Detailed subdivisions can be found in the SSIC.

CLASSIFYING

Classifying, as it is used here, is the process of determining the correct subject group or nametitle codes under which correspondence should be filed and any subordinate subjects that should be cross-referenced. Classifying is the most important filing operation because it determines where papers are 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 file code that most closely corresponds to the subject.

CROSS-REFERENCE FILING

File most official correspondence, reports, or other material under only one 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 crossreferencing is desirable to permit you to locate the correspondence quickly. To cross-reference, use a Cross-reference Sheet, DD Form 334, or a copy of the correspondence. Instances where you need to use a Cross-Reference Sheet are when:

OFFICIAL METHOD OF FILING

Loose filing of correspondence in standard file folders is the official method and it saves time and material. A label containing identifying data for the folders’ contents is generally placed on the tab of the folders. Five-drawer, steel, noninsulated, letter-size cabinets are standard equipment in the Navy for active correspondence and documents. File material that cannot be folded to fit neatly in the intended file 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 shall be properly secured in accordance with OPNAVINST 5510.1 series.

TERMINATING FILES

General correspondence, as well as most other files, will be terminated annually at the end of each calendar year, and new files will begin. Budget and accounting records will also be terminated annually, but at the end of each fiscal year. 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.

DISPOSITION OF RECORDS

The Department of the Navy is producing records with increasing speed and ease. Actions and decisions, both important and unimportant, are being documented at every level of command. Informational papers are being more widely distributed. One of the goals of the program is to annually dispose of a volume of records at least equal to the volume of records created. The records disposal program is designed to identify