Standard subject identification code - Historic Naval Ships Association

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UNCLASSIFIEDSECNAV M-5210.2December 2005CHAPTER 1FILING PROCEDURES1. Background. The size and complexity of the Navy demands standard methods for filingrecords. Standardization frees personnel from learning new filing systems when moving fromone activity to another.2. Filing procedures. To maintain files effectively and economically follow these procedures.a. File Location and Control. Maintain a central control of activity files. Your centralcontrol should:(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 effectivedocumentation, makes record accessible to major users, minimizes duplicate files and aidsrecords disposal.(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 preparelocal disposal instructions.(5) Perform periodic reviews of the files procedures.b. File Material. Do not include unnecessary working documents, early drafts, extracopies, or background information as part of the file material. Include the following:(1) Incoming Documents(2) Copy of outgoing correspondence(3) Any essential supporting documentsc. File Plan. Each activity shall create a file plan. This file plan at the very least willcontain a list of record categories held onboard the command and their SSIC. The plan will alsoinclude the disposition date of each records file, record type, and/or group.d. Vital Records. The command will also identify which records are Vital Records as partof 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.3. Cross-referencing. When a document concerns more than one subject, name or case, filean extra copy under each subject and give the location of the basic document on each copy. If6UNCLASSIFIED
UNCLASSIFIEDSECNAV M-5210.2December 2005extra copies are not available, use a Cross Reference (DD2861) available online athttp://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm. (Note GSA Form OF(21)was cancelled.)4. Charging out Files. Keep track of all documents removed from files. When entire file isremoved, put a charge out slip in its place. If the document is transferred among several peopleupdate the charge out slips.5. Closing Files. Many record categories have a cut off date. To cut off records means tobreak, or end, them at regular intervals to permit their disposal or transfer in complete blocks topermit the establishment of new files. For example general correspondence files are cut off andclosed at the end of each calendar year. Other files, most often case files, stay current until thedocumented action ends or some other event occurs. Hold closed files locally in an inactivestatus until destruction or transfer to Federal Records Center using the standards found inSECNAV Manual M-5210.1, The Department of the Navy Records Management Manual.7UNCLASSIFIED
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