Of the seven naval memorandum formats, the two
formats that are routinely used for intercommand
memoranda are the letterhead memorandum, printed on
the commands letterhead paper (fig. 3-2), and the
memorandum for, also printed on the commands
letterhead. Both of these formal memoranda formats
must contain a SSIC in the same manner as the naval
letter. You may use assigned SSICs as the basis for
tiling the material, if tiling is required.
The two informal memoranda formats, used only
for intracommand (interoffice) memos, normally do not
contain SSICs. Often, the informal memoranda contain
information of little continuing value, and rarely require
filing. Usually, informal memoranda are hung on
clipboards or placed in binders until the event listed in
the memo passes, and then the memo is destroyed.
Instructions for composing naval letters and
memorandums are contained in SECNAVINST
5216.5D, Department of the Navy Correspondence
The SSIC manual should be used as the basic guide
for assigning codes to subjects when SSICs have not
previously been assigned. For convenience of use, the
SSIC manual is broken down into a numerical, code-to-
subject section as well as an alphabetical, subject-to-
code section. However, the manual often does not
assign codes in sufficient detail to cover every subject.
By using the group, primary subject, secondary subject,
and (if provided) tertiary subject codes as guidance,
refer to your commands instruction index to locate
instructions with the same SSIC code for the subject you
are attempting to classify. You will often find a notice or
an instruction dealing with the subject, and these
directives will have a subject-specific SSIC. Keep in
mind that it is not uncommon to find many subdivisions
of a tertiary code using decimal codes from .11 to .99.
The directive, OPNAV NOTE 5215, updated
semiannually, lists not only effective Naval
Meteorology and Oceanography Command
instructions, but instructions for all of the major naval
commands. It contains four sections of listings: Part I,
an alphabetical listing of instructions, by command;
Part II, a numerical listing of instructions, by command;
Part III, a cancellation listing, by command; and Part
IV, a DOD implementation listing. The numerical
listing under "METOCCOM" provides a complete list
of effective Naval Meteorology and Oceanography
What would be the major subject group of an
instruction with an SSIC of 5510?
Q5. In reference to the SSIC 3140.IJ what does the
letter J indicate?
What reference provides a detailed listing of
effective instructions for
LEARNING OBJECTIVES: Identify the tasks
involved with the maintenance of records.
Define the terms permanent record, temporary
record, cutoff date, and retention period.
Identify basic storage procedures for records.
Identify the instruction that provides guidance
for the disposition of records.
Many of the files at your command are classified as
official records. These records include such things as
command history, surface weather observation data,
upper air observation data, and bathythermograph data.
When you are given the job of maintaining a set of
records, more is involved in the job than just stuffing
paperwork into drawers of a filing cabinet. In this
section, we will describe the different types of records,
and then discuss storage and disposal procedures.
TYPES OF RECORDS
Records are normally contained in file folders that
are designed to hold information accessible for
reference. The length of time that material is held is
determined by the type of information. The Secretary of
the Navy has defined two basic types of informational
material based upon the importance of the information
for future applications. These two informational types,
permanent records and temporary records, are
explained in the following text.
Permanent records are informational material and
records necessary to protect the Navys interest and to
insure proper documentation of the Navys significant
experiences, primary missions, functions, and
responsibilities. Permanent records may be of research
legal, historical, or scientific value. In the