POSITION STANDARDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000200050001-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 13
• Document Creation Date: December 12, 2016
• Document Release Date: July 31, 2002
• Sequence Number: 1
• Publication Date: April 2, 1956
• Content Type: REGULATION

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Rt?t^~-SPF(`s, gtq~~GEMENT ~11VI.
TRANSMITTAL NO. 1
POSIT ION STANDARDS
25X1A9A
TO BE FILED IN IN NUMERICAL SEQUENCE ACCORDING TO POSITION
CLASSIFICATION CODE NUMB TRANSMITTAL SHEETS SHOULD BE FILED TOGETHER
IN THE HANDBOOK TO SERVE AS A TABLE OF CONTENTS.
DISTRIBUTION:
IA, 2A, 3A,
4A, 5A, AND
6AB
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PERSONNEL
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GS-0306.00-00 RECORDS MANAGEMENT SERIES
I. INTRODUCTION
A. DEFINITION
This series includes all positions the duties of which are to
advise on, direct, supervise, or perform work involved in plan-
ning, developing, organizing, and administering records manage-
ment programs on staff or operating level. These programs cover
any or all of the following functional areas: Records creation,
records maintenance and use, records disposition, and vital ma-
terials.
B. EXCLUSIONS
ORGANIZATION AND METHODS EXAMINER - GS-0303.01
MANAGEMENT OFFICER - GS-0303-01
ASSISTANT MANAGEMENT OFFICER - GS-0303.01
These categories involve performance or supervision of adminis-
trative management, organization, procedures, and methods studies
in the interest of promoting greater efficiency, effectiveness,
and economy in management of Agency operations. They also involve
formulation of organizational plans, distribution of functions,
staffing patterns, and work methods for newly established or reor-
ganized Agency components.
MAIL AND FILE SERIES - GS-0305.00
This series includes all positions the duties of which are to
administer, supervise, or perform work involved in (a) receiving,
recording, and routing incoming mail; (b) recording and dispatch-
ing outgoing mail; and (c) indexing, filing, searching, or main-
taining control registers on correspondence, reports, memoranda,
or other records.
C. BACKGROUND INFORMATION
Federal agencies are required by law to establish and maintain an
active and continuing records management program. By controlling
and improving records from creation or receipt to disposition,
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2 April 1956
this program aims to obtain for the Agency improved records and
economies in manpower, supplies, equipment, and space. The pro-
gram is divided functionally into reports management, correspond-
ence management, forms management, records systems and file
standards, vital materials, records disposition and Records Center
operations.
Reports management involves developing and improving reporting
systems to provide management with type and quality of reports
essential to its function; eliminating and preventing nonessen-
tial reporting; providing simple and direct reporting methods;
ens4ring that instructions, forms, and procedures for necessary
reporting are clear and complete; maintaining a central reference
file on requirements for reports and periodically publishing an
ind,x thereof.
Correspondence management involves developing and installing form
andipattern correspondence, correspondexes, and other labor-saving
tec.niques or devices; formulating and establishing procedures and
style standards for uniform preparation and handling of Agency
correspondence and development of guides for their use; developing
guides and promotional material for improving the writing ability
of Agency personnel; and evaluating and promoting use of labor-
saving stenographic and typing supplies and equipment.
Forms management involves eliminating nonessential or obsolete
forms; consolidating forms used for the same or related purposes;
preventing creation of forms with limited local application by
extending use of existing forms; simplifying and standardizing
size and design of forms; reviewing for approval or disapproval
requests for new or revised forms; assigning numbers and titles
and: registering approved new or revised forms; preparing and pub-
lishing periodically a numerical, functional, and alphabetical
listing of all active Agency forms; eliminating unnecessary or
wasteful printing and duplicating practices; and centralizing pro-
curement, storage, and distribution of forms.
Records systems management involves evaluating, developing, or
applying new methods of records maintenance and servicing to effect
increased efficiency and reduced costs and to facilitate eventual
disposition of records; determining that records facilities are
ade uate; establishing standards for maintaining current records in
ter s of physical location, types of equipment and supplies, and
personnel utilization; and determining adequate methods ofreceiv-
ing, recording, routing, and delivering Agency mail.
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Vital materials management involves advising and guiding officials
responsible for selecting materials vital to reconstruction of the
Agency; determining media and frequency of deposit;. establishing
indexing and filing systems; and developing disposition instruc-
tions.
Records disposition involves identifying and classifying Agency
documents, letters, reports, forms, charts, maps, books,' pamphlets,
manuals, photographs, illustrations, etc. as to location, volume,
and function, and determining whether such material is record or
nonrecord in character; determining and recommending disposition
by permanent preservation, microfilming, destruction according to.
applicable laws and regulations, or removal from office areas to
less expensive Records Center storage.
Records Center operations involve providing facilities of a storage
area less expensive than operational units for noncurrent Agency
records, including accessioning, reference, and disposal functions.
The Records Management Program is carried on by Records Management
Officers and Records Management Assistants: (1) In operating seg-
ments of the Agency, with responsibility for direction, supervision,
or performance of work involved in promoting, planning, developing,
organizing and administering the records management program for the
area within the framework of policies and procedures developed by
the Records Management Staff; or (2) in Records Management Staff,
with responsibility for directing and coordinating the Agency
Records Management Program by providing basic plans, policies, pro-
cedures, and staff guidance for their application to area programs;
promoting installation of programs with Agency officials; and con-
ducting surveys and operational audits in problem areas of records
management.
II. POSITION PROGRESSION AND RECRUITMENT SOURCES
Potential recruitment sources, as well as promotional or lateral transfer
possibilities to and from subject positions, are shown on the attached
position progression diagram.
III. CLASSIFICATION OF POSITIONS
Positions in this series are classified in accordance with the evalu-
ation factors on the attached Position Evaluation Chart and in quali-
fication requirements stated below.
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2 April 1956
IV. QUALIFICATION REQUIREMENTS
A. I NOWLEDGES, ABILITIES, AND EXPERIENCE REQUIRED
Required experience must include progressively responsible work
which provided, for GS-5 and GS-7 levels, analytical ability;
ability to express ideas orally and in writing; and ability to
g1eal effectively with people.
For levels GS-9 through GS-12, experience must also have provided
progressively greater knowledge of methods, principles, and prac-
tices associated with planning, development, installation, and
administration of a comprehensive records management program as
found in large government agencies or in private industrial or
business concerns; progressively increasing ability to recognize
and define-records management problems; ability to use effectively
tae tools, methods, techniques, procedures, and practices employed
i reports, forms, and correspondence management, mail control,
re-Terence service, records maintenance, files standards,dispo-
s tion of records, and vital materials operations.
Tie GS-12 level also requires ability to plan and organize surveys;
ability to assume and delegate responsibility; and ability to de-
v~lop regulations, notices, staff studies, handbooks, and other
f orms of written material designed to implement records management
procedures and practices.
Fqr levels GS-13 through GS-15, experience must also have pro-
vl.ded ability to interpret decisions, regulations, policies, and
ir#.structions in terms of their significance and impact upon the
internal administration of a large organization; abilityito effect
a4equate solutions to complex records management problems; ability
tq design, install or revise records management methods,; procedures,
and practices; ability to establish and maintain favorable working
rglationships with top executive personnel.
E4amples of Experience: Business administration, supply admin-
is;tration, personnel administration, accounting, auditing, fiscal
administration, other experience providing a knowledge of" general
business or administrative methods, procedures, and practices; re-
ports management, forms management, correspondence management,
mail control, reference service, records maintenance, files
stgn.dards, disposition of records, and vital materials programs;
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preparation of records management handbooks or textbooks; or such
administrative activities as organization and methods examining,
program analysis, library science, and archival science'.
GENERAL REQUIREMENTS ALTERNATE REQUIREMENTS
Specialized Agency experience as an
incumbent of a position directly asso-
Grade Required ciated with substantive records manage-
Level Experience ment work.
GS-5 3 yrs. 6 months at the GS -1 * grade level,.
GS-7 4 yrs. 6 months at the GS-5-* or GS-6* grade
level or any combination thereof.
GS-9 5 yrs. 12 months at the GS-7* or GS-8* grade
level or any combination thereof.
GS-11 6 yrs. 12 months at the GS-9* or GS-10* grade
level or any combination thereof.
GS-12 7 yrs. 12 months at the GS-11* grade level.
GS-13 82 yrs. 18 months at the GS-12* grade level.
GS-14 10 yrs. 18 months at the GS-13* grade level.
GS-15 12 yrs. 24+ months at the GS-14* grade level.
*In addition to experience on which qualification to this grade
was based.
B. ALLOWABLE SUBSTITUTIONS FOR REQUIRED EXPERIENCE
1. Successful completion of undergraduate study in such fields
as: Public administration, business administration, industrial
engineering, industrial management, political science, personnel
administration, archival science, organization and methods ex-
amining, or records management may be substituted on the basis
of one academic year of study for nine months of required experi-
ence.
2. Successful completion of all requirements for a master's degree
in the fields shown above may be substituted for four years of
required experience.
3. Successful completion of all required study for a doctor's
degree in one of the fields shown above may be substituted for
five years required experience.
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C. PERSONAL CHARACTERISTICS
motional stability, cooperativeness, conscientiousness and de-
isiveness in action; ability to exercise initiative and to main=
Jain favorable working, relationships with others.
D. gHYSICAL CHARACTERISTICS
4uties involve no unusual physical demands. Incumbents' must pass
he standard "departmental" physical examination conducted by the
4gency Medical Office, and the standard "overseas" physical exami-
iation, if being considered for overseas assignment.
E. 1ECOMMENDED TRAINING
For GS-5 to GS-7
1. Basic Orientation
2. Administrative Procedures
3. Reading Improvement
For GS-9 to GS-11
1. Basic Orientation
2. Operations Support
3. Basic Supervision
4. Effective Writing
5. Reading Improvement
1. Basic Orientation
2. Operations Support
3. Basic Management
4+. Effective Writing
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CIA POSITION CATEGORIES
GS-0301.03 Administrative Officer
GS-0301.09 Administrative Services Officer
GS-0303.01 Organizations & Methods Examiner
PRIVATE INDUSTRIES AND NONFEDERAL GOVERNMENTS
D.O.T. Code D.O.T. Title
0-18.01 Management Engineer
0-36.92 Archivist
0-46.85 Form Designer
0-69.86 File-Service Worker
0-69.98 Systems Engineer
0-97.12 Office Manager
POTENTIAL EXTERNAL RECRUITMENT SOURCES
See Qualification Requirements in this
Position Standard for detailed qualifica-
tion requirements for Records Management
Positions.
FEDERAL CIVIL SERVICE OUTSIDE CIA
F.P. C.P. Code
F.P. C.P. Title
GS-303-0
Organization and Methods
Examining Series
GS-3020
Records Management Series
GS-14200-0
Archives Series
SCHOOLS
Recent Graduates of Accredited Colleges
and Universities with a Major in Business
Administration, Public Administration,
Personnel Administration, or a Comparable
Specialization.
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CIA POSITION CATEGORIES
GS-0305.05 Mail and File Supervisor
GS-1420.01 Archivist
GS-1410.01 Librarian
M.Q.S.
Code Title
2720 Archivist,
2600 Administrative Assistant
2610 Management Analyst
A. .S.
Code :Title
777 Management Analysis
Officer
7024 Administrative Officer
N.J.C,
C ode Title
210 Administrative Management
Control Officer
2625. General Services Officer
2670 Records Management Officer
3310 Personnel Records
Management Officer
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EVALUATION
FACTORS
RECORDS MANAGEMENT ASSISTANT - GS-0306.O1.05
RECORDS MANAGEMENT
DUTIES
THIS IS THE ENTRANCE LEVEL. INCUMBENTS ACQUIRE INFORMATION
INCUMBENTS PERFORM TASKS INV
CONCERNING ORGANIZATION AND FUNCTIONS OF THE AGENCY, DIVERSE
AND DISPOSAL OF RECORDS. PRE
RECORDS AND RECORDS SYSTEMS MAINTAINED. USE OF RECORDS IN THE
INVENTORY AND REARRANGEMENT
AGENCY. AND PRINCIPLES AND PRACTICES OF RECORDS ~ MANAGEMENT.
RATION OR IMPROVEMENT OF FIN
PARTICULARLY IN THE ACTIVITIES OF REFERENCE SERVICE. MAINTE-
POSAL SCHEDULES, PERFORMANCE
NANCE MANAGEMENT. AND DISPOSITION OF RECORDS. EXAMPLES OF
INSPECTION OF RECORDS FOR CO
TASKS: MAINTAINING A PERPETUAL STOCK INVENTORY OF, AGENCY
POSED ACCESSIONING OR DISPOS
PUBLICATIONS. FILLING REQUESTS FOR ITEMS FROM THAT STOCK. AND
CIALS. INCUMBENTS ARE ENCOU
PERFORMING RECORDS SEARCHES FOR ROUTINE REFERENCE REQUESTS.
IN RECORDS MANAGEMENT AND AR
INCUMBENTS ARE ENCOURAGED TO ATTEND FORMAL CLASSES IN RECORDS
RECORDS MANAGEMENT TECHNIQUE
MANAGEMENT AND ARE GIVEN ON-THE-JOB TRAINING IN RECORDS MAN-
AGEMENT TECHNIQUES AND PRACTICES.
1. SCOPE AND EFFECT
LIMITED IN SCOPE. NO AREA RESPONSIBILITY. WORK CONSISTS OF
SAME AS FOR GS?5.
SPECIFIC TASKS ASSIGNED TO PROVIDE TRAINING. ERRORS OF DECI?
SION OR ACTION WOULD RESULT CHIEFLY IN DELAY.
2. SUPERVISION AND
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF A HIGHER
UNDER ADMINISTRATIVE AND TECI
GUIDANCE RECEIVED
GRADE OFFICER. INSTRUCTIONS ARE SPECIFIC. REVIEW IS MADE
GRADE OFFICER. WORK IS PERF
OF WORK IN PROCESS AND. ON COMPLETION. FOR ACCURACY AND COM-
INSTRUCTIONS AND IS REVIEWED
PLETENESS AND FOR PROGRESS IN ACQUIRING INFORMATION AND KNOWL-
FOR COMPLIANCE WITH INSTRUCTI
EDGES TOWARDS WHICH TRAINING IS DIRECTED. GUIDES ARE FAIRLY
ALSO MADE FOR TRAINING PROGRI
CLEAR AND SPECIFIC. EXAMPLES: CIA REGULATIONS. HANDBOOKS.
GS-5.
STANDARDS. TRAINING MATERIAL, ISSUANCES OF OTHER GOVERNMENT
AGENCIES (INCLUDING CSC AND ARCHIVES). AND INDUSTRIAL PUBLI-
CATIONS.
3. SUPERVISION AND
NONE
GUIDANCE GIVEN
NONE
4. MENTAL DEMANDS
INITIATIVE IN LEARNING THE FUNCTION-S OF THE RECORDS MANAGE-
IN ADDITION TO THOSE FOR GS-9
MENT PROGRAM. THE AGENCY, AND THE ACTIVITY TO WHICH ASSIGNED.
RECORDS SEARCHES. AND IN DETE
OF INFORMATION.
5. PERSONAL WORK CONTACTS
PERSONAL OR TELEPHONE CONTACTS ARE PRIMARILY TO OBTAIN INFOR-
SAME AS FOR GS-5-
ATION RELATING TO RECORDS OR RECORDS SYSTEMS FROM OPERATING
I
ERSONNEL.
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GRADE LEVEL DISTINCTIONS
ACCESSIONING. REFERENCE,
OF ACCESSIONING RECORDS.
S WHEN NECESSARY. PREPA-
.A APPLICATION OF DIS-
CULT RECORDS SEARCHES.
.AND DISCUSSION OF PRO-
S WITH OPERATING OFFI-
ATTEND FORMAL CLASSES
-4-THE-JOB TRAINING IN
CTI CES.
-PERVISION OF A HIGHER
ACCORDANCE WITH SPECIFIC
FLETION FOR ADEQUACY AND
PROCEDURES. REVIEW IS
DES ARE THE SAME AS FOR
CEFULNESS IN MAKING
THE ACCURACY AND ADEQUACY
RECORDS MANAGEMENT ASSISTANT - GS-0306.01-09
INCUMBENTS PERFORM ASSIGNED TASKS ON SURVEYS OR STUDIES$
DEVELOP AND INSTALL RECORDS MANAGEMENT FUNCTIONS IN AN OPER-
ATIONAL SEGMENT, OR EXERCISE RESPONSIBILITY FOR ONE MAJOR
ACTIVITY OF THE RECORDS CENTER. ACCESSIONING. REFERENCE AND
DISTRIBUTION. OR DISPOSAL. TYPICAL TASKS: DEVELOPMENT- AND
INSTALLATION OF RECORDS TECHNIQUES AND PROCEDURES. INCLUDING
MAIL CONTROL AND CORRESPONDENCE PROCEDURES, LOCATION AND EX-
TENT OF FILING STATIONS. CLASSIFICATION PLANS AND FILING
INCUMBENTS SERVE AS STAFF SURVEY LEADERS OR OPERATIONAL
AREA OFFICERS PERFORMING WORK INVOLVING PLANNING. DEVELOP-
ING AND INSTALLING A COMPLETE RECORDS MANAGEMENT PROGRAM
FOR THE AREA. TYPICAL TASKS ARE SIMILAR TO THOSE FOR
GS-9.
STANDARDS, FINDING MEDIA. PERFORMANCE STANDARDS. AND STANDARD
IZATION OF FILING EQUIPMENT ANO SUPPLIES. IDENTIFICATION..
CLASSIFICATION AND EVALUATION OF AGENCY DOCUMENTS TO DETER-
MINE WHETHER SUCH DOCUMENTS ARE RECORD OR NONRECORD AND TO
RECOMMEND; DISPOSITION BY PERMANENT PRESERVATION. MICROFILM-
ING. OR DESTRUCTION ACCORDING TO APPLICABLE LAWS OR REGULA-
TIONS. REDUCTION. SIMPLIFICATION,. AND IMPROVEMENT OF REPORTS
AND CORRESPONDENCE. AND DEVELOPMENT AND INSTALLATION OF FORM
AND PATTERN CORRESPONDENCE. CORRESPONDEXES. STYLE STANDARDS
AND TRAINING MATERIAL. DESIGN. ANALYSIS. SIMPLIFICATION.
STANDARDIZATI ON, AND DETERMINATION OF ESSENTIALITY OF PRO-
POSED NEW OR REVISED FORMS. AND DETERMINATION OF MOST ECO-
NOMICAL MEANS OF REPRODUCTION.
AREA OF RESPONSIBILITY. WORK CONSISTS OF SPECIFIC ASSIGN-
MENTS ON SURVEYS OR STUDIES. SINGLE OPERATIONS OF THE RECORDS
CENTER. A DEPOSITORY FOR NONCURRENT RECORDS FROM ALL OFFICES
OF THE AGENCY. OR RECORDS MANAGEMENT ACTIVITIES FOR AN AREA
SMALLER THAN AN OFFICE OR AREA DIVISION. TYPICAL WORKLOAD
DATA, 25-50 CONTROLLED FORMS, 100.500 PIECES OF FILING
EQUIPMENT. 10-25 CORRESPONDENCE HANDBOOKS DISTRIBUTED (AN
INDEX OFiCORRESPONDENCE ACTIVITY), 25-SO ITEMS ON DISPO-
SITION SCHEDULE. 0.20 FILE SERIES UNDER THE VITAL MATERIALS
PROGRAM. 5.10 CONTROLLED INTRA-OFFICE REPORTS. ERRORS OR
OMISSIONS`, WILL IMPEDE THE WORK OR EFFECTIVENESS OF SURVEYS
OR STUDIES: PREVENT OR DELAY PROPER REFERENCE AND DISPOSAL
SERVICE FOR RECORDS, OR REDUCE EFFECTIVENESS OF THE RECORDS
MANAGEMENT PROGRAM.
III
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF A HIGHER
GRADE OF ,CE R. INSTRUCTIONS ARE USUALLY ORAL AND GENERAL
IN NATUR. WORK OF STAFF ASSISTANTS IS REVIEWED FOR GENERAL
CONFORMA CE WITH ORAL OR WRITTEN INSTRUCTIONS. FOR PROPER
APPLICATION OF RECORDS MANAGEMENT PRINCIPLES, PROCEDURES.
AND TECHNIQUES. AND FOR SOUNDNESS OF JUDGMENT. WORK OF AREA
ASSISTANTS IS REVIEWED FOR ADEQUACY OF RESULTS AND PROGRAM
ACCOMPLISHMENTS. ASSISTANTS ALSO RECEIVE TECHNICAL ADVICE.
GUIDANCE. AND REVIEW IN METHODS AND OBJECTIVES FROM THE
RECORDS MANAGEMENT STAFF. GUIDES ARE THE SAME AS FOR GS-5.
BUT INCLUDE PRECEDENT CASES.
AREA OF RESPONSIBILITY (STAFF OR AREA OFFICERS) IS IN OR-
GANIZATIONAL SEGMENTS WITH THE FOLLOWING CHARACTERISTICS:
DISTRIBUTION AND COPIES OF RECORDS LIMITED TO THE ORIGI-
NATING OFFICE. E.G.. MEDICAL RECORDS. FEW SECURITY RESTRIC-
TIONS. E.G.. THE RECORDS MANAGEMENT OFFICER HAS ACCESS TO
MOST RECORDS AND FILES. TYPICAL WORKLOAD DATA. 50.150
CONTROLLED FORMS: 500-2.000 PIECES OF FILING EQUIPMENT-
25-75 CORRESPONDENCE HANDBOOKS DISTRIBUTED (AN INDEX OF
CORRESPONDENCE ACTIVITY), 50.200 ITEMS ON DISPOSITION
SCHEDULE, 0.20 FILE SERIES UNDER THE VITAL MATERIALS PRO-
GRAM, 10-40 CONTROLLED INTRA-OFFICE REPORTS. THE CONSE-
QUENCE OF ERRORS OR OMISSIONS IS ESSENTIALLY THE SAME AS
FOR GS-9.
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF A HIGHER
GRADE OFFICER. INSTRUCTIONS ARE USUALLY ORAL AND GENERAL
IN NATURE. THE WORK OF STAFF,OFFICERS IS SUBJECT TO REVIEW
FOR PROGRESS IN ACCORDANCE WITH SURVEY SCHEDULES AND FOR
TECHNICAL SOUNDNESS. COMPLETENESS OF RECOMMENDATIONS. AND
COMPLIANCE WITH STANDARDS AND CRITERIA. THE WORK OF AREA
OFFICERS IS REVIEWED FOR ADEQUACY OF RESULTS AND PROGRAM
ACCOMPLISHMENTS. SUCH OFFICERS ALSO RECEIVE TECHNICAL
GUIDANCE. ADVICE. AND REVIEW WITH RESPECT TO METHODS AND
OBJECTIVES FROM THE RECORDS MANAGEMENT STAFF. GUIDES ARE
THE SAME AS FOR GS-9-
STAFF AND) AREA ASSISTANTS . NONE. RECORDS CENTER SECTION
CHIEF - CLOSELY SUPERVISES WORK OF LOWER GRADE ASSISTANTS
AND 15 ALWAYS AVAILABLE FOR CONSULTATION.
IN ADDITION TO THOSE FOR G5.7. INITIATIVE IN DEVELOPING
METHODS AND TECHNIQUES, DETERMINING CLASSIFICATIONS AND
DISPOSITJIION, SIMPLIFYING AND IMPROVING REPORTS AND CORRE-
SPONDENCq, AND DESIGNING. SIMPLIFYING. AND STANDARDIZING
FORMS,
FREQUENT PERSONAL AND TELEPHONE CONTACTS WITH ADMINISTRATIVE
AND OPERATING PERSONNEL TO OBTAIN INFORMATION OR TO GIVE AD-
VICE ON RECORDS MANAGEMENT MATTERS.
STAFF OFFICERS MAY GIVE TECHNICAL GUIDANCE TO GS-9 AS-
SISTANTS. AREA OFFICERS - NONE.
JUDGMENT IN THE INTERPRETATION: AND APPLICATION OF RECORDS
MANAGEMENT METHODS AND TECHNIQUES.
IN ADDITION TO THOSE AT GS-9. CONTACTS ARE ESTABLISHED TO
EXPLAIN RECORDS MANAGEMENT OBJECTIVES. COORDINATE PROJECT
PLANS AND SCHEDULES WITH OPERATING NEEDS. AND OBTAIN FROM
OPERATING OFFICIALS INFORMAL ACCEPTANCE OF SPECIFIC CON-
CLUSIONS AND RECOMMENDATIONS.
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EVALUATION
FACTORS
RECORDS MANAGEMENT OFFICER - GS-0306.01-12
RECORDS MANAGEMENT I
DUTIES
DI
THIS IS THE HIGHEST TYPICALLY NONSUPERVISORY LEVEL. INCUM-
INCUMBENTS HAVE STAFF RESPON!
BENTS SERVE AS STAFF SURVEY LEADERS RESPONSIBLE FOR PLANNING
PLANNING. DIRECTION AND COORI
SURVEYS AND STUDIES. MAKING ASSIGNMENTS. AND ORGANIZING PERI-
TIES WITHIN THE RECORDS MANA,
DDIC CONFERENCES WITH OPERATIONAL AREA RECORDS MANAGEMENT
SYSTEMS. REPORTS. CORRESPONDI
OFFICERS: OR AS OPERATIONAL AREA RECORDS MANAGEMENT OFFICERS.
VITAL MATERIALS OR RECORDS D
DUTIES OF BOTH TYPES ARE SIMILAR TO THOSE AT GS-9.
BILITY FOR A COMPLETE RECORD
AGENCY COMPONENTS.
1. SCOPE AND EFFECT
AREA OF RESPONSIBILITY (STAFF OR AREA OFFICERS): ORGANIZA-
AREA OF RESPONSIBILITY (STAF
TIONAL SEGMENTS WITH THE FOLLOWING CHARACTERISTICS: WIDE
AGENCY-WIDE IN SCOPE AND CUT,
DISTRIBUTION OF NUMEROUS COPIES OF RECORDS. E.G.. FISCAL
ZATIONAL CHANNELS. AREA OF I
RECORDS: NUMEROUS SECURITY RESTRICTIONS. E.G.. THE RECORDS
A MAJOR AGENCY COMPONENT. S
MANAGEMENT OFFICER WITH PROGRAM RESPONSIBILITY DOES NOT HAVE
POLICIES, PROCEDURES. DECISII
ACCESS TO MANY RECORDS AND FILES. TYPICAL WORKLOAD DATA:
UPON THE OVERALL RECORDS MAN
150-300 CONTROLLED FORMS. 2.000.4.000 PIECES OF FILING EQUIP-
ERRORS OR OMISSIONS IS ESSEN
MENT. 75-200 CORRESPONDENCE HANDBOOKS DISTRIBUTED: 200-300
ITEMS ON THE DISPOSITION SCHEDULE: 20.40 FILE SERIES UNDER
THE VITAL MATERIALS PROGRAM: 40-100 CONTROLLED INTRA-OFFICE
REPORTS. ERRORS OR OMISSIONS MIGHT CAUSE EXTENSIVE HARM TO
THE RECORDS MANAGEMENT PROGRAM. IN VIEW OF THE VOLUME OF
RECORDS ACTIVITIES.
2. SUPERVISION AND
SIMILAR TO THAT AT THE NEXT LOWER LEVEL EXCEPT THAT PROJECTS
UNDER ADMINISTRATIVE AND TEC
GUIDANCE RECEIVED
FREQUENTLY ARE OF A TYPE TO WHICH GUIDELINES AND EXPERIENCE
GRADE OFFICER. INSTRUCTIONS
HAVE ONLY THE MOST GENERAL APPLICATION. PRIMARY GUIDES ARE
OF OBJECTIVES. TECHNICAL OP
GENERAL RECORDS MANAGEMENT PRINCIPLES. PRECEDENT CASES. ETC.
DISCRETION OF THE OFFICER.
ADEQUACY OF ACCOMPLISHMENT.
3. SUPERVISION AND
STAFF OFFICERS AT THIS LEVEL PARTICIPATE IN PLANNING SURVEYS
INCUMBENTS USUALLY PLAN. DIR
GUIDANCE GIVEN
AND STUDIES. MAKE ASSIGNMENTS. ORGANIZE CONFERENCES WITH AREA
LOWER LEVEL OFFICERS AND ASS
OFFICERS. AND EXERCISE TECHNICAL SUPERVISION OVER LOWER GRADE
RECORDS MANAGEMENT PERSONNEL. AREA OFFICERS MAY EXERCISE AD-
MINISTRATIVE AND TECHNICAL SUPERVISION OVER LOWER GRADE REC-
ORDS MANAGEMENT PERSONNEL.
4. MENTAL DEMANDS
ESSENTIALLY THE SAME AS AT THE GS?I1. HOWEVER. GREATER INITI-
GREATER INITIATIVE. INGENUIT
ATIVE APPEARS AS A RESULT OF GREATER COMPLEXITY OF AREAS AND
BECAUSE OF AGENCY-WIDE SCOPE
PROBLEMS SURVEYED OR SERVED.
5. PERSONAL WORK CONTACTS
SAME AS GS-11.
CONTACTING ADMINISTRATIVE AN
LEVELS TO GAIN ACCEPTANCE OF
"
CIES AND PRACTICES: CALLING
IMPROVEMENT AND RESULTING BE
ATTITUDE TOWARD SURVEYS OR A
HOLDING PERIODIC CONFERENCES
IN OPERATING AREAS TO IMPART
TECHNIQUES.
Approved For Release 2002/08/23 : CIA-RDP70-00211 R000200050001-2
 Approved For Release 2002/08/23 : CIA-RDP70-00211 R000200050001-2
EMENT SERIES - GS-0306.01.00
- G$-0306.01.13
RECORDS MANAGEMENT OFFICER - GS?0306.OI?I4
RECORDS MANAGEMENT OFFICER GS-0306.01-15
DUTIES
DUT.IES
FOR AGENCY-WIDE
INCUMBENT{ AS DEPUTY. SHARES RESPONSIBILITY FOR THEENTIRE
INCUMBENT FORMULATES AND DEVELOPS POLICIES AND STANDARDS
OF SUCH MAJOR ACTIVI-
RECORDS MANAGEMENT PROGRAM: PROVIDES STAFF ASSISTANCE
FOR ADMINISTRATION OF AN ACTIVE RECORDS MANAGEMENT PROGRAM
OGRAM AS: RECORDS
ON PROGRAM DEVELOPMENT. STAFFING. AND TRAINING NEEDS: AND
IN DEPARTMENTAL AND FIELD AREAS OF THE AGENCY' SELECTS
_GEMENT. FILE STANDARDS.
IS ALSO ROSPONSIBLE FOR PLANNING, DIRECTING. AND COORDINATING
NECESSARY TECHNICAL STAFF TO CARRY OUT SPECIFIC PROGRAMS
N: OR. AREA RESPONSI-
SEVERAL SPECIFIC ACTIVITIES OF THE RECORDS MANAGEMENT PROGRAM'
AND TO OPERATE THE RECORDS CENTER' DIRECTS DEVELOPMENT OF
ENT PROGRAM OF MAJOR
REPORTS MANAGEMENT. CORRESPONDENCE MANAGEMENT. FILE STANDARDS.
REGULATIONS. HANDBOOKS. AND INSTRUCTIONAL MATERIAL PER-
RECORDS SYSTEMS. AND VITAL MATERIALS.
TAINING TO ALL PHASES OF RECORDS MANAGEMENT: ADVISES AGENCY
OFFICIALS OF APPLICATION OF FEDERAL LAWS. REGULATIONS. AND
PROCEDURES TO RECORDS MANAGEMENT PROBLEMS OF THIS AGENCY:
AND MAINTAINS LIAISON WITH TOP OFFICIALS IN PRIVATE INDUS-
TRY AND PUBLIC ADMINISTRATION.
I: THE PROGRAM IS
AREA OF R ISPONSIBILI TY: THE PROGRAM INCLUDES ALL RECORDS
AREA OF RESPONSIBILITY: THE INCUMBENT HAS FULL RESPONSI-
COMMAND AND ORGANI-
MANAGEM EN ACTIVITIES OF THE AGENCY. ERRORS OR OMISSIONS
BILITY FOR THE AGENCY RECORDS MANAGEMENT PROGRAM. IM-
=ILITY (AREA OFFICER):
MIGHT CAU E HARM TO THE RECORDS MANAGEMENT PROGRAM WHICH
PROVEMENTS ATTAINED IN RECORD MAKING AND RECORD KEEPING
AREA OFFICERS: PLANS.
WOULD BE AGENCY-WIDE IN EFFECT.
HAVE A CONTINUING EFFECT ON DIRECT AND INDIRECT ECONOMIES
CTIONS REFLECT DIRECTLY
OF TIME AND MONEY. AUTHORITY TO DESTROY RECORDS IS
ROGRAM. CONSEQUENCE OF
GRANTED BY CONGRESS THROUGH THE NATIONAL ARCHIVES. IN-
E SAME AS FOR GS?I2.
CUMBENT EXERCISES AUTHORITY FOR THIS AGENCY. CONSEQUENCE
OF ERRORS OR OMISSIONS IS ESSENTIALLY THE SAME AS FOR
GS- 14.
IPERVISION OF A HIGHER
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF THE CHIEF.
UNDER GENERAL ADMINISTRATIVE SUPERVISION OF THE CHIEF.
7ESSED PRIMARILY IN TERMS
RECORDS MANAGEMENT STAFF. INSTRUCTIONS ARE GENERAL IN NA-
MANAGEMENT STAFF. INSTRUCTIONS ARE GENERAL IN NATURE AND
?F PROGRAMS IS WITHIN THE
TURE. RELATING TO PROGRAM OBJECTIVES. WORK IS REVIEWED FOR
RELATE TO ESTABLISHMENT OF MAJOR POLICIES AND OBJECTIVES.
!EVIEWED PRINCIPALLY FOR
CONFORMAN$E WITH TECHNICAL AND ADMINISTRATIVE POLICIES ESTAB?
ONLY MAJOR POLICY OR PROCEDURAL QUESTIONSARE REFERRED TO
LISHED BY.THE AGENCY.
SUPERIOR WHEN THERE IS NO PRECEDENT FOR ACTION IN SUCH
CASES. WORK IS REVIEWED TO ENSURE CONSISTENCY WITH GEN-
ERAL MANAGEMENT POLICIES.
ON. AND REVIEW WORK OF
PLANS. DIRECTS. ASSIGNS. AND REVIEWS THE WORK OF LOWER GRADE
PROVIDES DIRECTION AND GUIDANCE TO ALL PERSONNEL ASSIGNED
OFFICERS.;
TO TECHNICAL AND SPECIALIZED AREAS OF RECORDS MANAGEMENT
AND FURNISHES TECHNICAL GUIDANCE TO AREA OFFICERS THROUGH-
OUT THE AGENCY.
SI GINAL THINKING APPEAR
ESSENTIALLY THE SAME AS FOR GS-13? EXCEPT THAT INITIATIVE.
ORIGINAL THINKING. INGENUITY. AND RESOURCEFULNESS MUST BE
LEVEL.
INGENUITY. AND ORIGINAL THINKING ARE REQUIRED IN THE DEVELOP-
EXERCISED TO ENSURE EFFECTIVE ACCOMPLISHMENT OF THE RECORDS
MENT OF THE ENTIRE AGENCY PROGRAM.
MANAGEMENT PROGRAM.
NG OFFICIALS AT HIGH
ESSENTIALLY THE SAME AS FOR GS-13. EXCEPT THAT A HIGHER PRO-
MAINTAINS LIAISON WITH TOP AGENCY OFFICIALS TO ADVISE ON
RECORDS MANAGEMENT POLI-
PORTION OF CONTACTS IS WITH TOP OFFICIALS.
RECORDS MANAGEMENT PROBLEMS AND TO STIMULATE ACCEPTANCE
TO AREAS OF NEEDED
AND IMPROVEMENT OF THE RECORDS MANAGEMENT PROGRAM IN VAR I-
-ECURING A FAVORABLE
-
OUS COMPONENTS OF THE AGENCY. AS CHIEF RECORDS MANAGEMENT
F SURVEY RESULTS, AND
OFFICIAL OF THIS AGENCY IN COMPLYING WITH THE REQUIREMENTS
ORDS MANAGEMENT OFFICERS
OF FEDERAL LAW, CONDUCTS LIAISON WITH THE GSA.
-ION ON NEW AND IMPROVED
GRADE LEVEL DISTINCTI NS
Approved For Release 2002/08/23 : CIA-RDP70-00211R0002000500b1-2