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 2-11