DEPARTMENT OF THE NAVY RECORDS MANAGEMENT PROGRAM

SECNAV M-5210.2STANDARD SUBJECT IDENTIFICATION CODE

(SSIC) MANUAL

•This Manual specifies filing and record maintenance procedures and provides Standard Subject Identification Codes (SSIC) for the Department of the Navy (DON).

•SSICs are the standard system of numbers and letter symbols used throughout the DON for categorizing Departmental records by subject.

•SSICs are required on all Navy and Marine Corps letters, messages, directives, forms and reports regardless of medium.

Filing procedures

•The size and complexity of the Navy demands standard methods for filing records. Standardization frees personnel from learning new filing systems when moving from one activity to another.

1. Assign personnel to coordinate all activity files.

2. Authorize official files and assign responsibility for files plans.

3. Locate the official files at an organizational level that ensures effective documentation, makes record accessible to major users, minimizes duplicate files and aids records disposal.

Filing procedures cont.

4. Determine records retention and disposal standards using SECNAV M-5210.1, The Department of Navy Records Management Manual, apply to each file category, and prepare local disposal instructions.

5. Perform periodic reviews of the files procedures.

File Material

•Do not include unnecessary working documents, early drafts, extra copies, or background information as part of the file material.

•Include the following1. Incoming Documents2. Copy of outgoing correspondence3. Any essential supporting documents

File Plan

•Each activity shall create a file plan. •This file plan at the very least will contain a list of record categories held onboard the command and their SSIC. •The plan will also include the disposition date of each records file, record type, and/or group.

Vital Records

•The command will also identify which records are Vital Records as part of their Vital Records Plan.

•The plan shall be reviewed annually.

• See SECNAV Manual M-5210.1 Appendix (H) for further guidance on the Vital Records Program.

Cross-referencing

•When a document concerns more than one subject, name or case, file an extra copy under each subject and give the location of the basic document on each copy.

•If extra copies are not available, use a Cross Reference (DD2861) available online at http://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm.

•Charging out Files

Keep track of all documents removed from files. When entire file is removed, put a charge out slip in its place. If the document is transferred among several people update the charge out slips.•Closing FliesMany record categories have a cut off date. To cut off records means to break, or end, them at regular intervals to permit their disposal or transfer in complete blocks to permit the establishment of new files.

•Closing Files

Many record categories have a cut off date. To cut off records means to break, or end, them at regular intervals to permit their disposal or transfer in complete blocks topermit the establishment of new files.

Construction of Standard Subject Identification Code (SSIC)

1.SSIC-is a four or five digit number that stands for the subject of a document

2.The use of SSICs provides a tested method for filingdocuments consistently and retrieving them quickly

3.The Navy SSIC system is divided into 13 major subject groups.

4. These major subject groups are further divided into primary, secondary and tertiary subdivisions. The last three digits of an SSIC number designate subject levels.

• For example:General Categories use zeros5000 - General Administrations and ManagementThis is an example of a primary subject 5200 - General Management Programs and TechniquesThe last two digits designate a secondary subject 5210 - Records ManagementThe last digit reflects a tertiary subject 5211 - Filing, Maintenance, Protection, Retrieval, and Privacy Act Systems

4. Assigning the right SSIC to a document

•When you create a record, include the SSIC that most closely describes that record’s subject. When assigning a code, consider the document’s subject, its purpose or significance, and the code used for similar documents.

5. Arranging files by SSIC

•When you close one year’s files and start new files, make up files for the SSICs that are likely to occur most often, add new folders later as documents with new SSICs need filing.

Guidelines for Requesting Changes

1. Submit recommendations for SSIC changes (additions, deletions and modification) to:Director of Navy Records CNO/DNS-5720 Kennon Street S.E. Bldg 36 Room 203Washington Navy YardWashington DC, 20374-5074

Marine Corps activities submit via:Commandant of the Marine CorpsHeadquarters Marine Corps, United States Marine CorpsCode ARDB, Room 12122 Navy AnnexWashington D. C. 20380-1775

Guidelines for Requesting Changes cont.

•Current SSIC number (for deletions and modifications)

• Recommended SSIC number (for deletions and modifications)

• Current Subject (for deletions and modifications)

• Recommended Subject (for additions and modifications)

Guidelines for Requesting Changes cont.

•Review SECNAV Manual M-5212, The Department of the Navy records Management Manual, for current SSICs and their disposition before recommending a new SSIC.

SSIC

MILITARY--------------------1000 SERIES---------MILITARY PERSONNEL

TESTS-------------------------2000 SERIES---------TELECOMMUNICATIONS

REQUIRE---------------------3000 SERIES---------OPERATIONS AND READINESS

LUCK--------------------------4000 SERIES---------LOGISTICS

AND----------------------------5000 SERIES---------GEN. ADMINISTRATION &MANAGEMENT (PERTAINS TOMILITARY AND CIVILIANPERSONNEL AND MATTERSTHAT PERTAIN TOLAW

MASTERCHIEF--------------6000 SERIES---------MEDICINE ANDDENTISTRY

FRAKER'S---------------------7000 SERIES---------FINANCIAL MANAGEMENT

OUTSTANDING-----------8000 SERIES-------------ORDNANCE

MATERIALSTUDY-------9000 SERIES--------------SHIPS DESIGN AND MATERIAL

MATERIAL----------------10000 SERIES-------------GENERAL MATERIAL

FOR--------------------------11000 SERIES-------------FACILITIES AND ACTIVITIES ASHORE

CORPSMAN---------------12000 SERIES------------CIVILIAN PERSONNEL

ADVANCEMENT----------13000 SERIES-----------AERONAUTICAL ANDASTRONOMICAL MATERIAL

GOALS----------------------16000 SERIES------------COAST GUARD (ONLY COMES UNDER THE NAVY IN TIME OF WAR