1. DEPARTMENT OF THE NAVY RECORDS MANAGEMENT PROGRAM SECNAV M-5210.2
STANDARD SUBJECT IDENTIFICATION CODE (SSIC) MANUAL

2. This Manual specifies filing and record maintenance procedures and provides Standard Subject Identification Codes (SSIC) for the Department of the Navy (DON).
SSICs are the standard system of numbers and letter symbols used throughout the DON for categorizing Departmental records by subject.
SSICs are required on all Navy and Marine Corps letters, messages, directives, forms and reports regardless of medium.

3. Filing procedures
The size and complexity of the Navy demands standard methods for filing records. Standardization frees personnel from learning new filing systems when moving from one activity to another.
Assign personnel to coordinate all activity files.
Authorize official files and assign responsibility for files plans.
Locate the official files at an organizational level that ensures effective documentation, makes record accessible to major users, minimizes duplicate files and aids records disposal.

4. Filing procedures cont.
4. Determine records retention and disposal standards using SECNAV M , The Department of Navy Records Management Manual, apply to each file category, and prepare local disposal instructions.
5. Perform periodic reviews of the files procedures.

5. File Material
Do not include unnecessary working documents, early drafts, extra copies, or background information as part of the file material.
Include the following
Incoming Documents
Copy of outgoing correspondence
Any essential supporting documents

6. File Plan
Each activity shall create a file plan.
This file plan at the very least will contain a list of record categories held onboard the command and their SSIC.
The plan will also include the disposition date of each records file, record type, and/or group.

7. Vital Records
The command will also identify which records are Vital Records as part of their Vital Records Plan.
The plan shall be reviewed annually.
See SECNAV Manual M Appendix (H) for further guidance on the Vital Records Program.

8. Cross-referencing
When a document concerns more than one subject, name or case, file an extra copy under each subject and give the location of the basic document on each copy.
If extra copies are not available, use a Cross Reference (DD2861) available online at

9. Charging out Files
Keep track of all documents removed from files. When entire file is removed, put a charge out slip in its place. If the document is transferred among several people update the charge out slips.
Closing Flies
Many record categories have a cut off date. To cut off records means to break, or end, them at regular intervals to permit their disposal or transfer in complete blocks to permit the establishment of new files.

10. Closing Files
Many record categories have a cut off date. To cut off records means to break, or end, them at regular intervals to permit their disposal or transfer in complete blocks to
permit the establishment of new files.

11. Construction of Standard Subject Identification Code (SSIC)
1.SSIC-is a four or five digit number that stands for the
subject of a document
2.The use of SSICs provides a tested method for filing
documents consistently and retrieving them quickly
3.The Navy SSIC system is divided into 13 major subject groups.

12. 4. These major subject groups are further divided into primary, secondary and tertiary subdivisions. The last three digits of an SSIC number designate subject levels.
For example:
General Categories use zeros
General Administrations and Management
This is an example of a primary subject General Management Programs and Techniques
The last two digits designate a secondary subject Records Management
The last digit reflects a tertiary subject Filing, Maintenance, Protection, Retrieval, and Privacy Act Systems

13. 4. Assigning the right SSIC to a document
When you create a record, include the SSIC that most closely describes that record’s subject. When assigning a code, consider the document’s subject, its purpose or significance, and the code used for similar documents.

14. 5. Arranging files by SSIC
When you close one year’s files and start new files, make up files for the SSICs that are likely to occur most often, add new folders later as documents with new SSICs need filing.

15. Guidelines for Requesting Changes
1. Submit recommendations for SSIC changes (additions, deletions and modification) to:
Director of Navy Records CNO/DNS-5
720 Kennon Street S.E. Bldg 36 Room 203
Washington Navy Yard
Washington DC,
Marine Corps activities submit via:
Commandant of the Marine Corps
Headquarters Marine Corps, United States Marine Corps
Code ARDB, Room 1212
2 Navy Annex
Washington D. C

16. Guidelines for Requesting Changes cont.
Current SSIC number (for deletions and modifications)
Recommended SSIC number (for deletions and modifications)
Current Subject (for deletions and modifications)
Recommended Subject (for additions and modifications)

17. Guidelines for Requesting Changes cont.
Review SECNAV Manual M-5212, The Department of the Navy records Management Manual, for current SSICs and their disposition before recommending a new SSIC.

18. SSIC
MILITARY SERIES MILITARY PERSONNEL
TESTS SERIES TELECOMMUNICATIONS
REQUIRE SERIES OPERATIONS AND READINESS
LUCK SERIES LOGISTICS
AND SERIES GEN. ADMINISTRATION &
MANAGEMENT (PERTAINS TO
MILITARY AND CIVILIAN
PERSONNEL AND MATTERS
THAT PERTAIN TOLAW
MASTERCHIEF SERIES MEDICINE ANDDENTISTRY
FRAKER'S SERIES FINANCIAL MANAGEMENT

19. OUTSTANDING-----------8000 SERIES-------------ORDNANCE
MATERIALSTUDY SERIES SHIPS DESIGN AND MATERIAL
MATERIAL SERIES GENERAL MATERIAL
FOR SERIES FACILITIES AND ACTIVITIES
ASHORE
CORPSMAN SERIES CIVILIAN PERSONNEL
ADVANCEMENT SERIES AERONAUTICAL AND
ASTRONOMICAL MATERIAL
GOALS SERIES COAST GUARD (ONLY COMES UNDER THE NAVY IN TIME OF WAR