AGENCY REGULATIONS RECORDS MANAGEMENT AND DISTRIBUTION BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300330039-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: December 19, 2016
• Document Release Date: August 22, 2005
• Sequence Number: 39
• Content Type: REGULATION

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AGENCY REGULATIONS
RECORDS "ldm ACaEM JT AND DISTRIBUTI01 BRAN
GENERAL
POLICIES
FUNCTIONS & RESPONSIBILITIES
PROCEDURES
Page
00330039
1. GENERAL
This regulation prescribes policies and procedures for the
economical and efficient management of Agency records. It
provides criteria for operating the Agency Records Manage-
ment Program in accordance with the Federal Records Act of
1950 (Public Law 754) and applicable Federal Statutes and
regulations, and general policies of the Agency.
2. POLICIES
a. There is established in the Agency a comprehensive
Records Management Program embodying tested policies and
procedures pertaining to:
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su plies? o n3 sure ~Tia records are maintained economi-)
callyl an efficiently
d. Records of continuing value shall be preserved. Records
which are no longer of current use shall be promptly
transferred to the Agency Records Center, microfilmed,sor
destroyed.
e. Inventories shall be made and maintained currently of all
files and filing equipment.
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indexing s stems an he use of filing ecuibnent and-_---_.
ii handling and routing records classification and
The creation of records;
The maintenance and use of records;
The vital materials of the Agency; and
The preservation and disposition of selected
records.
b. Records management controls over the are ation of Agency
records shall be instituted to insure that important
policies and decisions are adequately recorded; that routine
operational paper work is kept to a minimum and that the
accumulating of unnecessary files is prevented.
e. ,purveys and analyses shall be made of such matters as
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f. No records shall he alienated or destroyed except in
accordance with the Records Disposal Act (Stat. 380-383;
59 Stat. 434) and these regulations.
The United States Criminal Code attaches severe penalties
to the will ful and unlawful destruction, damage or alien-
ation of any Federal records. Sections 234 and 235 of
title 18 of the United States Code which relate to this
read as follows:
234. Destroying public records. "Whoever shall willfully
and unlawfully conceal, remove, mutilate, obliterate, or
destroy, or attempt to conceal, remove, mutilate, obliter-
ate, or destroy, or, with intent to conceal, remove, muti-
late, obliterate, destroy, or steal, shall take and carry
away any record, proceeding, map, book, paper, document,
or other thing, filed or deposited with any clerk or officer
of any court of the United States, or in any public office,
or with any judicial or public officer of the United States,
shall be fined not more than $2,000, or imprisoned not
more than three years or both."
235. Destroying records by officer in charge. "1hoever,
having the custody of any record, proceeding, map, book,
ddcument, paper, or other thing specified in section 234 of
this title, shall wiif~fully and unlawfully conceal, remove,
mutilate, obliterate, falsify, or destroy any such record,
proceeding, map, book, document, parer, or thing, shall be
fined not more than $2,000, or imprisoned not more than
three years, or both; and shall moreover forfeit his office
and be forever afterward disqualified from holding any
office under the Government of the United States,"
g. Vital materials shall be identified and moved to a reposit-
ory for safe keeping.
h. Disposal lists of all file series shall be developed to pro-
vide for thdir systematic retirement.
i. Standardized filing systems, filing equipment, filing
supplies and filing procedures shall be provided.
Int -&ffice instructions or regulations may be developed in more
deta 1 to meet specific situations but must conform to the systems
and olicies outlined in. this regulation and related j6ndbool{~.
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3. DEFINITIONS
rot, vrPo5eS pf phis lei viatfoh -f ii'i' oIPO-Ul~ d a~~~
a. Records include all books, papers, maps, photographs, films,
recordings or other documentary material, regardless of
physical form or characteristic, made or received by any
pottion of the Agency in pursuance of Federal law or in connect-
ion with the transaction of public business and preserved or
appropriated for preservation by the Agency or its legitimate
successor as eividence of the organization, functions, policies,
personnel, decisions, procedures, financial or legal trans-
actions, operations, or other activities, or because of the
informational value of data contained therein.
b. Non-record material=includes'library and museum material made
or acquired and preserved solely for reference or exhibition
purposes,=extra copies of documents preserved only for on-
venience of reference, and stocks of publications and
processed documents3a dafinita.on of
c. Vital materials are those specific items in the possession of
the Agency which are essential to the Agency on a continuing
basis and which, in the event of destruction, would constitute
a serious or irreplaceable loss.
d. Forms are printed or reproduced documents with blank spaces
provided for inserting specific information. Form letters are
printed or reproduced letters to furnish information for
repeated mailings or one mailing to numerous destinations.
Form letters with or without blank spaces, except for actual
intelligence information produced therein, are considered forms .
ice* 'I n f+ --x?`"1.
e. Reports/ are all requirements
for written reports, one time or recurring, established to
.provide administrative or management. control of operations.
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PArc j u di n 9 o par,? f, on a l rep o
mern otarrda., /e/~er s, can d drspa fGles &
f. Correspondence includes all icati~n.sent to
or received by a person in the Agency in the execution of
his official duties,, wt+b
mimed by -vapid-metims-{-d:;e: , to ,
FUNCTIONS AND RESPONSIBILITIES
a. Chief. Gener?~l Serviced Office. It is the responsibility of the
Chief General Services Office to develop, install, and coordinate
the Agency-_"'wide Records Management Program, and tot exercise
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technical cognizance for its continued operation, including:
(1) L- Provide , handbooks, regulations and other forms
of written guides pertaining to the grogram.
(2) Conduct training programs for Agency personnel and provide
,forms of personal technical assistance and guidance.
j (3)' Administer records management functions in those offices
not required to designate Area Records Officers.
(4)v Designate an Agency Records Officer to serve as the Agency
Archivist.
(5)1, Act as Agency liaison to the National Archives and Records
Service, General Services Administration, on all matters
pertaining to records.
(6)t Prepare reports and statistics on Agency records activities.
(7) Act as Agency liaison to Federal Agencies with respect to
the transfer of records.
(8)~ Exercise technical cognizance over Forms Management and
Standardization, Correspondence Management, and Reports
Management, to insure that only essential records are
created and that such records are of the type which will
enable the Agency to carry out efficiently its assigned
mission.
(9)'- Conduct periodic records management surveys.
(10) Assume ultimate responsibility for designating material
as nor( -record.
(1l)--Effect standardization of filing equipment and filing
supplies.
(12)sStandardize filing systems and develop an,. Agency file
manual.
('13)-Advise and assist Area Records Officers on matters per-
tainin
to vit
l
g
a
materials, and coordinate the Vital
Materials Program
,,# on an operating basis by preparing
and furnishing schedules, and completing arrangements for
the transfer of vital materials to the Repository.
r (14)--Develop standards pertaining to the microfilming of Agency
records and evaluate and approve microfilming projects.
(15)~Coordinate and exercise technical cognizance over the dis-
position of records througput the Agency, including the
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development and issuance of guides for preparation of
records control schedules, and instructions for the
disposition of records.
I' (16) Authorize the ultimate disposition of records.
(17)t-Operate an Agency Records Center to provide: storage for
nonce current, semi~~active and archival material; and
the storage and supplemental distribution of extra copies
of Agency publications and issuances.
b. Assistant Directors and Office Chiefs. It is the responsibility
of these officials to establish within their areas a Records
Management Program as defined in this regulation, and to appoint
Area Records Officers for the program's administration. A full-
time Area Records Officer will not be required for the follow-
ing offices in which the responsibilities of an Area Records
Officer will be performed by k Records Analysfr the staff
of the General Services Office:
c. Area Records Officers. Under the administrative direction of
a senior officer of a major organizational area/ of the Agency,
and the technical direction of the General Services Office)
Area Records Officers are responsible for the installation and
administration of a Records Management Program for assigned
organizational areas, and will:
(1) Devise and install detailed work methods and systems con=
forming with established agency guides and standards)to
provide an efficient Records Management Program within
the area to which assigned.
(2) Schedule, plan, and conduct periodic records surveys in
order to establish appropriate retention, retirement, and
disposal schedules.
(3)
(4)
Expedite the retirement of inactive or semiactie records
to the CIA Records Center.
Plan and conduct studies designed to determine the feasi-
bility of microfilming permanent records.
(5) Maintain master inventories of accumulated records reflect-
ing their type, location, volume, and arrangement.
(6) In collaboration with the responsible division chiefs,
designate records considered to be vital materials and
arrange for processing and transfer to the Repository.
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(7) Submit specified reports on the status of the Records
Management Program to the Records Management and Distri-
bution Branch.
(8) Act as area liaison to the Records Management and Dist-
rebution Branch on all matters pertaining to records.
(9) Train area clerical personnel in the methods, techniques
and practices associated with records management.
5. PROCEDURES:
-Detailed procedures for accomplishing various Records Management
Program phases are issued as handbooks covering the following
subjects:
PS
a. Correspondence (use existing Agency manual until super0eded
by a handbook)
b. Forms (Reg.
handbook).
is applicable until superteded by a
c. Reports "
d. Establishment of file stations #
e. Classification and Filing
f. Mail Control *
g. Standardization of Filing Supplies and Equipment
h. Vital Materials
i. Microphotography y
J. Disposition *
* To be issued later.
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