RECORDS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300330024-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: January 4, 2017
• Document Release Date: July 20, 2006
• Sequence Number: 24
• Publication Date: January 1, 1956
• Content Type: REGULATION

25X1
REGT TON
NO. lul
C-O-N-F-I-D-E-N-T-1-A-L
RECORDS MANAGEMENT
/f"/
CONTENTS
Page
SCOPE .........?... 1
POLICIES .......... .-
RESPONSIBILITIES... ;L
RF-1
MANAGEMENT
1956
a. All record material of the Agency is encompassed by this regulation (in-
cluding that transmitted electrically). For the purpose of this regula-
tion, record material is defined as: all books, papers, maps, photo-
graphs, films, recordings, or other documents and material regardless of
physical form or characteristics, made or received by any part of the
CIA establishment pursuant to Federal law or in connection with the
transaction of public business and preserved or appropriate for preser-
vation by GIA or its legitimate predecessor or successor organizations
as evidence of the organization, functions, policies, personnel, deci-
sions, procedures, financial or legal transactions, operations, or other
activities or because of the informational value of data contained
therein. "Records" and "record material" may be used interchangeably*
b. The Records Management Program consists of the following elements;
.(l) Reports Management - The analysis, improvement, and control of
administrative reporting.
(2) Correspondence Management - The application of improved standards
and procedures for the preparation and handling of correspondence..
(3) Forms Management - The analysis, design, and control of forms.
,(L) Records Maintenance - The establishment of standard procedures,
systems, equipment, and supplies for records maintenance.
(5) Records Disposition - The economical and systematic disposition
of Agency records including their preservation, retention, transfer,
protection and disposal according to approved schedules.
C-O-N-F-I-D-E-N-T-I-A-L
This regulation provides for a continuing Agency Records Management Program
to control and improve records from their creation or receipt to their dis-
positio.
I
/ J. SCOPE
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REGULATION C-O-N-F-I-D-E-N-T-I-A-L Rr^
25X1 NO. F-I MRNAGEM NT
1956
(6) Vital Materials - The timely selection, transfer to, and main-
tenance in an Agency designated repository of record materials, v`
documents, and files which are essential to the continued oper-
ation of CIA in an emergency and the destruction of which would
constitute a serious or irreplaceable loss.
is ICIES
a. The Agency Records Management Program shall be administered on a de-
centralized basis through major component (DD/I, ED/S, DD/P) programs
governed by the following policies:
(1) Records shall be made and preserved to provide adequate and proper
documentation of the organization, functions, policies, decisions,
procedures, and essential transactions of the Agency. Such records
shall be designed to furnish the information necessary to protect
the legal and financial rights of the Government and of persons
directly affected by the Agency's activities.
(2) Measures shall be taken to insure that essential records are
created and maintained by the most efficient and economical me-
thods.
(3) Measures shall be takento insure that non-essential records,
reports and forms are not created.
(4) Records essential to emergency operations of the Agency shall be
promptly and currently deposited at a relocation site. V
(5) The Agency Records Center shall be a facility for storing pro-
cessing, and servicing of semi-active or retired Agency records,
and will serve as an Agency archival facility. The Records Center
shall be compartmented and controlled in such a manner that the
security classification and/or sensitivity requirements of the
operating components is honored.
(6) Records control schedules shall be developed to identify and pre-
serve records of permanent value; to provide for the scheduled
removal of noncurrent records from office space and filing equip-
ment to more economical storage; and to provide for the sche-
duled destruction of records of temporary value.
3 so4. RESPONSIBILITIES
a. The Chief, Records Management Staff is responsible for:
(1) Staff guidance, assistance, and coordination of the Agency Records
Management Program by providing broad plans, policies, standards,
and guides.
2
C-O-N-F-I-D-E-N-T-I-A-L
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 Approved For Release 2006/07/20: CIA-RDP70-00211 R000300330024-5
C-O-N-F?I-D-E-N-T-I-A-L
R
AEGTtt'A T TnN MANAGE!,
(2) Providing forms analysis, design, and reference services of
forms, including the approval of new or revised forms and re-
quests for reprints,*
(3) Reviewing and approving records control schedules and requests
for equipment, services, and supplies to the extent necessary
to assure compliance with program requirements..
)~tLJiZ C3 S !V\6z wY' ~'
(4) Providing technical supervision to the Records Center and Vital
Materials Repository,
(5) Maintaining Agency liaison with the National Archives and Re-
cords Service, General Services Administration, and other Federal
and private organisations, on records management matters* ieelud-
tiens for the---retentinuu and
disposal of records...
(6) Review of the component Records Management Programso
b. The Deputy Directors are responsible for:
(1) Establishing, directing and maintaining CIA component records
management programs consisting of the elements referred to in
Section 2, Paragraph b., and guided by the broad plans, poli-
cies,, standards and guides promulgated by the Records Manage-
ment Staff.
(2) Maintaining such liaison with other offices of the Agency as
is required in the performance of component records management
responsibilities. .
(3) Designating an individual who will be responsible for the de-
velopment and administration of the respective component records
management programs.
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE.
L, K. WHITE
DEPUTY DIRECTOR
(SUPPORT)
Approved For Release 2006/07/20: CIA-RDP70-00211 R000300330024-5