RECORDS MANAGEMENT PROGRAM GUIDE A BRIEF ON THE FUNCTIONAL AREAS OF RECORDS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000700310001-8
• Release Decision: RIPPUB
• Original Classification: R
• Document Page Count: 16
• Document Creation Date: January 4, 2017
• Document Release Date: August 10, 2006
• Sequence Number: 1
• Publication Date: September 1, 1953
• Content Type: REGULATION

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SECURITY INFORMATION
THE CENTRAL INTELLIGENCE AGENCY
RECORDS MANAGEMENT PROGRAM GUIDE
A BRIEF ON THE FUNCTIONAL
AREAS OF RECORDS MANAGEMENT
RECORDS CREATION
RECORDS MAINTENANCE
RECORDS DISPOSITION
O
D
D
GENERAL SERVICES OFFICE
RECORDS MANAGEMENT & DISTRIBUTION BRANCH
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This pamphlet has been prepared in response to requests for
a concise outline of the scope of the Agency Records Manage-
ment Program. It is not intended that it serve as an operating
handbook, but instead, is designed to provide information for
the use of Area Records Officers inpresentingthe Program
to operating officials and other area personnel. Accordingly,
program objectives and the methods to accomplish them have
been stated in broad terms.
The Guide is written functionally; therefore phases of the
Program are not necessarily outlined in the order in which
they will be undertaken. However, the Guide will familiarize
Agency personnel with the areas to be covered and will pro-
vide the Area Records Officers with a basis for scheduling
the various steps of the Program.
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PAGE
I. An Introduction to Records Management . .
1
III. Creation of Records
Reports Management .............
3
Forms Management ..............
4
Correspondence Management ........
5
N.
Organization, Maintenance and Use of
Records
Mail Control ...................
6
Reference Service ...............
7
Maintenance Management ..........
8
Equipment and Supplies Standards .....
9
VI.
Vital Materials Program ............
11
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Records are defined by statute, and Federal agencies are
required by law to establish and maintain an active and
continuing Records Management Program. Authority to de-
stroy records is obtained from the Congress through the
National Archives and Records Service in accordance with
its prescribed standards and procedures. In CIA, this au-
thority is obtained by the Records Management and Distri-
bution Branch, General Services Office.
Records Management is a specialized field of work and deals
with problems and practices relating to the creation, main-
tenance, organization, and use of records in the conduct of
current business, and in the preservation, elimination, trans-
fer or other disposition of those records which are not cur-
rently required or are seldom used. Although the need for
adequate management over the accumulation of records
exists from the time they are created or received until their
final disposition, it is recognized that it is not possible to
have such management absolutely alike in all areas because
of the differences in organizational structure and substantive
functions.
The essential guides and sources of detailed informationfor
implementing the Agency Records Management Program will
be published in Agency Regulations, Notices and Handbooks
developed in cooperation with operating and staff officials.
There are presented in the following sections definitions and
a general outline providing the reader with an over-all pic-
ture of the functional areas of records management. These
areas are: Creation of Records; Organization, Maintenance
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and Use of Records; Disposition of Records; and the Vital
Materials Program.
Records include all books, papers, maps, photographs, films,
recordings or other documentary material, regardless of
physical form or characteristic, made or received by any
portion of the Agency in pursuance of Federal law or in con-
nection with the transaction of public business and preserved,
or appropriate for preservation, by the Agency or its legiti-
mate successor as evidence of the organization, functions,
policies, personnel, decisions, procedures, financial or legal
transactions, operations, or other activities, or because of
the informational value of data contained therein.
Non-record material includes library and museum material
made or acquired and preserved solely for reference or ex-
hibition purposes, extra copies of documents preserved only
for convenience of reference, and stocks of publications or
processed documents.
Forms are printed or reproduced documents with blank
spaces provided for inserting specific information. Form
letters are printed or reproduced letters to furnish informa-
tion for repeated mailings or one mailing to numerous desti-
nations. Form letters with or without blank spaces, except
for actual intelligence information produced therein, are con-
sidered forms.
Reports are all requirements for written data, one time or
recurring, established to provide administrative or manage-
ment control of operations.
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Correspondence includes all memoranda, letters, and dis-
patches sent J6 or received by a person in the Agency in the
execution of his official duties.
1. Eliminate and prevent unnecessary or duplicate report-
ing.
2. Insure that instructions, forms, and procedures for nec-
essary reports are clear and complete to provide simple
and direct reporting methods.
3. Insure that required reports provide adequate data and
that realistic reporting intervals are established.
4. Provide a central reference point for information on
reports.
Method of Accomplishment
1. Conduct an initial reports inventory and establish ref-
erence and analysis files.
2. Establish controls for the clearance through the Area
Records Officer of all proposed reporting requirements.
3. Review and analyze all new reporting requirements
placed by the office upon other CIA elements and other
Government agencies.
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4. Analyze all reports prepared by the office to insure that
reports are prepared in the most efficient manner, and
to develop recommendations for submission to requiring
offices or agencies.
5. In view of changes in organization and requirements,
conduct periodic surveys to insure the necessity for
each existing report and the adequacy of Reports Man-
agement records.
objectives
1. Insure the need for each existing form and each proposed
form.
2. Reduce the number of forms by consolidating those serv-
ing like functions, eliminating obsolete or ineffective
forms, and using standard Government forms when ap-
propriate.
3. Simplify, standardize, and improve essential forms ac-
cording to Agency standards.
4. Insure that forms are reproduced, stocked, and dis-
tributed as economically as possible.
Insure that procedures for use with specific forms (or
groups of forms) provide for maximum efficiency and
utilization of personnel.
6. Provide a central reference point for information on
forms.
Method of Accomplishment
1. Conduct an initial forms inventory and establish ref-
erence and analysis files.
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Establish controls for the clearance through the Area
Records Officer of all proposed new and revisedforms.
Review and analyze all requirements for forms and the
procedures related to their use.
In view of changes in organization and requirements,
conduct periodic surveys to insure the necessity for
each existing form and the adequacy of Forms Man-
agement records.
CORRESPONDENCE MANAGEMENT
Objectives
1. Simplify and speed up the preparation and handling of
correspondence.
2. Improve the quality of correspondence and adequacy of
documentation.,
3. Enable faster training and increased utilization of per-
sonnel.
4. Create better public relations.
Method of Accomplishment
1. Conduct surveys to determine the types and volume of
correspondence prepared.
2. Provide measures for the continuous review of corre-
spondence practices.
3. Develop and maintain uniform correspondence pro-
cedural and style policies and practices.
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Develop and employ the use of pattern paragraphs, letter
guides, and form letters.
5. Develop and maintain quality standards for improving
letter content and letter writing aptitudes.
6. Review copy requirements to prevent the preparation of
nonessential copies of communications.
ORGANIZATION, MAINTENANCE AND USE OF RECORDS
Objectives
1. Provide for the prompt and systematic flow of corre-
spondence from originators to action or information
addressees.
2. Insure that action is accomplished within established
time limits.
3. Provide receipt control for the exchange of classified
matter, negotiable instruments, etc.
Method of Accomplishment
1. Conduct surveys to determine the types and volume of
correspondence handled, production rates of machines
and personnel, and the process steps affecting the flow
of work.
2. Develop recommendations regarding the functional or-
ganization and staffing of the office, correspondence
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processing steps 'and techniques, forms, and the utili-
zation of labor saving equipment.
3. Install the revised system, train area personnel in its
use, and conduct periodic follow-up to insure adequacy
of the system.
REFERENCE SERVICE
Objectives
1. Locate file stations realistically and insure that the
contents of files are adequate for the reference serv-
ices required.
Method of Accomplishment
1. To determine the best locations for file stations, con-
sider: The degree to which administrative responsi-
bility or control is delegated; the possible elimination
of duplicate files; the quality of filing standards desired;
the accessibility of files to users; any restrictions on
the use of classified material; And the flow of material to
the files.
2. To provide adequate reference service, determine: The
volume and kinds of papers filed; manner in which re-
quests for file material are made; impact of work flow
on files; trends indicative of future reference require-
ments; and the adequacy of personnel, supplies, forms,
and equipment.
3. Develop recommendations, install the revised system,
train area personnel in its use, and conduct periodic
follow-up to insure its adequacy.
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Objective
1. Develop a classification plan for the standardized filing
of both general administrative material and records
dealing with the operational activities of the office.
2. Develop filing standards for the orderly maintenance
and preservation of current records.
3. Provide auxiliary records or indexes (filing media) to
facilitate reference to primary records.
4. Develop specialized systems for records pertaining to
the operational activities of the office.
a. Analyze the content of records to determine defin-
itive subject categories (primary, secondary, terti-
ary, etc.).
b. Apply the Subject-Numeric System of the Agency
Filing Manual to general administrative records,
and develop such special systems necessary for
filing records of operational activities, of the office.
a. Determine what material on specific transactions or
subjects are to be kept together, the arrangement of
folders, and the methods of labeling folders, guides,
and file drawers.
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b. Install revised system, prepare written instructions,
arrange for equipment and supplies, train area per-
sonnel, and conduct periodic follow-up to determine
adequacy of system.
a. Consider volume and complexity of records and the
organizational structure of area served to determine
type of index or guide needed.
b. Develop necessary forms and written instructions to
implement the system, and procure equipment for its
installation.
4. Analyze operational records to determine the extent that
machine methods and other specialized forms of record
keeping can be employed.
Objectives
1. Effect standardization of filing equipment and filing
supplies.
Method of Accomplishment
1. Conduct surveys, provide guides, and establish control
measures to insure that filing equipment and supplies
conform to prescribed Agency standards.
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Objectives
1. Provide for the economical and systematic disposition
of Agency records including their preservation, reten-
tion, transfer, and disposal according to Federal statutes
and regulations.
2. Release high cost office space and filing equipment no Ao~
longer needed in the daily routine of business.
Method of Accomplishment
1. Prior to conducting a records disposition survey,
obtain background Information regarding the organ-
izational structure of offices to be surveyed, their
functions and missions, and the flow of work within
and between offices concerned.
2. Plan the disposition survey, taking into consideration
the availability of personnel, and the size and complexity
of the organization. Determine in advance the basic
records unit to be inventoried (i.e., whether each sepa-
rate form, or a group of records servingthe same pur-
pose, will be reviewed), and specify the criteria to be
used for describing each unit of record. Consider also
the possibility of obtaining information of value for
records management functions other than records
disposition.
3. Conduct the inventory and record all pertinent informa-
tion which will be needed to determine retention periods
and the disposition of records.
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4. Evaluate records in terms of their immediate usefulness
to the Agency for administrative, legal, fiscal, and other
operating purposes. Clear recommendations with oper-
ating officials.
5. Develop records control schedules in the form of direc-
tives to provide for the disposition of record and non-
record material by either permanent preservation,
microfilming, distruction, or transfer to less expensive
records storage in the CIA Records Center. Obtain
approval of schedules from operating officials and the
CIA Records Officer.
6. Maintain records control schedules up to date in view
of changes in organization and requirements.
7. Conduct periodic follow-up to insure that records con-
trol schedules are adequate and that the disposition of
records is being effected in accordance with schedules.
disposition of materials essential to the Agency on a
continuing basis and which in the event of destruction
would constitute an irreplaceable loss.
Objectives
1. Provide for the secure transfer, storage, and ultimate
Method of Accomplishment
1. In collaboration with the CIA Vital Materials officer and
operating officials:
a. Identify vital materials and determine their dis-
position.
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b. Develop schedules for deposit and disposition.
C. Initiate the transfer of vital materials to the re-
pository.
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