provided destruction of the classified material is
DISPOSITION OF CORRESPONDENCE
complete and reconstruction impossible.
AND RECORDS
TRANSFER TO FEDERAL RECORDS
Retention of obsolete and inactive correspondence
CENTERS
and records is costly. Such correspondence and
Federal Records Centers have been established by
records should be destroyed or transferred in
the General Services Administration in various
accordance with approved record disposal
locations throughout the United States. Activities are
instructions. If this is not performed periodically, the
authorized to transfer records to Federal Records
volume of file space required becomes excessive and
Centers under certain conditions, including the
the files become unwieldy, thus inefficient. Law,
following:
which requires authorization, governs the destruction
of records by proper authority. The authority for
d e s t r u c t i o n o f N av y r e c o r d s i s c o n t a i n e d i n
1. When the records are specifically designated in
SECNAVINST 5215.5, Disposal of Navy and Marine
SECNAVINST 5215.5 for periodic transfer.
Corps Records.
2. W h e n t h e r e c o r d s a r e d e s i g n a t e d i n
The provisions of SECNAVINST 5215.5 are
SECNAVINST 5212.5 for permanent or indefinite
n o r m a l l y a m p l i fi e d b y t h e i s s u a n c e o f l o c a l
retention and they have served the activity's immediate
instructions outlining the procedures as they apply
reference needs.
locally. The SK3 or SK2 should become familiar with
3. When the retention period of records of a
these instructions. However, you should not take it
disestablished activity has not expired and the records
upon yourself to determine the proper destruction or
are not required either by the cognizant bureau or office
transfer of records not clearly defined in these
or by an activity assuming responsibility for functions
instructions. This is the responsibility of senior petty
of the disestablished activity.
officers, chiefs, or commissioned officers.
4. When records have a retention period of more
Local Disposition
than 4 years.
5. When records are inactive and are not required
Not a l l m a t e r i a l i n t h e fi l e s h a s a r e c o r d
for local operating purposes, provided it is determined
characteristic. In fact, most printed matter found in the
the transfer can affect that savings.
supply department general files fall in the category of
nonrecord material. This includes documents that are
SECURITY OF SUPPLY DEPARTMENT
copies of those filed in the ship's office or station
SPACES
administrative department or material accumulated in
the process of producing records, but which never
Security procedures for supply department spaces
acquire a record characteristic themselves.
afloat and ashore are the same. The supervisors are
responsible for identifying the requirements for the
SECNAVINST 5212.5 (part II for shore stations
functions of their organizational elements and for
and part III for ships) contains the retention standard
seeing that personnel under their supervision are
for naval records. Record materials are listed by broad
familiar with the security requirements for their
subject and the retention period is furnished.
particular assignments. On-the-job training is an
Nonrecord material may be destroyed locally as soon
essential part of command security education. All
as it has served its purpose. Record material may be
hands are responsible for ensuring that security is
destroyed upon completion of the retention period.
maintained at all times. This section explains the
Unclassified records or nonrecords materials
general security rules and requirements that apply to
authorized for destruction may be placed in wastebaskets
the supply department spaces.
and disposed of in the normal manner for trash.
Classified matter authorized for destruction should be
General Supply Security Rules
destroyed by burning in the presence of two designated
The general supply security rules are as follows:
witnesses. All persons witnessing the destruction of
Materials in store will always be kept under lock
classified material must have security clearances at least
as high as the category of material being destroyed.
and key except when the bulk of such material
Classified matter may also be destroyed by pulping,
makes stowage under lock and key impractical.
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