NE DIVISION RECORD OFFICER'S MANUAL FOR THE MAINTENANCE AND DISPOSITION OF RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000800300001-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 72
• Document Creation Date: December 19, 2016
• Document Release Date: December 1, 2006
• Sequence Number: 1
• Publication Date: October 9, 1963
• Content Type: REGULATION

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NE DIVISION
RECORDS OFFICER'S MANUAL
FOR THE
CE AND DISPOSITION OF RECORDS
PART A
RESPONSIBILITIES OF PRINCIPAL RECORDS OFFICERS
PART B
GENERAL INSTRUCTIONS:
1. How to open official CS files
2. How to downgrade, Top Secret documents
3. How to desensitize KAPOK and RCBAT documents
4. How to retire inactive files
5. How to destroy files
6. How to destroy or correct main index curds
.7. How to transmit material to Vital Materials
8. How to recover retired documents (material)
PART C
RECORDS CONTROL SCHEDULES
Section I - Administrative and Support Files
1. Support Staff Subject File
2. Regulatory Issuances
3. Records Management File
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8.- Personal Papers
9. T/O Files
7. Personnel Card Files ,
5? er
6. Personnel Folders Branch)
ex
sonnet Folders Soft)
Personnel
cannel Sub.icat 'ix.as
4 P
Security
10. Security Subject Files
11. Clearance Files
12. Cover Files
19. Project Accounting Files
20. Station Accountings
21. Imprest Fund Files
22. Overtime Files
23. Employee Accounting Files
.Budget and Finance
13. Finance Subject Files
14. Budget Files
15. Allotment Files
16. Obligation Files
17. General Ledger Runs
18. Payrolls
Logistics
24. Logistics Subject Files
25. Memorandum Receipt-Files
26. Requisition Files
27. Table of Vehicular Al1arance
28. Property Card File
Section 11 - Chronological Files
29. Chronological Files
a. Cables
b. Field Information Reports
c. Dispatches A and'W
d. Dispatches S and T
e. Memoranda
f. CIA Information Reports (Published Disseme)
g. KAPOK and RXBAT
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"Section III - Sensitive Document Files
t
F iles
30. Top -7Cicro
31. Sensitive Indicator Files (I~CBAT,and.ICAPQK
32. Cryptic Reference Files Branch/Staff)
33. Cryptic Reference Files (Division)
Section IV Document Control Files.
34, Document Control Files
a. Cables (other than State
b. Cables State)
c. Dispatches
d. Pouch Manifests
e. Document Abstracts
f. Top Secret
g. Logs (File Control)
h. Chronos used as a log
Section V -"Operational Files
35 ? Managerial File
36j, Briefing Material File
37. Official CS Project File
38. Desk Project File
39? Official CS 201 File
40. Non-201 Personalities
41. Official CS Subject File
42. Desk Subject File
Section VI - Miscellaneous Files
1+3. Working Papers
44. Classified Storage
45, Blank Forms (Classified)
46. Reference Publications File
Section VII - Indices
47. Lists.
48. index Cards
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PART D
831 Personality File Action Request
362. Name Check, Document Service., and
Partial Consolidation Request
812 - Subject and Project File Request
and Field Notification of Action
Control and Cover Sheet for Top
Secret Document
1456 - Authority for Destruction of RID File
620 - ' Vital Materials.. Transfer Slip
1666 Transmittal of Inactive Records
140 - Records Retirement Request
14 - Records Storage Box Label
Records Center Service Request
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RESPONSIBILITIES (W PRINCIPAL RECO1 DS. OIF'F'ICERS
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NE Division Principal Records Officers will handle records matters
as outlined-below under the immediate supervision of their unit chief,
receiving technical guidance and advice from the, NE Records Management
Officer. Principal Records Officers will:
1. Serve as a source of information on records matters for
their units.
.Approve or release request for RID action which originated
in the unit. This will normally, include,, but not be limited
to, the procedures listed below.
a. Establishment of CS Files
b. Downgrading-of Top Secret Material
c.. Desensitizing of KAPOK and RYBAT material
d. Retirement of Files
e. 'Destruction of Files
f. Destruction or Correction of CS Main Index Cards
g. Transmit' Material to Vital Materials
h. Recovery of Retired Material
Principal Records Officers should become thoroughly acquainted
with each of the above procedures.
The "General Instructions" section of this manual lists, in general terms,
the procedures to be followed together with the necessary form for each.
Chapter V of the provides a ready reference to regulatory
Issuances covering these and other records procedurds.
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GENERAL INSTRUCTIONS
1. How to open official CS files
2. How to downgrade' Top Secret documents
3. How to desensitize KAPOK and RY13AT documents
4. How to retire inactive files
5. How to destroy files
6.? How to destroy or. correct main index cards
7. How to transmit material to Vital Material's
8. How to recover retired documents (material)
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14W %OF
GENERAL INSTRUCTIONS
m
P
completed Form 812; this form must be signed by the Records
Officer. The first two copies of Form 812 are for headquartera~
use while the third and fourth copies are to be sent to the
Station(s) having primary responsibility for the subject in
question. The originator of Form 812 will address the third
and fourth copies to the appropriate stations at the time the
form is made out.
NOTE: Official CS Subject Files may be amended, closed, or
destroyed by completing the proper portions of Form 812..
Forward to NE/RMO.
? When an individual becomes of sufficient CI/CE or operational
interest to create a dossier on that individual a 201 should
be opened. This is accomplished by completing Form 831 and
forwarding it to RID/ The ROs signature is not
necessary to open a 201, however, is signature is necessary
on requests for partial consolidation of existing 201 files
(Form 362).
b. HOW TO OPEN AN OFFICIAL CS SUBJECT FILE
ersonal Subjects Files are opened by the submission of a
I
HOW TO OPEN OFFICIAL CS FILES
6- HOW TO OPEN AN OFFICIAL CS 201 FILE
a. HOW TO OPEN AN OFFICIAL CS PROJECT FILE
An official CS Project File may be opened by the submission
of a completed Form 812; this form must be signed by the
Records Officer. The first two copies of Form 812 are for
headquarters use while the third and fourth copies are to be
sent to the Station(s) having primary responsibility for the
Project in question. The originator of Form.812 will address
the third and fourth copies to the appropriate Station(s) at
the time the form is made out.
NOTE: Official CS Project Files may be amended,' closed, or
destroyed by completing the proper portions of Form 812
indicating disposition or change. Forward to NE/RMO.
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affix your signature, organization, and date; then o
over the contents of a Top, Secret documen _________(Nev Classification)'',
Secret coversheet (Force 26) "Dgwngrada to
ard to RID/TSCO
2. HOW TO DOWNGRADE TOP SECRET DOCUMENTS
If you are the originator or the Records Officer having Jurisdiction
t mark or stamp on the Top
through normal Top Secret control channels.;
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0
HOW TO DESENSITIZE KAPOK AND RYBAT DOCUMENTS
a. Cross out the KAPOK or RYBAT indicator on the first page of each,
document, enclosure or attachment,.place the word DESENSITIZED
together with your initials on the first page.
be Notify and/or coordinate with other CS elements if necessary.
c. A group of documents may be desensitized under one cover sheet
by placing the word DESENSITIZED together with, your, intials on
the cover sheet.
d.. KAPOK and RYBAT documents in official CS files are automatically
desensitized when sent to RID. You may restrict the entire
file if necessary,
e. Forward all desensitized documents to AID/
indicate the CS
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file in which they are to be filed).
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1b. -1-I/-it-r+-L w
HOW TO,RETIRE INACTIVE FILES
Official Project Files
Obtain Records Center boxes and copies of Form 1666, "Transmittal
of Inactive CS Records", from the ild s pplyto~ffiicer. Fill
out the Form 1666 as prescribed in
records to RID/
be Official 201 Dossiers
If on permanent charge to your desk, attach a completed Form
1666 and return to RID Temporarily charged out 201 folders
may be returned to RID custody simply by placing in your out-
going box with routing slip addressed to RID
a. Official Subject Files
25X1 V
.
25X1
(1) Active Files.: Return to RID/ 'o 1666 is not nececsa~'y~ 25X1
after removing all non-official paper e.g., carbon copies,
duplicate copies, drafts of finished material and etc., and after
official CS copies which are of no permanent value have been
removed and forwarded to RIDor destruction. Forward other
papers which should be indexe to or cross referenced to the
file to RID,with the notation "Please process the attached I
material into CS file and forward to RID/ 25X1
(2) Inactive Files: Retire to RID using Form 1666. Process
some as "Active Files", (1) above. ~]esk material may remain in
the file without. any processing.
d. Auxilia Files
Auxiliary files (i.e. not official CS file) consisting of
cards, folders, etc., may be retired directly to the Agency's
Records Center by using Form 140, "Records' Retirement Request".
Obtain Records Center boxes, copies of Form 140 and Form 14,
"Records Storage Box Label", from your building supply officer.
Consult your RMO for further details.
Overt Material
Overt material--newspapers, magazines, and other such publica-
tions--should be retired to Branch One of the CIA Library
indicating a recommended retention period for specific publica-
tions. Where, however, such material is received under an
official covering document; the covering dispatch will be re-
tained in or retired by the Clandestine Services with appropriate
notes thereon as to the disposition of the overt material.
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g. HOW TO DESTROY FILES
as Auxiliary file containing some official-CS record copies:
Withdraw all official CS record copies, bundle them ,together
and forward to RID/Elwith one stamped destruction authorization
for the bundle. The remainder of the auxiliary file may be
destroyed in the office.
Auxiliary file not'containing official CS record copies:
Place in sugar bags in bul b~ilabeledeaBulkyin~de~~ua~odoC~ante.
The sugar bags should then
placed in the classified waste storage room.
c. Any file containing Top Secret material:
Remove the TS documents and transfer them to RIDEby regular
top secret control channels with authorization for RID to destroy
of the should
the documents. (Note: Thel remainder documents
file be
classified below
RID for destruction.") ied and
Top Secret may be destroyed as prescribed in paragraphs b. above.
d. official CS file:
Complete destruction may be accomplished by filling out Form
1456, "Authority for Destruction of RID File", or by appropriate
notation on Form 812, "Subject and Project File Request. and
Field Notification of Action",.and forwarded to RID Partial
destruction up through a certain year and month may also be accom-.
plished.by using Form 1456. In all cases send material to be
destroyed along with the particular form concerned.
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HOW TO DESTROY OR CORRECT MAIN INDEX CARDS
PP on Form 362 after desk personnel
Records officers will sign o
have "green D'd" worthles9 index cards, green pencilled corrections,
deletions or additions on the cards and the request form and documents
are ready for return to RID.
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HOW TO TRANSMIT MATERIAL TO VITAL MATERIALS
a. Vital documents will be deposited in Vital Materials within
30 days after recei t of the document by the branch (see your
VM Deposit Schedule) by completing four copies of Form.620
and forwarding the material to be deposited together with the
Form 620 to the NE/RMO. You should retain the white copy
until return of.the receipted blue copy.
be Normally material will not be enveloped, however, in the case
of extrasensitive material it may be enveloped and sealed by
the originator and forwarded together with completed Form 620
to the NE/RMO.
0. For Top Secret material complete Form 620,,in the same manner
as for routine material, and attach same to documents which
bear the classification Top Secret and which.you require be.
deposited in Vital Materials, routing same to the 'NE/RMO
through established Top Secret control channels..
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8. ROW TO RECOVER RETIRED DOCUMENTS (MATERIAL)
When recalling retired records from RID the Job number and the
Box number used for retiring records should be indicated (see your
copy of Form 1666). It is not necessary to recall the entire box if
such is not re wired. Specific files or folders may be, recovered by
furnishing RIDwith adequate identification of the, desired file
(folder) together with the retiring Job'number. Submit a Form 490.
for routine requests or phone RID/ for priority requests; 1n either
case give the required information ated above according to your needs.
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Administrative and Support Files..
Chronological Files
Sensitive Document Files
Document Control Files
Operational Files
Miscellaneous Files
Indices
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RECORDS CONTROL SCHEDULES
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SEC'TI01: I
Adininistr:.tivo and Si port Files
1. :;u';~~)Ur't Staff Subject File
2. 1;cgl1lwtory Issuances
3. ];ccorcCU Manw?craent File
Personnel
1..
5.
6.
7.
8.
9.
Security
]'crsouzcl Subject Files
]'erco:ma1 Folders Soft)
1'ersoinel Folders (Branch)
Personnel Card Files
Persona]. Papers
7/0 Files
10. Eecurity Subject Files
11. Clearance Files
12. Covey Files
Budget ano :'incrice
13. Fin,nce Subject Files
14. T_ud--et Files
15. Allot-,'lent Files
16. Cblig;ation Files
17. C^ncral Ledger Runs
18. Payrolls
19. Project Accounting Files
20. Station Accountings
21. z ;~:~~rest Fund Files
22. Gvcr~ir.e Files
23. Enployee Accounting Files
Logistics
21.. Logistics Subject Files
25. M2-morandum Receipt Files
26. RaTaisition Files
27. Table of Vehicular Allowance
28. property Card File
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NE RECORDS CONTROL SCHEDULE
Item Number
1
File Title
Support Staff Subject Files
Description of Files
These files ordinarily consist of correspondence, memos, reports,, dispatches
and cables relating to the overall administration of Division or Staff support
responsibilities. Contents of the file relate largely to the implementation
of established policy and procedure. The subject matter of the files varies
but relates c 1vM my to budget, fiscal, logistics, security, personnel, and
training functions.
commended File System
By subject (in accordance with
Cut-off files annually; hold two years, then destroys
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Item Number File Title
2 Regulatory Ienuances
instructions, notices and
(1) Complete r note ed ..sets rw ;~ v
issued by the Agency and'DD/ 3
at Agency andDD/F issuances, = Fje
Deescription o ..,FJ,les
(2) Selected copies maintained by Division components as'pertinent to
their functions and responsibilities.
(1) Record set of issuances originated by the Division prescribing
policy, guidance, procedures, responsibilities, designations and
other internal management matters.
(2) Reference sets maintained by the various components of the Division.
File by type of issuance and.by number or date thereunder.
a. (1) Destroy individual issuance when rescinded.
2 Destroy when rescinded or no longer needed,
b. (1) Retire rescinded and inactive portions annually to the Records
Center for permanent retention.
(2) Destroy when rescinded or no longer needed.
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Item Number
Description of i es
Records Management Files
Consists of filea accumulated by the Division Records Management Officer re-
fleeting various records activities. Such files may contain inventories,
reports, studies, and reference material collected and maintained to perform
the records management functions.
Tile by subject.
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owed Disposition
destroy as superseded pr when no longer needed.
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Item Number File Title
4 Personnel Subject Filer.
Description of-Files
These are administrative reference files accumulated in the course of per-
forming personnel support functions. Included in the files are copies of
directives and procedural instructions as well as correspondence, reports)
cables and dispatches. This material relates to such subjects as T/08;
position descriptions; assignments; reasoigrunents; vacancies; recruitment;
promotions; and other matters pertaining to personnel administration.
Ordinarily correspondence with Branches and other headquarters components
is filed here.
By subject (in accordance 'with
Cut-off files annually; hold 2 years, then destroy.
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Description of Files
soft)
a. Staff employees and staff agents individual personnel folders maintained
by the Personnel Officer for employees of the Area Divisions. Filed here
are copies of papers documenting all personnel actions affecting the
individual. Also present are copies of fitness reports., and correspondence,
cables and dispatches pertaining to assignment, training, processing and
travel of the employee.
be Contract anployees.
These files ordinarily contain a copy of the contract along with copies
of instructions, reports, correspondence, dispatches and cables pertain-
ing to the employee and status of his contract.
(1) Type A Eaployees.
(2) All Others.
Alphabetically.
Sys
a. Upon separation forward file to Records and Services Division, Office of
Personnel for screening. Upon transfer screen and forward to gaining
office.
be (1) Upon termination screen out and destroy duplicate material and
transfer to Contract Personnel Division, OP.
(2) Upon termination screen out and destroy duplicate materiel. Place
folder in inactive file; break file annually; hold for one year and
then transfer to Records Center. Dispose of at Records Center in
accordance with General J~R h_W Jule l., Appendix B, Title 3,
Federal of" ~ e< 4
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Item Number
6
File Title
Personnel 'oldera (Branch)
Description of Files
Individual folders on staff employces, staff wants, contract employees,
and military personnel assigned to the Branch or its overseas posts.
Folders contain copier. of correspondence and forms documenting employment
history, official personnel actions, and Branch copies. of fitness reports
of the employees assigned to the Branch. Contents of these folders are
mostly duplicated in the (soft) folders maintained by the Personnel Officer
and the official personnel folders in the Office of Personnel. however,
these folders may also contain sensitive documents not duplicated elsewhere
?in the Agency.
Recommended File System
File alphabetically by name.
ori.zeu vispositLon
Upon termination of services with the Branch, destroy papers duplicated elae-
there, withdraw and retain papers that cannot be downgraded and transfer the
residue to the NE Division Personnel Officer.
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File Title
? Personnel Card Files
scr ption of Fi es
a. Employee Records Cards (Form OF 4b).
A card is maintained for each employee. Notations of all personnel
actions and completed training are posted to this form.
b. Position Inventory Files.
These files are ordinarily mintained on SF 7d along with OF 4b
above. They provide a current record of authorized and established
positions, both filled and vacant.
a. Locator Cards.
These are IBM cards furnished by Office of Personnel for each evil oye
The cards bear home and office addresses and phone numbers.
a. and b. By organization and grade thereunder.,
o. Alphabetically.
Recommen a File System
or ze Disposition
a. Upon antra-agency transfer, forward card to gaining office. Destroy
on separation or termination.
b. Destroy on cancellation of positione
a. Return card to Machine Records Division, O/Comptroller as instructed
thereon.
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Description of F Files
Personal. h ver
Consists of personal papers held in storage for individuals who have
gone overseas. These papers are the personal property of the individual
and no official CS documents we maintained in these files.
Alphabetically by name of employee.
Authorized Disposition
Return to individual' .upon return from overseas. These files may also
be stored at the Records Center and recalled individually as employees
return.
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Item Number
9
Description of Files
File Title
T/O Files
Consists of records relating to the staffing Pattern ouch as copies-of
monthly T/O reports; T/O chance authorizations.; manain6 tables and. IBM
listings of employees by grade and date of grade
By subject.
Destroy when superseded or obsolete.
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Item Number File Title
10 Security Subject Files
Description of Files
A file of correL3pondence, reports, surveys., copies of dispatches and
cables, and copies of internal and external issuances and instructions
pertaining to security clearances and the general adminissttraa~n~of the
security support function. Ordinarily correspondence
other headquarters elemonts is filed here.
Recommen e File Sys em
By subject (in accordance with
Owe-- Disposition
Destroy after 2 years. Break files annurilys hold 2 years,. then destroy.
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 Item Number
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NE RECORDS CONTROL SCHEDULE
File Title
Clearance Files
These files are used as a control over status of clearances requested
from 0/8. Consists of cards or other forma bearing name of-individual,
date of request, and type of clearance.
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File System
AlpbabeticaUy.
Destroy after transfer or separation.
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Item Number
12
Description of Files
File Title
Cover Files
Consists of cards or other forms bearing r'aime of individual, load od'
cover and. date of covere
commended File System
Alphabetically.
Destroy after transfer or separation.
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(When Filled- In)
NE RECORDS CONTROL SCHEDULE
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
File Title
Finance Subject Files
13
25X1
Description of Files
A general file of correspondence# reports, m~cmoss, n co is sttruucttiioont
and internal issuances relating to admin
function at headquarters Well of those s , the ev $pction.
Section
Ordinarily, correspondence with Branches and other. headquarter
Is filed here.
By subject.
or zed spos on
Destroy after 2 fiscal years. Break files at end of each year; hold for
2 years and destroy.
S-E-C-R-E-T
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Item Number
File Title
14 Budget Files
Description of Files
These files ordinarily include copies of instructions,, narrative and
statistical statements of requirements, copies of operational programs,
preliminary estimates, office estimates, copies of budget presentations
and. related work papers. These are files that accumulate during the
process of preparing Staff and Division budget presentations for the
Budget Division, Office of the . Couptroll.er. .
By fiscal year.
Authorized. silos on
Destroy after 3 fiscal years. Break files anmU01yg hold for three years,
then destroy.
S-E-C-R-E-T
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number
15
,Description of Files
File Title
Allotment Files
a. Copies of advices for headquarters and the field.
b. "blue chip" copies of advices.
c. Allotment control ledgers showing obligations, expenditures, and
status of allotments.
d. Status of Allotments. These reports are prepared monthly and for-
warded to Finance Division. Copies are distributed to Branches and
the fielde
a. By fiscal year and allotment account number thereunder.
b.' By fiscal year.
c. By fiscal year and country and/or station thereunder..
d. By fiscal year and monthly thereunder.
JMEEorized Disposition
a. Destroy after 3 fiscal years. Break files annually; hold for 3 years,
then destroy.
b. Same as a,, above*
a. Destroy 10 years after close
to olved. Break files
then transfer year
annually; hold for two years,,
d. Destroy after,3 fiscal years. Break files annually; hold for three
gears, then destroy.
S_E-C_R-EMT
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(When Filled'In)
NE RECORDS CONTROL SCHEDULE .
Item Number
16
Description of Files
U
File Title
Obligation Files
as Consists of copies of obligation documents such as requisitions, travel
orders, requests for payments and advances and related vouchers and
supporting documents used in accounting for expenditures*
be Other copies of obligation documents such as requisitions and travel..
orders maintained solely for convenience of references
ile Sys
s. By fiscal year and allotment number thereunder*
be Conform to office practice.
a. Destroy after 3 fiscal years.
then destroy.
Break files. annually= hold for 3 years,
be Destroy when no longer needed for reference.
S-E-C-R-E-T
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(When Filled.In)
NE RECORDS CONTROL SCHEDULE
Item Number
17
Description of Files
0
General Ledger Ross
These are monthly II3M runs furnished by the Office of the Comptroller
shoving expenditurca, property issues and cost listings. Used in recon-
ailiation of accounts.
Recommended File System
By fiscal year.
orizea iaspositlon
after 3 fiscal, years. Break files annually; hold for 3 years,
then destroy.
troy.
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 NE RECORDS CONTROL SCHEDULE
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(When Filled In)
File Title
18 Payroll
Description of Files
These are copies of IBM runs furnished each pay period by the Office of
the Cctroller.
-Recommended File System
By fiscal year end a.Ltotanent number and pay period thereunder.
or zed Disposition
Destroy at the end of fiscal YeMr.
S-E-C-R-P,-T
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number
19
File-Title
Project Accounting Files
Descr ption of Files
Contains copies of project authorizations and correspoidefl e, dispatches,
cables azul related pgpors pertaining to the administration of project funds.
By allotment account number.
or ze spos on
Destroy 1 year after termination. Place terminated projects in inactive
file; hold 1 year and destroy.
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(When Filled In)
NE RECORDS CONTROL SCHEDULE-
Item Number
20
File Title
Station Accountings
bese are monthly accountings received from the fie3A. in duplicate.
Originals are forwarded to Finance Division.
Description of Files
By fiscal year and thereunder by country and/or station.
Recommen File System
Authorized epos on
Destroy after 3 fiscal years. Break files annually; hold 3 years,
then destroy.
S-E~t~~R-EwT
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Item Number
.2 .
Description of Files .
File Title
3 rest Fund riles
Consists of copies of monthly accountings made to Finance Division and
letters of instructions authorizing expenditures Of funds.
Recommended. e Sys em
By month.
Destroy after audit and cleaarance.
s-E~GrR-EST
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(When Filled In)
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File Title
22 overtimo Filer
Description of Files
Contains requests for overtime and reports of overtime worked.
By pay period.
XNEori-ze-d- spos on
Destroy after l fiscal year.
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(When Filled In)
C)
NE RECORDS CONTROL SCHEDULE
0
Item Number File Title .
Description of Files
23 Employee Accountings Files
These files are maintained to record requests for advances, payment of
allowances; accountings, travel orders and other financial transactions
affecting individuals. Such files are ordinarily maintained on cards or
in folders containing extra copies of obligation documents and cover
Staff enployees, Staff agents, and contract employees.
e System
By fiscal year and alphabetically thereunder.
Authorized Disposition
Destroy when no longer needed for reference. Do not retain after
separation, termination or transfer.
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number File Title
24 Logistics Subject Files
Description of Files.
A general file of correspondence, reports, copies of cables aid dispatches,
copies of instructions and internal- issimnees relatinX to cuduiniotration of
logistics support functions at headquarters and in the field as well as
those of the Section. Ordinarily, correspondence with Branchos and other
headquarters conwonents is filed here.
Recomme- e File Sys em
By subject.
Destroy after 2 years. Break files aru ui 11yl hold 2 years, then destroy.
S-E-C-R-E-T
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NE RECORDS CONTROL SCHEDULE
Item Number File Title
25 Meerandum Receipt Files
l
es
Description of Fi
a. Signed copies of meamorandum receipts: for non-expendable property.
be Copies at Condolidated Mcnorand1U Receipt Listings (IBM) furnished
by Office at Logistics.
Recommended File Sys em
a. Alphabetically by name ?
be Alpphabeticall y by station.
or z-eA D14~6ition
a. Destroy after turn in of property,
be Destroy when superseded.
S.E-C-R-E-T
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number
26
Description of Files
File Title
Requisition Files
a.~ Requisitions
Consists of copies of field requisitions and shipping documents fur-
nished by the Office of Logistics*
b. Headquarters Requisitions
Copies of requisitions prepared by the section for headquarters and
field.
Recommended File System
a. Numerically by station allotment number.
b. Numerically by requisition number.
Authorized Disposition
a. and b. Destroy after 2 years. Break files annually; hold 2 years,
then destroy.
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(When Filled In)
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27
ption
of
Table of Vehicular Allowance (TVA) Files
Contains table of vehicular allowance for stations and projects, Included
are copies of justifications atA authorizationso
ile System
By country and/or station and project thereunder.
Destroyzen superseded or cancelled.
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NE RECORDS CONTROL SCHEDULE
Item Number File Title
28 property Card File
Description of Files
These cards are used to control issue and stock levels of non-expendable,
itemse shows to vbom item is charged and where and balance on hand.
Alphabetically by name of equipment.
Authorized spoa on
Destroy cards with zero balances after confirmation of CMR (Consolidated
Receipt) report.
41.S
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S].CTION II
CIIROIIOLOGICAL FILES
29. Cronological. Files
a. Cc'J1os
b. rield Information Reports
c. D~ sp zcc:~es A and W
d. D~ cches S and T
e. i.Cmoranda
i'. C]A Liformation Reports (Published Dissems)
g. Y.1 1101C and ''BAT
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number File . Title
29 Chronological Files
Description of Files
Extra copies of correspondence, cables., information reports,, and other,
material listed below, held for convenience of references
a. Cables
Field Information Reports (3-letter symbol series) other than
pliohed disseminations (see fo below)
e. Dispatches - To and From headquarters - Operational "A" and "W"
d. Dispatches - To and From headquarters r Administrative "8" end "T"
e. Memoranda - Inter or intra division,, branch or headquarters
components
f. CIA Information Reports (published disseminations)
g. KAPOK and RYBAT sensitive indicators (see Sensitive Document
Files)
Recommended File Sys em
File by symbol and number (which approximates chronological sequence) or
by source and date., '
JEthorized sposi o-nn
Cult off at end of each month and destroy:
a. Cables
b.. Field Information Reports
c. Dispatches (Operational "A" & "W")
d. Dispatches (Administrative "8" & I1'")
e. Memoranda
f. CIA Info Reports (published diosems.)
after 6 months
after 2 years
after 2 years
after 6 months
after 2 yearn;
after a. year
S-E-C-R-E-T
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SECTION III
30. Top Secret Files
31. Sensit7ve Indicator riles (;YBAT and ICAPOK)
32. Cryptic Reference Files Branch/Staff) )
33. Cryptic Recrence Files (Division).
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Item Number
30
NE RECORDS CONTROL SCHEDULE
Description of Files
S-E-C-R-E-T
(When Filled In)
0
File Title
Top Secret Files
Consists of official CS and non-official copies of documents bearing the
classification "Top Secret" and a Top Secret control number.
Recommended File System
25X1
File by TS number; source symbol and number, or by date.:
Review Runually for possible destruction. When no longer needed transfer
to by regular Top Secret control channels with an authorization for
destroy the documents `and/or where appropriate,, downgrading).
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number
31
Description of Files
0
File Title
Sensitive Indicator Files
(FCAPOIG-MAT)
Consists of bath CS record copies and non-record copies of sensitive
documents which bear the sensitivity indicator BYBAT or KAPOK. These
files are maintained separately from non-sensitive material. and will
usually contain both administrative and operational doctunants.
25X1
Reconmende Fie ya em
Maintain alphabetically by station symbol then numerically by document
nuxber. Note; Branch (originator - or actionee) has the responsibility
for maintaining the CS Copy of all KAPOK and RYBAT documents.
Destroy non-record copies when no longer needed (3 years). Maintain
CS record copies for life of sensitivity then file In appropriate official
C8 file or forwaxd, to [for destruction.
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NE RECORDS CONTROL SCHEDULE
Item Number File Title
32 Cryptic Reference Files
scr ption of Files
d'toorecrecord all
Files consist of cards and/or notebooks maintained
or all
sensitive and non-sensitive pseudonyms, ryP ~
indicators of interest to the branch.
Recommends File System
Must be maintained and filed according to the manditory "four part
breakdown" i.e. Part 1. Alphabetically bytru indicator; catart 2.
Alphabetically by cryptonym, pseudonym, aliasp Part
3. Numerical true name; Part 4. Numerical cryptonym, pseudonym,
alias, or indicator. True identities (parts I.
indicator st bbeedheld ain
a separate safe fran the cryptony'm, pseudonym,
(parts 2 and 4+).
Authorized silos ion
After notifying the Division Cryptic Reference Officer of cancellation
and termination, maintain for 3 months, then destroy.
S-E-C-R-E-T
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(When Filled In)
C
NE RECORDS CONTROL SCHEDULE
Item Number
File Title
33 Cryptic reference Files (Division
Description of Files
Consists of cards and/or notebooks maintained to record all sensitive
and non-sensitive cryptonyms, pseudonyms, aliases and indicators
assigned to, or of interest to, the Division. The Division Cryptic'
Reference Files are the files of record for all cryptonyms, and
indicators which begin with or are prefixed by the two letter
digraph assigned to the Division.
Recommended File System
Must be maintained and filed according to the manditory "four part
-breakdown" i.e. Part 1. Alphabetically by true name; Part 2.
Alphabetically by cryptonym, pseudonym, alias, or indicator; Part
3. Numerical true name; Part 4. Numerical crypt , pseudonym,
alias, or indicator. True identities (parts 1 and3)must be held
in a separate safe from the cryptonym, pseudonym, indicator and
aliases (parts 2 and 4).
To be maintained permanently. (Note: to be microfilmed yearly for
the Vital Materials Program.)
S-E-C-R-E-T
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S-E-C- i-E-T
SCTIOI'rIV
34. Docum2ILt Control Files
a. Cccoles (other than State)
b. Cables (State)
c. Di:,Iiatches
d. Po1.ch 1?.unifcsts
c. Do.:umcnt Abstracts
1. Tol) Socrct
g. Loss (rile control)
h. Ch2vonos used as a log
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
25X1
h. Chronos used as a log (see Chrono Files for authorized disposition)
File Title
34 Documnont Control Files
scription of Files
These are log records consisting of any forms, notebooks, cards, or
docurmzents maintained solely for the purpose of recording the receipts
transmittal, disposition, or location of material originating from
or receivtd by headquarters.
a. Cables (other than State)
b. Cables (State)
c. Dispatches
d. Pouch Manifests
e. Document Abstracts
f. Top Secret
g. Logs (file control)
Recommended Fie Sys em.
Maintain in chronological or numerical order. .
owed Disposition
a. Destroy after 6 months.
b, through e. Destroy after 1 year.
f. Branch Control Point - When document has passed out of Branch Control
Point, clear card with Division Control and destroy.
Division Control Point - When document has passed out of Division
control. destroy Division card after receipt of cancelled card
from
Destroy after 1 year.
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 Approved For Release 2009/01/16: CIA-RDP70-00211 R000800300001-8
SECT ION V
35. Nana e.ia..1, File
36. Bri ciinS -:?i in~l File
37. Offici ;1 C3 :':cojcct File
38. Desk Pry cct F ilc
39. O~:Cicia.L Ca 201, I~'ile
40. Non-201 Personalities
41. OiiciaL C3 Subject File
42. Desk Su ) ject File
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S-E-C-R-E-T
(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number
35
Description of Files
File Title
Managerial Files
These am files maintained usually for the Division., Branch., and Staff
chiefs reflecting various plans policies, .and procedures of the cornponsnt.
Miles contain copies of DCID's, C8 Administrative Plan, Global War Plan,
and similar material used in mtnaging the stdastantive functions.of the
Division or Branch.
Recomnendeel File System
Mile by subject
or ze spos on
S -E-C -R-E-T
Dastroy when superseded, or obsolete.
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S-E-C-R-E-T
(When Filled In)
NE RECORDS CONTROL SCHEDU E
Item Number
36
Description of Files
Briefing Material File
Consists of a collection of various post reports, published matarial, and
correspondence maintained as 's reference file for briefing employees going
to the field.
commended File System
File by Subject'
Destroy individual,documents on obsolete or superseded.
ri
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number File Title
37 Official. CS Project Files
Description of Files
1. Any file which documents a particular covert operation engaged in by the
Division whether formally npprovel or not is an Official Project file.
2. A project file is the r pooitoiy for Official CS records documenting
the development, implementation, operations, support, production and
discontinuance or termination of any covert operation or activity which
may involve the use of one or more individuals for specified purposes
and which requires a commitment of funds, materials, services or other
obligations on a continuing basis.
3. These operations are assigned basic cryptonyms while nts under the
operation are assigned cryptonyms with slant number. (Project EXAMPLE;
Agent EXAMPLE/l)
Recomnende&_Fil SSystem
All official project files should consist of four ba(;ic; numbered sections
in this order: 1) Development and Plans; 2) Support;. 3) Operations;
Ia) Production. Within each section, all CS documents (including RID copies
of cables) shall, be filed chronologically by the file and serial number
assigned by 'STD or Hq. Branch. Documents not processed by RID shall be
filed chronologically in the same folder.
The entire project file(s) shall, be maintained in either alphabetical
order by project cryptonym or numerically by project file number.
Authorized Disposition
Cut off and destroy Production portion on renewal of the project. Retire
the Development and Plans end Support portions of active projects when two
years old where possible-use Form go. 1666.
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S-E-C-R-E-T
(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number
38
Description of Files
Desk Project Files
A Desk Project File is an unofficial reposito for carbon copies of
documents which have been classified (numbered) into an official project.
file for which another Division or Agency component has responsibility
but which is of current interest to the desk.
These pertain to projects of other Division or Agency components
--vhich are being run from an area for which NE Division has responsibility.
Recommen e File System
Maintain files alphabetically by project cryptonym with documents (carbon
copies) filed chronologically within each project.
Authorized spos on
Destroy when terminated by responsible Agency component or when no
lamer of interest to the Desk.
S-E-C-R-E-T.
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%QW
S-E-C-R-E-T
(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number File Title
39 Official CS 201 Files
Description of Files
Consists of official files of CS record copies of documents established
as an Official 201 by the CS central file system, on personalities of
extensive reporting and CI investigation, prospective agents and sources,
and members of groups and organizations of continuing target interest.
The material includes PRQ's, copies of contracts, job sumnaries, service
records, biographic information and other related material. 201's are
established with the opening of Form 831, "Personality File Request".
Cryptaa>yma are usually assigned to personalities of operational interest.
File alphabetically by either true name or cryptomyrn or, numerically by
201 number.
Authorized spos on
25X1atir+a-~n inactive.
S-E-C-R-E-T
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
File Title
40 Non-201 Personalities
Description of Files
Consists of non-201 personalities riles maintained on individuals as
being of possible operational or CI interest. Documents are generally
duplicated in the official CS Subject, Project or 201 files.
Alphabetical by name.'
-Authorized sposi ion
Open official 201 file when individual develops operational or CI
interest and destroy duplication. Destroy file when CI or operational
interest does not develop after two years.
S-E-C-R-E-T
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NE RECORDS CONTROL SCHEDULE
Item Number File Title
41 Official CS Subject Files
Description of Files
Consists of official files of CS record copies of documents established as
a "Subject" by the CS central file system and maintained by the Divisions
on a permanent charge basis. Individual folders contain copies of Form 812
(or similar form) authorizing the opening of the subject folder. Contains
CS record copies of all pertinent documents stamped "CS Copy" and contains
cross reference sheets. Documents have all been processed through the RID
central control and retrieval system.
Recommende File Sys em
File by CS file number or alphabetically by subject.
Authorized Disposition
When no longer of. current interest to the Division., return inactive
portions or complete file series to RID/Files by routing sheet. Prepare
Form 812 for any amendments., closings or file consolidations and forward
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(When Filled In)
NE RECORDS CONTROL SCHEDULE
42
scription of Files
Desk Subject Files
Consists of auxiliary files maintained by the desk officers as being of
general operational, CI or reports interest and used for background or
reference purposes. Files contain extra copies of correspondence, infbrma
tion reports, studios and publications, printed matter, reference material,
oto., received from various sources. The CS record copies of these documents
are maintained in the Official CS Subject Files.
. Reconmiendee File System'
File alphabetically by subject.
Authorized Disposition
Screen a n uxally and destroy material over two years old. (EXCEPT that
CS record ,coties interfiled in the desk file must be withdrawn and for-
warded to with proper destruction authorization in order to clear
the controls and purge the index cards.)
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S-B-C-I -B-T
SECTION VI
43. Wor.~inc t a ars
4?4. Clacsif ice- S torn Sc
1.5. Blank Forms (Clansif ed)
1.6. Reference Publications Vile
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NWIF
U-LI-V-A\-LI~i (When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number File Title
43
Description of Files
Working Papers
A collection of documents and folders from various sources as maintained
rough notes, drafts, forms, etc., accumulated and temporarily
separate from any file system until a specific job has been completed.
This collection may also include folders and documents temporarily charged-
out of a file system.
Recommended File Sys em
Maintain in an order most convenient to the user.
Authorized. Disposition
Upon completion of a specific job, return loaned folders and documents
to file and destroy the remaining pspero.
S-E-C-R-E-T
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 Approved For Release 2009/01/16: CIA-RDP70-00211 R000800300001-8
S-E-C-R-E-T
(When Filled In)
NE RECORDS CONTROL SCHEDULE
:t:.1a Number
44
Descr ption of Files
File Title,
Classified Storm
Safe space maintained solely as a temporary storage space for bulky
documents and other materials suaiting distribution or other action.
Reconen e File System
t No arrangement
Maintain only the amount of space necessary to meet the needs of the office.
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 Approved For Release 2009/01/16: CIA-RDP70-00211 R000800300001-8
S-E-C-R-E-T
(When Filled In)
NE RECORDS CONTROL SCHEDULE
45
Description of Files
File Title
Blank r'om-ua (t;la,saif'i.ed)
These are local stocks of classified blank forms maintained by the orfices
for day-today use. Classified forrc-s niu-:t be stored in sa:l'es because the
information contained on them is ciaBaified. The classification will appear
at the top and bottom of each pap~e. Examples of classified forms are: P'RQ
part I, P'Rq, Part II, and Pseudonym Acknawledement Form. (Do not confuse
vith forma which bear the classification "SWRET. (When Willett In)"*)
File System
File by form title or by form number.
Authorized spos lion
Maintain a minimum stock level (30 day supply). Destroy when obsolete,
superseded or rescinded.
S-E-C-R-E-T
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 Approved For Release 2009/01/16: CIA-RDP70-00211 R000800300001-8
S-E-C-R-E-T
(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number
46
Description of Files
File Title
Reference Publications Files
Consists of printed copies of ptblicatione such as NIE'n, Operational Aids,
iMIsy Research Reports, nerspapers, periodicals, maps, and similar material
(both classified and unclassified) maintained for reference purposes.
Recomnen e F e Sys em
Maintain by title, series number, or date.
Daotroy vhen no longer needed.
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 Approved For Release 2009/01/16: CIA-RDP70-00211 R000800300001-8
SECTION VII
17. Li.s,.s
3. Index Cx ds
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S-E-C-R-E-T
(When Filled In)
NE RECORDS CONTROL SCHEDULE
U
Item Number
47
Description of Files
File Title
Lists
other lists maintained and used as an index.
Consists of machine licting or otivor types of lints of operational or
CI interest of orbit travelers 201's, projects subjects* or
10
Recon nen i e Sys em
Mwp only current issues; destroy old listings as they are replaced.
S-E-C-R-E-T
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 Approved For Release 2009/01/16: CIA-RDP70-00211 R000800300001-8
S-E-C-R-E-T
(When Filled In)
NE RECORDS CONTROL SCHEDULE
Item Number
Description of Files
File Title
Iudex Cards
Consists of Branch or Staff collection of cards on personalities and on
impersonal subjects which contain identifying information leading to a
document on substantive information on the person or subject concerned.
Recommended. File System
Vile alphabetically by subject.
7or-E-z-ed Disposition
Destroy the following types on a continuing basis:
a. Cards containing non substantive informatione
b. Cards leading to documents which have been destroyed.
c. Cards from which master or consolidated cards have been made.
8. Cards which have been'do-indexed or purged.
S-E-C-R-E-T
Approved For Release 2009/01/16: CIA-RDP70-00211 R000800300001-8