You should use prong fasteners rather than staples, clips, or rubber bands to hold material together. When a document covers more than one subject, extra copies should be made and filed under each subject covered, giving the location of the basic document on each  copy. All  documents  removed  from  the  file  must  be accounted  for.  When  a  document  or  entire  file  is removed, use a charge-out slip in its place for identifying the  person  temporarily  holding  the  file. ORGANIZATION  OF  FILES File folders are used to keep correspondence orderly in  the  files.  The  total  number  of  folders  used  is determined by the appropriate subject identification numbers  or  name-title  symbols  to  be  used  and  the volume of written matter in each category to be tiled. The Department  of  the  Navy  Standard  Subject Identification  Codes,  SECNAViNST  5210.11,  provides a single standard subject classification system used for numbering correspondence and directives by subject throughout   the   Department   of   the   Navy.   This instruction contains a complete list of standard subject identification  codes  (SSICs)  that  identify  subjects within  each  category.  SSICs  are  required  on  all  Navy and Marine Corps letters, messages, directives, forms, and reports. The use of SSICs provides a tested method for  filing  documents  consistently  and  retrieving  them quickly. The SSIC placed on the correspondence by the originator helps to determine the correct folder in which to file the correspondence. However, in some cases, this number may not be appropriate for your particular office file and may require reclassifying. The proper method of  classifying  a  document  for  the  purpose  of  selecting the appropriate file is to read it carefully and analyze it, considering  the  following  factors: l l l l The  most  important,  definite,  or  concrete  subject mentioned The  purpose  or  general  significance  of  the document The manner in which similar documents are requested by the user of the files The SSIC under which previous documents of a similar nature are filed When  documents  are  reclassified  to  confirm  to your  local  files,  you  should  cross-file  a  copy  of  the original document under the original SSIC so that when reference is made to that document in the future, it may be retrieved without a lot of research. REPORTS One important duty of the senior AK assigned to a supply activity is that of preparing or supervising the preparation  of  reports. A  report  is  defined  as  any  statistical  or  narrative information in written or tabular format requested by one activity from another for the purpose of forming policy,  controlling  operations,  evaluating  performance, preparing  publications,  or  preparing  other  reports. Reports   provide   all   levels   of   authority   with information required for smooth and efficient operation. All data collected from reports are used for specific purposes. Reports  are  classified  as  reaming,  em-time,  or feeder  reports. Recurring  reports  are  required  at specified intervals or dates and/or upon the occurrence of an event or situation. One-time reports are required one time only and are not intended to be recurring. Feeder reports are required for the sole purpose of collecting data to prepare other reports. A directive that specifies the submission of a report will outline the required format to be used. When the report is made on a specific form, the directive will state where the form can be procured and normally will show a  sample  report  format. It  will  also  specify  due dates/times and identify the activities to which the report is to be forwarded. Personnel should exercise extreme caution when preparing  reports.  The  data  submitted  should  be accurate and the format followed in detail. Otherwise, the  purpose  of  the  report  maybe  defeated.  Erroneous data has little value when used for long-range planning. Reports should be forwarded with a cover letter only if the instructions for reporting require such letters, or when  amplifying  information  must  be  furnished. When a report is assigned a report symbol by the directive or other authority requiring the report, it indicates that it is included in the Reports Management Program.  This  report  symbol  will  normally  appear  on the printed report form. Certain types of reports are exempt from the control of the Reports Management program and are designated as “exempt” reports by the requiring  authority.  Examples  of  reports  that  are exempt  are  Top  Secret  and  Secret  reports  and  the majority of one-time reports. 1-14