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