FILING SYSTEM
One of the most important aspect of an organization
is a well organized and properly maintained filing
system. This can only be achieved with competent AKs
who understand and are familiar with the Navy files in
general. Constant personnel and manning changes
emphasize the need for a standardized classification
system. The process for segregating and filing Navy and
Marine Corps records and the single standard system of
numbers, letters, or symbols used throughout the DON
for categorizing and subject classifying are outlined in
SECNAVINST 5210.11. The Navy’s Standard Subject
Identification Code (SSIC) is a four- or five-digit
number that stands for the subject of the document. The
Navy’s SSIC system is broken down into 13 subject
groups. These major subject groups are then broken
down into primary, secondary, and tertiary subdivisions.
For example, here are the subdivisions under general
administration and management, whose major subject
group is 5000. General categories use zeros.
5000 — General Administration and Management.
This is an example of primary subject.
— Management Programs and Techniques.
The last two digits designate secondary subjects.
5210 — Records Management.
—
The last digit reflects a tertiary subject.
— Filing, Maintenance, Protection, Retrieval,
and Privacy Act Systems.
The SSIC groups common to the AK work operations
are as follows:
4000 Series Logistics
7000 Series Financial Management
10000 Series General Material
13000 Series Aeronautical Material
SECURITY OF SUPPLY
DEPARTMENT SPACES
Security procedures for supply department spaces
afloat and ashore are the same. The supervisors are
responsible for identifying the requirements for the
functions of their organizational elements and for seeing
that personnel under their supervision are familiar with
the security requirements for their particular
assignments. On-the-job training is an essential part of
command security education. all hands are responsible
for ensuring that security is maintained at all times. This
section explains the general security rules and
requirements that apply to the supply department
spaces.
GENERAL SUPPY SECURITY RULES
The general supply security rules are as follows:
. Materials in store will always be kept under lock
and key except when the bulk of such material makes
stowage under lock and key impractical.
. Supply spaces will be kept locked when not
attended by authorized personnel.
l Responsibility for the security of spaces will rest
with the individual in charge of each space.
l Permission for entry of persons ordinarily not
authorized to have access to supply spaces will be
obtained from the supply officer or delegated assistant.
. No supply space will be secured in such a reamer
that access by use of ordinary damage control equip-
ment is impeded in an emergency.
. Keys to supply space padlocks will not be taken
from the ship/building when the custodian goes ashore
or secures from work. The keys must be returned to the
key locker.
. A key log will be maintained to identify the
holders of keys removed from the key locker.
l Combinations to locks will not be recorded in
writing unless otherwise prescribed by higher authority.
. all key padlocks will be 1 1/2-inch pin tumble
type, with dead bolt either brass or bronze. The locks
will be keyed individual y and furnished with two
master keys for each group and two grand master keys
for each set.
l All keyless padlocks will be the three-
combination, manipulation-resistance Type 8077A.
. Combinations on keyless padlocks will be
changed at least every 6 months.
PADLOCKS AND MASTER KEYS
Supply department spaces are assigned to space
groupings. You will be involved with Group I spaces,
which consist of general stores, including storerooms,
special lockers, and related spaces, except when other
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