TOP SECRET CONTROL: CONTROL AND COVER SHEET FOR TOP SECRET DOCUMENT, FORM 26

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000600030012-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: December 22, 2016
• Document Release Date: October 17, 2012
• Sequence Number: 12
• Publication Date: February 4, 1974
• Content Type: MEMO

STAT
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4 February 1974
MEMORANDUM FOR: Chief, Information Systems Security Group
SUBJECT Top Secret Control: Control and Cover
Sheet for Top Secret Document, Form 26
1. Reference is made to your request for background infor-
mation concerning the Top Secret "Green Sheet", Form 26.
2. In the course of compiling the information, contact was
made with:
3. The first indication of the Green Sheet's use in the Agency
was in June 1949. Forms Management files revealed that the
Signature Record and Cover Sheet, Form 38-13 was printed at the
request of the Office of Collection and Dissemination.
STAT
4. Regulations Control Staff, conducted a STAT
review of old Agency notices and instructions available on micro-
film. She was unable to find any information on the use of the
Cover Sheet. indicated that during those early times STAT
many notices and instructions were issued on an intra and inter-
office basis and not as "regulations". It is probable that the
Office of Collection and Dissemination (OCD), predecessor to
Central Reference Service (CRS), responsible for Top Secret "-Oontrol,
having ordered the Form 38-13, had issued instructions as to its use.
5. In April 1951, the first was issued STAT
dealing with Security of Classified Documents. This six page regu-
lation covered various aspects of classification, registered documents,
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marking, safeguards and storage. It did not contain any references
to the use of a "Green Sheet".
6. a. was revised in January 1952 and
the controls over classified matter were expanded. In the sections
dealing with control, transmission and destruction of Top Secret
documents there were a number of references to the Signature Record
and Cover Sheet. Specifically it would be used;
STAT
(1) as the document
destruction certificate;
Top
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sheet for all Top Secret documents;
Form 38-13 would be forwarded to CIA
(2) as a cover
b. Completed
Secret Control.
7. In April 1954,
a new was issued
estab-
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lishing the procedures for
the control of National Security Council
information which required
special handling in the Agency.
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required the use of a new
NSC Top Secret Control Form which
would be
used concurrently with and cover the "Green Sheet".
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was
rescinded in June 1954.
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8.
a. In April 1961,
STAT
was rescinded
and replaced
it remains in effect today. Pertinent
STAT
sections
of again
refer to the use of the "Green Sheet"
as a
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destruction
certificate, a
cover sheet and a record of each individnal
who has read
or learned the contents of the Top Secret document
to
which it
is attached. Classification of Official Information
STAT
and Material, also issue in april 1961, refers to the "Green Sheet"
to record the destruction, declassification or downgrading of a Top
Secret document. Both indicate that completed cover
sheets would be forwarded to CRS for record purposes.
9. The original Signature Record and Cover Sheet, Form 38-13
has undergone many printing changes since June 1949. In March 1960
its name was changed to Control and Cover Sheet for Top Secret
Document and renumbered, Form 26. The changes were functional
in nature to conform to recommendations from TSC/CRS but the basic
format was not altered. The last revision was in August 1973 when
the Group 1 preprinted control marking was deleted.
STAT
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c.)
10. C/TSR/CRS advised that when a
Top Secret document is destroyed, downgraded or transmitted
externally the completed cover sheet Form 26 is forwarded to
her office where she annotates the ceRg T. S. control records.
Thereafter no control is exercised over the individual cover
sheets. They are collected in a standard cubic box which when
filled (approximately 2000 per box) are forwarded to the Records
Center, for storage and ultimate destruction.
indicated that in the 20 years she has been a T. C. control clerk
she has never had a request to recall or check on an executed
"Green Sheet".
STAT
STAT
11. a. Chief, Records Center, indi- STAT
cated that TSR/CRS forwards to him approximately 3 cubic boxes
(6000 sheets) of completed Form 26 each year. The boxes are
dated and filed chronologically; no indexing or list is made of
the sheets. Per CRS, General Records Schedule, completed
Form 26 is retained for a period of 10 years and then destroyed.
Approximately 6,000 sheets are destroyed each year on the anni-
versary date of the boxes. The currently stores 33 STAT
cubic feet (66,000 sheets) of completed Form 26's.
b. disclosed that he has been in charge of Agency's STAT
record since .1952.. During that time there has been no request
nor an inquiry made to him concerning a retired/filed "Green
Sheet".
12. a. The General Records Schedule #18 (FPMR 101-11.4,
December 15, 1967), Line 4 approved and issued by the Admini-
strator, General Services Administration authorizes the disposal
of Top Secret document destruction certificates after 2 years.
Line 6b indicates that forms accompanying T. S. documents for
control purposes are authorized for disposal when the related
document is downgraded, transferred or destroyed. Since Form
26 is both a controlling document and a certificate of destruction,
I believe that the 2 year restriction would apply.
b. RMO/OS advised that the "Green Sheet"
is not included in Security's Record Schedule. He indicated that
STAT
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C.J
it is within the pOrview of the CRS/DDI. Since T. S. control
is now a function of the Office of Security, control over Form
26 might be transferred to this Office. However, since Form
26 applies throughout the Agency, CRS might wish to have the
schedule included in the Agency's general schedule.
c. RMO/CRS acknowledged that Form 26
appears on the CRS Records Schedule. He concurred in the
applicability of Form 26 to line 4 of the GSA Schedule 18 and
its 2 year restriction, could not provide any information
as to why the Agency applied the 10 year restriction. He specu-
lated that some official in the Agency had placed the 10 year
restriction for "security purposes".
d. indicated that CRS's General Schedule was
under review and the disposition of Form 26 would be included.
He was in agreement that the 2 year restriction should apply to
the returned Form 26's and would recommend this change subject
to the approval of higher authority in the DDI.
13. a. The Control and Cover Sheet for Top Secret Docu-
ment, Form 26 continues to be used by Agency personnel--,as a
multi-purpose form as originally designed. It protects the first
page of the T. S. document from exposure, is a routing slip,
provides a record of those reading or learning of the contents
(provided the individual signs the form), provides a record of
downgrading, destruction and transfer outside the Agency.
Understandably, these all-inclusive features were required of
Top Secret documents years ago for security reasons when Top
Secret documents were subject to tighter controls and limited
distribution.
b. The retention of completed "Green Sheets" for 10 years
may have been for security reasons ?in the event of an investiga-
tion. However, as far as is known, in 22 or more years no
retired "Green Sheet" has been recalled or reviewed for any
purpose.
Distribution: ISSG T. S. C /0AW41Vghrono
OS/P&M/ISSG/ 4 Feb 74)
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