largely a matter of

choice and varies according to the type of unit. A general rule however,
is to have files numbered in groups of related subjs. The application of
the rule is found in the method of allotting a number to a main and sub-
number to related files; eg.
File Number Subject

100 Training – Policy.

100/1 Training – Weapon.
100/2 Training – Basic.
100/3 Training – Trade.

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30. Sometimes it is desirable to number files in three main groups,

‘G’, ‘A’ and ‘Q’ subjs, commencing with 1 in each case and fol the
number with the appropriate suffix, eg 23G, 23A or 23Q. All numbers
are normally preceded by initials indicating the unit eg. PCTS/23G or
2BN/23A.

ALPHABETICAL INDEX

31. This is a record by subjs of all files held in an office. It will be

maintained in any suitable index book or at Part I of AB 193 if still in
use. The subjs are listed under as many key words as possible, eg a file
on – ‘Inf Trg – Mortar Courses – ICS would be entered number:

C – Courses, Mortar ICS. Inf Trg.

I – Inf Trg – Mortar Courses. ICS.
M – Mortar Courses ICS. Inf Trg.
T – Trg – Inf – Mortar Courses ICS.

NUMERICAL INDEX OR ROUGH NUMBER CARD

32. This is a running account of all files in use in the office. Before
new file is opened, the registration clerk will ascertain from the
alphabetical index that no file exists in the office suitable to hold the
new ltr. When new file is opened it is entered in the numerical index
and given the next consecutive number and also in the alphabetical
index.

MINUTE SHEETS

33. A minute sheet is a sheet of foolscap paper, either plain or printed.

When a file is opened a minute sheet is at once placed inside the file
cover; it is being att to the end of the India Tag on the LEFT hand side
of the minute sheet.

34. On the minute sheet are recorded brief details of each of encl (but
not atts), inter-office minutes, records of important conversations,

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telephonic or verbal. Each entry on the minute sheet is numbered above

the entry and in the centre of the sheet. The numbering of entries is
consecutive from ‘1’ upwards and each entry is made in chronological
order. A minute sheet therefore contains a mixture of ‘inter-office’
minutes, records of conversations, and record of enclosures. The letters
are also given encl numbers, (see para 27), eg ‘1’ the fig of which is the
next one in the series of minute numbers. It will be seen, therefore, that
encls will not be numbered with an unbroken series of numbers, if there
are minutes or records of conversations also recorded on the minute
sheet.

35. The minute sheet thus contains a brief concise history of the
subject dealt with in the file.

MINUTES

36. A minute may be either an ‘inter-office’ or a record of a

conversation. Minutes may be written or typed, but must always be
signed by the offr responsible for the minutes. Minutes reduce formal
correspondence. Inter-office minutes are informal comms between
offices or branches in an HQ or estb, they, therefore, obviate the sending
of formal memo or ltrs and the elimination of copies. Minutes do not of
course have encl numbers. If a file is required to be retained in a
branches and yet it is nec to send a comm. to another branch or
branches, a ‘loose minute’ can be prepared and sent, such a ‘loose
minute’ is then treated like an ordinary ltr and entered in the files
concerned as encls, the copy of the minute being retained in the file of
the branch from which the ‘loose minute’ emanated. If only one file is
being used for the particular subj, then only the copy of the ‘loose
minute’ is ultimately retained in the file, the originals to the other
branches being destroyed unless required for some special purpose for
reference.

CROSS-REFERENCING OF LETTERS IN A FILE

37. This is a system of connecting relevant encls in a file in order to

facilitate easy ref and thus save time. It is achieved by noting on the

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latest correspondence the encl numbers of previous correspondence in

the same file and sometimes other files. These numbers should be
written in ink inside a balloon with its tail pointing to the ref in the latest
ltr, placed in the file.

MARKING OF FILES

38. This is a system of marking on the front of a file its mov. It is a

directive to the registry clerk where to send or put the file. In an HQ
files often move between branches very much and the marking of a file
is an integral part of the system or controlling the filing and registration
system. In small offices, it is not important, but nevertheless nec to
mark up files, particularly to show the ‘BF’ and ‘PA’ markings.

39. In an HQ, files are constantly on the move between offices and
branches. An inter-office minute may be written drawing attn to some
new development on the subj, or a draft ltr may be encl for the views of
other branches, or a summary of telephone conversation is given. The
Chief Clerk or his deputy is normally responsible for marking up a file.
When the file reaches him from the offr of his branch he will ensure that
the minute is signed and dated, encls numbered, etc, before completing
the front cover or jacket with the addressee’s designation and date. The
file may then be taken by hand to the branch addressed and a signature
obtained for the file. If there is a Cross Reference, the file would pass
through it so that transit records may be completed.

40. If the file is to go to two or more branches, the Chief Clerk of the
first addressee’s branch will, after his offr or offrs has taken action,
delete his branch designation from the front of the file, insert the date
against the address of the next branch and pass the file accordingly. The
last noted branch is responsible for inserting the designation of the
branch to which the file should be returned.

BF OF FILES AND BF DAIRY

41. It is not always practicable nor desirable to complete the action on

a letter or file immediately and in such cases the file should not be left

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lying about on an offr’s or clk’s table but should be returned to the filing
cabinet or central registry until required. In these cases the front of the
file cover should be endorsed by the offr ‘BF’ to…. date…….. initials
……. All such files will have their numbers noted in the BF diary kept
by the chief clerk or other clk detailed to do this work. Such diaries are
usually kept in a desk diary but may be maint in a suitable SO Book.
The file is then drawn out by the clk in the office if no central registry
and the registry clk if there is a central registry.

PA OF FILES

42. When files are not in use by offrs or clks, they are kept in the
registry in their filing cabinets. Before ‘putting away’ a file the registry
clk must ensure that:

a. Any BF marking on the file cover is correctly recorded in the

BF Diary.

b. All encls and minute sheets are in good state of repair and
that there are no loose papers or encls inside file.

c. All action has been taken as far as can be ascertained by

intelligent examination of the latest encls and markings on the
front of the file.

d. The marking on the front of the file are complete as far as

possible, in particular that the transit markings have been crossed
out and the file has been marked for ‘PA’.

OPENING OF CONTINUATION FILES

43. When a file cover is physically full of papers a second file cover is
opened as a ‘continuation file’ into which all subsequent papers are
inserted. The two file covers then constitute one ‘file’, and are normally
kept together with a piece of tape wound around when not in use.

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44. Inside the first file cover will be placed a piece of paper or the
India tag on the right hand side of the file, with the words ‘NO
FURTHER BUSINESS IN THIS COVER’ boldly written on it, this will
constitute the last encl in the file and will be marked up accordingly.
On the outside of the cover immediately beneath the file number is
entered the period covered by the jacket, eg ‘from 12 Nov 62 to 1 Dec
63’. The second cover will be given the same number as the first, with
the addition of a suffix ‘part 2’. This suffix must not be added to the ref
number on ltrs emanating from the file. The numerical index (see para
21) will be amended to show the existence of the second or third etc,
cover and the dates covered by the closed cover.

RECORDING THE RECEIPT OF CORRESPONDENCE

45. The recording of the receipt of all docus is not always nec,
depending on the importance of the docus. The Chief Clerk must
decide. Correspondence which normally has to be recorded on receipt
falls into two categories:

a. That on a new subj for which a new file must be opened.

b. That which be placed in an existing file but which is so

important (eg, a policy or ruling) that a special record of receipt is
nec for future ref. This could occur when the subj of the ltr does
not conform precisely to the subj of the file in which it must be
placed. This is the procedure laid down in CI 307/61.

46. Recording is carried out in part II of AB 193, (if still in use) on

correspondence register – INWARDS which is printed with special
heading for the purpose. It can be done in one of these two ways:

a. Under the date of the ltr.

b. Under the date of receipt of the ltr.

Again, the Chief Clerk must decide and having done so, not change the
system during the ‘life’ of the AB 193 concerned.

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47. The entry in the subj column of the record must contain sufficient
details to identify the particular ltr.

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CHAPTER SIX

THE USE OF TELEPHONE AND PHONETIC ALPHABETS

GENERAL

1. The telephone system tends to become overburdened especially

during the day and, therefore, it should be used only when absolutely
necessary.

2. Remember that telephone conversations can be overhead, and be

very careful what information you divulge during a conversation.

3. Telephone conversation should be brief, to save cost and

congestion or overloading of the system.

MAKING A CALL

3. Always make sure which extension you require before picking up

the receiver, the operator has no time to look upon numbers for you.
Always use an extension number; do not ask for a subscriber by name.

4. If the operator (where this system is still use) does not answer at
once, this is because he is already handling another call do not keep on
ringing as he knows you are waiting.

5. When you get the extension you require, state clearly who you are
giving you rank, name and unit, and what you require. Be brief and to
the point – making notes of what you want to say before your telephone
will help.

6. If it is necessary to leave your office after having booked a call,

either cancel it or arrange for someone else to take it.

7. If the extension you require is engaged, wait a few minutes before

ringing again.

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8. When you have finished, replace the receiver and wait a short
while before making another call. This allows the operator to clear the
line.

9. If you have a minor query or complaint about the telephone

service, ask for the supervisor – do not engage the operator in
conversation.

10. Keep the number of long distance calls to an absolute minimum;

such calls may engage a number of junction lines enroute, and prevent
other calls being put through.

INCOMING CALLS

11. Have pencil, paper or message pad handy for making notes, and as
soon as you pick up the receiver to answer the call, you identify
yourself, by giving your telephone/extension number, rank and name, eg
‘311 (or extension 7, which ever is necessary) Cpl Alexander speaking
sir’.

12. If the person required is not available, offer to take a message.

13. Confirm to whom you are speaking.

14. Read back message and confirm accuracy.

15. Ensure that any action required is taken immediately the

conversation is over.

OFFICIAL TRUNK CALLS

16. Official trunk calls will be accepted from the following person
only:

a. Officers of the rank of Lt Col and above.

b. SOs Grade II and III.

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c. Adjutants of battalions or equivalent units.

d. OC, Independent units.

All trunk calls will be limited to a duration of six minutes.

17. In order to prevent unauthorized person from making trunk calls a

list of subscribers, by names, who are authorised to make trunk calls
will be maintained in all military exchanges.

18. Operators will not connect subscribers directly to civilian

exchange but will request subscribers to state the exchange and number
required and will obtain the number for the subscriber.

RECORD OF CALLS

19. All telephone trunk calls made in NIGERIA are routed over
civilian lines and are paid for at normal rates. In order to check trunk
call bills rendered by Post and Telegraphs Department, the certifying
Officer must have complete details of all calls made.
20. A record as at Annexure ‘A’ will be maintained at all military
exchanges in NIGERIA, which have access to civilian exchange. The
operator will challenge each request from a subscriber for a trunk call
whether from an authorised telephone or not to find out whether the call
is official or private.

PRIVATE TRUNK CALLS

21. Private trunk calls will be accepted from any telephone provided
the subscriber gives his rank, name and unit for the purpose of raising a
debit voucher. The responsibility for collecting the correct charges from
these calls made on military telephone is that of OCs units.
22. The following procedure will be used:-

a. The cost of the trunk call will be obtained from the Post and
Telegraph exchange immediately after completion of the call.

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b. AFO 1680 will be completed in quadruplicate and, disposed

of as follows:-

(1) Two copies will be forwarded to the originator of the

private call.

(2) One copy will be forwarded to UFO.

(3) One copy retained by unit.

c. Payment will be made by the individual into the unit cash

account. One copy of individual’s AFO 1680 will be retained by
the unit Cash Account Holder to support his account. The second
copy will be returned to the individual as a receipt.

23. All telephone installations, including the telephone themselves are

the property of the Post and Telegraphs Department. If any instrument
is damaged, repair charges and replacement costs are raised by the Post
and Telegraphs. Great care must therefore be taken of all instruments.

PHONETIC ALPHABET

24. When conditions are bad or a word or words cannot be easily

understood use the phonetic alphabet shown below to spell out the
words. You must state the word first then follow with phonetic spelling
eg.

ITALY, I spell, India Tango Alfa Lima Yankee.

25. It is important that pronunciation of difficult words is shown in

brackets with syllable to be stressed underlined:

A Alpha J Juliett (Julliett)

B Bravo (Brahvo) K Kilo (Keelo)

C Charlie L Lima (Leema)

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D Delta M Mike

E Echo N November

F Foxtrot O Oscar

G Golf P Papa (Pah-pah)

H Hotel (Hoe-tel) Q Quebec (Kwibeck)

I India R Romeo (Rohmeo)

S Sierra W Whiskey (Wiskey)

T Tango X X-ray

U Uniform Y Yankee

V Victor Z Zulu

26. Figures also are included in the phonetic alphabet and in this
respect, the pronunciation is even more important in figure in normal
conversation. Figures given over the telephone should be preceded by
the pro-word “figure” except when used to denote call signs or grid
references when the pro-word will indicate accordingly.

27. Each digit is pronounced separately except in exact multiples of

hundred and thousands.

28. Pronunciations are as follows:-

0 - Zero

1 - Wun

2 - Too

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3 - Thur-ree

4 - Fo-wer

5 - Fi-ver

6 - Six

7 - Sev-enn

8 - Ate

9 - Ninner

10 - Wun-zero

11 - Wun-wun

12 - Wun-too

13 - Wun-thur-ree

100 - Figures one hundred.

1,000 - Figures one thousand.

1,000 hrs- Figures one zero hundred hrs.

1,100 hrs- One one hundred hrs.

0700hrs - Zero seven hundred hrs.

0400hrs - Zero four hundred hrs.

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29. When using mixed groups, the two sets are combined each being 1
preceded by ‘I spell’ 04 figures as applicable, e.g. the mixed 21 SX 49
would be sent as
‘figures Too Wun I spell Sierra X-Ray figures Fower Ninner’.

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CHAPTER SEVEN

RETURNS, REPORTS, STATES AND STATEMENTS

INTRODUCTION

1. In addition to the various reports and returns required periodically

under certain regulations there are also others required by AHQ, Div
HQ, etc, either daily, weekly, monthly, quarterly and annually or as at
when required.

2. A return is a document for statistical purposes, or to show the

disposition of the Army more accurately. Accuracy in the compilation
of returns is therefore essential.

3. The periodic returns and reports which all formations and units are
required to submit are kept, by constant review, to a minimum necessary
for efficient admin and planning.

4. All formations and units must ensure that:

a. The method of maintaining their appropriate records is

adequate for the preparation of returns.

b. The clerks who compile returns are fully briefed and

understand the significance of the figures they are required to
produce.
c. All instructions in Defence Council Instructions (DCIs)
Army Orders, ROs, etc, regarding compilation, date of submission
etc, are carefully compiled with.

d. Any apparent duplication, ambiguity, redundancy, excessive

frequency or distribution, of existing returns is brought to the
notice of higher auth.

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METHODS OF RENDERING A RETURN

5. There are three methods of rendering a return:-

a. On a printed Army Form (AF).

b. In manuscript or typescript.

c. By letter or message form.

6. The printed AFs indicate clearly the info which has to be inserted
and usually full instructions are contained on the forms as to how they
should be completed. With printed AFs care has to be taken to provide
headings and columns for all info required and at whatever level the
return is rendered a common procedure is secured. Often with these
returns the info, usually figures, is summarised, this enables the ultimate
recipient to consolidate the info contained on the returns.

7. The manuscript or typescript return should take the form of a

proforma sometimes called an ‘ad hoc’ proforma. This term merely
means a return for which there is no official layout and it will be nec to
submit a form which is improvised. At Annexure ‘B’ is shown the best
method of showing simple statistics; study it and adopt it to the needs of
your own office.

8. A third form of ‘return’ is a ltr or msg. This method is used when

the info is not too complicated. This form should not be used too freely.
Str returns are often rendered in msg form.

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ANNEXURE ‘A’ TO PRECIS NO

SPECIMEN PROFORMA RETURN

The proforma below provides, in the clearest possible way, a return of

Religious Denominations BY RANKS.

Unit……………………….

File Ref……………………
TO: Bde/Army HQ

RELIGIOUS DENOMINATION RETURN

PERIOD ENDING -
(Submitted in accordance with NA AO 123/60)

Serial RANK CE PRES RC METH J PAGAN MOSLEM TOTAL

(a) (b) (c) (d) (e) (f) (g) (h) (i) (j)
1. Lt Col 1 - - - - - - 1
2. Maj 1 1 1 2 - - - 5
3. Capt 3 - 2 - 1 - - 6
4. Lt 4 2 3 1 1 - - 11
5. TOTAL 9 3 3 3 2 - - 23
OFFRS

6. WO1 - - - 1 - - - 1
7. WOII 2 - 1 - - - - 3
8. Ssgt/Sgt 1 2 2 - 1 3 2 11
9. Cpl 5 2 1 1 1 1 2 13
10. Ptes 100 13 15 10 - 22 9 169
11. TOTAL 108 17 19 12 2 26 13 197
12. GRAND 117 20 25 15 4 26 13 220

Date…………………… Signature……………………………..
(Rank and Appt)

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ANNEXURE ‘B’ TO PRECIS NO

STRENGTH RETURNS

1. Strength returns serve four main purposes:

a. It provides details of the strength of units.

b. It provides date for manpower statistics/forecast and

provision of rfts.

c. Acts as a periodic check on the strength maintenance by

CAR.

d. It assesses a unit’s fighting potential.

2. If these returns are not accurate they are quite valueless.

TYPES OF STR RETURNS

3. There are two types of units str returns as follows:

a. AF B157 - Str return of soldiers.

b. AF B158 - Nominal roll of offrs.

COMPILATION AND DISTRIBUTION

4. Brief details of compilation and distribution are given in the

following paragraphs.

AFB 157

5. The form is divided into four parts as follows:

a. Part I gives the str and establishment of OR only.

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b. Part II explains the increases and decreases of OR on the

posted or permanently attached strength of the unit since the last
return.

c. Part III is a statement of surpluses, and rfts required and

amplifies figures showing columns 11 and 12 of Part I.

6. Physical Trg Instructors, Nursing Orderlies, Electricians, etc, who

are shown on the unit establishment as permanently att should be
included by trade and arm of the svc in column 1 of Part I.
7. Civ employees such as grass cutters, sanitary men, etc must be
shown in the appropriate column at the foot of Part I. They must not in
any way be incl with soldiers.

8. Details are prepared as at the last day of the month and despatched
to reach HQ NA by the 10th of the fol month. AF B157NA (Nigerian) is
used for the month of Mar, Jun, Sep and Dec only. For the remaining
months of the year, the particulars are signalled.

Distr is as fols: HQ NA 1.
Div HQ 1.
HQ Bde 1.
P and RO (R) 1.

AF B158A

9. This is a nominal roll of all offrs showing details of appt, rank

held, type of commission. ROD, Regt/Corps, PES, date TOS, date SOS
and remark. The remarks column should incl particulars of former unit
if offr joined since last return and auth for posting etc. In the case of
British Offrs and separate AF B158A is prepared and the remarks
column will also incl details of family if residing in Nigeria.

10. The last Part II and III Orders published before the rendition of the
return must be quoted.

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NOTE: (1) Each line of detail is given a serial number and each
sum a distinguishing letter symbol this facilitates rapid and
accurate ref to any figure which may be ref back or subject to
amendment.

(2) Different parts of the return are ruled off with two lines
or other distinguishing ruling.

(3) The return is complete in itself; it does not require a

forwarding memo.

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CHAPTER EIGHT

THE POSTAGE ACCOUNT

REF: QR 1961 (APENDIX XVIII)

1. Postage account is an account maintained by a Unit to show at any

particular time the exact position of receipts and expenses on postages
involving organizations outside the Nigerian Army.

2. It is necessary to maintain a postage account in a unit for the

purpose of accountability and good management of resources.

OBJECT

3. The object is to record the direct and indirect expenditure of public

money by Military Offices in using the various services of the General
Post Office (G.P.O.).

POSTAGE BOOK

4. The book used is an SO BOOK 321 (if still in use) or equivalent

NA Book suitably adapted, which is not an account in the normal sense
but a simple record of the expenditure of public money on the
following:

a. Stamps on letters despatched by civilian post.

b. Telegrammes.

c. Fees for money Orders, (AFD 1806).

d. Fees for Postal Orders.

e. Fees for registration letters.

f. Parcel post.

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g. Surcharges.

h. Contract stamps, bill of lading etc.

i. Telephone.

5. Specimen headings of the postage account are as follows:

Date Registration Number To Whom Postage Initial Daily

or Description of sent N of an Offr
document K

6. Whenever further cash is required from imprest the postage

account should be balance and stamps and cash in hand produced.

VOUCHERS

7. All entries in the postage account must be supported as follows:

a. Purchase of postage stamps for letters are supported by the

copies of the letters in the files.

b. Telegrammes are supported by duplicates copies stamped by

the post office of by file copies if phoned through.

c. Poundage on money order is supported by AFD 1806

(Registration for money order, stamps by the PO showing the
poundage paid).

d. Registration fees on parcels are supported by post office

receipts.

e. Poundage on postal orders is supported by the counterfoils.

f. Surcharges on incoming postal packets are supported by the

envelopes concerned showing the surcharged stamps.
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g. Payment for telephone calls on official business made from

civilian PO call boxes is supported by a statement showing the
amount paid and purpose of the call.

POSTAGE CASH ACCOUNT

8. A monthly postage cash account should be maintained at the back

of the postage account showing:

a. Balance in hand brought forward.

b. Cash received during the account period.

c. Cash expended during the account period.

d. Balance in cash and stamps.

On the last Friday of each month, the final of the postage column of the
postage account is transferred to AFP 1940 which is a summary of
postage expenditure for the account period.

9. The AFP 1940 is a supporting voucher for the imprest account to

cover the difference between the total of each paid to the postage clerk
during the account period and the balance returned by him at the end of
the period.

PURPOSE FOR POSTAGE ACCOUNT

10. a. For accountability.

b. For good management of resources.

c. For honesty

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CHAPTER NINE

SERVICE LAW

Reference: Armed Forces Decree 105 of 1993 (As Amended)

INTRODUCTION

1. When a person joins the Armed Forces on any engagement of any

kind, he becomes subject to the conditions of Service Law and remains
so until he is finally discharged.

2. The good clerk must have a working knowledge of the principles

of Service Law and know how and where to obtain any info required.
He cannot be expected to become an authority on all aspects of Service
Law but he should be fully aware of the conditions and procedure of the
Armed Forces Decree. It is unwise and unsoldierlike to adopt the status
of a ‘barrack-room lawyer’ and the good clerk will avoid this manner at
all cost. The application of the Service Law to all Armed Forces pers in
their day to day life whilst in the service is also essential knowledge to a
good clerk.

3. The fols has been issued as a guide to give the clerk a basic
knowledge of the subject. He will have to study the Armed Forces
Decree for additional info.

GENERAL

4. On attestation a member of the Armed Forces, not only retains his

duties and responsibilities under civil law but submits himself to Service
Law. It follows, therefore, that a person subject to Service Law is NOT
by virtue of being a member of the Armed Forces, exempted from Civil
Law.

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ARMED FORCES DECREE (AFD)

5. The Armed Forces Decree 1993 (Decree No 105 as amended), is a

decree published by the Government, promulgating the constitution and
duties of the Armed Forces. The Decree also lays down the offences
that may be committed in respect of Armed Forces Service and the
punishment that may be awarded arising from these offences. It is in
twenty-two (22) parts, and two hundred and ninety-two (292) sections
as follows:

PART 1 – ESTABLISHMENT AND COMPOSITION OF THE

ARMED FORCES

Section
1. Establishment and functions of the Armed Forces.
2. Establishment of the Armed Forces Reserve.
3. Pay regulations, duties, recall, etc, of the Armed Forces Reserve.

PART II – ESTABLISHMENT OF ARMED FORCES COUNCIL

4. Establishment of the Armed Forces Council.

5. Functions of the Forces Council.
6. Powers of the Forces Council.

PART III – COMMAND AND OPERATIONAL USE

7. Day-to-day command of the Armed Forces.

8. Operational use of the Armed Forces.

PART IV – NIGERIAN ARMY COUNCIL

9. Establishment and composition of the Nigerian Army Council.

10 Functions of the Army Council.
11. Powers of the Army Council.

PART V – NIGERIAN NAVY BOARD

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12. Establishment of the Nigerian Navy Board.

13. Membership of the Board.
14. Powers of the Board.

PART VI – AIR FORCE COUNCIL

15. Establishment of the Air Council.

16. Membership of the Air Council.
17. Powers of the Air Council.

PART VII – ADMINISTRATION AND GOVERNMENT

COMMAND

18. Appointment of Service Chiefs, etc.

19. Powers of command of members of co-operating services.
20. Attachment of members of other services.
21. Attachment of personnel of foreign armed forces and powers of
command, etc.
22. Regulations as to command.

PART VIII – OFFICERS

23. Appointment of Officers.

24. Publication of promotion, etc, of officers.
25. Recall of officers from retirement.
26. Regulations as to officers.

PART IX – ENLISTMENT AND TERMS AND CONDITIONS OF

SERVICE

27. Recruiting officers.

28. Enlistment.
29. Terms of Enlistment.
30. Re-engagement and continuance in service.
31. Prolongation of service.

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PART X – DISCHARGE AND TRANSFER TO THE RESERVE

32. Discharge.
33. Transfer to the Reserve.
34. Right of warrant, Chief Petty Officer to discharge on reduction to
ranks or rating.
35. Power to discharge.
36. Right of enlisted person to purchase discharge.

PART XI – MISCELLANEOUS AND SUPPLEMENTARY

PROVISIONS RELATING TO DISCHARGE, ETC

37. Rules for reckoning service.

38. Validity of attestation and enlistment.
39. Fraudulent, Irregular enlistment, etc.
40. Pensions provisions.
41. Provisions as to death or injury.
42. Service outside Nigeria.
43. Postponement of discharge or transfer pending proceedings for
offences, etc.
44. Interpretation of, and power to make certain regulations for this
part.

PART XII – OFFENCES

Misconduct in Action

45. Aiding the enemy.

46. Communication with the enemy.
47. Cowardly behaviour.
48. Offences against morale.
49. Becoming a prisoner of war through disobedience or wilful neglect
and failure to rejoin Armed Forces.
50. Offences by or in relation to sentries, watch, etc.
51. Looting.
52. Mutiny.
53. Failure to suppress mutiny.

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Insubordination

54. Insubordinate behaviour.

55. Fighting, quarrelling and disorderly behaviour.
56. Disobedience to particular orders.
57. Disobedience to standing orders.
58. Obstruction of provost officers.

Absence from duty, etc.

59. Absence without leave.

60. Desertion.
61. Assisting and concealing desertion and absence without leave.
62. Failure to perform military duties.

Malingering and Drunkenness

63. Malingering.
64. Drunkenness.
65. Drugs: wrongful use, possession, etc of controlled substances.

Offences relating to Property

66. Offences in relation to public and service property.

67. Offences in relation to property of members of the Armed Forces.
68. Miscellaneous offences relating to property.

Navigation and Flying Offences

69. Loss or hazarding vehicles, ship or aircraft.

70. Dangerous flying, etc.
71. Low flying.
72. Annoyance by navigation or flying.

Other Offences in respect of Ships and Aircraft, etc

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73. Inaccurate certification of ships, aircraft, parachutes, etc.

74. Improper carriage of persons and goods.

Prize Offences

75. Prize offences by Commanding Officers.

76. Other prize offences.

Sexual Offences

77. Rape and carnal knowledge.

78. Defilement.
79. Sexual relation with service personnel’s spouse.
80. Fraternization- strong relationship with an enemy or suspect, or
offrs to sldrs.
81. Sodomy – man having sex with a man.

Offences relating to Billeting and Requisitioning of Vehicles

82. Billeting offences.

83. Offences in relation to requisitioning of vehicles.

Offences relating to and by persons in Custody

84. Irregular arrest and confinement.

85. Permitting escape and unlawful release of prisoner.
86. Resistance to arrest.
87. Escape from confinement or custody.

Miscellaneous Offences

88. Injurious disclosures – of classified documents.

89. Making of false statement on enlistment.
90. Making of false documents – forgery.
91. Scandalous conduct of officer.

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92. Ill-treatment of officer, soldier, rating or aircraftman of inferior

rank.
93. Disgraceful conduct.
94. False accusation.
95. Attempts to commit offences.
96. Examination malpractices.
97. Impersonation.
98. Aiding and abetting service offence.
99. Obstruction of Police Officer arresting service person.

Offences in relation to Court Martial

100. Offences in relation to Court Martial.

101. False evidence.
102. Court Martial records: destruction, falsifying, removing, etc.

Conduct to Prejudice of Service Discipline

103. Conduct to the Prejudice of service discipline.

Civil Offences

104. Assault.
105. Manslaughter – Not intentional.
106. Murder – Intentional.
107. Robbery.
108. Extortion.
109. Burglary – breaking into someone’s house when everyone is
asleep in the night.
110. House-breaking – breaking into someone’s house during the day.
111. Arson – destroying another person’s property.
112. Forgery.
113. Cheating.
114. Other civil offences.

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PART XIII – PUNISHMENT

Summary Trial

115. Officers.
116. Warrant or Petty Officer, Non-commissioned officers, soldiers,
rating or aircraftmen.
117. Right of election of officers, warrant and petty officers to be tried
by court martial.
Courts Martial

118. Punishment of officers.

119. Punishment of soldiers, ratings and aircraftmen.
120. Field punishment.

PART XIV – TRIAL PROCEDURE

Arrest

121. Power to arrest offenders.

122. Provisions for avoiding delay after arrest, etc.

Investigation of and summary dealing with Charges

123. Investigation of charges by commanding officer.

124. Charges to be dealt with summarily or by court martial.
125. Further proceedings on charges against non-commissioned
officers, soldiers, ratings and aircraftmen.
126. Further proceedings on charges against officers and warrant
officers.
127. Dismissal of charges referred to higher authority.
128. Officers who are to act as appropriate superior authority.

Court Martial: General Provisions

129. Types of courts martial.

130. Jurisdiction of courts martial.

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131. Officers having power to convene court martial.

132. Jurisdiction for joint trial.
133. Constitution of courts martial.
134. Supplementary provisions as to constitution of courts martial.
135. Place for sitting of courts martial and adjournment to other places.
136. Dissolution of courts martial.

Courts Martial: Provisions relating to Trial

137. Challenges by accused: Membership of courts martial.

138. Administration of Oaths and affirmations.
139. Courts martial to sit in open court.
140. Decisions of courts martial.
141. Finding and sentence.
142. Power to convict for offence other than that charged.
143. Rules of evidence.
144. Privileges of witness and others at courts martial.
145. Summoning of witnesses.
146. Offences by civilians in relation to courts martial.

PART XV – POST TRIAL PROCEDURE

Review of Summary Findings and Awards

147. Review of Summary findings and awards.

Confirmation, Revision and Review of Proceedings of Courts

Martial

148. Confirmation of proceedings of courts martial and unconstitutional

release from custody.
149. Petitions against findings or sentences of courts martial.
150. Revision of findings of court martial.
151. Powers of confirming authority.
152. Confirming authority.
153. Sentence of death to be approved by President.
154. Petitions after confirmation, review of findings and sentences.

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155. Reconsideration of sentence of imprisonment.

Findings of Insanity, etc

156. Provisions where accused found insane.

Commencement, Suspension and Duration of Sentences

157. Commencement of sentence.

158. Duration of sentence of imprisonment.
159. Suspension of sentence and right of accused to release from
custody.
160. Release pending appeal to confirming authority or appropriate
superior authority.
161. Undertaking by accused.
162. Release from custody, review, new undertaking and return to duty.
163. Breach of undertaking.
164. Special provisions as to civil prisons in Nigeria.
165. Special provisions as to carrying out or serving of sentences
outside Nigeria.
166. Country in which sentence of imprisonment is to be served.
167. Duties of persons in charge of prison and others to receive
prisoner.

Trial of persons ceasing to be subject to Service Law and Time

limited for Trials

168. Trial, etc of offences although offender no longer subject to

service law.
169. Limitation time for trial of offences under this Decree.

Relations between Armed Forces and Civil Courts and Finality of

Trials

170. Powers of civil courts.

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171. Offences already disposed of not to be retried.

Inquiries and Related Subjects

172. Boards of inquiry.

173. Inquiries into absence without leave.

Miscellaneous Provisions

174. Restitution or compensation for theft, etc.

175. Promulgation of findings, etc.
176. Custody of proceedings of courts martial and right to copies.
177. Indemnity for prison officers, etc.

Redress of Complaints

178. Complaints by officers.

179. Complaints by soldiers, ratings and aircraftmen.

Rules of Procedure, etc

180. Rules of procedure and other rules.

181. Savings and repeal: Rules of procedure.
182. Interpretation of this Part of this Decree.

PART XVI – APPEALS FROM COURTS MARTIAL

183. Establishment of the Armed Forces Disciplinary Appeal

Committee.
184. Right of appeal.
185. Procedure for applying for leave to appeal or lodging appeal.
186. Determination of appeal in ordinary cases.
187. Powers of the Appeal Committee.
188. Power of Appeal Committee to order retrial.
189. Appeal not to be final.
190. Supplementary powers of Appeal Committee.
191. Proceedings may be heard in absence of appellants.

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192. Defence of appeals.

193. Right of appellant to present his case in writing.
194. Suspension of death sentence.
195. Persons not to be tried again where conviction quashed.
196. Removal of prisoners for purposes of proceedings under this Part
of this Decree.
197. Furnishings, on appeal, of documents relating to trial.
198. Duties of Secretary of the Appeal Committee with respect to
appeal, etc.
199. Rules of Court.
200. Saving of powers of reviewing authority.
201. Exercise of certain powers of the Appeal Committee by a member.
202. General provisions as to procedure.

PART XVII – FORFEITURE AND DEDUCTIONS

203. Regulations as to pay.

204. Forfeitures and deductions: General provisions.
205. Forfeiture of pay for absence from duty.
206. Deduction for payment of civil penalties.
207. Compensation for loss occasioned by wrongful act or negligence.
208. Deduction for barrack damage.
209. Remission of forfeitures and deductions.

PART XVIII – ENFORCEMENT OF MAINTENANCE AND

AFFILIATION ORDERS BY DEDUCTION FROM PAY

210. Enforcement of maintenance and affiliation orders by deduction

from pay.
211. Deductions from pay for maintenance of wife or child.
212. Deductions from pay in respect of judgement debts, etc.
213. Limits of deductions under sections 210, 211, 212 of this Decree
and effect of forfeiture.
214. Service of process in maintenance proceedings.

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PART XIX – BILLETING AND REQUISITIONING OF VEHICLES

Billeting

215. Billeting requisitions.

216. Premises in which billets may be provided.
217. Provision of billets.
218. Billeting schemes.
219. Accommodation to be provided and the payment therefore.
220. Appeal against billeting.
221. Compensation for damage.
222. Refusal to receive persons billeted, etc.
223. Application to civilians employed by the Armed Forces.
224. Suspension of laws against billeting.

Requisition of Vehicles

225. Requisitioning orders.

226. Provision of vehicles.
227. Period for which vehicles to be furnished.
228. Payment for vehicles furnished.
229. Avoidance of hardship in the requisitioning of vehicles.
230. Record and inspection of mechanically propelled vehicles.
231. Enforcement or provisions as to requisitioning.
232. Application to horses, food, forage, stores, ships, aircrafts, and
aircraft material.
233. Liability of Federal Government for damage by vehicles being
delivered for requisitioning.
234. Bringing into operation of sections 215 and 255 of this Decree.

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PART XX – GENERAL PROVISIONS

Privileges and Exemptions for members of the Forces

235. Exemption from tolls, etc.

236. Exemption from levying of execution on property, etc.
237. Exemption as to arms and explosives.
238. Immunity from proceedings or judgement where appearance is not
entered.
239. Indemnity for actions in aid to civil authority and military duty.
240. Privileges of reservists.

Provisions relating to Deserters and Absentees without leave

241. Arrest of deserters and absentees without leave.

242. Proceedings before a civil court where persons suspected of illegal
absence.
243. Deserters and absentees without leave surrendering to police.
244. Certificates of arrest or surrender of deserters and absentees.
245. Duties of superintendents of prisons and other to receive deserters
and absentees.

Offences relating to service matters punishable by Civil Courts

246. Punishment for pretending to be a deserter.
247. Punishment for procuring and assisting desertion.
248. Punishment for obstructing members of the Armed Forces.
249. Punishment for aiding malingering.
250. Unlawful purchase, etc of service stores.
251. Illegal dealings in documents relating to pay, pensions
mobilisations, etc.
252. Unauthorized use of and dealing in decorations, etc.
253. Intoxicating liquor not to be conveyed on board any vehicle, Naval
ship, aircraft or thing.

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Provisions as to Evidence

254. General provisions as to evidence.

255. Proof of outcome of civil trial.
256. Evidence of proceedings of court martial.

Reduction in Rank

257. Restriction on reduction or disrating in rank of warrant or petty

officers and non-commissioned officers.
258. Special disciplinary provisions.

Miscellaneous Provisions

259. Temporary reception in civil custody of persons under escort.

260. Avoidance of assignment of, or charge on service pay, pension,
etc.
261. Powers of certain officers to take statutory declaration.

PART XXI – RESERVE AND PERSIONERS

262. Reservists and pensioners.

263. Annual training.
264. Calling out of reservists and pensioners to aid the civil power.
265. Calling out of reservists and pensioners on permanent service.
266. Punishment for non-attendance.
267. Record of illegal absence.
268. Discharge during service.
269. Regulations as to reservists and pensioners.

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PART XXII – SUPPLEMENTARY AND MISCELLANEOUS

PROVISIONS

Application of this Decree

270. Application of this Decree.

271. Application of this Decree to women.
272. Application of this Decree to civilians.
273. Application of this Decree to passengers.
274. Application of this Decree to cadets, recruits and boys.

Wills and distribution of Property

275. Service persons on enlistment to register the name of persons to

whom estate is to be paid in event of his dying intestate.
276. Service person’s wills: Special provisions.
277. Distribution in case of a deceased service person’s intestacy.
278. Payment of debts of deceased service person.
279. Property of deceased service person to be distributed subject to
rights of creditors.
280. Deceased service person’s money undisposed of to constitute a
fund.
281. Application of money, etc in case of desertion.
282. Uniforms and decorations of deceased service person.

Miscellaneous

283. Power to make regulations generally.

284. Powers exercisable in subsidiary legislation.
285. Provisions as to active service.
286. Execution of orders, instruments, etc.
287. Establishment of the Armed Forces Benefit Fund.
288. Rights of officers.
289. Corresponding structure of ranks in the Armed Forces.
290. Repeal and savings.
291. Interpretation.
292. Citation.

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6. Charges in respect of offences against the Decree are dealt with by

offrs of the Armed Forces. These are placed, broadly speaking, into two
categories as follows:

a. Offences which can be dealt with by a CO or other offrs

delegated by him – Summary trial.

b. Offences of such a nature that Courts Martial have to be

convened.
SUMMARY TRIAL – (Power of Command)

7. Subject to the provisions of Section 115 (1), an officer

who is officers. charged with an offence which may be summarily tried
under Part XIV
of this Decree may be summarily tried and punished to the
extent permitted in accordance with the following provisions
of this section by the officer in command of the unit, ship or
establishment to which officer belongs either at the time of
the commission of the offence or at the time of the trial of the
offence, that is:
a. Where the accused is of or below the rank of an
Army Company Captain or corresponding rank, the commanding
officer of the Commander or company or establishment of his
equivalent may summarily deal equivalent. with the charge either
by dismissing the case or awarding any of
the following punishments, that is:
(1) Confinement not exceeding seven days.
(2) Award of extra duties not exceeding seven
days.
(3) Admonition.
Battalion b. Where the accused is of or below the rank of
Major or Commander or corresponding rank, the battalion
commander or his equivalent may summarily deal with the charge by
either dismissing the case or awarding any of the following
punishments, that is:
(1) Fine not exceeding N500.

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(2) Where the offence has occasioned any

expenses, loss or damage, make good the loss by stoppages
not exceeding N2,500.
Brigade c. Where the accused is of or below the rank of
Lieutenant Commander or Colonel or corresponding rank, the
Brigade Commander or his equivalent equivalent may
summarily deal with the charge by either dismissing the case or
awarding any of the following punishments, that is:

(1) Fine not exceeding N1,000.

(2) Forfeiture of pay not exceeding thirty days.
(3) Where the offence has occasioned any
expenses, loss or damages, make good the loss by
stoppages not exceeding N3,000.

General Officer d. Where the accused is of the rank of or above

Colonel or Commanding or corresponding rank,
the General Officer Commanding or his equivalent may
summarily deal with the charge by either dismissing
the case or awarding any of the following punishments,
that is:

(1) Fine not exceeding N2,000.

(2) Forfeiture of pay not exceeding sixty days.
(3) Where the offence has occasioned any
expenses, lossor damages, make good the loss by
stoppages not exceeding N5,000.
(4) Reprimand or severe reprimand.
(5) Admonition.
*Except as expressly provided in this Decree, not more
than one punishment shall be awarded in a summary
trial for one offence, provided that:
(1) Stoppages may be awarded either in addition
to or without another punishment.
(2) A reprimand or severe reprimand may be
awarded in addition to a fine.

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SECTION 116

Warrant or Petty Subject to the provisions of this Section, a

Warrant or Petty
Officer, Non-, non-commissioned officer, soldier, rating or aircraftman
who is charged with an offence which may be a summarily tried
officer, soldier under Part XIV of this Decree, may be summarily tried
and rating or punished to the extent permitted and in
accordance with the
aircraftman following provisions of this section, by the officer in
command of the unit, ship or establishment to which
that person belongs either at the time of the commission
of the offence or at the time of the trial of the offence,
that is:

Company a. Where the accused is below the rank of Sergeant

or Commander or corresponding rank, the officer
commanding the company or equivalent
establishment or his equivalent may summarily
deal with the charge by either dismissing the case or
awarding any of the following punishments, that is:
(1) Imprisonment with hard labour (IHL) not
exceeding seven days in the unit guardroom.
(2) Extra duties not exceeding seven days.
(3) Confinement not exceeding seven days.
(4) Where the offence has occasioned any
expenses, loss or damage, make good the loss by
stoppages not exceeding N200.
(5) Reprimand.
(6) Admonition.

Battalion b. Where the accused is below the rank of Master

Warrant
Commander or Officer (MWO) or Chief petty officer, the
battalion commander equivalent. or his equivalent may summarily deal

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with the charge by either dismissing the case or awarding any of the
following punishments, that is:

(1) Dismissed regiment to the rank of corporal,

able rating of below.
(2) Imprisonment with hard labour (IHL) up to
twenty-eight (28 days) working days in the unit
guardroom, provided that the person so charged is
of the rank of corporal, able rating or below.
(3) Reduction in rank not below one step for
Sergeants, leading hands and below.
(4) Forfeiture of pay not exceeding seven days.
(5) Where the offence has occasioned any
expenses, loss or damage, make good the loss by
stoppages not exceeding N500.
(6) Confinement to barracks not exceeding
twenty-one (21 days) days.
(7) Extra duties not exceeding seven days.
(8) Reprimand or severe reprimand.
(9) Admonition.

Brigade c. Where the accused is below the rank of MWO or

Chief
Commander or Petty officer, the Brigade Commander, of his equivalent
may
equivalent. summarily, deal with the charge by either dismissing
the case or awarding any of the following punishments,
that is:
(1) Dismissed regiment to rank of Staff
Sergeant or below.
(2) Imprisonment with hard labour (IHL) up to
twenty-eight days in the unit guardroom.
(3) Reduction in rank of Staff Sergeant or
leading rate and below not more than two steps.
(4) Fine not exceeding N200.

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(5) Where the offence has occasioned any

expenses, loss or damages, make good the loss by
stoppages not exceeding N2,500.
(6) Forfeiture of pay not exceeding thirty days.
(7) Reprimand or severe reprimand.
(8) Admonition.

General Officer d. Where the accused is of the rank of Master

Warrant Officer
Commanding or (MWO) or Chief Petty Officer and above, the General
Officer
equivalent. Commanding or his equivalent may summarily deal
with the charge by either dismissing the case or by
awarding any of the following punishments, that is:

(1) Dismissed regiment to the rank of Warrant

Officer (WO), Petty Officer or below.
(2) Imprisonment with hard labour (IHL) up to
twenty-eight days in the unit guardroom.
(3) Reduction in rank or disrating or Warrant
Officer or Petty Officer and below, not more than
two steps.
(4) Fine not exceeding N250.
(5) Where the offence has occasioned any
expenses, loss or damages, make good the loss by
stoppages not exceeding N3,500.
(6) Forfeiture of pay not exceeding twenty-eight
days.
(7) Reprimand or severe reprimand.
(8) Admonition.
*Except as expressly provided in this Decree, not more
than one punishment shall be awarded in a summary
trial for one offence provided that:
(1) Stoppages may be awarded either in addition
to or without any other punishment.

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(2) A reprimand or severe reprimand may be

awarded in addition to a fine.
*Where a Warrant Officer (WO) or Petty Officer or a
soldier, rating or an aircraftman is sentenced to a term
of imprisonment of thirty-five days or more, he shall
also be sentenced to dismissal from the svc.

Right of *Notwithstanding anything in the foregoing sections of

this
Election of Decree a Commanding Officer shall not proceed
summarily with
Officers, the trial of an Officer, a Warrant or Petty Officer until
he has
Warrant and afforded the Officer, Warrant or Petty Officer an
opportunity
Petty Officers of electing to be tried by a Court Martial and if the
person so
to be tried by elects in writing, the Commanding Officer shall take
the
Court Martial prescribed steps with a view to the charge being tried
by a Court Martial.

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CHAPTER TEN

COURT MARTIAL

8. Courts Martial are convened to try cases of more serious nature

such as:

a. Offences in relation to the en, punishable with death i.e.

abandoning gar, casting away arms, misbehaviour and cowardice.

b. Offences in relation to the en, not punishable with death, i.e.

leaving ranks, spreading reports or using words calculated to
spread alarm and despondency.

c. Leaving post when a sentry; sleeps at or in drunk at or leaves

his post before properly relieved, (on active svc only).

d. Mutiny and sedition.

e. Failure to suppress a mutiny.

f. Desertion – on active service.

g. Wilfully injures himself.

h. Offences in relation to Courts Martial.

i. False Evidence.

j. Obstruction of Police Officer arresting offr or soldier.

k. Injurious disclosure.

l. Scandalous conduct of an offr.

m. Striking or ill-treating a soldier.

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n. Disgraceful conduct.

o. Committing a Civil offence.

9. Types of Court Martial (SECTION 129)

There shall be, for the purpose of carrying out the provisions of
this Decree, two types of Courts Martial, that is:

a. A General Court Martial, consisting of a President and not

less than four members, a waiting member, a liaison officer and a
Judge Advocate.

b. A Special Court Martial, consisting of a President and not

less than two members, a waiting member, a liaison officer and a
Judge Advocate.

10. a. A general court martial shall, subject to the

provisions of this Decree, try a person subject to service
law under this Decree
Jurisdiction for an offence which, under this Decree, is triable by a
court martial and award for the offence a punishment
authorisedthis Decree for that offence except that where
the court martial consists of less than seven members it
shall not impose a sentence of death.

b. A general court martial shall also have power to

try a person subject to service law under this Decree
who by law of war is subject to trial by a military
tribunal and may adjudge a punishment authorised by
law of war or armed conflict.

c. A special court martial shall have the powers of a

general court martial, except that where the court
martial consists of only two members it shall not

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impose a sentence that exceeds imprisonment for a term

of one year or of death.

11. Power to convene Court Martial (SECTION 131)

a. Subject to the following provisions of this section,

a court martial may be convened by:

(1) The President.

(2) The Chief of Defence Staff.

(3) Service Chiefs.

(4) A General Officer Commanding, a

Brigadier, Colonel or Lieutenant Colonel or their
corresponding ranks having command or a body
of troops or establishments.

(5) An Officer for the time being acting in place

of those Officers.

b. A general Court Martial may be convened by:

(1) The President.

(2) The Chief of Defence Staff.

(3) Service Chiefs.

(4) A General Officer Commanding or

corresponding command.

(5) A Brigade Commander or corresponding

command.

c. A Special Court Martial may be convened by:

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(1) A person who may convene a general court

martial.

(2) The Commanding Officer of a Battalion or

of a corresponding unit in the Armed Forces.

d. The Senior Officer of a detached unit,

establishment or squadron may be authorised by the
appropriate superior authority to order a court martial in
special circumstances.

SECTION 118

12. Punishment of Officers. The punishments which may

be awarded to an officer by sentence of a Court Martial
under this Decree are those set out in the following scale, i.e.

a. Death.
b. Imprisonment.
c. Dismissal with disgrace and dishonour.
d. Dismissal from the Armed Forces.
e. Reduction in rank.
f. Forfeiture of seniority in the rank.
g. A fine of a sum not exceeding the equivalent of 3
month pay.
h. Severe reprimand or reprimand.
i. Admonition.
j. Forfeiture, where the offence is fraud, fraudulent
mis-application, theft or any other form of undue
enrichment of the accused, provided that evidence
exists which satisfied the court that the accused or his
estate has benefited from the property or thing subject
of the offence.
k. Stoppages, where the offence has occasioned any
expenses, loss or damage not exceeding one third of the
total sum.

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SECTION 119

13. Punishment of soldiers, rating and aircraftmen. The

punishment which may be awarded to a soldier, rating or an
aircraftman by sentence of a court martial under this Decree
are those set out in the following scale, that is:

a. Death.
b. Imprisonment.
c. Dismissal with ignominy from the Armed Forces.
d. In the case of a Warrant or Petty Officer,
dismissal from the Armed Forces.
e. In the case of Warrant Officer, petty officer or
non-commissioned officer, reduction to ranks or
disrating to ordinary rate or any less reduction in rank.
f. A fine of a sum not exceeding the equivalent of 3
months pay.
g. In the case of a Warrant officer or petty officer or
non-commissioned officer, severe reprimand or
reprimand.
h. Where the offence is absence without leave or
desertion, forfeiture of service.
i. Forfeiture where the offence is fraud, fraudulent
mis-application, theft or any other form of undue
enrichment of the accused, provided that evidence
exists which satisfied the court that the accused or his
estate has benefited from the property subject of the
offence.
j. Stoppages, where the offence has occasioned any
expenses, loss or damage or exceeding one-third of the
total sum.

POST TRIAL PROCEDURE - SECTION 147

14. Where a charge has been dealt with summarily and the
charge is not dismissed, the authority specified in subsection
(4) of this section,

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Review of may review the finding or award either upon a petition

submitted under summary subsection (2) of this section or at anytime if
facts material to the case findings arise which were not available
during the trial. A person convicted and sentenced summarily may
petition against the findings or award or awards. Both to the authority
not later than one month after the finding or award was made. Where
on a review under this section, it appears to the authority:
a. Expedient so to do by reason of any mistake of
law in the proceedings on the summary dealing with the
charge or of anything occurring in those proceedings
which in the opinion of the authority, involved
substantial injustice to the accused, the authority may
quash the award.

b. That a punishment awarded was invalid or too

severe or (where the award included two or more
punishments) that those punishments or some of them
could not validly have been awarded in combination or
are, taken together, too severe, the authority may vary
the award by substituting such punishment or
punishments as the authority may think proper, being a
punishment which could have been included in the
original award.

In this section, “the authority” means appropriate Superior

Authority.

Petition An accused may within three months after being

sentenced by a court martial and before the sentence is confirmed,
submit to the authority any written matter which may reasonably tend to
affect the confirming authority’s decision whether to disapprove finding
of guilty or to approve the sentence.
The matters which may be submitted under this subsection (1) of
this section include:

a. Allegations of errors affecting the legality of the

trial.

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b. Portions of summaries of the record or copies of

documentary evidence offered or introduced at the trial.
c. Matters in mitigation which were not available for
consideration at the trial.

Before the confirming authority takes action under section

150 of this Decree on a record of trial by a court martial, the
confirming authority shall obtain from a legal officer a legal
review of the case, so however that no person who has acted
as a member, judge advocate, trial counsel, defence counsel
or investigating officer in the case may later review the same
case. Where the confirming authority has no legal officer or
that person is disqualified, the confirming authority shall
forward the proceedings to the Directorate of Legal Service
of the respective services of the Armed Forces for review.

REDRESS OF COMPLAINTS – SECTION 178

15. If an officer thinks himself wronged in any matter by

superior
Complaints officer of authority and on application to his
commanding officer
By does not obtain the redress to which he thinks he is entitled,
he may
Officers make a complaint with respect to that matter to the Forces
Council.

On receiving a complaint under subsection (1) of this

section, the Forces Council shall investigate the matter and
grant any redress which appears to the Forces Council to be
necessary or if the complaints so requires, the Forces Council
shall make its report on the complaint in order to seek the
directions of the President on the matter.

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Subject to subsection (1) of this section, an officer who

feels he has wronged in any matter shall first exhaust the
administrative remedies available to him under this section of
this Decree before embarking on any other action.

An initial complaint by an officer to his commanding

officer under subsection (1) of this section, shall be made not
later than three months of the wrong in respect of which it is
brought, and where the officer has not obtained the redress to
which he thinks himself entitled, he may make a further
complaint in the prescribed manner to the authority
prescribed under subsection (1) of this section not later than
three months of the complaint or of receiving the
unfavourable redress, as the case may be.

No officer shall be punished for having made a

complaint in accordance with this section if the complaint
does not contravene a provision of this Decree.

Complaints If a soldier, rating or aircraftman thinks himself

wronged in any
By soldiers, matter by an officer or by a soldier, rating or an
aircraftman, he may
Ratings make a complaint with respect to that matter to his
commanding officer.
And If a soldier, rating or an aircraftman thinks himself
wronged in
Aircraft- any matter by his commanding officer, either by reason of
redress not
Man being given to his satisfaction on a complaint under
subsection (1) or of any other reason, he may make a
complaint with respect thereto to any Army, Naval or Air
Force Officer under whom the complainant is for the time
being serving, being an officer not below the rank of
Brigadier or corresponding rank.

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On receiving a complaint under this section, a

commanding officer shall investigate the matter and grant
any redress which appear, to him to be necessary.

Subject to subsection (1) of this section, a soldier,

rating or an aircraftman who feels he has been wronged in
any matter shall first exhaust the administrative remedies
available to him under this section before embarking on any
other section.

An initial complaint by a soldier, rating or an

aircraftman to his commanding officer under subsection (1)
of this section shall be made not later than three months of
the wrong in respect of which it is brought, and where the
soldier, rating or aircraftman has not obtained the redress to
which he thinks himself entitled he may make a further
complaint in the prescribed manner to the authority
prescribed under subsection (2) of this section not later than
three months of the complaint or of receiving the
unfavourable redress, as the case may be.

No soldier, rating or aircraftman shall be penalised for

having made a complaint in accordance with this section so
far as the complaint does not contravene the provisions of
this Decree.

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CHAPTER ELEVEN

SECURITY

INTRODUCTION

1. The need for security is always as a result of the value attached to

a particular place or object. If a place or object is valueless, we don’t
have to border ourselves about security or protective measure. The
degree of security measure applied in any institution depends on the
importance of the institution.

DEFINITION

2. Security is a condition achieved when all classified items of

information are protected from getting to an unauthorised hands,
materials and equipment from sabotage, and personnel from subversion.

THREAT TO SECURITY

3. There are three threats to security: Espionage, Sabotage and

Subversion.

SUBVERSION

Subversion can be defined as an action, including illegal action,

aimed at undermining the authority and strength of a legally constituted
government and the loyalty of its subjects.

SABOTAGE

Sabotage is an act or an omission falling short of military

operation intended to cause physical damage, in the interest of a foreign
power or a subversive organization, on materials and installations so
that the efforts of the Comd or whoever will be thwarted

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ESPIONAGE

Espionage is the covert means by which Hostile Intelligence

Services (HIS), countries, organizations or individuals acquire or
attempt to acquire info concerning the National interest to which they
are not entitled. Espionage is employed to obtain info which will be
used to subvert personnel and this can lead to sabotage to materials and
installations.

WAYS OF ESPIONAGE IN OFFICE

4. Espionage in the office can be conducted in the following ways:

a. Authorised access.
b. Third party with access.
c. Surreptitious means (no trace).
d. Negligence.
e. Technical eavesdropping (telephone bugging).

PROTECTION AND CONTROL OF ACCESS

5. Protection and control of access can be done in the following

ways:

a. Centralization – all classified files and documents should be

centralized in one place thus preventing those not permitted to
enter such places from getting access to the information.

b. Vetting – anybody who does not possess the requisite

clearance to have access to documents should not be allowed to do
so.

c. Files passed to various offices should be locked away if the

users are leaving the office temporarily.

d. Location/Offices to be used for discussing classified subjects

should be technically swept and secured 24 hours prior to a

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conference, since eavesdropping particularly with technical means

is one of the easiest ways of acquiring info in an office.

e. Overlooking of files should be avoided or prevented.

Sweeping and clearing/dusting of offices should be done early in
the morning before work resumes, or after normal day’s work.

f. All staff should be educated on the nature and scope of his

job so as to ensure maximum security measure: (Security
Education)

g. Destroy by burning all classified waste e.g. carbon papers,

ribbons, etc.

CLASSIFICATION OF OFFICIAL DOCUMENTS

6. There are four Security Classification. They are:

a. Top Secret. Information and material, the unauthorised

disclosure of which would cause Exceptionally grave damage to
the Nation.

b. Secret. Information and material, the unauthorised

disclosure of which would cause Serious injury to the interest of
the Nation.

c. Confidential. Information and material, the unauthorised

disclosure which would be Prejudicial to the interest of the Nation.

d. Restricted. Information and material, the unauthorised

disclosure which would be Undesirable in the interest of the
Nation.

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PROTECTED DOCUMENTS

7. Protected docus incl any form of recorded info, whether

correspondence, book, report, chart, or map and may also include any
article, substance or apparatus.

AUTHORITY TO GRADE DOCUS

8. Offrs and Civil Service Offrs not below the ranks shown below
may classify docus as follows:

a. TOPSEC

(1) Grade 1 Staff offrs.

(2) Senior Executive offrs or equivalent in Civil Service.
(3) Lt Col Commanding a Bn or equivalent unit.
(4) Brigade Majors.

b. SECRET

(1) Captain.
(2) Executive offr or equivalent rank in Civil Service.

DOWN GRADING

9. It is always permissible for the officer or branch that originated a

document, etc to down-grade it when time or events have lessened its
security value. When the situation or an event has come under control
the security classification is lessened.

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DESTRUCTION OF PROTECTED DOCUS

10. In normal circumstances no accountable docu will be destroyed

except on instr from the issuing auth. When the issuing auth orders the
destruction of TOPSEC or SECRET docus, this will be done by burning
and a destruction certificate, giving copy number etc of the destroyed
docus, will be fwd to the originator. Any other docus held of a
classified nature may be destroyed at the discretion of the Offr
responsible for them. A record must be kept of all such docus
destroyed.

MARKING OF PROTECTED FILES

11. Protected files will be marked as follows:

a. TOPSEC – Two intercepting diagonal red lines.

b. SECRET – One diagonal red line from top left to
bottom right.
c. CONFD – One diagonal blue from top left to
bottom right.

In addition each file cover is stamped top and bottom, both in front and
on the reverse, with the appropriate security grading. The grading must
be stamped on, NOT typed.

CUSTODY

12. a. TOPSEC – Must be in custody of the Offr to whom it was

addressed. When not in use it must be locked in a bricked-in steel
safe. The Offr will maintain the Register.

b. SECRET – Must be in custody of an Offr or the Chief Clerk.

When not in use it will always be locked in a safe or steel
cupboard. A separate register will be maintained.

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c. CONFD – Normally in the custody of the Chief Clerk, who

will ensure that it is securely locked away when not in use. The
secret register may be used to record the receipt of CONFD
correspondence.

d. MED-CONFD – This grading is given to all med docus incl

the F Med series. Such docus are for the use of MOs only and are
held in Med Centres under lock and key. Other persons are not
auth to read these docus excecpt in very exceptional
circumstances; they will in no case be seen by the person to whom
they refer.

e. PERSONAL-CONFD – This grading is given to packages

and envelopes containing docus dealing with personal matters e.g.
pay, discipline, posting instrs, etc. Such packages are despatched
in a single envelope in the same way as unclass mail.

f. RESTD – May be kept in any place to which the public do

not have access.

OPENING OF OFFICIAL MAIL

13. The Officer Commanding normally lays down, in writing, the

names of Offrs and clerks auth to open classified mail in their unit, but
generally the fol rules apply:

a. TOPSEC. These docus will be opened only by the official

or Officer designated by name or appt in the address of in his
absence by a person appt to open TOPSEC docus on his behalf.

b. SECRET & CONFD. Such docus may be opened by the

Chief Clerk of a branch, HQ or unit, if auth to do so, unless
addressed personally by name or appt to an officer or official.

FORMS OF RECEIPT

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14. Receipts will always be asked for and given for all TOPSEC and
SECRET docus. Receipts will not be asked for when despatching
CONFD docus, unless for some special reason a receipt is required by
the originator.

15. The official receipt for classified docus is Army Form A16. It will
be enclosed with all docus where a receipt is nec for completion by the
addressee and return to the originator. AF A16 has been specially
designed to avoid mentioning the document by name.

ACK REGISTER

16. A reasonable period of time should be allowed for the return of

receipts, but in order to ensure that all receipts are returned, an
acknowledgement register must be maintained. The use of a SO Book
will suffice. A suggested layout for this register is as under:-

ACK REGISTER

Date To Ref No. Copy No. AF A16 Remarks

due

WASTE PAPER, SEALS AND STAMPS

17. Under no circumstances will waste paper, drafts, spoiled or

cancelled forms, used carbon papers, used wax stencils, impressions of
office seals, stamps, etc, relating to, or used in connection with
classified docus be allowed to fall into unauthorised hands. They will
always be destroyed, by burning where possible, and NEVER deposited
into the waste paper basket of like receptacles. Stencils, carbon, blotting
paper, etc, which still have “life” will be given the same treatment as for
classified docus, when they have been used for graded subjects.

OFFICE KEYS

18. Keys to cupboards, safe, etc, which contains classified matter, will
be controlled and issued on signature. Loss of keys is a breach of

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security and punishable. Control of duplicate safe keys is laid down in

FRO 78/60.

PRINCIPLES OF DOCUS SECURITY

19. Document Security is the collective term used to describe the

protective measures taken to ensure that papers which are classified as
being of security importance are properly safeguarded at all times. In
this context, the term document is used to describe any form of recorded
information and will include such items as maps, charts, carbons and
recording tapes.

THE BASIC PRINCIPLES

20. The basic principles of document security are best summarised by

the “NEEDS”:

a. NEED TO KNOW. Access to classified info should be kept

to an absolute minimum. No person should be given more info
than is necessary to enable him carry out his duties efficiently.
Remember that a vetting clearance confers no automatic right of
access to classified information.

b. NEED TO HOLD. Although a person may have a need to

know the contents of a particular classified docu, it does not
necessarily follow that he has to retain it. Individuals should
therefore, be permitted to hold only classified info which is
essential to the performance of their duties.

c. NEED TO TAKE. Although a person may need to know

the contents of a classified docu and indeed have a need to hold
that docu, only in circumstances where the need can be shown to
be real should docu be removed from the office.

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PRINCIPLES OF DOCUS SECURITY

21. a. A classified docu shall be graded and appropriately marked

to indicate the damage its unauthorised disclosure would cause.

b. The degree of protection given to the docu shall be in direct

relationship with the security grading given.

c. Access to a classified docu shall be limited to those who

have been vetted and who “Need to know” its contents in order to
carry out their duties.

d. The number of classified docu in circulation shall be limited

as much as possible.

e. The location of a classified docu shall be know at all times.

f. A classified docu shall securely be stored when not in actual

use.

g. A classified docu shall be transmitted by secured means only.

h. When no longer required, a classified docu shall be

destroyed.

i. When the content of a classified docu become of less

importance, the docu shall be downgraded.

j. When a classified docu cannot be found or is suspected of

having been compromised, an investigation shall take place.

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GENERAL

22. The importance placed on security is such that breaches of same

are classified as offences against the State and are punishable by terms
of penal servitude or imprisonment. Where treason is involved the
maximum penalty is death.

23. By the very nature of his employment, a clerk is in a position

where certain classified info passes through his hands. After a while,
this familiarity with classified material may well lead to a careless
disregard for the lesser type of such matter both in handling and
dissemination.
24. It must be clearly understood that any correspondence marked
RESTD, CONFD, MEDICAL-CONFD, PERSONAL-CONFD,
SECRET or TOP SECRET is meant to be seen by the smallest circle of
persons who are responsible for the security of the info given and must
not be communicated either orally or in writing, with any person or
persons not authorised to receive such information.

25. In view of this, it follows that a clerk must not speak or write of
any classified matter either in or out of his place of employment, to
unauthorised person. He should not imply, either by word or deed, that
he has knowledge of classified info as even this implication can convey
to an interested party that classified matter exists.

26. The disclosure of any secret matter either orally or written to any
person not authorised to receive it, is an offence under the NA
Ordinance Sect 31. Such disclosure is an offence even if the info given
is not deliberate. Carelessness in handling and indiscretion in talking
are almost as serious as deliberate disclosure.

27. It is the duty of everyone to be constantly on his guard to protect

the security of the country, state, etc to which he belongs or to which he
is allied.

28. Should any person be approached either orally or in writing

anonymously or otherwise, to commit any breach of security, or should

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he be aware that such action is being carried out by others, it is his duty
to report the matter to his senior officer immediately.

29. If any person receives any classified info to which he is not

entitled, whether orally or in writing, he must also report such fact to his
senior officer.

CHAPTER THIRTEEN

OFFICIAL SECRET ACT OF 1962

INTRODUCTION

30. Hostile intelligence services will continue to strive to gain

knowledge of our plans, projects, functions and the capabilities of our
scientific and defence equipment. Mere teaching and counselling will
not be adequate to prevent un-authorized disclosures of classified
information.

31. Virtually all nations have entrenched laws which are meant to
protect classified information/material from unlawful disclosure. These
laws also stipulate punishments for contraventions.

HISTORICAL BACKGOUND

32. The use of Official Secret Act came into existence in 1889 in
England. This become necessary as a result of an occurrence in 1879,
when a clerk in a foreign office employed to copy a secret document on
agreement between Great Britain and USSR took a copy home for his
own use and later handed it to a London Newspaper for publication. He
was later arrested, tired and found not guilty, discharged and acquitted,
for she had not committed an offence known to law. The British
parliament and acted swiftly by making such act an offence under
Section 12 of the official Secret Act (OSA) of 1889. Later on, an
amendment was made in 1911 & 1920. This was applied throughout

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England and Countries under the British rule of which Nigeria was one.
After granting independence to Nigeria in 1960, the first local
legislation on the matter enacted a law in 1962 known as Official Secret
Act 1962. the British inside theirs made it an offence among other
things the publication of classified matter without authority to
communicate the content or code ciphers to other person.

OFFENCES CREATED BY OSA 1962

33. The following are the offences created by the OSA 1962

a. Section 1 – Protection of Official Information.

(1) Transmission of any classified matter without
government authorization was made an offence.

(2) Obtaining, reproducing or retaining any classified

matter without government authorization was made an
offence. A public that fails to comply with any instruction
given to him on behalf of government as to the safeguarding
of information by virtue of his office.

(3) When an accused transmits or retains classified matter.

b. Section 2 – Protection of Defence Establishment. It is

criminal for any person who for any purpose prejudicial to
the security of Nigeria.

(1) Enters or is on the vicinity of or inspects a protected

place i.e. restricted place.

(2) Photographs, sketches or records anything situated in

such areas. A person who enters or is caught in the vicinity of
the rusticated area is liable to see 2 (a).

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(3) Obtains, reproduces or retains any photograph, sketch,

plan. Model or documents.

(4) Espionage activities committed in protected area and

sabotage activities are an offence.

(5) Makes an offence the obstruction, misleading or

otherwise interfering with a person engaged in guarding a
protected area.

c. Section 3 – Delegated Legislation – Restricted on

Photographs During Period of Emergency. The Defence Minister
may during emergency period make orders that no person shall
during that period, without his permission in writing photograph,
sketch or record anything designed or adopted for defence
purposes. It is an offence to contravene this.

d. Section 4 Control of mail Forwarding.

(1) Defence Minister may make regulation to control the

functions of P & T agencies and corporations.

(2) Regulations under this section are supplementary

provision and penalties imposed for their breach should not
exceed three months imprisonment or fine of One Hundred
Naira or both.

(3) Regulation under this section shall not come into force
until they are approved by each house of parliament.

e. Section 5 – Power to Require Information as to Offences

under this Act. This Warrants An Assistant Commissioner of
Police (ACP) of the Nigeria Police Force after obtaining consent
of the Defence Minister is empowered to issue Warrant to a
superior police officer to require a suspect to furnish all
information in that person’s possession relating to the offence.

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The police officer should provide adequate facilities for attending

at a trial and place specified by the officer for furnishing of the
information. Where delay in obtaining consent will seriously
prejudice the security of Nigeria, the ACP may issue the Warrant
without obtaining consent but shall report his action immediately
to the Minister.

f. Section 6 – Search Warrant. If a police officer not below the

rank of ACP believes that an offence under section 1,2 or 3 the of
Act has been committed, relating to the commission found in the
premises may issue warrant to a senior police officer to search the
premises.

g. Section 6 – Penalties and Proceedings. Proceedings in

respect of offences committed under Section 1,2 and 3 of this Act
shall begin only on the consent of The Attorney general (AG) of
the Federation. The AG will state whether the proceedings shall be
summary or on indictment.

h. Section 8 – Supplementary Provision as to Offences Attempt.

Criminalizes. Attempt to commit offence under this regulation. It
makes it an offence to aid, abet, counsel, incite, procure, and
command the commission of such offence concealment of such
crime is also an offence. A police officer may arrest without
warrant any person found committing an offence under sections
1,2 & 3 of the Act or whom he reasonably suspects of having
committed such an offence. Where offences of this Act is
committed abroad by Nigerians; proceedings against him may be
brought in any court in that part of Nigeria which could have had
jurisdiction if the offender had been committed.

i. Section 9 – Interpretation. What is referred to as classified

matter and prohibited or protected places.

j. Section 10 – Short Title Extent and Repheal. The Act apply

thought-out the federation and shall apply to citizens of Nigeria
elsewhere than in the federation.

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k. Defence Section 1 (3) State that, it shall be a Defence to

prove that: When the accused transmitted, obtained reproduced or
retained matter as the case may be, he did not know and could not
know reasonably but was expected to believe that it was classified
matter.

b. When he knew or believed that it was classified matter, he

placed his knowledge of the case at the disposal of the Nigerian
police.

CONCLUSION

34. The Official Secret Act 1962 is still in force in Nigeria. Even
though we now operate the 1999 constitution, any person contravening
its provision will be liable to prosecution. Until the National Assembly
amends or repeals the act, it remains legal

Federal Security Instrs App ‘A’ requires that:

a. Every offr on first joining an every soldier on enlistment

signs a certificate at App ‘A’ to Federal Security Instrs regarding
the Official Secrets Act, in which he acknowledges that he fully
understands the implications divulging mil info or carelessness in
the safeguarding of official info.

b. Every offr and soldier on leaving the Army signs same

certificate at ‘A’ above in which he acknowledges that he fully
understands that any unauthorised communication by him of
official info after he has left the svc still renders him to
prosecution.

35. It is the responsibility of the OC unit to ensure that this declaration

is signed. In all cases the signatures must be witnessed. Form of
declaration is shown at App ‘A’.

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App ‘A’ to Precis No

FORM OF DECLARATION

I………………………………….. do solemnly and sincerely promise

that I will not directly or indirectly reveal, except to a person to whom it
is my duty or to whom I am authorised to communicate it, any code
word, sketch, plan, model, article, note, document or information which
has been entrusted to me by any Government of any State of Nigeria, or
which I may obtain, or to which I have access, owing to my position as
an officer in the Public Service of the Federation. I also solemnly and
sincerely promise that I will, during the continuance of my having such
access exercise due care and diligence to prevent knowledge of any such
code word, sketch, plan, model, article, note, document or information
from being communicated to another person other than a person to
whom it is my duty, or to whom I am authorised to communicate it. I
realise that failure on my part to keep these promises will contravene the
provisions of General Orders and may render me liable to prosecution
under the Official Secrets Acts 1911 to 1939 and the Official Secrets
Ordinance (Chapter 1964) of the Laws of Nigeria, and that the
obligation of secrecy imposed on me by this declaration will continue
after I have left the Government Service.

Witness to Signature……………………. `
Signature…………………………

Date……………………………………..

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SECURITY OF DOCUMENTS

36. Document security is the collective term used to describe those

protective measures designed to ensure that classified information in
documentary form is correctly safeguarded at all times.

37. In this context, the word “document” is used to describe any form
of recorded information. Document security measures therefore cover a
wide range of items, for example; notes, letters, maps, charts, carbons,
typing ribbons, films, photographs, slides, recording tapes, printing
plates and so on.

THE BASIC RULES OF DOCUMENT SECURITY

38. These basic rules of document security are:

a. Classify correctly.

b. Keep classified papers to a minimum.

c. Ensure that papers are easily traceable.

f. Ensure that checks will reveal losses,

e. Prevent unauthorized access.

f. Ensure that staff knows the rules.

THE TEN COMMANDMENT

4. Document security measures are based on the following ten

principles:

a. Each document is to be accorded a security classification based

on the estimated damage that would be caused to the nation by the
unauthorized disclosure of the information in the document.

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b. Each document is to be clearly marked with a security

classification which correctly reflects its security value and
indicates the appropriate standard of protection it is to be given.

c. Classification documents are not to be accessible to

unauthorized persons at anytime. Access is to be limited to those
who needed to know’ in order to carryout their duties and also
have an appropriate security clearance.

d. The holder of a classified document is to record the location of

the document is known at all times.

e. Documents are to be transmitted by secure means appropriate to

their classification.
f. Classified documents are always to be stored under secure
arrangements.

g. When the content of a classified document becomes less

important, then the document is to be downgraded or declassified
and treated accordingly.

h. When no longer required, documents are to be destroyed by an

approved method and under secure arrangements appropriate to
their classification. Such destruction is to be recorded in
accordance with current rules.

i. Classified documents are to be constantly checked, not only at

regular intervals, but also on a snap-check basis.

j. If a classified document cannot be found or compromise is

thought to have occurred, then an investigation is to take place.

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CHAPTER THIRTEEN

SECURITY OF OFFICE

1. A consideration of the threat posed by the activities of the Hostile

Intelligence Service (HIS) reveals that he is capable of using all means
to acquire information necessary to build up the military intelligence on
which to base their planning. It must be assumed that such methods will
be close to our own and must therefore be countered by our security
measures.

AIM

2. The aim of this précis is to consider the problem of security in the

offices.

WAYS OF ESPIONAGE IN OFFICE

3. Espionage in the office can be conducted in the following ways:

a. Authorised access.
b. Third Party with access.
c. Surreptitious means.
d. Negligence.
e. Technical eavesdropping.

4. Protection and Control of Access. Control of access to

information in the office is done by centralizing all the classified
documents in one place thus preventing those not permitted to enter
such places from gaining access to the information. Vetting is one of
such procedures. Anybody who does not possess the requisite clearance
to have access to documents should not be allowed to do so.

5. Files passed to various offices should be locked away if the users

are leaving the office temporarily. Overlooking while working on them
should be prevented.

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6. Eavesdropping particularly with technical means is one of the

easiest ways of acquiring information in an office. Therefore,
locations/offices to be used for discussing classified subjects should be
technically swept and secured 24 hours prior to a conference.

7. Basic Protection to Counter Audio Eavesdropping Equipment.

Following precautions would eliminate or reduce to the minimum the
ability of HIS to plant bugs in our offices.

a. Access control detecting devices at the gate could prevent

unauthorised persons from bringing recording equipment.
b. All keys should be treated as security keys.
c. Cleaning, redecoration and maintenance should be
supervised.
d. Record of works done should be kept.
e. Record of workers names should also be kept.
f. Inspect equipment and furniture prior to removal for repairs
and return to room. Also record the event.
g. Visitors without permission to be escorted.

8. Communication and Electronic Equipment in Offices. Before

using intercom and other electronic equipment in the offices, the advice
of the security agencies should be sought to ensure that eavesdropping
devices are not installed along such equipment. Technical inspection of
the equipment should be sought always to ensure that it is free from
modification or alteration in order to facilitate eavesdropping.

9. Typewriters and Components. Electronic typewriters are unsafe

for typing classified documents. Moreover, the ribbon and carbon used
for such documents should be given equal protection as the documents.
Movement of drafts and finished work should be controlled. Classified
dictation should be given adequate protection. Classified by-products
should be easily traceable.

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COMBINATION SETTING

10. Setting are changed:

a. When container was first brought into use.

b. On posting of combination set holder.
c. At least once every 6 months.
d. When compromise is suspected.
e. After repair/inspection.

11. Key Control. Following precautions are necessary to enhance

good key control:

a. Minimum number of keys should be in use in the office, at

most one for each lock.

b. Protect such keys from unauthorised access (Don’t allow

somebody to study the key as to be able to copy it).

c. Centralization/secure storage of duplicate or triplicate keys.

d. Issue keys on signature.

e. Use security-key register.

f. No key should be removed from the unit unless it is

absolutely necessary.

g. Keys should be checked every six months.

12. Copying and Reproduction. While documents may be

adequately protected, one of the areas where there is proper care is
reproduction particularly photocopying. Photocopying should be
controlled and supervised. The equipment should be controlled by
somebody with PV clearance.

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CONCLUSION

13. Espionage can be conducted in many ways. Since the greatest

threat is through authorised access, the offices must be adequately
supervised to ensure that only those with vetting clearance have access
to classified information.

14. Ancillary staff should be controlled when working in the offices.

15. Technical measures should be taken periodically to ensure that

offices are safe from audio eavesdropping.

16. Finally, classified materials and their by-products should be well

stored to avoid unauthorised access.

SECURITY DURING PRODUCTION AND REPRODUCTION

GENERAL

1. The originator of a classified document, or the authority

responsible for its preparation, must safeguard it during production or
reproduction. In the case of documents graded CONFIDENTIAL or
above, the originator decides how many copies are needed and only that
number is produced. Only authorised personnel may be employed to
produce and reproduce classified documents.

2. Special Provisions for TOP SECRET Material. Whenever the

typing or production of TOPSECRET material is begun, the completed
work should, if possible, be delivered to the originator before cease-
work. If this is impossible, short-hand notes, drafts, carbon, and
incomplete typescript should be return to the originator for safe custody
(unless approved facilities for the custody of TOPSECRET materials are
available). Completed TOP SECRET documents, together with any
subsidiary material (e.g spoiled copies, carbon, drafts, and shorthand
notes), should be delivered to the originator for distribution or

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construction. The originator is personally responsible for burning, or

destroying in an approved shredding machine, all subsidiary material
and for ensuring its complete destruction and disintegration.

3. Security of Typing and Duplicating Offices. Commanding

Officers should pay particular attention to those offices where typing,
duplicating, or copying is done, emphasizing the need for:

a. Regular and frequent inspections by security officers and

supervisory staff.

b. Briefing on staff precautions to prevent extra copies being

produced either inadvertently, or for unauthorised purposes.

4. Security of Equipment and Subsidiary Materials

a. Tape Recording and Dictating Machines.

(1) Because tape recorders and dictating machines can

easily be modified to operate as radio transmitters, the
following safeguards are employed:

(a) Unauthorised persons are not allowed access to

speech-recording equipment.

(b) When not in use, apparatus is disconnected from

the mains; out of duty hours it is stored under secure
conditions.

(c) Their use in rooms where highly classified

conversations regularly take place is restricted as far as
possible.

(d) When in use, machines are kept as far away from

telephone as possible and, in any case, at a minimum
distance of 1 metre.

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5. Photocopying Machines. There are special risks in copying

classified material by some modern processes. For example; Thermo
fax copiers can acquire information from other documents by contact
and may themselves off-set on to plastic materials; the verifax image
can be transferred to a paper placed in contact with a damp print.
Careful handling is therefore necessary to prevent copies being made
accidentally. The issue and custody of photocopying paper should be
strictly controlled so that only those persons detailed to carry out official
copy orders have access to it. After working hours the paper should be
locked up. Any spoilt reproduction material should be disposed off as
classified waste. Photocopy machines should be used under strict
supervision; outside normal duty hours they should be immobilized.
Recording transit when production involves a series of processes in
different offices.

6. Typewriter Ribbons. Impressions on a typewriter ribbon are

sometimes legible until over-typed several times. Although elaborate
precautions are unnecessary, the following points should be noted:

a. A ribbon used for classified work is given appropriate

security protection until it has been through the machine at least 3
times in total.

b. Ribbons are removed whenever a machine is sent for repair,

or otherwise leaves the unit.

c. Certain typewriter ribbons can be used only once; these

ribbons are safeguarded according to the classification of the
material typed on them.

7. Carbon Papers. When TOP SECRET material has been typed,

the carbons, together with any incidental matter, are handed to the
originator, who is responsible for their destruction or disposal as TOP
SECRET waste. All other carbons used for classified material are kept
in secure containers out of a normal duty hours, and destroyed as
classified waste when they become unserviceable.

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8. Shorthand Notebooks. Shorthand notebooks used for classified

information are given the classification of their most highly classified
item and protected accordingly. Separate books are used for TOP
SECRET materials; when a transcript is complete, the notes are
removed from the book and given to the originator for immediate
destruction.

9. Subsidiary Materials. In general, all materials used in producing

classified documents, e.g. stencils, plates, trial copies and negatives are
treated as classified matter.

10. Control of Spare Copies of Classified Document. Spare copies

of classified documents, letters and minutes required the same
protection as the originals, and the following procedures should be
observed:

a. Spare copies of all classified documents are kept to the

minimum they are reviewed regularly for destruction.

b. Spares are not held loose; but kept in folders or containers

each marked with the appropriate security grading and showing
the number and types of document enclosed.

c. Records are kept of spares issued or destroyed.

d. Circulation copies of classified materials are destroyed as

soon as circulation is complete.

e. Normally, spare copies of TOP SECRET documents are not

made. If spare copies are produced, they are copy numbered and
kept separate from other spares under the appropriate security
safeguards.

11. Transmission of Classified Documents. Instructions on the

packaging, despatch, transmission and receipt of classified documents
are given in the appropriate service manuals of security e.g. NAF AIM –
254. These procedures are controlled by the appropriate registries, and

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classified mail is normally transmitted through these registries.

Classified documents may be passed by hand direct to personnel entitled
to know their contents (e.g. the officer dealing with the documents, or a
clerk with the appropriate security clearance). When documents are
being passed by hand, they are carried under cover to prevent
unauthorised persons from seeing them. The carriage of classified
documents by hand outside a unit or formation is subject to detailed
control, the regulations for which are beyond the scope of this book.

12. Extracts and Copies. Extracts from, or copies of, TOP SECRET
and SECRET documents are made only on the authority of a responsible
officer who is himself entitled to originate such documents; extracts and
copies are kept to the minimum and copies are copy-numbered in
accordance with the rules governing such material. Extracts or copies of
documents graded CONFIDENTIAL and below may be made for
official purposes by an officer entitled to handle such documents; copies
bear the security grading of the original, but extracts are treated as
separate documents and graded according to contents.

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CHAPTER FOURTEEN

PREPARATION AND CONTROL OF DOCUMENTS

INTRODUCTION

1. Often information have been compromised because classified

documents are not properly prepared and controlled. The entire process
of preparation and control of classified documents can be discussed
under the following:

a. Preparation.
b. Control.

PREPARATION

2. The preparation of classified documents entails the following:

a. Marking
b. Copy numbering
c. Page numbering
d. Handling of top secret and secret files and documents.

3. Marking. The classification of Top Secret and Confidential

documents should be clearly printed or stamped in red in the center of
the bottom of every page. Permanently bound books should have the
overall security classification printed or stamped in the same position
but only in the front and back covers, the title page and first and last
pages of the text. Insertions such as maps, photographs, drawings etc.
should be classified according to their contents. The overall
classification of the contents of books that are not binded
permanently, complex documents and files such as maps,
photographs and drawings should be classified in accordance with
their contents. Classified photographs, film microfilms and their
containers should be conspicuously marked with their assigned
classification. Whenever practicable, classified photographic

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negatives should be marked so that the classification is reproduced on

the copies made from the negative.

4. Copy Numbering. All Top Secret documents must be copy

numbered. Secret documents should preferably be copy numbered
also. Particularly if they are widely circulated.

5. Page Numbering. Each page of a Top Secret or Secret document

should be numbered.
6. Handling of TOP SECRET, SECRET Files and Documents.
Every office stands to benefit from a system which enables files and
documents to be quickly discovered. Where Top Secret or Secret files
or documents are concerned, the following rules always be obeyed
whenever practicable. The rules should also be followed for
confidential files and documents.

a. A record of all incoming and outgoing Top Secret and Secret files
and documents which are received from or dispatched to another
office (or external addressee) or to another section must be kept.

b. Loose documents must, as soon as possible, be put into a

numbered file or container.

CONTROL
7. To ensure control pf classified files and documents the following are
important:

a. The ‘need to know’ principles

b. Circulation of documents\shorthand notebooks, tapes, films etc.
c. Control of photocopying machine
d. Removal of classified documents from the office

8. The ‘need to know’ principle. The principles that classified

information should be entrusted to those who, in the course of their
duties have a ;need to know’ is fundamental to all aspects of security. In
the course of security briefings and security education, staff should be

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instructed that they have personal responsibility for applying the ‘need
to know’ principle.

9. Circulation of Documents. The circulation of classified documents

should be strictly limited to those who need them for the efficient
performance of their duties. When there are standard distribution lists,
the number of recipients should be kept to a minimum. Top Secret
documents should be circulated between only those officials who have
been specifically authorized by the Head of Department to see them.

10. Shorthand Notebooks, tapes films etc. Shorthand notebooks,

tape recordings films, mi8rcofilms stencils and carbon papers used to
record classified materials must themselves be classified and must be
treated as classified documents.

11. Control of Photocopying Machine. Photocopying machines can

very easily be used illegally for the unauthorized copying of classified
documents. In officers where classified documents are handled, special
care must be taken to control photocopying machines. During working
hours, the machine must be under the control of a responsible member
of staff, and must only be used under his supervision. At close of work
the room in which the machines are kept must be locked. All films or
intermediate papers used in operating the machines must also be locked.

12. Removal of Classified Documents from the Office. The taking

of classified documents out of the office must be discouraged. It should
be allowed only when it is essential to the conduct of official business.
Nobody may take any classified document out if the office unless he has
been given authority to do so by the Head of Department or
Departmental Security Officer. A record of Secret or Top Secret
documents take out of the office must be kept in the office until the
documents are returned. Authority may be given for Secret or Top
Secret documents to be taken home if and only if, the person taking
them has an approved security container at home.

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DESTRUCTION OF CLASSIFIED DOCUMENTS

13. To ensure proper disposal of classified documents, the following

points should be borne in mind.

a. Waste paper baskets. Experience has shown that the waste paper
basket is a notorious and dangerous source of leakage; a torn document
can be pieced together. Arrangements should be made to keep all
classified waste separated from unclassified. Classified waste must be
thrown into the ordinary waste paper basket but must be destroyed
under secure conditions.
b. methods of destruction of classified material. Classified waste should
be destroyed either by burning under the supervision of an officer
authorised to handle such documents or by shredding, provided the
width of the cut does not exceed one millimetre. Cipher material should
be put through the shredder twice.
c. copier of documents. Particular precautions should be taken to
ensure the proper destruction of all typing and duplicating papers,
“skins” recording classified matter, stenographers, notebooks, carbons,
etc. All “skin” recording classified matter or spare copies of duplicating
classified matter or spare copies of duplicating classified document
which are retained for further use, must be given bearing the same
classification.
d. arrangements within departments. Before collections, classified waste
should be torn into small pieces, not merely into four bits. It must either
be destroyed in suit by a person authorised to have access to the
material, or put into sacks or bags which must be sealed before being
handed to messengers or security quaros. If messengers or security
guards are allowed to handle sacks of classified waste, they must at all
times be under the direct supervision of a responsible officer.
e. tape recordings. Officers using tape recording or dictating machines
are personally responsible for ensuring that classified information
recorded thereon, and no longer required, is obliterated.
f. particular care should be taken to ensure that, once the classified
information recorded on a tape has been transcribed, the dictation is
obliterated.

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CONCLUSION

14. the penetration of official information is paramount in the interest

of a sovereign nation. Ensuring this cannot be divorced from goo
preparation and effective control. Some points to note are the correct
marking, copy numbering, page numbering, the ‘need to know
principle’, and care while circulating document

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CHAPTER FIFTEEEN

VETTING

DEFINITION:- vetting is defined as the background enquiry made into

a persons character, prior to his being employed into a certain past.
In other words, it is an enquiry and confirmation of the facts in the
background details given handle important and classified matters,
without compromise.

AIM:- it aims towards obtaining the most suitable person who can
handle an information in such a manner that the classified material in his
care, can not get to an unauthorised person.

TYPES OF VETTING. There are two types of vetting:-

a. Standard Vetting. His refers to the type of vetting carried out on

those handling classified document upto “SECRET” level.
b. Advance Vetting: This is mainly for those who are employed for
handling “TOP SECRET” matters. This type of vetting makes for
more questions and inquires.

LIMITATION: While vetting will certainly weed out many

undesirable, it should be borne in mind that it can not be 100%
effective. It should be noted that:
i. The effectiveness of records-check depend entering on the scope
and accuracy of those records.
ii. Vetting can only be valid on the day it is carried out, furthermore,
it offers on guarantee that all detrimental evidence on a person has come
to light.

PRINCIPLES OF VETTING

a. Before thorough record-check can be initiated a potential vettee

must provide full personal details (Preferably with the aid of a printed
form)

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The provision of personal information must be a condition of

employment. Failure to do this can result in immediate dismissal.

b. A person must be vetted prior to filling an appointment requiring

access to classified information or material, if adverse information
comes to light, the person could be employed in a less sensitive
position.

c. Access to classified information is not to be given until written

confirmation or clearance of vetting has been given.

VETTING PROCESS. The first stage in vetting process is the

completion of vetting preformed by the subject.
The completed form is then sent by the employing department to the
vetting section of intelligence department.

In the case of standard vetting, references are made to national records

only. Advance vetting reinforces standard vetting and should include in
addition to national record check, the following:
a. Background enquiries
b. Personal interview with character referees and those not
mentioned, but connection with the person being vetted and
those males came to light during the cause of interview of
referees. If no adverse information came to light, written
evidence of clearance should be sent to the employing
department.

VETTING AFTER CARE: There should be constant re-check on

those who are cleared by the vetting agencies. The reason is that
whoever is cleared today, can change tomorrow. So after care is done
annually, and changes observed must reported. If they are not reported
the checking then becomes valueless.

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CHAPTER SIXTEEN

ORGANISATIONAL STRUCTURE OF THE NIGERIAN ARMY

The Nigerian Army in its effort to achieve maximum efficiency in its

operational and administrative concepts operates a departmental system
under the headship of the Chief of Army Staff (COAS). The
Headquarters is made up of the Officer of the Chief Army Staff
(COAS), the Department of Policy and Plans (DAPP), Department of
Operations (DAOPS), Department of Policy Administration (DOAA),
Department of Military Secretary (MS). The appointment of heads of
staff branches are Chief of Policy and Plans (C)OPP) (A), Chief of
Operations (COP(A), Chief of Administration (COA(A), and Chief of
Logistics (COLOG(A). The departments functions as follows:

a. Department of Army Policy and Plans. The department of

Army Policy and Plans evolved from the directorate of Army Staff
Duties and Plans. The department is made up of directorates of
Policy and plans.

b. Department of Operations. The department of operations

evolved from the directorates of Army Training and Operations.
The department now comprises directorate of operations and
training. The directorate of operations handles contingency plans,
internal security and major exercises including war gaming which
is yet to become functional. The directorate of training will see to
training in both training programmes and promotion examination.

c. Department of Army Administration. The department of

Army Admin evolved from the AHQ (A) it is now made up of the
directorate of Personnel Services, Manpower Planning, Legal
Services, Data Processing and Command Army Records.

d.. Department of Logistics. The department of Logistics

evolved from the AHQ ‘Q’. it is made up of the directorate of
Logistic. Planning, Clothing and Stores, Equipment Management
and Movement.

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e. Department of Military Secretary. The department of

Military Secretary consists of Career Planning, Records and
Officer’s Documentation Branches. Career Planning handles the
promotion and appointment of officers while the Record branch
keeps the records of officers from data of commission to
termination.

f. Training and Doctrine Command (TRADOC). TRADOC

performs the following functions:

a. Conducting research and development along side

similar establishments in AHQ, DHQ, NN and NAF.
b. Acting as a co-ordinating centre for test and evaluation
of all operational equipment, quality control and
provision of all non operational requirements.
c. Producing pamphlets and training manuals.
d. Exercising formations and logistic units.

An outline of the Nigerian Army is shown as Annex ‘A’ to this section.

POINTS TO NOTE AS CLERKS

Since the disclosure of any classified matter either orally or in writing to

anyone not authorised to receive it is an offence as earlier explained, it
follows that:

a. A clerk must not speak or write on any classified matter

either in or out of his place of work to unauthorised person.

b. He should not imply either by word or deed that he has a

knowledge of classified information for even this implication can
convey to an interested person that classified matter exist in the
office.

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c. Carelessness in handling and indiscretion in taking are as

serious as the actual act itself.

d. Beware of committing common offences as they may not be

regarded as non deliberate.

e. It is the duty of everyone to be constantly on his guard to

protect the security of the country or state by being alert and
trustworthy.

f. Should anyone be approached either orally or in writing

anonymously or otherwise to commit any breach of security, he
should report to his superior officers.

g. Should anyone be aware that such action is being carried out

by others, it is his duty to report the matter to his superiors.

h. If anyone receives any classified information to which he is

not entitled wither orally or written, such a person should report to
his superiors

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CHAPTER EIGHTEEN

DUTIES OF A CHIEF CLERK

INTRODUCTION

1. The difference between a good Army and a bad one is discipline.

The difference between a good office and a bad one also depends on
discipline. It is the Chief Clerk’s responsibility to ensure that his clerks
are individually smart and work together as a loyal, well trained team.

2. A Chief Clerk’s duties can be divided into three main groups:

a. The organisation and supervision of the office.

b. Personal duties.
c. Training and Discipline.

ORGANIZATION AND SUPERVISION

3. The smooth running of an office depends on the efficient

organisation and supervision of all clerical duties within the office. A
badly organised office usually indicate a badly run unit, and vice versa,
so a chief clerk must always remember that his personal efficiency is
reflected in the unit to a very large extent.

4. There are four requirements in the efficient organization of an

office:

a. A full knowledge of the tasks to be done, not only in your

own office but also in all those office with which you come in
contact.

b. Sufficient experience and knowledge to assess the

capabilities, knowledge and mentalities of the staff in order that
each man is employed to the best advantage.

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c. Sufficient experience and knowledge to study the

organisation of the office detect any faults and remedy them.

d. The production of plan which ensures that each clerk learns

every job in the office.

5. A full knowledge of the tasks of each office in which clerks are

employed cannot be taught in one précis. This knowledge can only be
acquired by experience, diligence and enthusiasm.

6. Get to know the good and bad points of every clerk and orderlies,
find out the jobs they like best and then fit them into their proper places.

7. When the clerks are fitted into their jobs keep them there and help
them until they can master the job with the minimum of supervision.
Then change one or two clerks over for a few weeks so that, eventually,
every clerk can perform every task in the office.

8. It is the chief clerk’s job to see and check all work to ensure that it
is done efficiently and accurately. He must bear in mind that, no matter
who does the work, he is fully responsible for the errors and omissions
of his clerks. The importance of checking all work before it is passed to
an officer cannot be over emphasised.

9. The following should always be borne in mind:

a. Never allow careless, untidy or inaccurate typing to pass

unchecked.

b. Never allow one man to be idle while others are working.

There is always some task to be done.

c. Never allow your clerks to deal directly with officers on

important subjects.

d. Never hunt your clerks with supervision. All that is required

is an occasional glance unless they are in obvious difficulties.

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e. Never bull or loss your temper; patience plus encouragement

will produce results.

PERSONAL DUTIES

10. The following tasks always give the Chief Clerk personal
attention:

a. Checking the correct assembly. Numbering and despatch of

important documents such as Operational Orders and
Administrative Order etc.

b. Keeping the ACK register.

c. Ensuring that important letters and messages are directed to

the officers concerned without delay.

d. Keeping the duty clerks and orderlies roaster.

e. Supervising the postage account.

f. Custody and handling of classified documents.

g. Preparation of rooms for conferences.

h. Any other tasks allotted by the CO.

DISCIPLINE – WITHIN THE OFFICE

11. In the office discipline must be firm but not so rigid as on the
parade ground. Clerks should move about the office quietly, there
should be no heel clicking, saluting, etc.

12. The imposing of discipline within the office is the responsibility of

the Chief Clerk. The bearing and manner of the staff will show his

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ability, or otherwise, in this matter. The following points are important

for a Chief Clerk to remember

a. Ensure that all clerks do their job without slacking or play-

acting. Off duty encourages fun and games but bar them rigidly in
the office.

b. Teach clerks to be loyal to their seniors and to each other.

Deal severely with any case of ‘Let down’ through lack of interest
or diligence.
c. Ensure a correct relationship between clerks and officers by
instruction and personal example.

d. Strive always for a high standard of team work. The

efficiency of the whole is based on the efficiency of the individual.
Inefficiency may cost lives in action.

e. Treat everyone the same. Favouritism in any form will have

a bad effect in the office.

DISCIPLINE – OUTSIDE THE OFFICE

13. The Chief Clerk’s position regarding discipline outside the office
varies according to the organisation of the unit/formation in which he
works. He must at least exercise the discipline normally imposed by a
senior on his juniors.

14. A good Chief Clerk should make a point of seeing his men on
parade and encourage them to be smart, responsible soldiers by his
personal example.

15. Clerks should be as much a credit to the Chief Clerk on parade and
training as in the office; they may have to man a position under his
leadership and fight the enemy, it is then that his care for their discipline
will stand him, and them, in good stead.

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16. Remember that, although all soldiers are not clerks, all clerks
must be good soldiers.

17. A Chief Clerk must impress on his clerks that facts, information
and instructions should not be kept a personal secret but should be
written down so that anyone taking over see the ‘form’ at a glance.

18. It should always be borne in mind that orderlies can be trained in

simple duties such as duplicating, addressing envelopes, doing
amendments, etc.

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CHAPTER EIGHTEEN

NIGERIAN ARMY TRADES

INTRODUCTION

1. Trades in the Army are term used to describe skilled labour

in certain arms of the Army. The Army has basic responsibility
of defending a nation’s territorial integrity against internal and
external enemies. To enable it function efficiently, a wide range
of division of labour is introduced to make way for
specialization. In other words, each unit has a specific duty to
perform.

AIM

2. The aim of this lecture is to analyse the various trades and

tradesmen and how they are maintain or managed.

ARMS OF THE NA

3. It should be noted that the NA comprises of three sectors

namely: - The infantry, the teeth Arms and the Services. Each of
these has an assignment to carry out to justify their
establishment. The infantry is subjected to various military
trainings such as drill courses, tactics, field craft maneuvers
exercises etc. Although they are classified as non-tradesmen but
they do all the above courses to improved on their efficiency.
As non-tradesmen they are graded NT3, NT2 and NT1
according to numbers of courses attended and ability to
perform. For the teeth arms and the services, the B, A and X
trade groups are used to grade the qualified ones.
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CATEGORIES OF TRADESMEN

4. There are two (2) categories of tradesmen in the army.

These are:
a. The civilian trained tradesman.
b. The Army tradesman.

THE CIVILIAN TRAINED TRADESMAN

5. These are soldiers who had qualified experience in certain

army related trades before being enlisted into the army and
therefore need not undergo probation training in such trades
before being tested within three months of enlistment. If such a
soldier passes the test, he will be mustered wef date of
enlistment and classified on the assessment of the examiner. But
if he fails, he will not be regarded as a civilian trained
tradesman. Any other time he will be classified as army trained
tradesman.

THE ARMY TRAINED TRADESMAN

6. These are soldiers with no previous experience in any

authorized NA trades before joining the Army. He will be train
in a specific trade after enlistment. He will be trade tested at the
end of the course and if he passes, he will muster wef date the
course ended.

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TRADE GROUP

7. The NA trades are divided into four main groups namely: -

The B, A, X, and CS groups. Each of this group is rated
according to its influence in the labor market, period of training
and the expenditure involved in the training.

a. ‘B’ Group. Trades such as clerks, store man,

cook, driver, plant operator, radio operator etc are under this
group. A soldier who option for any trade in this group can
qualify in less than three months and mustered accordingly with
minimum financial cost. Trades in this group too are quite easy
to come by in the labor market than in the ones mentioned
below.
b. ‘A’ Group. In this group , you have trade like
vehicle mechanic, education instructor, radiographer, dispenser,
radio technician and hygiene technician etc. It is quite
noticeable here that trade under this group is hard to come by
than those in ‘B’above. It takes more time and money to qualify
in these trade groups than in ‘B’above. Therefore, soldiers under
this group earn more pay than those in the ‘B’ group for obvious
reasons.

c. ‘X’ Group. This group supersedes the two

groups mentioned above in both period of training and funding.
This group can rightly be referred to as the super group because
it includes very highly technical trades that are not easily
available. Trades in this group include computer technician,
staff nurse, registered nurse, etc. Soldiers in this group earn
higher among all the soldiers in the group mentioned above.

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TRADES TERMS

8. There are certain terms used to describe the journey of a

tradesman during the cause of his service in the army. These
terms are shown below.
a. Potential Tradesman. This is a soldier undergoing
the necessary training as a learner in a certain army trades.
He is allotted a code number during this period so as to
know from documents what kind of trade he will
eventually belong to.

b. Trade Testing. At the expiration of a probationary

training period, a trade examination will be conducted by
the trade test board members. Certificate of trade
proficiency (AFB 197/NA) will be completed by the
members in respect of each successful candidate stating the
course result. It will then be forwarded to the CO of the
candidate’s unit for necessary Part 2/3 orders action. The
Part 2/3 orders attached with this certificate is then
forwarded to the records office for mustering and
necessary documentation action. It should be noted that
before a soldier is recognized as a tradesman in the army,
he must have:-
(i) Qualified in the trade authorized in the NA.
(ii) Been mustered under the authority of CO Record
‘office.

c. Additional Trade/Change of Trade. The army

allowed its personnel to have more than one trade. This
additional trade does not attract any pay or allowance

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unless the person concerned relinquishes the former trade

to the later, thereby changing his trade.
d. Remustering. If a soldier passes a standard trade test
in two different trades and already mustered in one of the
trade, but now wishes to drop the former trade in favour of
the second one, then a condition will be granted by RO in
which the soldier will have to relinquish the former trade
and be remustered in the second trade.
e. Up-Grading. When a tradesman mustered in the
initial class of a certain trade passed a higher STT in the
same trade, he will automatically be up-graded to the
higher class. e.g. class 3 to 2, 2to1.
f. Down Grading. When it is observed by the OC/CO
of a unit that a mustered tradesman no longer shows
diligence in the performances of his duties as expected of
him, he will order the down-grading of such a soldier from
higher class to lower class.
g. De-Mustering. This is a condition whereby a
mustered tradesman ceases to be mustered, for the
following reasons:
(i) Woeful failure in an up-grading examination.
(ii) AWOL for more than 21 days
(iii) Spending more than 90 days on hospital
admission (This applied more on cases of mental
disorder).
(iv) Lack of diligence.
h. Removal from Trade Group. A soldier could be
removed from trade group through the following reasons:
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(i) When his services are no longer required.

(ii) Imprisonment with hard labor and consequent
dismissal.
(iii) AWOL for than 21 days.
(iv) On medical ground.

i. Re-Testing and Re-Mustering After De-Mustering.

If de-mustered for lack of diligence, a soldier may be
reinstated as a tradesman without re passing the trade test.
If de-mustered for inefficiency, the trade test must be pass
again. In case of AWOL, it is not necessary for the soldier
to pass the test unless the absences exceed six months. In
each case, authority to re-muster must be obtain from HQ
RO and might not be granted unless vacancies exist.

j. Review of Tradesmen. Tradesmen may be re-tested

whenever necessary with a view to determine how alive
they are to their duties. Such test might lead to their up or
down grading awards. A register for such periodical test
will be maintained in the unit. Unless this result in change
of classification, no publication will be made in Part 2/3
orders.

CONCLUSION
9. Both the civilian trained tradesman and the army trained
tradesmen are categorized and graded according to their field of
specialization. The main group are the ‘B’, ‘A’ and X groups.

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Also note that CS had just been authorized by the army as a

trade group. The ‘B’ group is the lowest while the CS is the
highest. The criteria for categorization is the influence a
particular trade has in the labor market, the training cost,
duration of training and the general academic demand. The non-
tradesman are also graded into NT 3, 2 and 1. Training for the
non-tradesmen is usually practical oriented. It is nonetheless
challenging. Training according to the trade groups encourages
specialization. Specialization enables a soldier in a particular
field or formation to function effectively and efficiently without
much supervision. This is what the seek to achieve at all times

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