Glossary of TRAINING OUTLINE - RECORD DISPOSITION
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- How many parts are their to the DISPOSITION MANUAL
- There are five parts to the Navy and Marine Corps Records Disposition Manual (SECNAVINST 5212.5):
(1) Part I, Authority and Procedures for Records
(2) Part II, Applying Records Retention Standards
(3) Part III, Retention Standards for Naval Records
(4) Part IV, Decommissioned Vessels' Records
(5) Part V, Records of Armed Conflict
- What part of the manual do we find the instuctions we need for preservation, disposition and security of the records
- Part III, Retention Standards for Naval Records is where we find the instructions we need to ensure the systematic preservation and security of valuable records and their orderly disposition through destruction, transfer, or retirement.
- What is the difference between Temporary records and Permanent records
- Temporary records are those records that can be disposed after a specific period of time or after a specific event occurs. They are destroyed. Permanent records are those that have research, legal, or historical value and are retired or transferred to an outside agency
- How many sections are Part III broken down in and why.
- Part III is broken down into 13 chapters, one chapter for each of the 13 major subject groups identified in the SSIC manual
- What instruction does the disposition manual get its SSIC codes from?
What does SSIC stand for?
- SECNAVINST 5210.11
STANDARD SUBJECT IDENTIFICATION CODES
- When and How do we establish files for holding.
- When establishing unit files at the beginning of a new calendar year, make 13 "general" folders (1000-13000) representing the 13 major subject groups. File all documents per their assigned SSIC within these folders.
- What would be the Open Date for a file
- Open Date. The opening date for a file is dated the day a file is established.
- What day are all files suppost to be established
- All correspondence files except those dealing with money (fiscal) are established on a calendar year basis, i.e., open on 1 January of each year.
- When are files pertaining to money established?
- Files that pertain to "money" or fiscal matters (like those in the 7000 series), are established on a fiscal year basis, i.e., open on 1 October of each year.
- What is the normal closing date for a file established on a calendar year basis.
What is the normal closing date for files established on a fiscal year basis
- Close Date. The closing date for a file is dated the day a file is closed.
(1) Closing dates are normally 31 December for files established on a calendar year basis.
(2) Closing dates are normally 30 September for files established on a fiscal year basis.
- How many pieces of correspondence must accumulate before we open a new file
- When 10 or more pieces of correspondence with same SSIC accumulate in the major subject group file; open a new file for that specific SSIC.
open date will reflect the earliest dated document in the new file
- At what capacity do we open new files
- When a file reaches it 3/4" capacity; open a new file for that SSIC. The open date will reflect the day after the last file was closed. I.E. If on the 14th of April your folder reached its 3/4" capacity, you would close that folder on 14 April and create a new folder with an open date of 15 April; the new file will close when full or at the end of the year.
- How many labels will be placed on a file folder and what are they?
- Each folder will posses three labels
1) "File Identification" label
2) "Date" label
3) "Disposal Action Label".
- File Identification Label consists of?
- It consists of the SSIC and Subject title. The SSIC and title are typed in all caps with one space between the SSIC and the title. The label is placed in the top left corner of the file folder.
- Date Label consists of?
- It records the dates a file folder was opened and closed. The dates are centered on the label with the open date on top and the close date on the bottom. (You will not be able to record the close date until you actually close the file.) The dates are listed in the format DD MMM YYYY, all caps and underlined. The label is placed in the top center of the file folder.
- Disposal Action Label consists of?
- It records the retention period, disposal action and the authority. The information is typed in all caps and natural caps. The label is placed in the top right corner of the file folder.
3 items required on label:
a) Retention period
b) Disposal action
c) the authority.
- How is the Retention Period typed
- (1) Retention Period is typed in the MMM YYYY format, all caps, followed by a space-dash-space. I.E. JAN 2005 -
- How is the Disposal Action Placed on label.
- Disposal Action is typed after the space-dash-space and is all caps.
- Temporary files have the word DESTROY. I.E. JAN 2005 - DESTROY
- Permanent files have TRANSFER or RETIRE followed by instructions. I.E. JAN 2007 - TRANSFER TO WASHINGTON NATIONAL RECORDS CENTER (WNRC)
- How is the Authority Written on a label.
- Authority. On the next available line after the "Disposal Action" type the authority I.E. SECNAVINST 5212.5D,
- Temporary files have the number and the abbreviation for months or years required for retention typed one space after the paragraph number and in all caps. I.E.
JAN 2005 - DESTROY
Part III, Chap 1,
Par. 1000(2) 2 YRS
- Permanent files have "PERM" typed one space after the paragraph number and in all caps. I.E.
JAN 2007 - TRANSFER TO WASHINGTON
NATIONAL RECORDS CENTER (WNRC)
SECNAVINST 5212.5D, Part III,
Chap 1, Par. 1000(1) PERM
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