CIA POSITION STANDARD GS-0306.00-00 RECORDS MANAGEMENT SERIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000200050004-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: December 12, 2016
• Document Release Date: July 31, 2002
• Sequence Number: 4
• Publication Date: January 20, 1955
• Content Type: REGULATION

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CIA POSITION STANDARD
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GS-0306.00.?00 RECORDS MANAGEMENT SERIES 20 Januax7
INTRODUCTION
A.
DEFINITION
This series includes all positions the duties of which are to advise
on, directs supervise, or perform work involved in planning, develop-
ing, organizing, and administering records management programs on
the staff or operating level, such programs to cover any or all of
the following functionl areas: Records creations records mainte.?
nance and use, records disposition, and vital materials.
B. EXCLUSIONS
ORGANIZATION AND METHODS EXAMINER - GS-0303.01
MANAGEMENT OFFICER - GS-0303.01
ASSISTANT MANAGEMENT OFFICER GS-0303.01
These categories involve the performance or supervision of administra-
tive management, organization, procedures, and/or methods studies in
the interest of promoting greater efficiency, effectiveness, and
economy in the management of Agency operations; and formulation of
organizational plans, distribution of functions, staffing patterns,
and work methods for newly established or reorganized Agency com-
ponents.
MAIL AND FILE SERIES - 0305.00
This series includes all positions the duties of which are to admin-
ister, supervise, or perform work involved in (a) receiving, recording,
and routing incoming mail; (b) recording and dispatching outgoing mail;
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and (c) indexing, filing, searching, or maintaining control registers
on correspondence, reports, memoranda, or other records.
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 their creation or receipt to their dis-
position, the 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, correspondence
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 the type and quality of reports essential
to its function; eliminating and preventing nonessential reporting;
providing simple and direct reporting methods; ensuring that instruc-
tions, forms, and procedures for necessary reporting are clear and
complete; maintaining a central reference file on requirements for
reports and periddically publishing an index thereof.
Correspondence management involves developing and installing form and
pattern correspondence, correspondenes, and other labor-saving tech-
niques or devices; formulating and establishing procedures and style
standards for the uniform preparation and handling of Agency corre-
spondence and the development of guides for their use; developing
guides and promotional material for improving the writing ability of
Agency personnel; and evaluating and promoting the use of labor-saving
stenographic and typing supplies and equipment.
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Forms management involves eliminating nonessential or obsolete forms;
consolidating forms used for the same or related purposes; preventing
the creation of forms with limited local application by extending the
use of existing forms, simplifying and standardizing the size and de-
sign 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 publishing periodically a numerical,
functional and alphabetical listing of all active Agency forms; elimin-
ating unnecessary or wasteful printing and duplicating practices; and
centralizing the procurement, storage and distribution of forms.
Records systems management involves evaluating, developing, or applying
hew methods of records maintenance and servicing to effect increased
efficiency and reduced costs and to facilitate eventual disposition;
determining adequate means and establishing standards for maintaining
current records in terms of physical location, types of equipment and
supplies and personnel utilization; and determining adequate means of
receiving, recording, routing and delivering Agency Mail.
Vital materials management involves advising and guiding officials
responsible for selecting materials vital to reconstruction of the
Agency; determining the media and frequency of deposit; establishing
indexing and filing systems; and developing disposition instructions.
Records disposition involves identifying and classifying Agency docu-
ments, letters, reports, forms, charts, maps, books, pamphlets, manuals,
photographs, illustrations, etc,, as to location, volume, and function
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and determining whether such material is record or non-record in
character; determining and recommending disposition by permanent
preservation, microfilming or destruction according to applicable
laws and regulations, or removal from office areas to less expensive
Records Center storage.
Records Center operations involve providing the facilities of a less
expensive storage area than operational units for Agency records that
are non-current, including accessioning, reference, and disposal func-
tions.
The Records Management program is carried on by Records Management
Officers and Records Management Assistants: (1) in operating segments
of the Agency, with responsibility for the direction, supervision, or
performance of work involved in promoting, planning, developing, organiz-
ing and administering the records management program for the area within
the framework of policies and procedures developed by the Records Manage-
ment Staff; or (2) in the Records Management Staff, with responsibility
for directing and coordinating the Agency Records Management Program
by providing basic plans, policies, and procedures, and staff guidance
for their application to area programs; promoting the installation of
programs with Agency officials; and conducting 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 reflected on the attached
Position Progression Diagram.
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III. CLASSIFICATION OF POSITIONS
Positions in this series are classified in accordance with the evaluation
factors on the attached Position Evaluation Chart and the Qualification
Requirements,
IV. QUALIFICATION REQUIREMENTS:
A. KNOWLEDGESS AND ABILITIES
GS-5 and GS-7 GRADE LEVELS: Analytical ability; ability to express
ideas orally and in writing; and ability to deal effectively with
people.
OS-9 to GS-12 GRADE LEVELS: Knowledge of the methods, principles and
practices associated with the planning, development, installation, and
administration of a comprehensive records management program as found
in large governmental agencies or private industrial or business con-
cerns; ability to recognize and define records management problems;
ability to use effectively the tools, methods, techniques, procedures,
and practices employed in reports, forms, and correspondence management,
mail control, reference service, maintenance management, files standards,
disposition of records, and vital materials operations. The GS-12 level
requires the ability to plan and organize surveys.
GS-13 to GS-15 GRADE LEVELS: In addition to the knowledges and abilities
required for the lower grade levels., ability to interpret decisions,
regulations, policies, and instructions in terms of their significance
and impact upon the internal administration of a large organization,
ability to effect adequate solutions to complex records management
problems; ability to design, install or revise records management methods,
procedures and practices; ability to develop regulations, notices, staff
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studies, handbooks, and other forms of written material designed to
implement records management procedures and practices; ability to
plan or conduct records management surveys; ability to establish and
maintain favorable working relationships with top executives personnel;
and ability to assume and delegate responsibility.
B. PERSONAL CHARACTERISTICS
Emotional stability, cooperativeness, conscientiousness and decisiveness
in action; ability to exercise initiative and to maintain favorable
working relationships with others.
C. PHYSICAL CHARACTERISTICS
Duties involve no unusual physical demands. Incumbents must pass the
standard "departmental" physical examination conducted by the Agency
Medical Office, and the standard "overseas" physical examination, if
being considered for overseas assignment.
D. REQUIRED EXPERIENCE
1. Required Related Experience: Progressively responsible work asso-
ciated with business administration, supply administration, per-
sonnel administration, accounting, auditing, fiscal administration,,
organization and methods examining, archival science, operation or
management of a business, manufacturing firm,, educational institu-
tion or other enterprise; or other experience associated with office
operation or management providing a knowledge of general business
or administrative methods, procedures and practices.
2. Required Specialized Experience: Progressively responsible work
involving reports management, forms management, correspondence
management, mail control, reference service, records maintenance
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management, files standards, disposition of records, and vital
materials programs; the preparation of records management hand-
books or textbooks; serving as an administrative officer in a
government agency or in a large-scale business or industrial con-
cern with responsibility for administering a positive records
management program; management surveys of a nature which included
an important element of records management; teaching courses in
records management above the high sahobl level; or administrative
activities related to records management activities, such as organiz-
ation and methods examining, program analysis, and archival science.
Except for allowable substitutions, the following minimum lengths of
related and specialized experience are required,
GENERAL REQUIREMENTS
ALTERNATE REQUIREMENTS
Grade
Level
Total
Time
Related Specialized
Experience Experience
Specialized Agency experience as an
Incumbent of a position directly associated
with substantive records management work
GS-05
3 yrs
3 yrs
0
6 months at the GS-(* grade level
GS-07
4 yrs
3 yrs
1 yr
6 months at the GS-05* or GS-06* grade level
or any combination thereof
GS-09
5 yrs
3 yrs
2 yrs
12 months at the GS-7* or GS-08* grade level
or any combination thereof
GS-11
6 yrs
3 yrs
3 yrs
12 months at the GS-09* or GS-10# grade level
or any combination thereof
GS-12
7 yrs
3 yrs
4 yrs
12 months at the GS-11* grade level
GS-13
8* yre
3 yrs
5 yre
12 months at the GS-12* grade level
GS-1
10 yrs
3 yrs
7 yrs
18 months at the GS-13* grade level
GS-15
12 yrs
3 yrs
9 yrs
24 months at the GS-14* grade level
# In addition to experience on which qualification to this grade was based,
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E. ALLOWABLE SUBSTITUTIONS FOR REQUIRED EXPERIENCE
1. Successful completion of undergraduate study of a nature which
did not involve extreme specialization in the natural sciences
or fine arts may be substituted on the basis of one academic
year of study for nine months of related experience.
2. Successful completion of all requirements for a Masterts Degree in
public administration.,business administration, industrial engineer-
ing, industrial management, political science, personnel administra-
tion, archival science, organization and methods examining, records
management, may be substituted for one year of specialized experience
and three years of related experience.
3. Successful completion of all required study for the Doctorate in
one of the fields specified in (2) above, may be substituted for
two years specialized experience and three years related experience.
F. RECOMMENDED TRAINING
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