RETIREMENT OF TOP SECRET DOCUMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500200077-9
• Release Decision: RIFPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: January 4, 2017
• Document Release Date: August 23, 2006
• Sequence Number: 77
• Publication Date: November 16, 1959
• Content Type: REPORT

Approved For Release 2006/08/24: CIA-RDP70-00211 R000500200077-9
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16 November 1959
RETIREMENT OF TOP SECRET DOCUMENTS
1. Inactive Top Secret material may be retired by either of two means:
(a) directly to the Records Center, or (b) to Central Top Secret Control.
Top Secret documents which have been integrated with material of other clas-
sifications in a file series may be retired with the other material to the
Records Center in order to maintain the integrity or continuity of the file.
other Top Secret documents may be retired to Central Top Secret Control when
they have served their immediate purpose in the area.
2. In order that requests for retired Top Secret documents may be most
efficiently serviced, the procedures outlined below are furnished for the
guidance of Area Top Secret Control Officers, to supplement procedures pre-
scribed by the Records Management Staff and Area Records Officers.
a. Top Secret Documents Integrated in File Series
(1)
(2)
The Area Top Secret Control Officer of the transferring
office will prepare a listing in quintuplicate of all
Top Secret documents in the file, showing CIA TSC number,
copy number, and the job number under which the material
IS to be retired. Individual Top Secret documents will
be flagged in such a manner as to be readily discernible
upon opening the box.. Suitable tabs may be obtained
from Records Center if desired. The transfer of the
documents to Records Center will be recorded in the Area
log, including the job number under which the transfer
is being effected.
Distribution of copies of the listing will be made as
follows:
(a) Three copies to Records Center.
(b) One copy retained by the Area Records officer of
the transferring office.
One copy retained by the Area Top Secret Control
Officer until receipted copy is returned by Records
Center.
(3)
The Records Center will inventory the contents of the
boxes and note any discrepancies on all three copies of
the listing. One copy of the listing will then be signed
and returned to the Area Top Secret Control Officer of
the transferring office. The second copy of the listing
will be forwarded to CTSC and the remaining copy retained
by Records Center as an incoming Top Secret log. Upon
having signed the listing acknowledging receipt and cus-
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tody of the documents, the Records Center will assume
responsibility for the servicing of requests for the
material in conformity with established procedures
governing control of Top Secret documents.
(4+) Upon return of the signed copy of the listing from
Records Center, the Area Top Secret Control Officer
may destroy the copy held by him and will retain the
signed copy as a receipt, after noting any discrepan-
cies on the Area Records Officer's copy.
(5)
The transfer of custody of the documents will be re-
corded in CTSC from the copy of the listing forwarded
by Records Center.
(6) In servicing requests for Top Secret material the
Records Center will:
(a) Prepare a charge-out card to be placed in the box
in place of the Top Secret material to be removed."
(b) Stamp the Request Form No. 490 "Top Secret Suspense':
and place in a suspense file after pertinent infor-
mation, including clerk's name, date and courier
receipt number, has been filled in. This request
form will be used as a Top Secret outgoing log.
Forward material to the requester via his Area
TSCO, obtaining signed document receipt.
(d) Follow up on any document not returned at the ex-
piration of 30 days. If, at that time, it is
found that the requester requires the document for
a longer period, the suspense date will be moved
forward 30 days. If the requesting office indi-
cates that it wishes to retain the document perma-
nently, this fact will be noted on the charge-out
card, the request form and the listing. In this
event, CTSC will be notified by means of Log Form
No. 311 of the change of custody.
When material which has been retired becomes eligible
for destruction, the Chief, Disposition Branch, Records
Center will:
(a)' Pull all Top Secret documents from the job.
(b) Remove the Cover Sheet, Form No. 26, and execute
the destruction certificate at the bottom of the
form.
(c) Destroy, by burning, the Top Secret material, to-
gether with the other related material in the job.
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(d) Forward executed Cover Sheet to CTSC/OCR.
(e) Complete Form lkl and forward to transferring office.
(8) If, at the time the material becomes eligible for destruc-
tion, it is found that a document is out on loan, Records
Center will effect a permanent charge to the office having
possession of the document and will notify the appropriate
Area Top Secret'Control Officer that the document is eli-
gible for destruction and has been permanently charged to
his office. CTSC will also be notified of the transfer
of custody, as in subparagraph (6 Xd.).
(9) Top Secret material previously retired to Records Center
will be inventoried against the Top Secret manifest filed
in the containers and any discrepancies noted. Three
copies of the manifest will then be reproduced. The
original list will be retained by Records Center as a
Top Secret log. One copy will be signed acknowledging
receipt and returned to the Area Top Secret Control
Officer of the transferring office. The second copy
will be forwarded to CTSC for posting to the Top Secret
log. The remaining copy will be retained by Records
Center until the material becomes eligible for destruc-
tion, at which time it may be used as a certificate of
destruction, if appropriate.
(10) Upon receipt of notification of downgrading of a Top
Secret document the Records Center will strike out the
old classification and mark the new classification wher-
ever the former classification appeared in the document.
A line will be drawn through the TSC number and the
cover or first page of the document will be stamped as
follows with the appropriate information entered in the
blank spaces:
CENTRAL INTELLIGENCE AGENCY
CLASSIFICATION
Canceled
Changed to
BY AUTHORITY OF
Name
Off ice
Date
The cover sheet (Form 26) will be executed and detached
and forwarded to CTSC. The log in Records Center will
be noted to reflect the change in classification.
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b. Top Secret Documents Not Integrated with Other Material
Top Secret documents held separately by an Area Top Secret
Control Office as individual files may be retired to CTSC.
This will be accomplished in accordance with established
procedures for the transfer of Top Secret documents. The
area log will be noted "Retired to CTSC" and the Cover
Sheet (Form 26) will be marked "Retired", in red.
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