At the end of each calendar year, you should
close general correspondence files. Close all
budget and accounting files at the end of each
fiscal year. Hold closed files in an inactive status
until destruction or transfer to a Federal Records
Center. You may find more information concern-
ing the disposal of files and records in this chapter
under the "Accountability and Disposal of Corre-
CONSTRUCTION OF STANDARD SUB-
JECT IDENTIFICATION CODES (SSIC).
Standard subject identification codes (SSICs)
provide a standard system of numbers used
throughout the Navy to categorize, subject
classify, and identify directives, letters, messages,
forms, and reports. They also provide a standard
system for setting up files. These codes cover most
subjects found in general correspondence and
other files; they reflect the functions and major
organizational components of the Navy. The SSIC
system consists of the 14 major subject groups
shown in figure 2-19.
These major subject groups are subdivided
into primary; secondary; and, sometimes, tertiary
groups. Primary groups are designated by the last
three digits (hundreds) of the code number.
Secondary groups are further breakdowns of the
primary groups and are identified by the last two
digits (tens) of the code number. Tertiary groups
consist of the last digit (units) of a secondary
group. Examples of the primary, secondary, and
tertiary subject groups are as follows:
Some subject groups may not be subdivided
below the primary group level, while other groups
may be subdivided into the secondary or tertiary
level. The extent of the breakdown depends on
the complexity of the major subject.
ACCOUNTABILITY AND DISPOSAL OF
CORRESPONDENCE. Commanding officers
and officers in charge are responsible for the
establishment, maintenance, and disposition of
official files within their activity. Unless a system
is maintained to keep track of the correspondence
received, routed, issued, filed, or destroyed,
correspondence may be misplaced or destroyed
At shore activities, the administrative office
is responsible for the accountability and destruc-
tion of all official incoming and outgoing
correspondence. Administrative offices must be
able to locate correspondence received or sub-
mitted by the command. Official correspondence
must be accounted for during its handling,
distribution, custody, storage, destruction, and
sometimes even after its destruction.
Your responsibility as a senior petty officer
is to support the accountability procedures of your
command. When a letter is routed to your division
for information or action, make sure it is returned
to the administrative office or passed on for others
to read. If you require a copy of the letter, contact
the administrative office.
At some activities you maybe assigned as the
administrative LPO. In that case you would be
directly responsible for the maintenance and
disposition of the official files of the command.
NAVAL WRITING STANDARDS
Though correspondence formats are impor-
tant, writing quality is more important. For that
reason, this section tells you how to make your
writing organized, natural, compact, and active.
If you are a beginner in writing naval corre-
spondence, refer to the Department of the Navy
Correspondence Manual for more information on
correct writing and formatting requirements.
Your writing should follow a straightforward
style: (1) Open with the most important informa-
tion, (2) taper off with the least important, and
(3) keep sentences short and to the point.
When you write a letter, think about the one
sentence you would keep if you could have only
one. That is your key sentencethe one that gives
your main point. If possible, begin with your key
sentence; but be sure to use it within the first