RECORDS MAINTENANCE AND DISPOSITION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000800070026-7
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 5
• Document Creation Date: January 4, 2017
• Document Release Date: August 24, 2006
• Sequence Number: 26
• Publication Date: January 10, 1963
• Content Type: REGULATION

Approved For Release 2006/08/30: CIA-RDP70-00211 R000803
LI 70-6
INSTRUCTION NO. RECORDS AND CORRESPONDENCE
LI 70-6 10 January 1963
SUBJECT: Records Maintenance and Disposition
STATINTL REFERENCE: ~ated 27 July 1961
1. PURPOSE
STATI NTL
This instruction prescribes for the efficient maintenance of records created
to substantiate the operations, organization, policies, and activities of
the Office of Logistics, and their orderly retirement or destruction at the
expiration of established retention periods.
2. SCOPE
The provisions of this instruction apply to all records accumulated in the
day-to-day activities of the various elements of the Office of Logistics.
3. DEFINITIONS
a. Records
See definition in
dated 27 July 1961
b. General Correspondence Files
Normally include memoranda, dispatches, studies, reports, and other ma-
terial of an administrative or policy nature, to which reference is made
by subject rather than by item, serial number, project, or code.
C. Cutoff or'Cutoff Period
A specified period or time at which folders or records are broken and
new folders or groups of records begun.
d. Retirement
Transferring of noncurrent records which are not eligible for destruction,
but are no longer needed for daily operations, to a records center or
holding area. (See paragraph 5b for procedure to be followed.)
v1!O FR lar!? C
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LI 70-6
INSTRUCTION NO. RECORDS AND CORRESPONDENCE
LI 70-6 10 January 1963
e. Destruction
I Ireco 4s on which the retention-period has expired.
This may be done in the office of origin or current file area, if properly
authorized, or by the records center if the records have been previously
retired.
f. Vital Records
Current documents or record material (or copies thereof) which are placed
in a designated repository and which are essential to the continued oper-
ation of the Office of Logistics on an emergency basis, and the destruction
of which would constitute a serious or irreplaceable loss. Vital records
(see LI 70-5) should not be confused with permanent record material or
records in the custody of the CIA Records Center.
4. RESPONSIBILITIES
The responsibility for establishing and directing a records program is dele-
gated to the Chief, Administrative Staff. A Records Officer is designated,
who will furnish assistance and act as liaison on all matters concerning
records.
b. It is a responsibility of all operating units to create and maintain their
records by the most efficient and economical methods, and to implement
Records Control Schedules and other regulations and procedures cartcerning
records.
5. PROCEDURES
a, Records Control Schedules
(1) Records Control Schedules have been approved for all Logistics com-
ponents. These schedules include Schedule Numbers, Item Numbers,
File Identification and General Description, and Disposition In-
structions. Two copies of the schedules are furnished each division,
and a copy should be readily accessible in each branch, or section,
as appropriate, and should be implemented as retention periods expire.
(2) Changes in contents, file series, methods of filing, cutoff dates,
retirement dates, retention periods, and new series of records should
be reported promptly to the Records Officer for inclusion in periodic
revisions of the Records Schedules.
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INSTRUCTION NO. LI 70-6
RECORDS AND CORRESPONDENCE
LI 70-6 10 January 1963
b. Records Retirement
After expiration of the retention period in the current file area, the
following steps shall be taken:
(1) To initiate the retirement of the files to the Agency Records Center,
the Records Custodian will prepare and submit to the Area Records
Officer an ariginal and four copies of Part I of Form 140. The des-
cripti:on of the records must be exactly the same as the description
contained in the approved Records Control Schedule. (See "Guide for
Records Retirement" pamphlet dated July 1962.)
(2) Estimate the number of boxes required for the records to be retired,
taking into consideration the fact that the same size box is used for
both letter and legal size files. Furnish this estimated figure to
the Area Records Officer. The requested number of boxes will be
assembled by the Records Center and sent to the Records Custodian.
(3) Upon receipt of one copy of the Records Retirement Request, Form 140,
with an accessioning job number printed in the upper right-hand cor-
ner, the Records Custodian is authorized to pack the boxes for retire-
ment. As the records are boxed, prepare a Records Shelf List, Form
140a, in sufficient detail for easy identification in the case of
future reference. An original and one copy of the Records Shelf List
must be sealed in an envelope and taped to the top of the number one
box. (Complete Records Storage Box Label (Form No. 14) and place
label in the upper left-hand corner of the end.)
(4) If the total number of boxes in the retirement does not exceed ten,
they may be sealed securely and arrangements made with Records and
Services Branch for pick-up by the building courier.
(5) If the total number of boxes exceeds ten, the Records Officer will
arrange with the Records Center for a direct pickup.. These boxes
will be courier accompanied and thus can be closed-merely by inter-
locking the flaps. Sealing is not required when the transfer of
records is made by special truck.
c. Destruction
(1) Classified records (except Top Secret) eligible for destruction in
the current file area shall be placed in the classified trash or
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STATI NTL
STATI NTL
LI 70-6
INSTRUCTION NO. RECORDS AND CORRESPONDENCE
LI 70-6 10 January 1963
I All existing security requirements shall be
d. Service Requests to Records Center
(1) Form No. 490 shall be used to request the return of individual docu-
ments, folders, or boxes from the Records Ce-.,
e. Records Maintenance
(1)
(2) Subject correspondence shall be filed in accordance with the Agency
Subject Filing System prescribed by Handbook with
adaptations appropriate to Logistics recordsi o the use
of the Agency prescribed system will require approval by the Records
Officer.
(3)
(2) When records are destroyed at the point of origin or current file
area., a certificate of destruction (see attachment) shall be prepared
and forwarded to the Records Officer.
(2) All material recalled from the Records Center should be suspended
and returned to the center with notation of the applicable Job
Number.
(3) Records and Services Branch will arrange for priority service when
it is deemed justifiable.
Records shall be maintained at centralized locations convenient to
each organizational component. Related material should be filed
together, or cross referenced in a feasible manner to groups of
files to which they bear a relationship.
The yellow official file copy of correspondence, with background ma-
terial, shall be filed at the signing level, with the exception of
case files specifically supporting the operations of a lower com-
ponent, Examples of such exceptions are: contracts, leases, TVA's
and personnel matters pertaining to an individual.
f. Filing Equipment
dated 9 August 1960 provides for standardization and condi-
tions under which filing equipment and supplies will be requested and
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INSTRUCTION NO.
LI 70-6
LI 70-6
RECORDS AND CORRESPONDENCE
10 January 1963
utilized. Requesting officials shall ensure that the conditions set forth
in the handbook are met before submitting requisitions to the Records
Officer for certification.
FOR THE DIRECTOR OF LOGISTICS:
Attachment:
As stated
STATINTL OL/AS/R&SB/
Ik/2461
Chief, minis r ive Staff, OL
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Approved For Release 2006/08/30: CIA-RDP70-00211 R000800070026-7