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RP2 > Filing > Flashcards

Filing Flashcards

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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
SSIC 2000 series
Telecommunications
26
SSIC 3000 series
Operations and Readiness
27
SSIC 8000 series
Ordnance material
28
SSIC 11000 series
Facilities and Activities ashore
29
SSIC 6000 series
Medicine and Dentistry
30
SSIC 5000 series
General admin and management
31
SSIC 10000 series
General Material
32
SSIC 1000 series
Military Personnel
33
SSIC 7000 series
Financial Management
34
SSIC 9000 series
Ships design and material
35
SSIC 16000 series
Coast Guard mission
36
SSIC 13000 series
Aeronautical and Astronautical material
37
Military Personnel
SSIC 1000 series
38
Telecommunications
SSIC 2000 series
39
Operations and Readiness
SSIC 3000 series
40
Logistics
SSIC 4000 series
41
General Admin and management
SSIC 5000 series
42
Medicine and Dentistry
SSIC 6000 series
43
Financial management
SSIC 7000 series
44
Ordnance material
SSIC 8000 series
45
Ships design and material
SSIC 9000 series
46
General material
SSIC 10000 series
47
Facilities and activities ashore
SSIC 11000 series
48
Civilian Personnel
SSIC 12000 series
49
Aeronautical and Astronautical material
SSIC 13000 series
50
Coast Guard mission
SSIC 16000 series
51
SSIC for military inspections
1010
52
How are the major subject groups subdivided
Primary Secondary Sometime tertiary
53
Primary subjects are designated by what digits
the last three(hundred group)
54
What procedure is used when more than one code will apply to the contents of correspondence
Cross-reference the material
55
What is the standard form used for cross-referencing
DD form 334, cross reference sheet
56
How do you file material that cannot be folded to fit neatly into a file folder
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
What form is used to indicate that material has been removed from the file
Charge-out record GSA Optional Form 23
58
What general correspondence files closed
Annually at the end of the calendar year
59
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
1 year
60
What card is prepared for each required report to ensure that all reports are submitted in a timely manner
Recurring Reports Card (NAVSO 5213/7) on each report
61
SSIC uniforms
1020
62
SSIC leave and liberty
1050
63
SSIC recruiting
1100 series
64
SSIC assignment and distribution
1300 series
65
SSIC promotion and advancement
1400 series
66
SSIC training and education
1500 series
67
SSIC duties and watches
1601
68
SSIC decorations, medals and awards
1650
69
SSIC enlisted performance
1616
70
SSIC officer performance
1611
71
SSIC chaplains and religious affairs
1730
72
SSIC contracting
4200 series
73
SSIC travel and transportation
4600
74
SSIC meeting, conferences, conventions, and visits(general)
5050
75
SSIC records management
5210
76
SSIC correspondence
5216
77
SSIC lay leaders
1730/4
78
SSIC records disposal
5212
79
SSIC auxiliary chaplains
1730/1
80
SSIC reports management
5214
81
SSIC equal opportunity
5354
82
SSIC budgeting
7100 series
83
SSIC physical fitness
6100
84
SSIC 10700-10799 audiovisual equipment and accessories
10700 series
85
What instruction governs the disposal of Navy records
SECNAV M-5210.1 (DON Records Manual)
86
What percentage of all DON records are temporary
95%
87
What form should be used when transferring records to Federal Records Centers
DD Form 135
88
How should you distribute the Records Transmittal and Receipt form that transfers records to a Federal Records Center
2 copies to Federal Records Center, 1 copy for front of box
89
What size box should be used to ship records to the Federal Records Center
15x10x12
90
How many Federal Records Centers are there in the US
15
91
What are the two official methods for disposing of records
1. Local destruction | 2. Transfer to a records center for later destruction

RP2 (18 decks)

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