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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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