can be found in the current version of the Department of the Navy Correspondence Manual, SECNAVINST 5216.5. You should consult this manual when you prepare correspondence. You may use approved computer programs for preparing correspondence. File Number The size and complexity of the Navy demands a standard method for filing paperwork. This standardization frees personnel from learning new filing systems when moving from one activity to another. The SSIC system of coding correspondence through use of a four- or five-digit number representing its subject matter provides an efficient, consistent method of filing and retrieving documents. SSICs are found in Department of the Navy Standard Subject Identification Codes, SECNAVINST 5210.11. They serve as file numbers for and are required on all Navy and Marine Corps letters, messages, directives, forms, and reports. SSICs will be discussed in more detail in the upcoming section on filing. Originator’s Code An originator’s code, formed according to local instructions and serving as a basic identification symbol, appears on all outgoing correspondence. It is usually the office symbol of the drafter, but it may be the hull number of the drafter’s ship. For example: LHA l8-80. This is office/department 80 of ship LHA-18. Serial Number Classified correspondence must contain a serial number. Whether unclassified correspondence is also serialized depends on local policy. A command that produces little correspondence probably does not need to serialize. An activity that uses serial numbers starts a new sequence at the beginning of each calendar year and assigns the numbers consecutively. The serial number, when used, is combined with the originator’s c o d e . T h e f o l l o w i n g f o r m a t i s u s e d : S e r LHAl8-80/0726. This represents the 726th piece of correspondence produced by office/department 80 of ship LHA-18 during the current calendar year. There is no punctuation following the serial number and no space before or after the slash. For classified correspondence, the classification letter precedes the serial number (C for Confidential, S for S e c r e t , T f o r To p S e c r e t ) . F o r e x a m p l e : Ser LHAl8-80/C16. This is the sixteenth piece of confidential correspondence originating from office/department 80 of LHA-18 since the beginning of the current calendar year. ELECTRONIC MAIL Electronic mail (e-mail) lets individuals and activities exchange information by computer. You could use it for informal communications in place of telephone calls or to transmit formal correspondence within DoD. FACSIMILE TRANSMISSION SERVICE Facsimile machines (fax) provide a rapid and reliable alternative to the mail service for transmission of documents. Use of fax machines and other e l e c t r o n i c m e d i a i s d i s c u s s e d i n t h e N a v y Correspondence Manual. MESSAGES A message is a written thought or idea, expressed as briefly and precisely as possible, and prepared for transmission by the most suitable means of telecommunication. Details on format, headings, precedence, and addressal of naval messages are contained in the current version of the Naval Telecommunications Procedures Manual, NTP 3. FILING In the previous section of this chapter, we said that each piece of correspondence requires a file number, derived from the Department of the Navy Standard Subject Identification Codes, SECNAVINST 5210.11, and referred to as the SSIC. The extent of your knowledge of this standardization system of subject identification will determine the efficiency with which you will be able to retrieve a piece of correspondence from your files. Numerical Subjects Grouping SSICs are broken down into 13 major groups: 1000 series—Military Personnel 2000 series—Telecommunications 3000 series—Operations and Readiness 4000 series—Logistics 5000 series—General Administration and Management 14-4