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26 Cards in this Set

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What should be included as part of the file material?
1-incoming document
2-copy of the outgoing correspondence
3-any essential supporting documents
What should be done if a document concerns more than one subject, name or case
file an extra copy under each subject and give the location of the basic document on each copy or use a Cross Reference Sheet (OF-21) if extra copies are not available
When should a charge out slip be used?
to keep track of all documents removed from files, use when a document or entire file is removed
When are general correspondence files closed?
at the end of each calender year
When are budget and accounting files closed?
at the end of each fiscal year
Where are closed files held?
locally until transfered to a Federal Records Center or destruction
What Navy and Marine Corps documents require an SSIC?
all letters, messages, directives, forms, and reports
How many major subject groups are used by the Navy?
13
What digits of an SSIC designate the primary subject
last 3 numbers of the code number
(example: 5200 200=primary)
What digits of an SSIC designate the secondary subject?
last two numbers of the code number
example: 5210 10=secondary)
What digits of an SSIC designate the tertiary subject?
the last digit of the code number
(example 5213 3=tertiary)
What should you consider when assigning an SSIC?
the subject
the purpose/significance
manner in which similar documents are requested
code used for similar documents
What is the major subject of the 1000's?
Military Personnel
What is the major subject of the 2000's?
Telecommunications
What is the major subject of the 3000's?
Operations and Readiness
What is the major subject of the 4000's?
Logistics
What is the major subject of the 5000's?
General Administration and Management
What is the major subject of the 6000's?
Medicine and Dentistry
What is the major subject of the 7000's?
Financial MAnagement
What is the major subject of the 8000's?
Ordnance
What is the major subject of the 9000's?
Ship's Design and Material
What is the major subject of the 11,000's?
Facilities and Activities Ashore
What is the major subject of the 10,000's?
General Material
What is the major subject of the 12,000's?
Civilian Personnel
What is the major subject of the 13,000's?
Aeronautical and Astronautical Material
What is the major subject of the 16,000's?
Coast Guard Missions