COMMON NUMBERING SYSTEM FOR IDENTIFYING PERSONALITIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000800300024-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: October 5, 2005
• Sequence Number: 24
• Publication Date: October 22, 1962
• Content Type: STUDY

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SdentVying Parsoraiiti
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oT this *Lan or the 1;,,,nplio,(el.a. altorays solutions.
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taderstsndin6 of the many itrotacmg Ticitter, caftnsnts or
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22 October 1962
STAFF STWY
SUBJECT; Coon Numbering Systeol for Meet j.;!- ying iersonallties
1. P7,0BLEM:
Ois develop a common numbering system for identifying personalities
of interest to varioua CIA components. The objective of such a
plan being to lessen the time and work involved in the processing
and interchange of information on individuals on -whom records may
be maintained by more than one office,
2, ASSUMPTIONS:
Any such plan must be sufficiently flexible to permit the respective
components to solve their internal procedural problems without inter-
fering with or compliOating the procedures of other offices using tbe
same nuMber in connection with the same individual-
!
-2 FACTS BEARING ON TO PROBLEM-
..., .
a. The personality nuri3bering system of the ('if ice of Personnel, the
Office of Security rio DDP, calo ,wI and .71/D were re,o;ewed
in this study. Attac nt A shows the approximate size and general
characteristics of the principle records series in which the five
different number series are used for ieentification and control.
b. There is considerable overlap in the esEignment of the various number-
ing series on new cases ranging from four numbers always assigned in
OA and POA cases to a'miniimum of too numbers always assigned staff
employees. (See Attachment B.)
All file offices have :used a six &zit number beginui with 000001
and running to a high of 370,000 for the 201 series of RID (See item
5 of Attachment A).
f.3.43-0
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S-.151-C-ReEeT
d. In the Offiee of Sec4rity, a eix qigit number has been used on
approximately 2800000 secerilerfoldera with an additional 30,000
folders assigned au4xers in special series identified. by two or
three letter erefleee? e,e., NB and EZ eerie 0I/CA has all folder's
in one series and Rt ha e all 201 folders in one series. Each of
these three offieee elle their foldera by number. The Office of
Personnel and Division D uee their ember for central only, that
is, the case folders are filed alphabetically rather than numer1calay.
e. There are a nutber a? otter Agency files on personalitiee Which uze
numbers for control or :i.dentification, but which have not yet been
considered in this review e.g., Medical Office, OTR, COI, OCR/BR
files, etc. The relevancy of the approach proporeed hereto their
collections will tt--%4e to'TJ',,T! explored in due course.
4.
DISCUSSION;
a. All requests for name checks preceeding a clearance reqpeet go to
either the Office of Security Index or the RID Main Index In every
ease 0/S assigns a number, but RID easigns a number only if the
criteria for opening a 201 are mt. It vould anpear that undee a,
common numbering syetem, a nutter could be azeigned by either of
these two offices (41 simply picked up and used by the ether offices
as the ease comes tO their attention. Aminor exception are area
division name check cases on which 201's are not opened but which arc.,
sent to Division D for cheek; a seprArnte control nuMher series would
be needed for these
b. The Office of Perao4nel does not assign the permanent employee meeker
.until the employee CDs. At this point a n4mber has been aeeived
by Office of Security and could be picked up for use as the personnel
number. Similarly, OTR and Medical Office could use this number.
e. Office of Security is assigning numbers at the rate of ,7,0 oer month,
and. RID at the rate of 2,250 per month. Approximately 600 per mane,
of the RID assigmsents are duplicated. by the Office of Security at the
time of initial proeessieg. If we eliminate the duplication and combinc
the two for a total of 3,350 per month, the total assignsents for the
next ten years will require only 402,000 number's. This would, permit
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both offices to continue to use a six digit nutber but from e
different block in the series, i.e. assign 330,000 to 699,999 to
RID and 700,000 to 899,999 to Office of Security, (fourteen and
fifteen years supply respectively). The use of prefixes would be
a matter of internal procednral requirements. For example, the
number 709065 on an RID index card would indicate Security hae a
file on the subject. ,If a 201 file is also necessary, the prefix
201 could be added to reflect that both offices have a file.
5. CONCLUSIONS:
a. A common numbering system is feasible for the five offices reviewed,
b. A six digit series woOld take care, of ell assignments anticipated for
the next ten years but tens ion to seven digit offers no particular
prdbleme in the event that assignment activity is greatly accelerated
by unforseen circumsteuces.
a. A meal' block of numbers must be reserved for FT/D cases on which no
security or 201 number is assigned.
No mass re-numbering is necessary in any of the offices of concern
but some re-numbering and cross referencing to old withers will be
necessary as new interest occurs on old eaaee esteUiehed by 0/5,
Cl/OL, and Flip,
6. RECOMMENDAMOV6:
I
a. Adopt a common numbering system using a sin digit series and assigning
blocks of numbers frma the series as shown below:
DDP/RID (for 201's) 330,000 - 699,999,
Office of Security 700,000 - 899,999'
DDP/FI/D : 900,000 - 999,999
IMF/Cl/F-1 : . None
Office of I0,0rsonael Noae
Attachment C outlines the manner in which the above five offices would
handle the processing problems which cross office lines.
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CHARACTERISTICS AND VOLUME OF NUMMED RECORDS
0 PER O'SEC CI 0& RID
DIV D ,
Folders - maintained alphabetically
16000
20,000
-.maintained numerically
310,000
69,250 260,000
Alphabetical Indices
none
i,600000
192.4000 7,50000Q0*
300,000
Numerical Indices
none
none
101,450.,,
v.
110,000
Numberof digits in BUmber Series
06
06
06 06
06
Highest number Assigned
090;000
280,000
101,450 333,000
110,000
hine Listings
none
none 4*
none
in addition to the Main Index, RID/201 maintains the following indices in which the 201 number is a factor;
a. Alphabetical In 450,000
U. Alphabetical Index
by Crypt 30,000
c. Numerical Indez by
Crypt 30,000
d. Numerical Index by
True Name 30,000
'74The Office of Personnel runs both alphabetical and numerical listings occasionally RID runs 201 listings
by area of interest and a registry or log from' which new numbers are ,,signed.
ATPACFP5E1T A
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Int* Office rrecesS.Tis rroblea:
If the prefixes to numbers uecd by the verieus offieeu aee
eegerded, the numbers in all five officee eueliaate each other to the
higheet number assigaed by each. It Ile not conteeplated that ale office
meD, renuMber their reeord series but thee aeresa referenecesystee will
be used Outlined below is, the sugeeoted hnealeg of numherinee tsrobley,L3e
ehlch cross Office lines of responelblity,
OTFIOE OF PERSONNEL:
1. AsellemeLeLeeze nr emhrs - Discontinue the preeeat series ead es:35,ga
the nunber used by Off ie of Seaueity in emcver to the requeet for
clearance. (The permanent yeezonnel neefoer is assigned at EOD and
therefore after the Security nuebsr le eaeilished.)
2. Prasent-y assigned austers - Contleue to uss Any fuether numerical
of employees would thee ercomeass the full rease of aumbere
frau 000001 to 899,999 but eoeld heve many empe. In the Office of
Personnel, only the nuMeers above 100,000 would be the same as tbe
Office of Security's nUaber.
OFFICE OF SECURITY
In proceeping a new reteuest, there. exe mine (9) posaibilitiee with
respect to the cheice of nuebere for ereeeealne, The handling of the
possibilities would be a.s ranee's:
1 No previously ass number; assige a new Security nester.
2. New Security number in elle; we the erletleg Security' member for
n11 procesping.
3, Old Security number in Mee ese the enisting Security number foe
ell processing.
e Old 201 nmMber; use the: 201 nuebee ineludine the 201 prefix. nee
all nine (9) digits on the folder and laden card. pile the folder
under the full nine (9) digits (or azelga new- Security number 3W5
eross reference the old 201 nu-hor
5. New 201 number; we thie nember for oll eeocessIng.
ATTACBEENT O
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6. New Security nuober end old 201 member; we the SeeUrity emmLer
for processing but crOss reference the 201, nupieer on the iudex
card and in the folder.
7. Nee Security number and new 201 eu:neer; ese the Security numbee
fer processing but crops reference the 201 unWeer on the index
mrd. and in the folder
8. Old Security number and old 201 runbere; use the Security number
for proceseing but cross reference the 201 number on the index,
card end in the folder.
. Olt Security nueber iJ new 201 aever; use the Security nuMber
for processing but cre*s reference tke 201 euaber on the index
card. and in the folder.
Cl/OA:
1. Discontinue the "C" nuMber system and. use 201 nunber as previously
proposed.
Wire
In proeessing no requeets, the heudlimg of the various numbering
poesibilities is es follows:
I. No number previouelereesigned; mezign a rev cumber,
2. New 201 nunber in filel; use the e:zieting 201 number for all process
3. Old 201 number in, file; use the eelotieg 201 nember for all peoceeeire.
4. New Security number iU file; use this uumber for further provezeine.
5. Old. Securityenunber in file; mesien a new 201 nember for further
processing. Cross reference the Security neater in the foldee cud
forward a notice of crees reference to Office of Seuerity.
6. Old Security and neg 201 number in file; use the 201 number for farther
processing. Cross referocee the index card the folder; notify
Office of Security of the cross reference.
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7. Old Security and old 001 nuMber f.n file;
further processing. Cross reference the
folder; notify Office of Security of the
8. New Security and new 201 num'eer in file;
further processing, Cross reference the
folder; notify Office of Security of the
9. New Security and old 001 number in file;
further processing. Cross reference the
folder; notify Office: of Security of the
DIVISION D:
In processing new r* este for green list
possibilities with respectte nreber eesienmen
follows:
use the 201 number for
index card and the
cross referenc
use the 201 number 4
index card and the
cross referencing.
use the 201 number for
index card and the
cross referenc
sae checks, the vzri
woulit be handled ea
1. 201 or Security nubs r on evest - Use this number for further
processing including the use of the number in the numerical index.
2. 201 or Security number o
a
number and cross rea.er
r' uest and Lt. betieal Index revesLs
- Process 'leder greenlist
all euMbers on the alphabetical index
cards.
3. No 201 or Securitnuser on Assign a numbe
900,000 to 999,999 series and process.
frogs the
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