GUIDE FOR PREPARING AGENCY REGULATIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300330045-2
• Release Decision: RIPPUB
• Original Classification: R
• Document Page Count: 8
• Document Creation Date: January 4, 2017
• Document Release Date: July 20, 2006
• Sequence Number: 45
• Content Type: REPORT

Approved For Release' 2O V} CTMA-RDP70-00211 R000300330045-2
Swarity Infotation
0:11DR? FOR PRPARING AGT 1C! W `JLATION
Lm Oeneral Contents
CIA Reguilations will Contain all officially approved cctur*es of action
necessary or desirable for the control and direction of Agency ti itiosa
The Regulations will include organization, policies, f notiOrAs, aot on ties,
responsibilities, and procedures.
2. Organization-
In general, each section of each series of the Reg llatioria shaki! d be
organized to include the following topical breakdown:
a. Generals A general statement of the purpose and obje Lives
of the Regulation, what it purports to accomplish, aniv to
whom it is applicable*
b0 Policy: A statement of the Agency policy which the pc= rtiQ
calar section of the series of the Regulationa in que:t Lion
is designed to establish, define,, and dice natoo
as Functions: A brief statement of the functions invcly d in
the particular section of the Regulationao
do Resspponsibilitiess Assignment of the specific reaspane bilities
for the performance of the functions involved in this section
of the Regulations.
Esc Authority: Basic delegation or place nt of authorLty essen-
tial to meet the responsibilities assigned, and for t-.e en-
forcement and activation of the policy and procedure h dot forth
in the particular section of the Regulations.
to Prcc xress Detailed procedures essential to the per `oamanee
of the function, fulfillment of responsibilities, and proper
exercise of authorities toward the accomplishment of the
objective and purpose of the Regulations,
3, Detailed Contents
Regulations should incorporate:
as Existing material from regulations in the CIA ;anual pertain-
ing to each series.
b, Sections of the Confidential Funds Regulations appropriate
and pertinent to the particular series in quecttono
RESTRICTED
Se',arity Information
Approved For Release 2006/07/20: CIA-RDP70-00211 R000300330045-2
 Approved For Release 2006/07/20: CIA-RDP70-00211 R000300330045-2
-nation
;J11 essential procedures of general Agency Lntax,05%
n ich have not been published heretofore
V
:~rwR, t .txg,~ General
general. principles and ? nda nc taIS may serve as guides
"rae> proper writing of regulationsea
.>.?, Understand the policy or procedure under consideration--
in order to describe any particular policy or pro edure
so that it rway be used cf fectively, it is necessary that
the writer be thoroughly familiar not only writh the matter
directly in. olved, but the implications andrEaa$4 r} ."or
that, matted; ruestio.isv for inetan e, of the relate ,onahip
of a ,articular issuance to prmri.ously as;tabl.ishv r 0f,80
: g-xl.~.tione and procedures mast be recognized... C:' ;:a :kai on
Who did establish and describe llur ct::tvns and the pot
govt rning t':ose fanctivnso They should avsign cv pniaaati.Onai
responsibility for the effectuation of policd es and the, per'-
?o ante of functional,, They should explicitly ps+ovide proper
authorization for the fulfillatent of all. aezignod rospon-
sibili;tisrs~~
fsri.-.e for the lowest degree of ocxaprehension among those
who will use the materials a particular issuance is et'f ?-
tive in proportion to the decree to thich it may be und.or-
stood, and if those^yho must use it cannot entirely compre-
heud its meaning, its effectiveness is lost. Therefore,,
the general principle may be followed that the writing should
be directed to bvest degree of comprehension as long as the
appeo ance of "writing down" is avoided,
M:> Haflect in the procedure the point of view of the ultimate
user - the issuance has only one p.*rpose that is to serve
the user, not the writer. Consequently, regardless of the
need for complete understandmn ; of technical detail o the
pa7t, of the writer, in writing a narticular issuance `are
should, be taken to reflect then oint of vier of the user,
-procedures she ald bn don na manner D alt t
prf"oximance of functions can continue without regard to the
tenure in office of any indiv .dual., There oust ba inafficient
~ cmpx?ehon iveness of procedures to ponnit'the perfo- e
of any given formalized function essential to the business of
the Agency by any individual incoenbent inithout roI i we upon
mowledge and informal procedures of any predecessor,, or any
supervisor who may be absent from duty?
d0 Answssr the questions who, what, when, w,slhere. and how - fund.g-
MiCn.tal to procedures writing is a thoro8gh understanding of
the objectives to be obtained , the issuance,, and a conscious
''.E.5T'"ICTED
Security information
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off', rt to reach that objective. As an aid to t-hi ' end the
questions wh $ why, what, wheno, where and how shoar.id be
considered o
citing - apecifioa
It is suggonted that the coi pii.ation of materials to be incorporated
in Lhe Rat:; i lations may be anproaached in somewhat the folkwirag manners
a., tna a an existing written materials as outlined In paragraph
3 above by topical subject matter breakdown and prepare indices
an 5 x 3 index cards. In this manner all references from all
sources rAated to any given subject or topic may be locatcd
in one place ttxen the actual writing and organization oi:.iterials
begins,, This technigaie - l facilitate the organization of
materials and aid in the logical., ,coherent sequence both ia'n the
prparation of outlines and in writing the regulations.:, by, this
device ovary policy, authority, responsibility and funotioa
related to ally, particular subject of a significance warranting
its inclusion in Agency Teg illations will be assembled and fill
simplify the organization of the over-all Regulatio ;a This
systa' will also be invaluable in preparing an adequate indam
for the total volume of regulations.
ba Adequately prepared index cards will permit the association of
policies and authorities with related subjects or functioms.
They will also permit the application of clear, definitive
titles to each section and sub.-section of the Regulations.
c. The index cards may then be organized in logical and coherent
sequence toward the preparation of detailed outlines of any
given section of the rag alationsG
d,., '7renar~ Lion of these index cards sho:xld oleo be directed toward
he indota ration of axJL.D significant policies, ~zunctlors, ,sutho
ittes, responsibilities, and procedures which have never b .
formally pua,bliahed0 The initial analysis of mate al.s shot-Id
encompass infor-..nation of this typed
o., a1avirag organized these materials in this manner, the proial:*,n
becomes merely a: mecha cal process of drawing from each s~ao xr,e
ett,ed on each "~rd to assemble a draft copy for re -rite and
editing,.
r, Particular attention sho ;1d be given to make cart :n tytsx-at every
now item,., tacte concept and r iationship which may be f rei