Of the seven naval memorandum formats, the two formats that are routinely used for intercommand memoranda  are the letterhead memorandum, printed on the command’s letterhead paper (fig. 3-2), and the memorandum  for, also printed on the command’s 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 Manual. 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 Command  instructions. REVIEW  QUESTIONS Q4. 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? Q6. What reference provides a detailed listing of effective  instructions  for commands? GENERAL  RECORD MAINTENANCE major  naval 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 Permanent  records  are  informational  material  and records necessary to protect the Navy’s interest and to insure proper documentation of the Navy’s significant experiences,  primary  missions,  functions,  and responsibilities. Permanent records may be of research legal,   historical,   or   scientific   value.   In   the 3-4