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A notice usually remains in effect for less than 6
months, but is not permitted to remain in effect for
longer than a year. A notice has a self-canceling provi-
sion. The cancellation date is always stated. When the
exact length of time a notice is to remain in effect cannot
be determined at the time of issuance, the specific date
for record purposes is set far enough in the future to
allow all necessary uses of the notice. Reports and
procedures covered in a notice are considered canceled
when the notice is canceled, unless requirements have
been issued in another document. Cancellation determi-
nations are shown at the top right comer and/or as a last
paragraph titled Cancellation Contingency.
Change Transmittal
A change transmittal is the medium used to transmit
changes to an instruction, and under special circum-
stances, to a notice. Each transmittal describes the na-
ture of the change it transmits and gives directions for
making the change.
Drafting Instructions and Notices
When drafting instructions and notices use the same
rules and procedures that you would if you were draft-
ing any type of correspondence. Instructions and no-
tices must be clear, concise, and easily understood.
Clarity of language as well as neatness in appearance of
the instruction or notice will promote increased under-
standing by recipients and greater efficiency within
your organization.
The elements of a directive, both as to content and
format, generally in the order that they appear in a
directive, are contained in table 1, Preparation of Let-
ter-Type Directives, and table 2, Preparation of Special-
Type Directives, of SECNAVINST5215.1C. The Navy
Correspondence Manual, SECNAVINST 5216.5C,
provides additional guidance on the preparation of di-
rectives.
FILING DIRECTIVES
Instructions normally should be filed according to
(1) subject identification number, (2) consecutive num-
ber, and (3) issuing authority, Checklists of directives
issued by Washington headquarters organizations
should be organized in this manner. If local conditions
require, however, directives may be filed primarily by
issuing authority or by a combination of subject identi-
fication number and issuing authority. You should
action, you may file them on your office’s general
subject files, pertinent case files, or other appropriate
correspondence files.
FILES
As an LN, you must be able to file correspondence
correctly and retrieve it quickly. The amount of time it
takes you to locate a certain piece of correspondence
depends on how well you know the Navy’s filing sys-
tem.
This section introduces you to the Navy way of
filing. You are introduced to various procedures that
will help you to perform your duties efficiently. You are
also instructed in using the numerical subject identifi-
cation coding system that was addressed previously and
contained in the Department of the Navy Standard
Subject Identification Codes (SSIC), SECNAVINST
5210.11D.
The SSIC contains the numerical codes that provide
the basic classification structure for identifying and
filing records. These codes cover most subjects found
in general correspondence and other files. Since these
numbers are used for numbering other naval documents
such as reports, forms, and directives by subject cate-
gory, they also provide the basis for a single Navywidc
subject numbering system.
1-7
disregard alphabetic prefixes (C and S showing security
classification) to the subject designation in determining
the numerical filing sequence.
Because of their brief duration, you need not file
notices in the master file. If it is necessary to interfile
them with instructions temporarily, the notices should
be tabbed so each may be easily and promptly removed
as soon as its cancellation date is reached. Copies may
be filed in separate binders when necessary.
File cross-reference sheets for instructions perma-
nently or temporarily removed from your office with
these instructions. Insert locator sheets in normal se-
quence in place of the removed instructions they refer-
ence. You should place a subject cross-reference sheet
in front of those instructions that carry the same subject
identification number. A second copy of the cross-ref-
erence sheet should be placed in a suspense file for
temporarily loaned instructions. An instruction should
be returned within 5 days, unless the borrower is still
using it.
When you need copies of directives to complete a
record or to support or further document a specific
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