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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: 1. 2. 3. 4. The   most   important,   definite,   or   concrete subject  mentioned. The  purpose  or  general  significance  of  the document. The manner in which similar documents are requested by users of the files. The  subject  identification  code  under  which previous-documents of a similar nature are filed. Directives   are   not   placed   in   the   general correspondence files except when copies of instructions and notices are attached to or interfile in such files when  needed  to  complete  a  record  or  document. Instructions are filed in standard three-ring binders and are arranged as follows: 1.  In  numerical  order  of  subject  identification number. 2.  By  the  originating  office  within  each  subject identification   number. 3.  By  consecutive  number  (suffix  number)  for each  originating  office. Notices  are  usually  not  filed  because  of  their  brief duration.  Should  recipients  believe  it  necessary  to  file a   notice   temporarily,   it   may   be   interfile   with instructions. Messages are filed by the data/time group number. Normally,  two  files  are  maintained  with  one  containing incoming messages and the other outgoing messages. DISPOSITION  OF  CORRESPONDENCE AND  RECORDS Retention  of  obsolete  and  inactive  correspondence and records is costly. Such correspondence and records should  be  destroyed  or  transferred  in  accordance  with approved records disposal instructions. If this is not performed   periodically,   the   volume   of   file   space required  becomes  excessive  and  the  files  become unwieldy,  thus  inefficient.  The  destruction  of  records is governed by law, which requires authorization by proper  authority.  The  authority  for  destruction  of  Navy records is contained in SECNAVINST 5215.5, Disposal of  Navy  and  Marine  Corps  Records. The  provisions   of   SECNAVINST   5215.5   are normally  amplified  by  the  issuance  of  local  instructions outlining  the  procedures  as  they  apply  locally.  The  SK3 or SK2 should become familiar with these instructions. However,  you  should  not  take  it  upon  yourself  to determine the proper destruction or transfer of records not clearly defined in these instructions. This is the responsibility   of   senior   petty   officers,   chiefs,   or commissioned    officers. Local  Disposition Not  all  material  in  the  files  have  a  record characteristic.  In  fact,  most  printed  matter  found  in  the supply  department  general  files  fall  in  the  category  of nonrecord  material.  This  includes  documents  that  are copies  of  those  filed  in  the  ship’s  office  or  station administrative department or material accumulated in the  process  of  producing  records,  but  which  never acquire  a  record  characteristic  themselves. SECNAVINST 5212.5 (part II for shore stations and part III for ships) contains the retention standard for naval records. Record materials are listed by broad subject   and   the   retention   period   is   furnished. Nonrecord  material  may  be  destroyed  locally  as  soon  as it has served its purpose. Records material may be destroyed  upon  completion  of  the  retention  period. Unclassified   records   or   nonrecords   materials authorized   for   destruction   may   be   placed   in wastebaskets  and  disposed  of  in  the  normal  manner  for trash.  Classified  matter  authorized  for  destruction should be destroyed by burning in the presence of two designated witnesses. All  persons  witnessing  the destruction of classified material must have security clearances at least as high as the category of material being   destroyed. Classified  matter  may  also  be destroyed  by  pulping,  provided  destruction  of  the classified  material  is  complete  and  reconstruction impossible. TRANSFER TO FEDERAL RECORDS CENTERS Federal Records Centers have been established by the   General   Services   Administration   in   various locations  throughout  the  United  States.  Activities  are authorized  to  transfer  records  to  Federal  Records Centers   under   certain   conditions,   including   the following: 1. 2. When the records are specifically designated in SECNAVINST  5215.5  for  periodic  transfer. When   the   records   are   designated   in SECNAVINST   5212.5   for   permanent   or 3-15

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