You should use prong fasteners rather than staples, clips,
or rubber bands to hold material together.
When a document covers more than one subject,
extra copies should be made and filed under each subject
covered, giving the location of the basic document on
All documents removed from the file must be
accounted for. When a document or entire file is
removed, use a charge-out slip in its place for identifying
the person temporarily holding the file.
ORGANIZATION OF FILES
File folders are used to keep correspondence orderly
in the files. The total number of folders used is
determined by the appropriate subject identification
numbers or name-title symbols to be used and the
volume of written matter in each category to be tiled.
The Department of the Navy Standard Subject
Identification Codes, SECNAViNST 5210.11, provides
a single standard subject classification system used for
numbering correspondence and directives by subject
throughout the Department of the Navy. This
instruction contains a complete list of standard subject
identification codes (SSICs) that identify subjects
within each category. SSICs are required on all Navy
and Marine Corps letters, messages, directives, forms,
and reports. The use of SSICs provides a tested method
for filing documents consistently and retrieving them
The SSIC placed on the correspondence by the
originator helps to determine the correct folder in which
to file the correspondence. However, in some cases, this
number may not be appropriate for your particular office
file and may require reclassifying. The proper method
of classifying a document for the purpose of selecting
the appropriate file is to read it carefully and analyze it,
considering the following factors:
The most important, definite, or concrete subject
The purpose or general significance of the
The manner in which similar documents are
requested by the user of the files
The SSIC under which previous documents of a
similar nature are filed
When documents are reclassified to confirm to
your local files, you should cross-file a copy of the
original document under the original SSIC so that when
reference is made to that document in the future, it may
be retrieved without a lot of research.
One important duty of the senior AK assigned to a
supply activity is that of preparing or supervising the
preparation of reports.
A report is defined as any statistical or narrative
information in written or tabular format requested by
one activity from another for the purpose of forming
policy, controlling operations, evaluating performance,
preparing publications, or preparing other reports.
Reports provide all levels of authority with
information required for smooth and efficient operation.
All data collected from reports are used for specific
Reports are classified as reaming, em-time, or
Recurring reports are required at
specified intervals or dates and/or upon the occurrence
of an event or situation. One-time reports are required
one time only and are not intended to be recurring.
Feeder reports are required for the sole purpose of
collecting data to prepare other reports.
A directive that specifies the submission of a report
will outline the required format to be used. When the
report is made on a specific form, the directive will state
where the form can be procured and normally will show
a sample report format.
It will also specify due
dates/times and identify the activities to which the report
is to be forwarded.
Personnel should exercise extreme caution when
preparing reports. The data submitted should be
accurate and the format followed in detail. Otherwise,
the purpose of the report maybe defeated. Erroneous
data has little value when used for long-range planning.
Reports should be forwarded with a cover letter only
if the instructions for reporting require such letters, or
when amplifying information must be furnished.
When a report is assigned a report symbol by the
directive or other authority requiring the report, it
indicates that it is included in the Reports Management
Program. This report symbol will normally appear on
the printed report form. Certain types of reports are
exempt from the control of the Reports Management
program and are designated as exempt reports by the
requiring authority. Examples of reports that are
exempt are Top Secret and Secret reports and the
majority of one-time reports.