Official correspondence received by the administrative department should ultimately become a part of the permanent records of the command. The routing required between the receipt and the filing of the correspondence depends on the type of information furnished and any action required. Local procedures usually prescribe a standard routing for all incoming correspondence in addition to those individuals primarily concerned with the correspondence.

A route sheet, similar to that shown in gam- ] is normally used to ensure the proper routing of correspondence that requires action. (It is often used for all correspondence, including information only as well as action.) This form is prepared in duplicate, with the original route sheet attached to the correspondence to be routed and the duplicate route sheet retained in the administrative office. As the correspondence progresses through the routing indicated, appropriate action is taken and the routing sheet is initialed by the responsible individuals. When the routing is complete, the correspondence, with the original route sheet, is returned to the administrative department for filing.

The routing may be placed on the correspondence itself if the correspondence is only for information. This may be accomplished by the use of a route stamp similar to that shown in figure 1-14

Figure 1-14.-Route stamp example.

OUTGOING CORRESPONDENCE

Outgoing correspondence is prepared by the correspondence organizational component by using a rough draft prepared by the originator. The correspondence file that accompanies the letter to be signed is arranged according to the instructions of the signing official.

The letter is then presented to the appropriate official for signature. After the correspondence is signed, it is dated with the date on which it is signed, the file copies are removed for filing, and the correspondence is forwarded to the appropriate addressees.

FILING SYSTEM

The size and complexity of the Navy demands standard methods for filing paperwork. Standardization within the Navy also enables administrative personnel to leave one duty station and report to another without having to learn a different filing system. (The same principle applies to the Mine Force: personnel may leave one mine shop and report to another without having to learn a different filing system.) For these reasons, the Navy has established a coding system-the Department of the Navy Standard Subject Identification Codes, SECNAV - INST 5210.11, These codes are required on all Navy and Marine Corps letters, messages, directives, forms, and reports.

A standard subject identification code (SSIC) is a four- or five-digit number that represents the document's subject. The use of SSICs provides a tested method for filing documents consistently and retrieving them quickly. SSICs are broken down into 13 major groups as shown in table 1-5

These 13 major groups are broken down into primary, secondary, and tertiary subdivisions. For example:

8000 - Ordnance Material (major group)

8500 - Underwater Ordnance, General primary group)

8510 - Torpedoes (secondary group)

8550 - Mines (secondary group)

8551 - Aircraft Laid (tertiary group)

8553 - Submarine Laid (tertiary group)

The file arrangement within any office depends on the mission of the command and the volume of its

Table 1-5.-Standard Subject Identification Code Groupings

official correspondence. General correspondence is normally stored in metal file cabinets. This includes letters and memorandums received or originated by the command. Messages are also kept in these files.

Folders are used to keep correspondence orderly in the files. Standard file folders are available in two sizes: letter size and legal size. The total number of folders and the appropriate primary, secondary, and tertiary subject identification numbers (or the name-title symbols) to be used are determined by the volume of written matter in each category to be filed. There may be no need to establish any folders on some major series groups, while other groups may require several folders broken down to primary, secondary, and tertiary subgroupings.

For further information on setting up and using correspondence files, consult SECNAVINST 5210.11.