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Standard Subject Identification Codes - 14261_77
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Yeoman Basic
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Establishment of Files
Be  specific  when  you  assign  the  SSIC. Some   of   the   smaller   subject   groups   are   not subdivided  beyond  the  first  breakdown,  while larger   groups   may   be   broken   down   to   a second  or  third  level,  as  in  the  example. CROSS-REFERENCING    MATERIAL Most  official  correspondence,  reports,  or other  material  only  need  to  be  filed  under  one SSIC.  There  are  times,  however,  when  more than one code will apply to the contents of the correspondence. In  these  cases,  a  system  of cross-referencing  is  desirable  to  permit  you  to locate  the  document  quickly. For   cross-referencing   use   the   Cross- Reference   Sheet,   DD   Form   334,   shown   in figure  5-3.  Instances  in  which  the  form  may be  needed  would  include  the  following: Figure  5-3.-Cross-Reference  Sheet,  DD  334. l  When  a  document  has  more  than  one subject l   When   the   subject   may   be   interpreted more  than  one  way l   When   two   or   more   other   subject   codes are  used  within  the  document l  When  any  enclosures  are  separated from  the  basic  correspondence By   inserting   the   cross-reference   sheet   in each  of  the  files  where  the  document  could  be kept,  you  will  know  by  glancing  at  the  entry alongside   the   FILED   heading   where   the document  is. OFFICIAL   FILING   METHODS Documents are inserted loosely into the file folder   in   SSIC   order.   The   loose   filing   saves time  and  effort  when  new  material  is  inserted or   documents   are   returned   to   the   file   after they  have  been  removed. Material  that  cannot  be  folded  to  fit  neatly into  a  file  folder  should  be  filed  separately  in a  suitably  sized  container.  The  location  of  the removed  material  must  then  be  noted  on  the basic  document  or  on  a  cross-reference  sheet maintained  in  the  regular  file. REMOVING  FILE  MATERIAL Any  material  removed  from  a  file  must  be accounted  for  and  the  identity  of  the  person holding   it   must   be   recorded.   This   comes   in very  handy  when  the  commanding  officer  asks for   a   specific   piece   of   correspondence   and wants it  now. The  Chargeout  Record,  Optional  Form  23, shown  in  figure  5-4  is  available  for  this purpose.  The  identification  of  the  material removed,  the  name  and  location  of  the  person borrowing  it,  and  the  date  it  is  borrowed  are entered  on  the  form.  The  form  then  replaces the  document  in  the  file  folder. 5-4

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