OPERATING PROCEDURES FOR VITAL MATERIALS PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300220004-9
• Release Decision: RIFPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: January 4, 2017
• Document Release Date: August 23, 2006
• Sequence Number: 4
• Publication Date: June 19, 1951
• Content Type: MEMO

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19 June 1951
SUBJECT': Operating Procedure for Vital Materials Program
1. PURPOSE: The purpose of this procedure is to institute a
program for the orderly deposit of all vital materials,
such as documento, records, and equipment. pertinent
to the activities of the organizational components
of CIA, in a repository for safe keeping.
2. DEFINITIONS:
Ex. Vital Materials - Vital materials are those
specific items in the possession of CIA which
are essential to the agency on a continuing
basis and which, in the event of destructions
would coatitute an irreplaceable loss:.
b. area Records Offir1er - An Area Records Officer
is an individual designated by an office head
to act in all matters pertaining to vital
materials within his jurisdiction.
a. CI Vital Materials Officer - The CIA Vital
Materials Officer is the Chief, Records Manage-
ment and Distribution Branch, General Services
Division, Administrative Services. He is
designated to coordinate the vital materials
program for the entire agency,
d. The Repository - The repository is a place where
vital materials are being stored for safe keeping.
e. u odian o the Re os tor - The Custodian of the
Repositor (hereinafter referred to as the
Custodian)is an individual designated to administer
the functions of the Repository.
f. Office of Origin - An "Office of Origin" is an
office holding custodial jurisdiction over
certain vital materials which, pursuant to the
purpose of this program, should be moved to a
place of safe keeping.
CATAGORIES OF VITAL MATERIALS: Charts 1, 2 and 3, Appendix A
comprise a tabulation of the categories of vital
materials by office of origin. Adherence to an
organizational and functional listing of vital
materials is essential to an overall agency records
control program and, also, to preclude unnecessary
duplication in reproduction requirements.
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4. OBJECTIVES:
a. Safe storage of vital materials in original or
reproduced form in a repository on a timely basis.
b. Maintenance of the quality of film, legibility of
images and continuity of indices with respect to
reproduced materials.
c. Security for the physical transfer of vital
materials to the repository.
d. The systematic filing and storage of vital
materials to provide for appropriate reference
coding and essential inventory purposes.
e. The disposition of those vital materials which
become non-record or non-current for reference
purposes.
5.
f. The submission of periodic inventory reports to
Offices of Origin by the Custodian.
DEPOSIT SYSTEM: The deposit of vital materials in original
form will be construed as a direct method of effecting
storage. The deposit thereof in reproduced form,
such as by use of microphotography, will be construed
as an indireot method,
a. Requirements -
(1)
Scheduling the flow of vital materials
to the repository.
(2) Scheduling reproduction operations.
(3) Completing the physical transfer of the
materials under secure circumstances.
b. Deposit Schedule - Effective 2.5 Juno 1951, deposits
of vital materials will be made in the repository on
Friday of each week. The CIA Vital Materials:
Officer will arrange for transportation, security,
and other essential details.
c. Visits to Reposito - An Area Records Officer
making a direct deposit may accompany the CIA
Vital Materials Officer to the repository.
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d. Weekly Report - The CIA Vital Materials Officer
will compile Report Form "Vital Materials
Placed in Repository" for rendition each week
to the Chief, Administrative Services. This
report will. reflect in a composite manner the
deposit activity for each Office of Origin on a
cumulatifie. basis. An office having no vital
materials for deposit within a single week will
advise the CIA Vital Materials Officer before
Friday of each week.
6. FUNCTIONS4 The operating elements will perform the following
functions, respectively:
a. Area Records Officer The Officer will:
(1) Select, prepare, and identify vital
materials as authorized for transfer
directly from the office of origin to the
repository.
(2) Select, prepare, and identify vital materials
pursuant to predetermined schedules for
transfer indirectly from the office of origin
through the CIA Vital Materials Officer to
the repository,
(3) Prepare and initiate CIA Form No.
"Transfer Slip", as appropriate.
(4) Hold vital materials to be transferred in
suspense file pending date of scheduled
deposit.
(5) Accompany CIA Vital Materials Officer to
the repository on dates of scheduled
deposits, as appropriate, to make physical
deposits of vital materials.
(6) Bring to the attention of the Assistant
Director or Chief any changes in the inven-
tory that have occurred since the previous
quarterly report.
(7) Consult with the CIA Vital Materials Officer
on a continuing basis on matters pertaining
to vital materials under his jurisdiction.
(8) Initiate, execute and process forms, certifi-
cates, and reports either as prescribed
heroin or as requested by the ClA. Vital
Materials Officer.
SECRET'
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b. CIA Vital Materials Officer - The Officer will
advise and assist Area Records Officers on a
continuing basis on matters pertaining to vital
materials and will coordinate the Vital Materi-
als Program on an operating basis by preparing
and furnishing schedules, and completing
arrangements for the physical transfer of
vital materials directly or indirectly from
Offices of Origin to the Repository; also, by.,
(1) T crif3ing the schedules to insure that offices
are forwarding vital materials on a continu-
ing basis.
(2) Duplicating vital materials where original
copies cannot be deposited, and establishing
schedules therefor.
(3) Inspecting quality of duplicating processes
used for vital materials.
(4) Completing CIA Form No. __,_? "Transfer Slip",
as appropriate.
(5) Making scheduled visits to tho Repository
for the deposit of vital materials.
(6) Maintaining control file of receipts for
duplicated vital materials signed by the
Custodian upon deposit in the Repository.
(7) Procuring of personnel and equipment
essential to implement the vital materials
program with respect to indirect deposits.
c. Custodian - The Custodian will:
(1) Receive, verify and receipt for vital
materials deposited through the CIA Vital
Materials Officer.
(2) Complete CIA Form No. "Transfer Slip",
as appropriate.
(3) Establish and maintain an appropriate
reference system that will provide broad
codification to facilitate access to vital
materials.
(4) Prepare and furnish periodic inventory
reports to the several Offices of Origin.
(5) Complete destruction or return of vital
materials to Offices of Origin, as directed.
SECRET'
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7. CONTROL OF VITAL MATERIALS .- The following procedure is prescribed
for the control of Vital Material:
a. Transfer Sli - CIA Form No, "Transfer Slip" (See
Appendix B has been devised as a basic means of
establishing administrative control over vital materials
flowing to the repository by both direct and indirect
methods of deposit. This is a four-part manifold form
which provides for the recording of specific control.
data by each of the three operating elements,
respectively, as follows:
(1)
The Area Records Officer -- The Officer will
initiate the form, recording in the. spaces provided
essential identifying data such as office of origin,
date, deposit number, description of material,
date and number of pages, and also the deposit
method, retention period and replacement data.
(2) Vital Materials Officer - The Officer will ,
complete the spaces provided for reproduction
data such as reel number, frame number, date and
also, record the transfer date and any special
instructions.
(3)
The Custodian -- The Custodian will complete the
spaces provided for the storage numbers i. e.
cabinet and drawer and, subsequently, the dispo-
sition dates for either the destruction or return
of the vital materials to the Office of Origin.
b. Deposit Numbers -- Each Area Records Officer will main-
tain a separate series of deposit numbers in numberical
sequence.
Distribution of Copies -- Each copy of the form reflects
the required distribution and, thus, is self-explanatory.
Each Area Records Officer will maintain a control file
of copies Numbered 1 and 3. Copy Number 1 will be
placed in the control file before the vital materials
are moved to the repository. Copy Number 2 will be
fastened securely to the material and remain therewith
while in storage. Copies Numbered 3 and 4 will be
taken to the repository by the Area Records Officer
where the Custodian, after executing the receipt
(Copy Number 3), for indirect deposits, will place
copy Number 4 in his control file. The foregoing will
apply to both direct and indirect methods of deposit
except that in the case of indirect deposits, the Area
Records Officer will not separate the copies of the form
for distribution until after reproduction operations
have been completed.
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d. Receipt -- The Custodian will execute the receipts
for indirect deposits. However, as he will have no
knowledge of the contents of direct deposits he will
not be required to receipt therefor nor compile
reports of possession thereon.
8. IDENTIFICATION OF IVTAL MATERIA -- The identification of vital
materials is prescribed as follows:
a. Title Pam -- All materials recommended for storage as
vital will reflect the Office of Origin, the long and
short title and serial number which will conform with
the file series established for each office respectively,
as provided in Appendix B. The word "vital" will appear
on the outside cover of all materials. Where the
material concerns a document, as such, the data pre-
scribed above will appear on the title page {inside
front cover), and each succeeding volume of a multi-
volume document will bear a separate short title.
Where the materials entail records only, the subject
matter of each group in the records series will be
substituted for the "title" as appropriate, Where
the material comprises equipment, the name, make
and model number will suffice for the "title".
b. Qorrespondence aid Reports -- All references to vital
materials in possession, inventory or transfer, such
as reports, reports of destruction, or correspondence
will be by serial number, date and short title only.
In using a short title every symbol of the short title
will be included. Any correspondence on paper which
refers to vital materials by titles other than the
short titles will be assigned a minimum security classi-
fication of SECRET', i. e., if the reference discloses
that the material is vital#
c. Revio of Vital Material -- A revised edition of
existing vital materials may be assigned a new short
title but, where this is undesirable. the old short
title followed by a symbol which will differentiate
the revised edition from the old is permissible,
d. Reproduction -- Reproduction of vital materials in
whole or part is forbidden except by specific author-
ization of the office of origin. When authorized, a
reproduction will show the reproducing office,
authority for such reproduction, and the number of
copies reproduced. In addition the Office of Origin
will be notified.
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e. Transfer of Vital Materials -- When vital materials
are transferred from one Office of Origin to another,
or the organization's designation changes, a certifi-
cate of transfer will be made in triplicate by the
assignee or the successor organization. The certifi-
cate will be signed by the Area Records Officer
transferring the material. The original and one copy
will be forwarded to the CIA Vital Materials Officer
who in turn will forward both copies to the Custodian
of the Repository for receipt and acknowledgement.
A copy of the certificate of transfer will be retained'
by each office concerned.
f. Destruction of Vital Materials -- Normally, the Office
of Origin will designate when vital materials are to
be removed from the Repository and destroyed. The
Custodian will be responsible for the disposition of
vital materials which are to be destroyed at the
Repository. In this responsibility, he will adhere
to CIA Security Regulations covering the destruction
of classified material. A copy of the certificate
of destruction will be forwarded to the Office of
Origin and to the CIA Vital Materials Officer for
record.
9. INVENTORY OF VITAL_MATERI T -_
a. The Custodian will maintain a master inventory of all
vital material by Office of Origin and will make, or
have made, each quarter of every year, an accurate
return thereof to each office concerned, respectively.
b. In making the quarterly report of possession the
following details will be observed:
(1) Each item will be physically inspected and its
serial deposit number checked with the inventory.
(2) The Custodian of the'Repository will take the
inventory and will sign the report.
c. A quarterly report of possession will not be required
for:
(1) Vital Materials which have been received,
subsequently destroyed, and a destruction report
rendered thereon within a single quarterly period.
(2) Materials which have been placed in the Repository
for historical purposes only, with the express
approval of the Custodian.
(3) Materials which have been received by direct
deposit.
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SECRBY
10, ECURITY --+ Classified vital materials will be transmitted in
accordance with paragraph 29 of CIA Security
Regulations,
a. Transmission 24 Vital Materials -- The transmission
'
will be effected by direct contact
of vital mate .aai.a
wherever practicable. Responsible officers of the
three operating elements will provide security of
transmission from one to another. Vital materials
enroute to the Repository will be protected by an
armed courier,, as necessary.
$tora a of Vital Materials:- Vital materials will
be stored in three way combination safes when in
possession of any of the three operating elements i. e.
where not in transit or other process. Safes contain-
ing vital materials will he kept locked with full
combinations whenever they are not under the direct
supervision of the officials intrusted with the
combinations, respectively.
(1) Cryptographic Documents -- Cryptographic docu-
ments, so far as practicable, cipher tables,
alphabets and keys will not be kept in the same
safe as classified code books, documents and
devices to which they apply.
o. Agrees to Safes -- In addition to the Custodian the
only officials authorized to have access to the
vaults and to have the combinations, keys and access
to the safes housing vital materials at the
Repository are designated as follows:
(1) The CIA Vital Materials Officer
(2) The Area Records Officer of Interest
NOTE: Appendix A is in course of preparation and will be
published upon completion.
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