Citing Directives
When a directive is referenced in another document,
adequate information should be provided to ensure
accurate identification. For an instruction, the reference
should include identification of the issuing authority
(OPNAV, SECNAV NMPC, NETPMSA, ship number
or name, etc.); the abbreviation "INST"; and the SSIC
and consecutive number; for example, SECNAVINST
5215.1. The date of the instruction is not required unless
it will be useful to the reader. If a revised instruction is
being referenced, the latest suffix letter should be
shown; for example, SECNAVINST 5215.1C.
Regardless of how a directive is cited, the user
should determine the present status of an instruction
under the system. When researching a citation, be sure
to check for its most current revision indication (the
letter A, B, C, D, etc). When citing a directive in your
writing, use the current edition, latest edition, or series.
MAINTAINING AND DISPOSING OF FILES
Imagine you are trying to find a specific letter in the
office files. You didn’t know the new person in the office
had been assigned to reorganize the office files. You
cannot find the letter in the reorganized file system. This
problem isn’t so unusual. Because of the constant
rotation of personnel and the size and complexity of the
Navy, a standard filing system is used throughout the
Navy. In this way, official tiles can be maintained
efficiently, economically, and systematically.
Standardization frees people from learning new filing
systems when the y are transferred from one activity to
another.
Filing Instructions
Instruction should normally be filed according to
the following:
1.
2.
3.
Filing
Standard subject identification code (SSIC)
Consecutive number
Issuing authority
Notices
Notices ordinarily need not be filed in the unit’s
master file because they ordinarily are effective for less
than 1 year. If you need to interfile them temporarily
with instructions, tab each one so that it can be easily
and promptly removed as soon as its cancellation date
is reached. Copies of notices can be filed in separate
binders when necessary.
Filing Cross-Reference Sheets
Cross-reference sheets should be interfiled with
instructions. These locator sheets are inserted in normal
sequence in place of the instructions they reference. A
subject cross-reference sheet is also placed in front of
those instructions which carry the same SSIC.
Disposing of Directives
Observe a note of caution about the disposal of
official records. Official records and correspondence
cannot be removed, disposed of, or destroyed unless
authorized by proper authority. That proper authority for
the Navy is defined in Disposal of Navy and Marine
Corps Records, SECNAVINST 5212.5C. When
questions of disposal arise, consult this instruction.
CONSOLIDATED SUBJECT INDEX
The Consolidated Subject Index (CSI),
NAVPUBNOTE 5215, is a listing of instructions in
Washington, D.C. The CSI is issued twice each year. It
is a numerically indexed, subject-categorized
compilation designed to aid in the identification of
active naval instructions issued by Washington
headquarters organizations. It should be used to add or
delete directives from files.
ORDERING INSTRUCTIONS
Instructions issued by headquarters commands to
activities within the Department of the Navy are listed
in the CSI. Notices are not listed.
If your unit requires copies of instructions listed
in the CSI, you may request them from the Naval
publications and Forms Center (NPFC), 5801 Tabor
Avenue, Philadelphia, PA 19120. NPFC stocks only
current instructions and change transmittals. Any
requests you have for canceled or superseded
instructions should be sent to the orignator.
You may order unclassified instructions stocked at
NPFC by using NAVSUP Form 1205. You are limited
to ordering 10 different instructions and 10 copies of
each with each NAVSUP Form 1205.
Classified instructions are assigned stock numbers
in the Navy Supply System. You may identify them in
NAVSUP Publication P-2002, Introduction to Navy
Stock List of Publications and Forms, available in
8-6
