6000 seriesMedicine and Dentistry
7000 seriesFinancial Management
8000 seriesOrdnance Material
9000 seriesShips Design and Material
10000 seriesGeneral Material
11000 seriesFacilities and Activities Ashore
12000 seriesCivilian Personnel
13000 seriesAeronautical and Astronautical
Material
These major groups are subdivided into primary,
secondary, and, at times, tertiary (third-level)
subdivisions. Primary subjects are designated by the
last three digits of the code number, secondary subjects
by the last two digits, and tertiary subjects by the last
digit. For example: 6224
6000 Medicine and Dentistry
6200
Preventive Medicine
6220 Communicable Diseases
6224 Tuberculosis
6100 Physical Fitness
6600 Dentistry
D e t a i l e d s u b d i v i s i o n s c a n b e f o u n d i n
SECNAVINST 5210.11.
Classifying
Classifying, as it is used here, is the process of
determining the correct subject group or name-title
codes under which correspondence should be filed and
a n y s u b o r d i n a t e s u b j e c t s t h a t s h o u l d b e
cross-referenced. Classifying is the most important
filing operation because it determines where
correspondence is to be filed.
The proper way to subject-classify a document so
that it can be readily identified and found when needed
is to read it carefully, analyze it, and then select the
SSIC that most closely corresponds to the subject.
Cross-Reference Filing
File most official correspondence, reports, or other
material under only one standard subject identification
code. There are times when more than one code will
apply to the contents of the correspondence. In these
cases, a system of cross-referencing is desirable to
permit you to locate the correspondence quickly. To
cross-reference, use a Cross-Reference Sheet, DD
Form 334 (filling in the required information about
the correspondence), or make a copy of the corre-
spondence and place it in the appropriate cross
-referenced file. Instances where you need to use a
Cross-Reference Sheet are when
a document has more than one subject;
the subject may be interpreted in such a way that
it lends itself to filing under more than one
specific subject group;
two or more subject identification codes pertain
to the names, places, or items appearing in the
document;
enclosures are separated from the basic
correspondence; or
oversize material is filed in an area that is
separate from the file for which intended.
Official Method of Filing
Loose filing of correspondence in standard file
folders is the official method because it saves time and
material. A label containing identifying data for each
folders contents is generally placed on the tab of the
folder. Five-drawer, steel, non-insulated, letter-size
cabinets are standard equipment in the Navy for filing
correspondence and documents. Material that cannot
be folded neatly in the intended file should be filed in a
suitable cabinet. Note the location of this material on
the basic document of a cross-reference sheet. Files
containing classified documents or Privacy Act data
are to be properly secured in accordance with the
current version of OPNAVINST 5510.1.
Use of
computers to maintain files is also a quick method for
retrieval. However, paper and/or backup disk copies of
the computer files must also be available.
Terminating Files
General correspondence, as well as most other
files, are terminated at the end of each calendar year,
and new files are begun.
Budget and accounting
records are also terminated annually, but at the end of
each fiscal year (30 September). Maintain terminated
files in the office for 1 year before they are retired to a
storage area where they are maintained until they are
eligible for destruction or transfer to a Federal Records
Center. The current version of the Disposal of Navy
and Marine Corps Records Manual, SECNAVINST
14-5