ADMINISTRATIVE SERVICES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP54-00177A000200040042-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 17
• Document Creation Date: November 17, 2016
• Document Release Date: July 31, 2000
• Sequence Number: 42
• Content Type: REGULATION

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1W4L ZST&TE AND COIETEWCT
A. Space Acquisition and Asei
1. Space assigrmente to CIA activities will be made by the
Chief, Atiminiirtrative Services, except as otherwise specified
in appropriate CIA regulations.
2. Requeste for the acquisition of real property by lease,
purchase, or construction will be mode in writing to the Chief,
Adlindstrative Services. Such reveste'should states
a. Purpose for which property is to be acquired.
b. Quantity and type of space required.
c. Desired location.
d. Period for which space is required.
0. Wegptiatione0 if am., which have taken place prior
to caking the request. Negotiations normally should not
be made by operating activities without, prior notification
to and approval by the Chief, Administrative Services.
When the acquisition requires the approval of the Project Review
Committee and the Direstor of Central Intelligenoe, CIA Regulation
Number 5-111 will be complied with.
Space Release and &change
1. The Chief, Admtnistrative Services, will be notified in
writing of assigned 'pace which may be released by a CIA activity.
2. Requests for the exchange of mpace between two or more
activities of CIA yin be made to the Chief, Administrative
Services,.
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CENTRAL INTFLLIcrNCE Anrwcy MUTATION NUMBER 40-II
II, BUILDING MAINITSANCF AND UTILITIES - DEPARTMENTAL AREA
A. Maintenance of and Alterations to Buildings Assigned to
or Leased by CIA.
1. All requests for renovations and installations re-
quired in buildings assigned to or leased by CIA will be
made to the Chief, Administrative Service*, on Form
No. 36-7, *Requisition for Supplies, Equipment or ServiceTM,
or as otherwise appropriate.
24 Requests far maintenance services may be stibmitted in
writing or by telephone to the Building Maintenance and
Utilities Division, Administrative Services Office.
Moves
Request* for moving of offices or other activities
will be made in writing to the Chief, Administrative
Services, indicating the building and rooms from and to
which the moves are desired. Normally, a minimum period
of three dart will be required to arrange for moving
services.
C. Parking Spaces
Allotments of parking spaces mill be *ads in blocks by
the Chief, Administrative Services, to CIA activities for
reassignment to individual enployees. Office heeds will
report to the Administrative Services Office the assign-
ment of parking spaces to individuals, including the space
number, name and telephone nusiber of individual to which
it is assigned, and the year, make, model and license number
of his vehicle. The Administrative Services Office is
responsible for the inspection and policing of parking areas.
D. Telephone and Teletype Service
1. Requests for telephone service will be made to the Chief,
Administrative Services, in eritiegi,describing the type
of service required, the building and rooms in which service
is to be located, and the individual who will provide detailed
information. The Chief, Telephone Branch, Building Maintenance
and Utilities Division, Administrative Services 'Mice, will
prescribe the type of installation best suited for adequate
service. A minimum period of three days for change or initial
installation of telephone service is required.
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=TOT on Iso-rx
for tael**** and Ws**
area will be Ws * the
Vtieris
Ito kihdaistratiwo iterviees Wise Is veepeasible for
liaises with Oreersseat Services, lee.* is avoneeties with
ookrotastse opentia ter that orgeoleatiee in CU beildisst?
Sueseetiees or osistiabste is itOMMI412 with these eateterise
will be as& to this Ortlee?
T. lestallatisa ot Set Platen
10 liet plates ovp, set be used is Cii Width. *Meat the
War tttes approval of the CM idalidstsivitive dervioes.
2. * fade are awatlable to provide adequate pretestiwe
inotallatiose geweramont comae tor asesheavolltes hot
plete S. lbeso is an ob3evit4sa bowever to preoldlag
riftiliMitailk MOW at lid*isst.11stioee at the orpesee at
the userso, Ohs Mat of adequate protection is sada woes
will he)spprosiastely Mei per inetaIlatieb. Wary \
Athdaistrative Siodoes, any be coStiasted for further detaile.)
3.The ado, Aditedsdrative Vortices, La ohsreod with the
propose eatOrosaeat at this Regulation.
? Soparting of beeldemhs involviag Personal Injuries and Property
Damage to the PWblie Buildings Service.
? 1, Quoted Weals a. nemiranden remised teem the Miss of
Buildings lisaagament, Peiblie Buildings Service, Oemeral Services
Administration
HsOBJWCTs Reports of Aocitissts 'avulsing Personal
Injuries sad Property Damage
4s04mper the anetnant of the Federal Tort Older Act,
a nobsr of elates have been filed with the Win Building.
Service ceseriag-persesel injuries allegedly doe to
aceigeogg esegreige is buildings which we operate and
maintain. Iasseitgations have disclosed that soy of the
allagedassideate sere reported to the Chief Clerk or other
Adaimistratine ?Meer of the Aganay hefted in the betiding,
bet were met reported to the Curd office wilts the Ballast
piiperiateedontle-offiello
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CENTRAL IGENCI A a R.- 'TON NUMBER 40-11
wfbe PUblie Buildings Serviee is responsible, in most
oases, for consideration of these slams. We you'd
appresiate your sooperation? therefore, in direeting your
represemtatives, both in the Metropolitan Area of
Washingtes sad In the Field, to report all sec/dents
Invelviag prOPerty damage and personal injury occurring
within buildinge operated and meintained by the Public
Buildings Service to the Buildimg Superintendent's
*Moe or to the Guard defies. Sash reports should
be made as promptly as possible so that a full investi-
gation say be mode *Ile the facts ars still fresh in
the minds of the witnesses and the evident* is still
at baud,*
2. All asoidonts involving property dame or personal
injuries occurring within buildings used by CEA in
Washington and in the Field will be immediately reported
to the Chief, Adsdaistrative Sonia's, for forwarding to
the Pliblie Buildings Servioe,
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TRANSPRTATIO
A. Trim&
1.: of of Travel Orders
alo Travel orders will be issued 'hy' the Trsimspertatios
Division, Administrative Services OMNI, esnsept et ether.
wise stated.
4 `
1
b. thief. of Rim:ions yaieide the continental Ratted
Statist! Nay authorises pprave and isansrtraviul ardor* for
temporary duty travel ebmeast,eftetbdittan agoraes lithos*
official stations are located within ,their particular
2. Requests for Travel Orders
t. Requests for travel orders, or smesdommsteigUmmts,
other than those issemlbyMieft of iiissienale Ain, be
prepared in duplicate. Both copies vill be -rented to the
Transportation Divisions AdministratiftServicess throughs
(1) Office Reads or their delegates (not)hdime
-Division Chief level) in the oats of buttriiswaa
-under, their -jurisdiction.
(2) Personnel Director in cases involving permanent
change of station or travel to first post of duty
abroad.
(3) Chief, Administrative Services, *tens request
Includes overseas transportation of an automobiles
(h) Personnel Director for travel abroad on temporary
duty.
9 (5) it it Niputy Director-fAden1Mra4ion)-in moos of
Office Reads.
b. Personal action of each forwarding official must be
indicated on the request. Requests for domestic travel
will be submitted in sufficient time to be processed and
reach the Transportation Division at least ite hour, prior
to the planned departure time. Requests for foreign
travel should be submitted 60 days in advance of planned
date of departure* -
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INTRIUMOMAORROT REOUMTXON OMR o.rrx
0. Per dims and mileage rates praftWindwr4404ting
lUmPlabil244Plations represent thcaSX1111.1ellewahle.
BANS$10416 and approving offiel&tw indicate en
the rognests far travel orders the ristommanded per diem
and -*Image rates and mill relate the 'pi allowance when-
ever it exceeds the necessary offieial takeveling expenses.
Us approval of a request by the initiating office will
to deemed a certificate that the =Awl iltipalatiod therein
are not in excess of the amounts norimaly,required to
met the necessary official traveling espouses under
the eireamotancese C 0-t, hztt- ec2--(50-- 0
-
d. The Transportation Division upon thirressamendation
of the chitty Administrative Se:iviceSitany issue monthly
orders for track driveriviitlipgsd in
trips and arrange for periodic sob.*
vouchers covering **eh repeated travel.
Responsibilities of the Transportation Div/Amy
Aditinietrative Services Office
a. Provide travel arrangement service. Personnel ordered
oversees should contact the Tremspart404AaDivision
six ifooks prior to planned date of departure
the issuancooriampaliammdiviess? and
secure overseas clearance when neceesery.
a. Dome necessary travel orders and verify that security
clearance, physical examination, immmamatiox passports,
vitae and theater clearance have been obtained before
releasing the ticket or Transportation Request to the
traveler.
Travel. by Armed Services Personnel
Armed Services Personnel performing temporary duty travel
or travel in connection with a permanent change of station
for the benefit of the Agency will be reimbursed for per
diem and travel costs in accordance with the travel regu-
lations of the Armed Service!. Upon recoipt of travel
requests approved by the Transportation Division, Administrative
Services Office, the Military Persona Division Personnel
Office will issue appropriate travel orders. Two
certified copies of the orders will be revealed to the
Fiscal Division, Finance Office.
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5. Tranoortation of Dependents
a, The Transportation Division must be advieni isrenptlt
if arrangements Are to be made for the trannpertatien or
dependents* Complete information shouldhefurnilftsi
?lowing names, relationship, and in the ease of admir
children, their mend age.
b. The Transportation Division will pertain the
same services as are rendered to the employee and
assist the dependents in every way possible vdt~
they travel with the employee orLdepart at arlatst
date,
co Inane/0 of undue hardship on parents imeerred
in the heldintof,Children under two years am, on
long Journey*, 14Wtt.s000mmodations-will he ferniehed
the children if desired by the traveler :end set forth
in the Request for Travel Order. The approval of a
request by the initiating office will be deemed a
certificate of necessity.
transportation of Household Goods Personal fifeets and
1,01vetely,, Owned Automobiles
4i5 Ck
L1.7
_ ,
Rusting legislation authorizes the payment of
transportation expenses and other expenses ineident
thereto for the movement of household goods and
perrecoal effects in connection with change of'
official duty stations and to first duty station over.,
seas of new appointees, within certain weight limitations,
when authorised by the Personnel Director,
;44 For transfers between
ji
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25X1A6a
79th Congress: provides that transportationexpenees ;Or
Shipment of. household goods and personal effects will be
one ocamastated basis at rates per one hundro4 Oft* as
fixed by sense. All arrangements for such shiPROOD
including packing, crating, temporary storage, drei*Hei
and unpacking must be made by the employee -and.
reinbursement claimed through regular channels.
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1111301110t AMMIOT
effects eat trely owned stattomohilesg"dai Plireftel
C, Meontle'te far shipment of household
ti me Uclude the followlagitsfe"nesulessettimas
lane
Title and Office
Present official station
ilow official station
;Oration of effects (street address
Person to be contacted at that address
Estimated weight of shipeaut
Approximate date goods to be picked up
The Division will mak: all arreagements
to hold goods and pommel ettists picked
up from the employee's hese, packed, crated and otheridee
for export shipments and upon complotien of the
and orating will arrange for shipment to the
25X1A6a overseas destination.
1.11 q-
T. of Stioplies and Eqtdpment
of Fork No, 36-114, gamiest for
25X1A6a sign Shipment', the Trensportation
bIdelxRistrative Services Office 10111----;assign-
a taro ;whey' to the shipment. Said =saber will be
obtained from the Supply Divisions Procurement Office.
Upon receipt If advice from the Supply Division that the
cargo is packed and ready for shipment, the Transportation
Division will request shipping space through available
means of transportation and will arrange for delivery
of the MEM) to the port of embarkation.
8, Motor Transportation
a., (1) The Adainistrative Services Office maintains a
central motor pool comprised of passenger4?carrying
vehicles, busses, and various types of trtutks and
trailers,. Passenger cars are operated to newt
transportation needs which cannot be secured by
use of scheduled shuttle services Transportation
other than by shuttle service to 'points served
by the shuttle may be requested from the Dispatcher,
when necessary.
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Kjeft Building passenger *Vier peel
operates en a Spittouro daily taste*
en regnierworkdays and en
Modify*, and holidays, requests for transportation
must be routed through the CIA latch Miserly
b. Assignment of passenger-carrying vehicles to
individuals and activities Will be made only upon
the written request of an Office Mead and approved by
the Deputy Director (Administration). AAA the
policy or the Agency to keep such assignments to an
absolute admimeme
as otherwise specifically asthorised
an
Wthe Deputy Director Odministretimm
no employee of CIA stationed in Washington will be
permitted to operate CIA motor vehicles without
properly certified CIA driverss_lieenee. Anthoritiy
forrpbcar. CIA licenses is vested in the Chief,
trutive Services, after appropriate
certification by the Testing and Training Branch,
Persoenel Office, and the Medical Office. Requests
for driver's licensee should be made lel melting by
Aliir?;fgrise concerned, to M20_91414 .441111434#4"
Services, indicating necessity, ? -
(2) Eeployees authorised to operate CIA vehicle* in
localities sufficiently distant from Washington so
that C/A testing is impractical mast meet the legal
driving requirements of their locality: Chiefs at
field stations are responsible for insuring compliance
with this directive.
d. All assigned and pool chauffeurs are supervised by
the Chief, Administrative Services, for administrative
purposes, Including working hours, overtime and replacerent of assigned chauffeurs due to absences or terminations.
e. (I) Except an specified inh'Itelow, pool chauffeurs
will not malt for passengers longer than 15 minutes,
unless prior arrangements have been made with the
Dispatcher, and then not in excess of 30 minutes.
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On OM. is ant
NNW poet WO. ere
ter taw at deetisation
Mae imbed* or to rotors fer
time These officials should istere
ihether the car should oat er otos is ardor
e$t ~boors my, receive prom lastraetiess.
S.Cheansere She wafers asertime wait win repot
the ham worked, together with the eigoatorme of the
pewees fer etas
the driwisse was performed se heels
SW amortise peressts a Prior verbal morevoi itor
awertiso *Ulm ahead to obtained* It pratddsolgia*
fan the Chief* kdalaistanotive Serwieee.
are issrsocally reepossible is the
met
at traffic italatim, chountrare still set he
ordered to "Mate traffic resulaticee?
h? Itscoopt ea otherwise authorised is
the thoputir Disseter (14wicietratiaz),
located is Ifeshilletas will be retoesood to theimage
at the sod of each day. Mos* vehicle. *bleb art sot
gyrated at oast he brought is at twgielor
tatJstarsals tor seordoolug,
'(1) **moment sator vehicles are to be seed tcs
iperemii of this tgefle7 for official passem only.
(2) Public Lae 600 roquiros the stespoesise or
a:Weisel of eas employee who nese or is, found
respeneible for the use a a Cloverimestemssmed
edemas far ether than *Motel porpes....
0) The Met* Adiataistratlie SerVISesertU
maks periodic cheeks cf dinatch monks sia
will discuss with Office Roads asy amulet
vicletleme of this paragraph. 11.11 emeeViered
mamma17 he mill report nivorect vielatiene to the
Depatq Director (Administration) for fertloor
action, including statement of previous dtammeeicee
mith officials conc.:Irma.
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INTRIASONNOM
j. (J.) in order that the Transportation Kristen mai
isainten proper records and insure that all Agency
vehieless are serviced at regular laterals, a
illientlay rotor Vehicle Operating, Maintenamea and
Repair Record** Form No. 36.403* will be ',Imitedtted
on all vehicles in the field within the continental
limits States which are net serviced
25X1A6a at the The completed form *mad
of each month to Chief,
Transportation Diviaion* Administrative Services
Office through the Office to which the vehicle is
assigned.
(2) Form No. 36,4034, *Annual Rotor Vehicle
Operating, Maintenance and Repair Mipeases*?
provides for the accumulation of costs for a specific
vehicle for one year. (The totals entered on sack
Fa= No, 364403 should be posted at the end of
each south to Form No. 36403-A. Field offices
stikr retain Form No. 364034 for reeord purposes
as %Transportation Division will maintain
one of these faxes for each vehicle in the tielat
using the information furnished each month OA
Form No. 36-203.
k. Trucks and trailers are operated for the delivery of
supplies and equipment to the various Agency offices in
the Washington area and for such other local and long-
distance hauling as necessary.
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CENTRAL IIITELLI(WNCB AMU REauLATIow nom 40.171 .
9. US, of Taxicabs
a. When it has been definitely determined that government
transportation will not be available within a reasonable
time, the use of taxicabs for official business by Agency
employees may be authorized by Office Meads, their
Deputies, or Chiebof Field Stations, under the following
circumstances:
(1) To meet urger fixed appointments.
(2) To transport nwnsually bulky docueents or delicate
or cumbersome equipment, provided there is an urgent
immediate need.
b. Adequate statements of Justification must accompany
reimbursement vouchers.
c. The use of taxicabs utile in a travel status min be
governed by the provisions of -Standardised Government
Travel Regulations.
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CENTRAL unimance AGENCY RECUIATION
IV. REPRODUCTION
A. Authorisation to Request Reproduction Services
In order to implement effectively the reproduction program
for the Aglow, each Office Head will appoint an individual
or individuals, G8?7 or above, to be responsible to him for
the authorisation of reproduction services. The names of
these authorised persons must be submitted in writing to
the Chief, AdlinistrativeServices who will also be informed
in writing *raw subsequent changes in the persons so
designated.
Process . Copies
The beemyPdieunds upon CIA Reproduction facilities make
it essential that the persons authorised to sign requests
familiarise themselves with each type of reproduction service
available" the time required for esah, and the relative
costs so that the most efficient and economical prowess will
be selected and the number of copies to be reproducedi kept
Veen/aims.
Submission of Requests for Reproduction Work
All requests for reproduction work when proper4 signed,
will be submitted to the Chief, Reproduction Division,.
Administrative Services Office, for processing.,
D. Requests fes. Reproduction Equipment
6
Requests ,for all types of reproduction equipment sus*
be subsitted1W0 tbsNgtElemitu?stiAilrratAye
Cervices Office; en,
aPPrelmill-befers-Procarenentt-action-ean-be-init&sted--
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=UAL INTSLLIGIME MOOT RECOLATION? WSW ho'?
V. Manz MOMS
A. The Administrative Services Office is responsible for the
maintenance of e Machine Records Branch (IBM) for the purpose
of providing Machine record and reporting services tomtit
requirements of administrative activities. Information
maintained will be furnished only on the request cre, approval
by the Chief of the administrative activity primarily concerned
with the information desired.
R. Requests for application of machine record techniques for
administrative records will be forwarded in writing to the Chiefs
Administrative Services.; andisuch projects !Vibe undertaken
-eiil7-dittee7eenourra1ier-hatrbeen obtainsitthe Advisor for
Ranageeent.
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CENTRAL =mums= AGE= REGULATION NURSER 1$0..VI
V/. RECCODS MANAGEMENT
A. 1. Records of CIA are defined to include all books, papers,
maps, photographs, films, recordings or other documentary
material regardless of physical form or characteristics, made
or received by any portion of CIA in pursuance of Federal
law or in connection with the transaction of public business
and preserved or appropriated for preservation by CIA or its
legitimate successor as evidence of the organisation,
functions, policies, personnel, decisions, procedures,
financial or legal transactions, operations or other activi-
ties or because of the informational value of data contained
therein.
2* Library and muse* material made or acquired and preserved
solely for reference of exhibition purposes, extra copieer35f
documents preserved only for convenient* of reference, and
steekeepablieations and of proeese*Cdoceee-ifts are not
Included witld tbiAefinition of the word "records" as
used in this %secede' and *record material"
maybe used interchangeably.
B. There is established a Records Management Program for CIA.
the Chief, Adainistrative Services is *barged with operational
supervision of the program through a CIA Records Officer
designation by him and Records Officers designated by each
Office and-Nbeffeveetieel-
C, The program will cover, but not necessarily be restricted tot
1. inventories of all files and filing equipment to
determine the volume, types, filing arrangement, record
character and retention periods for dements and the
quantity, value and effectiveness of use of filing equipment
and space occupied by files.
2* Designation of offices of record at points of use to
contain the record copies as dements.
3. Standardisation of filing iystes,f4ftng equipment and
procedures for the maistename of Mee.
4. Development of disposal lists and disposal tables for all
file series to provide for the systematic retirement of all
files no longer required by law toring
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CENTRAL INTELLIGENCE AGENCY REGULATION
1041
5. Records Management surveys to obtain data for recommending
changes to promote efficient operations relating to records.
6. Training courses for Records Officers viert:milkerxecute-- the
RecordiTIWitiiiiiiiit- Program.
7, Recommendations for labor-saving devices to assist in
reducing the costs of preparation and storage of records.
S. Establishment of (a) a Records Center to provide secure
storage of semi-active Agency records of value for a limited
periods (b) the CIA Archives for the storage of Agency records
at enduring value.
9. Development of microfilming projects for records which
lend themselves to the process for the redaction of space
required for storage, for emitting administrative processes
in use of these rederdes or for preserving copies of
documents ae a security measure.
10, Advice on other matters relating to records, including
procedures for the downgrading of security classifications
of documents.
Responsibilitieei for the Records Management Program are de-
fined below*
1, The Advisor for Management will provide policy advice
and general guidance to the entire program.
Zs The CIA Ron:lids Officer will formulates' defines and
reeds, progress at the various phases of the program, will
sernh as the C4 Archivist and as the CIA Liaison to the
Natinsal Archive, Bureau of the Budgets and Other agencies
en records prcir, through prescribed liaison control
channels.
3. Each Office mill implement the prep= internally, and
designate a Records Officer for this purpose.
b. lach Office mill destroy, in accordance vith lam and
Agency relations, "non-records documents which are no
longer required, The definition of *records* and criteria
far determining which documents are neither records nor
record material are included in paragraph A" above.
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CENTRAL INTRILTOENCR AGRNCT REMILAT142 NUMBER 4o-vi
5. Each Office will transfer to the CIA Records Center
or Archives semi-active or non-current records no longer
essential or necessary for retention in the physical custody.
64 The Administrative Services Office will operate the Records
Cater for, non-current documents which mast be retained
in the Agency for a limited period, and will maintain
records. of enduring value in the CIA Archives. Documents
received in either the Records Center or the CIA Archives
will be stored In a secure manner and under *my. necessary
restrictions as to access approved jointly, by' the Office
having custody, the Inspection and Seeuritylkfileii and CIA
Records Officer.
T. The Chiefs Administrative Services *ill authorise the
ultimate disposition of CIA records to the National Archivez.
2EVAICE2 DIA1210H
al. 14 21
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