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RP2 > Filing > Flashcards

Filing Flashcards

1
Q

What manual contains information about Standard Subject Identification Codes(SSIC)

A

SECNAV M-5210.2(SSIC Manual)

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2
Q

What is the standard size for letter-size file folders

A

9 by 11 3/4 inches

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3
Q

What is the standard size for legal-size file folders

A

9 by 14 3/4 inches

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4
Q

What is the name for a file folder where the area used for labeling runs the entire length of the file folder

A

Straight cut folder

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5
Q

What 2 types of reports are contained in the master recurring reports file

A
  1. Recurring

2. Situation

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6
Q

What provides an index of required reports by the dates they are due

A

Tickler system

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7
Q

What is the process of writing the file number (SSIC) an a piece of correspondence to be filed called

A

Coding

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8
Q

What 2 types of filing systems are used in the Navy

A

Centralized and Decentralized

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9
Q

Where are you most likely to find a centralized filing system

A

Aboard a ship and at small shore commands, as well as at units that maintain classified material

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10
Q

What directive contains a list of file folders prescribed for use in the Marine Corps

A

MCO 5210.11 Series- Records Management Program

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11
Q

What are the 4 numerical subject groups in the SSIC

A
  1. Major
  2. Primary
  3. Secondary
  4. Tertiary
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12
Q

What directive defines the security requirements for file cabinets that contain classified material

A

Department of the Navy(DON) Information Security Program(ISP) Regulation, SECNAVINST 5510.36

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13
Q

What type of lock should be used to guard against unauthorized personnel entering a file cabinet that contains classified material

A

Combination

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14
Q

When are correspondence files terminated

A

At the end of the Calendar Year (31 December)

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15
Q

What type of container is the most secure means of stowing classified material

A

Vault

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16
Q

Who establishes standards for security filing cabinets for material classified as confidential or above

A

General Services Administration (GSA)

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17
Q

What is the process of determining the correct subject group and assigning the appropriate SSIC under which to file a piece of correspondence called

A

Classifying

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18
Q

What instruction provides guidance on the retention period for files

A

SECNAV M-5210.1 (DON Records Manual)

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19
Q

Under which SSIC major subject group would you find the SSIC for chaplains and religious affairs

A

1000

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20
Q

What is the secondary subject group SSIC for chaplains and religious affairs

A

1730 SSIC

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21
Q

How is the arbitrary subject group distinguished from the SSIC

A

A slant (/) is placed between the SSIC and the arbitrary number or subject(ie 1730/4 lay leaders; and 1730/Command Religious Program)

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22
Q

What are the 14 major numerical subject groups(SSIC)

A

1000 to 13000 series, plus 16000

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23
Q

SSIC 4000 series

A

Logistics

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24
Q

SSIC 12000 series

A

Civilian personnel

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25
Q

SSIC 2000 series

A

Telecommunications

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26
Q

SSIC 3000 series

A

Operations and Readiness

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27
Q

SSIC 8000 series

A

Ordnance material

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28
Q

SSIC 11000 series

A

Facilities and Activities ashore

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29
Q

SSIC 6000 series

A

Medicine and Dentistry

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30
Q

SSIC 5000 series

A

General admin and management

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31
Q

SSIC 10000 series

A

General Material

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32
Q

SSIC 1000 series

A

Military Personnel

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33
Q

SSIC 7000 series

A

Financial Management

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34
Q

SSIC 9000 series

A

Ships design and material

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35
Q

SSIC 16000 series

A

Coast Guard mission

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36
Q

SSIC 13000 series

A

Aeronautical and Astronautical material

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37
Q

Military Personnel

A

SSIC 1000 series

38
Q

Telecommunications

A

SSIC 2000 series

39
Q

Operations and Readiness

A

SSIC 3000 series

40
Q

Logistics

A

SSIC 4000 series

41
Q

General Admin and management

A

SSIC 5000 series

42
Q

Medicine and Dentistry

A

SSIC 6000 series

43
Q

Financial management

A

SSIC 7000 series

44
Q

Ordnance material

A

SSIC 8000 series

45
Q

Ships design and material

A

SSIC 9000 series

46
Q

General material

A

SSIC 10000 series

47
Q

Facilities and activities ashore

A

SSIC 11000 series

48
Q

Civilian Personnel

A

SSIC 12000 series

49
Q

Aeronautical and Astronautical material

A

SSIC 13000 series

50
Q

Coast Guard mission

A

SSIC 16000 series

51
Q

SSIC for military inspections

A

1010

52
Q

How are the major subject groups subdivided

A

Primary
Secondary
Sometime tertiary

53
Q

Primary subjects are designated by what digits

A

the last three(hundred group)

54
Q

What procedure is used when more than one code will apply to the contents of correspondence

A

Cross-reference the material

55
Q

What is the standard form used for cross-referencing

A

DD form 334, cross reference sheet

56
Q

How do you file material that cannot be folded to fit neatly into a file folder

A

It should be filed separately in a suitable sized container. The location of removed material should then be noted on the basic document or on a cross-reference sheet maintained in the regular file.

57
Q

What form is used to indicate that material has been removed from the file

A

Charge-out record GSA Optional Form 23

58
Q

What general correspondence files closed

A

Annually at the end of the calendar year

59
Q

How long should you keep closed files from the previous year in the immediate office before either destroying them or transferring them to a federal records center

A

1 year

60
Q

What card is prepared for each required report to ensure that all reports are submitted in a timely manner

A

Recurring Reports Card (NAVSO 5213/7) on each report

61
Q

SSIC uniforms

A

1020

62
Q

SSIC leave and liberty

A

1050

63
Q

SSIC recruiting

A

1100 series

64
Q

SSIC assignment and distribution

A

1300 series

65
Q

SSIC promotion and advancement

A

1400 series

66
Q

SSIC training and education

A

1500 series

67
Q

SSIC duties and watches

A

1601

68
Q

SSIC decorations, medals and awards

A

1650

69
Q

SSIC enlisted performance

A

1616

70
Q

SSIC officer performance

A

1611

71
Q

SSIC chaplains and religious affairs

A

1730

72
Q

SSIC contracting

A

4200 series

73
Q

SSIC travel and transportation

A

4600

74
Q

SSIC meeting, conferences, conventions, and visits(general)

A

5050

75
Q

SSIC records management

A

5210

76
Q

SSIC correspondence

A

5216

77
Q

SSIC lay leaders

A

1730/4

78
Q

SSIC records disposal

A

5212

79
Q

SSIC auxiliary chaplains

A

1730/1

80
Q

SSIC reports management

A

5214

81
Q

SSIC equal opportunity

A

5354

82
Q

SSIC budgeting

A

7100 series

83
Q

SSIC physical fitness

A

6100

84
Q

SSIC 10700-10799 audiovisual equipment and accessories

A

10700 series

85
Q

What instruction governs the disposal of Navy records

A

SECNAV M-5210.1 (DON Records Manual)

86
Q

What percentage of all DON records are temporary

A

95%

87
Q

What form should be used when transferring records to Federal Records Centers

A

DD Form 135

88
Q

How should you distribute the Records Transmittal and Receipt form that transfers records to a Federal Records Center

A

2 copies to Federal Records Center, 1 copy for front of box

89
Q

What size box should be used to ship records to the Federal Records Center

A

15x10x12

90
Q

How many Federal Records Centers are there in the US

A

15

91
Q

What are the two official methods for disposing of records

A
  1. Local destruction

2. Transfer to a records center for later destruction

RP2 (18 decks)

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