STANDARD SUBJECT IDENTIFICATION CODE (SSIC) MANUAL

1 The Secretary of the Navy secnav AUGUST 2018 Department of the Navy STANDARD SUBJECT IDENTIFICATION Code (SSIC) MANUAL Published By The Department of the Navy Assistant for Administration secnav MANUAL DEPARTMENT OF THE NAVY August 2018 OFFICE OF THE SECRETARY 1000 NAVY PENTAGON WASHINGTON, 20350-1000 29 Aug 2018 1 FOREWORD This MANUAL implements the policy set forth in reference (a), regarding STANDARD SUBJECT IDENTIFICATION Codes (SSICs).

2 It is issued under the authority of SECNAVINST (Series). This MANUAL specifies filing and record maintenance procedures and provides SSICs for the Department of the Navy (DON). The SSICs are the STANDARD system of numbers used throughout the DON in conjunction with schedule numbers for categorizing departmental documentary material by SUBJECT . This MANUAL , which is effective immediately, is mandatory and applicable to the offices of the Secretary of the Navy, the Chief of Naval Operations, the Commandant of the Marine Corps, and all Navy and Marine Corps activities, installations, commands, ships, and stations. This MANUAL may be accessed through the DON Issuances website: Contact information is provided below for assistance or to offer comments.

3 secnav and Navy Records Manager Marine Corps Records Manager DON/AA HQMC ARDB Directives & Records Management Division Records, Reports, Directives & Forms Management Section 3000 Marine Corps Pentagon, Room 2B253 1000 Navy Pentagon, Room 4E623 Washington, DC 20350-3000 Washington, DC 20350-1000 Commercial: (703) 614-1081 Commercial: (703) 693-9930 DSN: 224-2311 DSN: 223-9930 THOMAS B. MODLY Under Secretary of the Navy secnav MANUAL August 2018 2 Table of Contents Foreword ..1 References ..3 Introduction ..4 Part I Filing Procedures ..6 Chapter 1 Filing Chapter 2 Labeling Chapter 3 Applying Disposition Chapter 4 Reference Part II Construction of STANDARD SUBJECT IDENTIFICATION Code (SSIC).

4 18 Part III Guidelines for Requesting Changes ..21 Part IV Numerical List of SSICs ..22 Part V Alphabetical Guide to SSICs ..89 secnav MANUAL August 2018 3 References (a) SECNAVINST (Series) (b) secnav (Series) (c) 44 Chapter 33 (d) 36 CFR Chapter XII Subchapter B (e) DoD , Electronic Records Management Software Application Design Criteria STANDARD of 25 April 2007 (f) MCO (g) secnav secnav MANUAL August 2018 4 Introduction 1. This MANUAL delineates the process for segregating and filing Navy and Marine Corps records and provides the STANDARD system of numbers used throughout the DON to categorize and classify Navy and Marine Corps records.

5 An SSIC is required on all DON records including, but not limited to, letters, messages, directives, forms, and reports/information collections. Only approved SSICs will be assigned; however, expansion of the system for filing purposes is authorized following the procedures contained in Part 3 of this MANUAL . A significant and ever increasing portion of the Department s records are created, used, and/or stored electronically. The requirement to assign an SSIC applies to any record regardless of its format and medium. This MANUAL is to be used in conjunction with reference (b). Reference (b) describes specific DON records and provides disposition schedules for them. 2. Definition of a Navy Record.

6 In order to determine which items should receive an SSIC, DON personnel must be able to determine which materials are records. The use of SSICs, along with the schedule numbers found in reference (b), are the only approved means to number, segregate, symbolize, and file Departmental records. Section 3301 of reference (c) defines, in statute, a record as all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them; and does not include library and museum material made or acquired and preserved solely for reference or exhibition purposes.

7 Or duplicate copies of records preserved only for convenience. Several key terms, phrases, and concepts in the statutory definition of records are defined in section of reference (d): Documentary materials is a collective term that refers to recorded information, regardless of the medium or the method or circumstances of recordings. Regardless of physical form or characteristics means that the medium may be paper, film, disk, or other physical type or form; and that the method of recording may be MANUAL , mechanical, photographic, electronic, or any other combination of these other technologies. Made means the act of creating and recording information by agency personnel in the course of their official duties, regardless of the method(s) or the medium involved.

8 The act of recording is generally identifiable by the circulation of the information to others or by placing it in files accessible to others. secnav MANUAL August 2018 5 Received means the acceptance or collection of documentary materials by or on behalf of an agency or agency personnel in the course of their official duties regardless of their origin (for example, other units of their agency, private citizens, public officials, other agencies, contractors, Government grantees) and regardless of how transmitted (in person or by messenger, mail, electronic means, or by any other method). In this context, the term does not refer to misdirected materials. It may or may not refer to loaned or seized materials depending on the conditions under which such materials came into agency custody or were used by the agency.

9 Advice of legal counsel should be sought regarding the record status of loaned or seized materials. Preserved means the filing, storing, or any other method of systematically maintaining documentary materials by the agency. This term covers materials not only actually filed or otherwise systematically maintained but also those temporarily removed from existing filing systems. Appropriate for preservation means documentary materials made or received which, in the judgment of the agency, should be filed, stored, or otherwise systematically maintained by an agency because of the evidence of agency activities or information they contain, even if the materials may not be covered by its current filing or maintenance procedures.

10 3. Record Series. A series is the basic unit for organizing and controlling files. It is a file unit or documents arranged according to a filing or classification system or kept together because they relate to a particular SUBJECT or function, result from the same activity, document a specific kind of transaction, take a particular physical form, or have some other relationship arising out of their creation, receipt, or use, such as restrictions on access and use. Programs should organize documents in order to facilitate management of records throughout their life cycle. For example, record series kept in paper copies should be physically separated from other record series.