Revised staff duty log: Managing info for battle tracking

FA Journal, Jan, 2002 by Scott G. Wuestner

Information management and battle tracking are keys to a tactical operations center's (TOC's) or administration and logistics operations center's (ALOC's) success. The TOC or ALOC should know most information units need or request.

Journals or logs are more than a record of radio messages. Staff officers or NCOs must be proactive in getting critical information in the messages out to the right people in a timely manner.

The figure shows the recommended new Staff Journal or Duty Log, which is similar to the old form in its administrative data; for example, both cover a 24-hour period. What is new is the process of recording and disseminating information. The process represented on the form helps answer three questions: What do I know? Who do I tell (or what do I do)? and Did I tell them (or do it)?

Units currently require staffs to maintain the outdated DA Form 1594 Staff Duty Log, dated Nov 1962. This form is a permanent record for training operations, operational reviews and historical research.

The following are the changes to the original form and a brief explanation as to how you, the battle captain or NGO, fill it out. (All other admin data is filled out according to FM 101-5 Organization and Operations.)

"From" Column. This column is added to quickly identify the source of the information received. If you use call signs in the "From" column, ensure you include a copy of the signal operating instructions (SOI) so that the source of the info can be identified.

"Topic/Issue/Action/Message/Order/Etc." Column. This remains essentially the same. It is a brief synopsis of all the important details of the incident, message or order, etc., and is the What do I know? portion of the process. Information should be very specific. This column also can record follow-up information or directives to a previous message that requires different staff actions or notification.

"Personnel Notified/Action Taken" Column. This column is where the greatest change has occurred. It provides guidance for Who do I tell (or what do I do)? and Did I tell them (or do it)? The form eliminates some of the guesswork that battle captains and NCOs have in determining who was notified about what or what actions still need to be taken. It also can eliminate the seldom-used standard message form (field use only).

"Remarks" Column. This column identifies the location of operations orders (OPORDs), memorandums of instructions (MOIs), tasking letters, reports, etc., that are highlighted in the message block. The item number assigned to an entry in the journal is placed on the corresponding supporting material, and the material is filed in chronological sequence. Journals and journal files are permanent records and are disposed of in accordance with AR 340-18-2.

The remarks column also can be used to provide additional info in reference to the information identified by line number.

The Process. Once the radio telephone operator (RTO) records the info in the message column, he gives it to battle captain or NCO who analyzes it and determines what needs to be done.

The battle captain/NCO places a "I" hash mark on each person to be notified or action required. For example, if the information meets or affects a priority intelligence requirement (PIR), then a hash mark is placed in that box. The unit should have standing operating procedures (SOP) for who needs to be notified or what action needs to be taken for each item listed in the contact/action column. For example, some units call, "Attention in the TOG," and read the message when critical events happen or info affecting a PIR comes in. The SOP should establish what constitutes a "Significant Activity" or when to update the "Status Board" or charts.

The process is completed when the battle captain/NCO orotherperson completes the notification of personnel (or the actions) indicated by the hash marks and then marks each hash mark into an "x." If duty officers/NCOs change shifts and a box is not closed out with an the RTO or battle captain/NCO have an established priority of work to be able to mark an "x" in each box with a hash mark.

Conclusion. Using the old DA Form 1594 and message formats, units typically lose track of information during high-surge periods of operations. This new form enables staffs to track the info flow during up-tempo operations and, also, after shift changes.

The Did I tell them (or do it)? part of the process is now complete, and the unit is managing its info and battle tracking.

Managing information and battle tracking accurately and correctly are what make TOGs or ALOCs successful. How the TOC or ALOC manages and disseminates information affects the success of units in battle.

Additionally, this new column system is flexible. Units can use Excel spreadsheet software to change the fields in the person-to-notify/action-to-take column to meet their specific needs. Staff duty officers/NCOs, officers-in-charge (OICs)/NCOs-in-charge (NCOICs) and staff sections can use the form in garrison not only to perform administrative duties, but also to track daily operations.