Standard subject identification code - Historic Naval Ships Association

UNCLASSIFIEDSECNAV M-5210.2December 20055200 - General Management Programs and TechniquesThe last two digits designate a secondary subject5210 - Records ManagementThe last digit reflects a tertiary subject5211 - Filing, Maintenance, Protection, Retrieval, and Privacy Act SystemsSome subject groups are not subdivided further than the primary level. However, other groups aredivided into many secondary and tertiary subjects. It depends on the complexity of the primary subject.3. Assigning the right SSIC to a document. When you create a record, include the SSIC that mostclosely describes that record’s subject. When assigning a code, consider the document’s subject, itspurpose or significance, and the code used for similar documents.4. Arranging files by SSIC. When you close one year’s files and start new files, make up files for theSSICs that are likely to occur most often, add new folders later as documents with new SSICs needfiling. The SSIC list in Section I provides divisions sufficient for most activities to keep their filesmanageable. Larger activities may need to supplement this directive using guidance from SECNAVManual M-5210.1, The department of the Navy Records Management Manual. This manual providessubdivisions to a much lower level. When subdividing SSICs at the local level, you may add StandardNaval Distribution List (SNDL) codes and office codes to SSICs. Also, additional numbers, words, orcombinations of numbers and words to further subdivide records to make them easier to file, find orrelate to command function. The command may add disposal requirements to the file folder.5. Examples.5216/24D2 (SSIC with SNDL code only)5215/FA6/JAX (SSIC with SNDL code and Geographical location)6240/A5/BUMED (SSIC with SNDL code plus activity abbreviation)1050/29E1/FFG25 (SSIC with SNDL code plus ships hull number)1050/29E1/FFG25/Temp Record 7yrs (SSIC with SNDL code, ship’s hull number, andidentification as a temporary record to be destroyed after 7 years)1050/29E1/FFG25/Permanent (SSIC with SNDL code plus, ship’s hull number, andidentification as a permanent record)These are just a few examples of labels that can be used to file records in both paper and electronicformats. In addition, ensure that plain language names are also on labels. Marine Corps activities useMCO 5210.11D, Records Management Program for the Marine Corps for record labeling instructions.10UNCLASSIFIED