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Figure 4-8.–Standard subject identification codes (SSICs)
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Figure 4-9.—Standard naval letter
l    Station  inspections  and  inspection  report discrepancy  tracking  sheets l   Any other report made to or required from your  NRS  that  you  feel  you  will  need  to access  easily Updating Your Files Routine files should be maintained by calendar year for 2 years.    You should have the current year and  past  2  years’  files  in  your  stations.  An  easy method of file maintenance is to have two full sets of SSIC  folders–one  set  for  the  current  year  and immediately  behind  them  a  set  for  the  previous  year. The second out year can be either kept in another set of file folders behind the second year or consolidated and  stored  in  large  envelopes.  Each  January,  you should  rotate  the  files,  discarding  the  second  out  year and starting with empty folders for the current year. Your reports folders and other material that should remain easily accessible can be retained in the current year  files. CAUTION: Review  files  being  purged  for materials  that  should  be  retained  longer  than  the routine  2-year  period,  such  as  lease  agreements, inspection reports, equipment owner’s manuals, and so on. These can be retained in the current year folders or in a separate file. CORRESPONDENCE The  Department   of   the   Navy   Correspondence Manual, SECNAVINST 5216.5, gives standards for writing quality, correspondence formats, and paper work management. This instruction applies to all who prepare  or  approve  correspondence.  You  may  want  to consult  this  manual  if  you  feel  your  writing  needs improvement  or  if  you  wish  to  draft  specialized correspondence. The  following  paragraphs  give  a brief explanation of the standard naval letter and the business  letter. Standard Naval Letter The   standard   naval   letter   is   used   when correspondence  is  being  sent  to  a  military  addressee. LETTERHEAD.–  Whether  typing  or  stamping  a letterhead,   begin   with   DEPARTMENT   OF   THE NAVY centered on the fourth line from the top of the page. The  activity’s  name  and  address  go  on succeeding  lines. MARGINS.–  Allow 1-inch margins on the top, bottom, and sides of each page. Several exceptions exist. On letterhead paper, typing starts more than 1 inch  from  the  top  when  the  letterhead  is  printed  and less than 1 inch if it is typed. Typing may end more than 1 inch from the bottom of the page on which the signature  appears. SENDER’S SYMBOLS.– The  upper  right  corner should  include  the  sender’s  symbols.  The  first  line contains  the  SSIC  file  number  for  the  subject  this correspondence  covers.  The  second  line  is  used  for  an originator’s  code  and/or  serial  number.  The  third  line is used for the date. FROM, TO, AND VIA LINES.– The From, To, and Via (if used) lines include the title of the activity head, the name of the activity, and the location when needed. SUBJECT LINE.– The Subject line should be in normal  word  order  and  all  letters  should  be capitalized. REFERENCES.–   When  used,  references  are labeled with lowercase letters in parentheses even if there  is  only  one  reference. ENCLOSURES.– Material enclosed with the letter is identified with numbers in parentheses; again, even if there is only one. PARAGRAPH FORMAT.– Number all the main paragraphs. Indent  each  new  subdivision  of  a paragraph by four spaces and start typing on the fifth space.  Start  all  continuation  lines  at  the  left  margin. If subparagraphs are needed, use at least two. Start a paragraph near the end of a page only if that page has room  for  two  lines  or  more.  Continue  a  paragraph  on the following page only if two lines or more can be carried over. A signature page must have at least two lines  of  text.  Figure  4-9  shows  an  example  of  a standard naval letter. 4-23

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