Commands use directives to communicate plans and policies to subordinates. The Directives Issuance System has two types of directives: instructions and notices.

Instruction

An instruction contains authority or information that is of a continuing reference value or requires continuing action. It remains in effect until it is superseded by another instruction or is canceled either by the originator or by higher authority.

Notice

A notice has a one-time or brief nature and contains a self-canceling provision. Although it has the same authority and effect as an instruction, it usually remains in effect for less than 6 months. It is not permitted to remain in effect for longer than 1 year.

DIRECTIVE IDENTIFICATION SYMBOLS

The directive identification symbols include the type of directive, the issuing authority, and the identification number. The primary purpose for the directive identification symbols is to give naval activities the following specific advantages in directives maintenance:

0 Group directives by subject and combine related subjects

0 Distinguish between directives of continuing and brief durations

0 Obtain complete sets of instructions when an activity is commissioned or activated

0 Determine the current status and completeness of directives by using checklists

0 File directives and describe them as references by one easy method

Use the same numbering system for correspondence files and directives

Since this system serves many useful purposes, it is important that you become well acquainted with it. The following comments explain the directive identification symbols identified as SECNAVINST 5212.1C.

0 SECNAV is the abbreviation of the Secretary of the Navy, who is the issuing authority of this particular directive.

0 INST identifies the type of directive.

19 5212 is the identification code or the file number. (Department of the Navy File Maintenance Procedures and Standard Subject Identification Codes, SECNAVINST 5210.11, contains a list of appropriate code numbers to be used with directives. In accordance with that instruction, the identification code 5212 indicates that the subject matter of the directive is Records Disposal System. If a letter precedes the identification number, it indicates the security classification of a classified directive; for example, C indicates Confidential and S indicates Secret [C5212.1 or S5212.1]. Top Secret material is excluded from this system.)

0.1 is the consecutive number of the instruction. (In this case, .1 is the first directive to be issued under this subject by this command. The issuing authority assigns a consecutive number, in numerical sequence, to each instruction issued under the same subject identification code, regardless of its security classification. The consecutive numbers that are later canceled are not reused. The consecutive number always follows the identification code, separated by a period. (NOTE: Notices are not assigned consecutive numbers; they are identified by an issuing date.) When an instruction is revised, the same subject identification code and consecutive number contained on the directive being revised remain the same.)

9 C is the revision of this particular instruction. (A capital letter [beginning with the letter A] is added after the consecutive number to indicate the revision. For example, the first revision is A; the second revision is B, etc.)

The following example is given to show an identifying symbol assigned to a directive:

DIRECTIVE DISTRIBUTION

The drafter of a directive has the primary responsibility to determine the distribution requirement. Since it is essential that policy and procedural directives receive proper distribution, the drafter must check the appropriate distribution list to ensure proper dissemination.

The distribution list is a list of the action and information addressees of a directive. These addressees are selected on the basis of a need to act or a need to know. Each activity preparing directives is required to prepare a distribution list.

The distribution list normally consists of specific lists for internal distribution, distribution to higher authority, and distribution to activities of the same type. The distribution list may also indicate the number of copies that should be forwarded to an activity, a department, or a division.