Figure 2-13.-File drawer showing folders and tab positions.
These major groups are subdivided into primary, secondary, and sometimes tertiary breakdowns. Primary subjects are designated by the last three digits (the hundred group) of the code number, secondary subjects by the last two digits, and tertiary subjects by the final digit.
5000 General Administration and Management
5200 Management Programs and Techniques
5210 Office Methods and Paperwork - Management
5211 Files and Records Systems
Some of the smaller subject groups are not subdivided below the primary breakdown. Other larger subject groups are divided into many secondary and tertiary subjects, the extent depending upon the scope and complexity of the major subject.
The first instruction issued by SECNAV on the files system is SECNAVINST 5211.1, and the subject is "Mail and File Practices." Subsequent revisions of this instruction, which are issued on mail and file practices, are numbered 5211.1A, 5211.1B, etc. New instructions on the subject of the files system are numbered 5211.2, 5211.3, etc.
Some filing procedures have been discussed earlier at appropriate places and where applicable. The following additional filing practices may prove helpful.
Classifying, as used here, is the process of determining the correct subject group or name title symbol under which correspondence should be filed, and any subordinate subjects that should be cross-referenced. Classifying is the most important filing operation because it determines where papers are to be filed.
The proper way to classify a document is to read it carefully and analyze it, considering the following factors:
The most important, definite, or concrete subject mentioned
The purpose or general significance of the document
The manner in which similar documents are requested
The subject identification code under which previous documents of a similar nature are filed
The subject identification code placed on the letter by the originator may not be appropriate for every office; therefore, the text of the letters should be thoroughly screened and the letters filed correctly.
Parts of a document (enclosures or attachments) should be filed with the basic document, if feasible.
Although official letters usually are confined to one subject, they often may be properly classified under two or more file subjects; therefore, they may be filed under more than one file number. In such cases, a system of cross- indexing is desirable.
Some letters will arrive with an extra carbon copy that can be used for cross-reference filing. When there is no extra copy, an Optional Form (OF) 21 may be used. This form has space for items that are essential to identify the communication. These forms are prepared as single sheets and also with one or more carbons interleaved.
Cross-referencing serves a useful purpose in locating material, but should not be overdone. Not every document needs to be cross-referenced, and it is a waste of time to put down every cross-reference you can possibly think of. Try to select only those that will likely be of use.Continue Reading