REVIEW OF CS RECORDS MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000800310002-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 21
• Document Creation Date: December 19, 2016
• Document Release Date: November 28, 2006
• Sequence Number: 2
• Publication Date: February 16, 1960
• Content Type: MFR

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16 February 1960
MEMORANDUM FOR THE RECORD
SUBJECT: Review of CS Records Management Program with
At 1400 hours on 1 February 1 960, the status of the CS Records Man-
agement Program was reviewed with Chief, Management Staff.
Following are the main points covers :
1. Those papers for which the CS has a record responsibility are
held in official CS files in accordance with the CS file code system.
The criteria of CS record responsibility has recently been clarified by
the General Counsel and the current draft of retention standards (in the
proposed Chapter III of the CS Records Handbook) conforms in detail with
the General Counsel's opinion. After approval of the current draft by
the CS Records Committee, it will be referred to the General Counsel for
clearance prior to issuance. The CS instructions provide that documents,
even though classified into official CS files, may be destroyed on the
certificate of a qualified CS Records Officer when no longer of value for
record purposes.
2. The major problem of CS records management is represented by the
unofficial or auxiliary paper holdings at both headquarters and in the
field. Such holdings represent about half of the total file footage at
headquarters and almost the entire footage at field stations. While the
responsibility for proper disposition of such holdings is squarely on the
chief of the station or headquarters element concerned, it was the con-
sensus of the RMOs of the CS that some detailed guidance would be helpful
and would assure a proper degree of uniformity of disposition.
3. Some of the peculiar problems involved in CS records management
during the past were reviewed. Application of some of the standard govern-
ment-wide techniques on records management to the particular problems of
CS records have raised a number of questions. For these reasons, we have
made efforts to develop useful and realistic criteria or guides that are
applicable to CS paper holdings. In addition to coverage of this subject
in the forthcoming Chapter III of the CS Records Handbook, we now have in
draft form a "Disposition Guide for Auxiliary Paper Holdings", Part I and
Part II, covering both headquarters and the field. This draft is now in
the process of full coordination and should be finalized in the next
several weeks.
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1 in reviewing the Disposition Guide, questionned the
retention :or ,active life" of auxiliary indices or index cards (item l.a.
of 18 January draft) and referred to his briefing at the DCI meeting on
2 November 1959. The undersigned explained that certain auxiliary hold-
ings, while not actually CS record material requiring central CS control,
could not be destroyed within a fixed time period such as was indicated
an unstable government
As an example, for a country with
it is necessary to hold certain per-
sonality data on a number of individuals who might become important upon
the death or removal The same would not apply in the same
degree to a country with a re a ively stable government
The decision for retention or destruction of such holdings can only be
made by competent CS operations officers familiar with the facts involved.
In drafting Chapter III and preparing the Disposition Guide, efforts were
made to apply specific time limits in proper cases, but the nature of our
holdings does not permit such in some cases.
5. Following some discussion, it was agreed that the disposition in-
structions to be contained in Chapter III of the CS Records Handbook, sup-
plemented as appropriate by the Disposition Guide for Auxiliary Paper Hold-
ings (para. 3. above) could replace the 19-54 Records Control Schedule for
the CS and the field counterpart both of which are now obso- 25X1
lete. Further, the CS would not require a complete Records Control Schedule
for field stations or for elements of the CS headquarters; rather Chapter
,/III of the Handbook supplemented by the Disposition Guide would outline the
criteria for disposing of non-record holdings. The Disposition Guide is
considered flexible so that a station or branch chief, having the ultimate
responsibility for management of his papers, can make adjustments needed to
meet his particular circumstances. The Disposition Guide will be considered
an initial step and continued efforts will be made to improve its usefulness
by making it more realistic and specific.
6. mentioned that he was required to report to the DCI on
the status of records management in the Agency but could delay his presen-
tation for the DD/P area in order to report substantial progress. While
issuance of the Handbook and Disposition Guide would represent progress,
several more months would be required to actually purge our holdings. The
undersigned agreed to provide with a status report upon call.
cc: AEXO
C
C/OPSER
DD /P Records Management Officer
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 3 b U H L T Approved by U3}tC 17 February 1960
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DISPOSITION GUIDE FOR AUXILIARY PAPER HOLDINGS (APH)
1. Definition of Auxiliary Paper:
a. At headquarters -- all papers:
(1) The content of which does not meet the criteria for central eadquarters code
file number as part of the CS official records system or
(2) That are extra (non-record) copies maintained for temporary ease of reference, or
(3) Controlled for administrative or management purposes only; not for informational content.
b. In the field -- all papers except those which:
(1) Contain information of record value (see para. 8.b. of Chapter III d/o
r
other appropriate instructions) an
d
, an
,
(2) Are not available at headquarters.
2. Use of this Guide:
a. Chiefs of stations, bases and headquarters elements are responsible for purging the' f? se-
less and marginal papers. This Guide is provided as a supplement to Chapter III to
assist responsible officers in identifying and disposing of papers that absorb undue amounts of use-
ful office space, require manpower and funds in the sterile maintenance of marginal or duplicate
files and indices and may create unnecessary security hazards in some circumstances.
b. This Guide provides criteria which the responsible officials at headquarters and in the field may use
or may adjust to meet his particular needs. Suggestions for improvement of the Guide to make it more
realistic and useful should be addressed to the DD/P Records Management Officer at headquarters.
3. Content:
a. Part I - Ancillary Operational Records
(1) Notes - Numbers 1 through 4
b. Part II - Support and Administrative Records
(1) Notes - Numbers 5 through 7
S E C R E T
Pages 2 - 5
Page 5
Pages 6 - 11
Page 17.
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S E. C R E T
PART I - ANCILLARY OPERATIONAL RECORDS
File Series (NOTE #1)
1. Auxiliary Indices (Ch. I, para. 4.e.
Special instructions or
Applies to o ea quarters anield,
except as indicated
CI Staff provides guidance and assistance.
and Figure I
a. Auxiliary Index Cards held outside
Screen as used in current work. Destroy
or. retire with proper-notation when cards
lose value or when document to which card
refers has been destroyed,
b. Classified-Directories., Registers,
Lists (Diplomatic, military, trade
etc.)
c. Machine Listings (CI, orbit
travellers, 201s,.projects, etc.)
2. Background Material (Outside CS file
system; Ch. I. para. 4.d.
a. Biographic (non-201s)
b. Organization-& Groups (Labor,
CP front, etc.)
c, Photographic Files (Personalities,
areas, installations, etc.).
d, Subject Files (Economic, cultural,
geographic, etc.)
Destroy as replaced; retire only if unique
and of value,
Keep only current issues; destroy old list-
ings as replaced.
Use OCR facilities; screen and destroy use-
less and duplicate material; normally none
held in excess of 3 yrs; retire only col-
lections of definite potential use.
Open 201 file if case
terest.
is of general CS -in
Open official file if case is of general
CS interest.
(Hqs) Send material of long range value to
OCR?/GR or retire with 201,. project or sub-
ject files.
Do not duplicate other collections of OCR.
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Disposition Guidance
Hold not in excess of
time indicated., then
destroy (NOTE #3) or
retire to Records Cen-
ter (NOTE #It)
Note #2
Note #2
Note #2
Note #2
Note #2
Note #2
Note #2
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3. Chrono (extra copy) Files
a. Cables
b. Dispatches
c, Memoranda
d. Other Documents (see also Item 8
Reports Files, below)
Cut-off periodically. Screen to insure that the
record copies of pertinent documents (inadvert-
ently filed as chronos) are integrated. into offi-
cial file system,
(Chrono files may be used as logs -- see Part II,
Item l)a., below)
4. Cryptic Reference Files
5. Meetings, Minutes and Records of
6. Operational Support Files, General
(See also Part II - Support-and
Administrative Records)
7. Publications and Issuances
Screen as used in current work. Retain division/
station master file; destroy duplicates as fea-
sible.
Integrate pertinent information into official file
system,
Transmittal'(S and T) dispatches, memoranda or
other papers which need not be integrated into
the official file system.
Retain division/station master file for active
life; destroy duplicates as feasible.
a. CIA and CS
(OCR is permanent repository
for CIA publications and
OPSER,/PC at hqs is repository
for CS publications; copies
available upon request.)
b, Station, `Division or Hqs Staff
Retain non-regulatory papers 3 yrs; then destroy.
Retain regulatory issuances for active life.
Single copies containing important record infor-
mation on CS organization, policies and proce-
dures should be integrated into official record
'system; screen, destroy or retire residue after
3 yrs.
25X13. Reports Files
a. Background and. Reference
b. Biographic (non-201s)
FZ/_1 provides supplemental guidance on main-
ten!anc6 and disposition,
Use OCR facilities to maximum.
Usually duplicates other files; destroy when no
longer needed. m3-
S E CRET
1 yr
3 yrs
2 yrs
2 yrs
Note 12
3 yrs
2 yrs
Active life
3 yrs or
Active life
3 yrs
Note #2
Note #2
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8 E C R E T
c, CS Disseminations
(OCR is permanent repository
for all CS disseminations, ex-
cept which are integrated
into the CS file system - see
and certain
held by FI copies avail-
able upon request.)
d. Evaluations & Comments
e. Field, Raw Reports, including
Hqs NDs
Restrict distribution to actual need; destroy
surplus copies and avoid duplicate files. Cut-
off and destroy Production Section of Project
Files on renewal of the project.
FIB is central repository.
Integrate pertinent information-into official
file system. Most holdings, including reports
sourced from liaison activities, should be de-
stroyed after 1 yr. Reports from CI operations
or indexed info, may be retained longer or re-
tired to permit later review.
f. Requirements & Collection Guides
g. Source Descriptions and related
data
9. Shadow Files (Extra, non-record
copies or other material not inte-
grated in CS file system.)
a. Hqs Shadow Files (Held by subject
in cases of..multiple branch inter-
est.)
b, Field Shadow Files (Hqs assigned
code numbers -- 201s, projects and
subject or case files)
FIB is central repository.
Usually duplicates files held by operations
officers. FI s central repository for
certain source ormation at hqs.
Duplicates official files.
(Hqs) Insure that record copies of pertinent
documents are filed in the official file folder.
(Field) Destroy files on dead projects and sub-
jects which lose value. Hqs can provide dupli-
cates of CS-numbered files upon-request. See
Ch. III, para. 8
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2 yrs (Hqs)
1 yr (Field)
2 yrs
Note #2
6 mos. after
cancellation
2 yrs
Note #2
Note #2
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S E C R E T
10. Ron-Current Files, including
predecessor files
Integrate pertinent data into present official file
system; destroy residue.
NOTES APPLICABLE TO ANCILLARY OPERATIONAL RECORDS
,file folders that
Screen periodically to purge duplicate or obsolete data; as a general practice.
reach one, inch in thickness should periodically be cut-off (i.e. make a new folder) to facilitate
disposition.
Specific retention periods are not fixed in this Guide; these holdings should be retained for only
such time as there is an actual demonstrable need in the present or foreseeable future; do not re-
tain on basis of indefinite possible future need.
A simple record of file folders destroyed (but not of individual un-indexed documents) should be
kept. When indexed documents of no value are destroyed, the auxiliary index card(s) may be de-
stroyed or amended, if feasible; otherwise,. keep a list or cross reference of destroyed indexed
documents so that when the referent card is found in current-trace work it' can be destroyed or
amended as appropriate - see (This note applies primarily to field files.)
NOTE . - Ancillary Operational Records are normally destroyed instead of retired. However, when valid rea-
son exists, such holdings may be retired with automatic review for destruction at end of one year.
Field records will be retired only in exceptional cases where such records are not duplicated at
headquarters.
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S E C R E T
SUPPORT AND ADMINISTRATIVE RECORDS
Title of File - (NOTE #5).
11. Background, Station, Country or
Subject Files
12. Chrono (extra copy) Files
a. Cables
b. Dispatches
c, Other Correspondence
13. Cryptic Reference Files (Duplicates
master :tile - Part-I, Item 4)
14. Document Controls (Mail Control Rec-
ords, Pouch Manifests, Abstracts and
Logs (Secret and Below))
15. FISCAL (See also Items 11, 12 and 13
above)
a. Allotment Files (Unvouchered Funds)
(1) Advices
(2) Allotment Control Ledgers
(3) Allotment Reports and Rec-
. ord Cards
b. Audit Report Files
c, Budget Files (Instruction, narra-
tive and related work papers.)
Explanations and Special Instructions; applies
to both headquarters and field except as indi-
cated, (NOTE #6 applies in each case)
Files on general support, fiscal, personnel,
logistics, legal, security, etc. Hold fiscal
papers 3 fiscal years.
Held for tenporary convenience and reference.
Destroy on separation, termination or transfer.
See ~ for disposition of TOP SECRET
logs. Destroy pouch manifests after 1 yr,
Retain logs of important documents as needed.
As general rule, destroy or retire only after
account audited and closed.
Includes related work papers and correspondence,
(Hqs) Hold for 3 fiscal years, then retire to RC
for additional7 yrs; destroy after 10 yrs.
(Field) Destroy 2 yrs after close of FY.
Monthly status, of allotment reports and related
records.
Destroy 1 yr after settlement of discrepancies.
(Hqs) The Program Group (PG) is CS office of
record for the operational program.
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S E C R E T
Hold no ine
cess of time
shown, then de-
stroy (NOTE #7)
2 yrs
6 mos
1 yr
1 yr
2 yrs
3 FY
3 FY
.1yr
3 FY
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d, Employee Finance Files
(1) Copies of payroll and travel
papers on Staff Agents and
Staff Employees
(Field) Pouch-Leave Record Card, if maintained,
with Personnel Transfer and Clearance Sheet to
headquarters on.PCS. Destroy other documents
6 mos after PCS.
(2) Copies of contracts, payroll
and travel papers on Contract
Agents and Contract Employees
e. Finance Division General Ledger
guns
f. Obligation Files
(Support Allotment Ledgers)
g. Payroll and Overtime Files
h. Project Accounting Files
i. Station Accountings
(Original vouchers, receipts and
related accounting documents that
record all station financial
transactions)
j. Voucher, Posting and Control
Files and Journals. (Showing
expenses, obligations, costs
of property, advance and trans-
fer accounts, cash and support-
ing papers for Station Summary
Accounting Files)
(Field) Destroy all copies of papers received
from or forwarded to hqs upon termination of
employment and/or reassignment. Pouch remain-
ing papers, if any, to headquarters.
(Hqs) Monthly IBM Runs.
Used in accounting for expenditures, travel
orders, requisitions, advances, etc.
Includes requests for and records of overtime
worked.
Project authorizations and related papers.
(Hqs) Send original to Finance'Div; destroy
copies after 1 FY.
(Field) Class "An documentation; send to hqs
1-month after field audit completed and re-
solved; retain Summary Accounting Files for
3 Fy,
(Field) Send record copy to hqs. Hold for 3 FY;
then destroy other copies.
(Hqs) Vouchers - see Item l5.f. and h. above.
Hqs) Posting and Control Files - see Item 15.a.
2), f. and h. above.
6 mos after
PCs
on termina-
tion
3 FY
3 FY
1 FY
Termination
plus 1 yr
1 FY
3 FY
3 FY
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16. LOGISTICS Regula-
tions and Handbooks, also Items 11 &
12 above as applicable)
a. Property Accountability Records
(All suspense or copies other than the official
record may be destroyed immediately upon comple-
tion of transaction)
(1) Stock Record Cards (Showing
:receipts, issues and balances)
(2) Debit, Credit & Adjustment
Voucher Files and Registers
(3) Memorandum Receipt Account
- - Files (Copies of receipts,
issues-and adjustments of
non-expendable property in
use or on loan by or to in-
stallations, projects or
individuals)
(I.) Reports of Survey and related
documents
Destroy completed or discontinued cards 2 yrs
after audit.
Destroy 2 yrs after audit.
Destroy after latest Consolidated Memorandum
Receipt is reconciled and audit completed,
(Field) Destroy 2 yrs after completion or
referral.to hqs,
(1) Records of contracts or pur-
chases accomplished-through
hqs or other U.S. activity
(2) Records of purchases or con-
tracts (including vehicles,
construction, renovation)
accomplished in the field
through private or open mar-
ket sources
Destroy 1 yr after completion of transaction
and after audit.
(Field) Destroy after completion based on the
following total monetary values:
Up- to 1,000
$1, 001-to $24. ,999
$2~, 000 up
c, Disposal Files
(1) Files on disposal of real and
related personal property
Forward file to hqs, 0/Log, upon completion
of transaction,
S E C R E T
2 yrs
2 yrs
2 yrs
1 yr
See Note #7
4 yrs
7 yrs
U yrs
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(2) Files documenting sale of per-
sonal property (including bids,
transfers and record of proceeds
d. Cargo Files
(1) Incoming or Outgoing shipments
from or to hqs (thru U`,S, ac-
tivities). (Including household
and personal. effects)
(2) Shipments between field stations
(documents other than those fur-
nished Finance Officer)
Vehicle Files
(1) Operating, maintenance and cost
records summarized and posted
as monthly totals
(2) Summary maintenance operating
11 .expense and assignment records
(3)
Accident Reports & 'related rec-
ords
(4) TVA Files
f.-Real Property Records
(1) Assignments from other U.S.
activities, Leases, Dec. of
Trust and related papers (copies
of Assignments should be for-
warded currently to hqs, 0/Dog)
(2) Housing or Quarters assignments,
employee agreements, inventories,
receipts, releases., etc.
(Field) Follow b.(2) above, except any Vehicle
Disposal-Files may be destroyed after 4 yrs.
Destroy 2 yrs after completion, payment and audit. 2 yrs
(Field) Destroy 2 yrs after completion and audit.. 2 yrs
Destroy after posted and audited.
Destroy 1 yr after vehicle disposed and record I l yr
Destroy 6 yrs after came is closed.
Destroy when superseded or cancelled.
Destroy 3 yrs after normal termination, or at
conclusion of any litigation.
(Field) Destroy 6 mos after transfer, termina- 1 6 mos
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(3) Real Property Reports (to Hqs)
(4.c)
Titles, Deeds; and other papers
documenting purchase of real
property (send copies to hqs,
4/Log currently)
(5) Drawings (maps and plans) of
construction, renovations,
installations and utilities.
(Send copies to hqs, 0/Log,
currently)
17. MEDICAL (see also Items 11, 12, 13
above.)
Case Files including X-Ray Files
18. PERSONNEL (see also Items 11,. 12,
13 and 15,d, above) _
a. Personnel Card Files
(1) Employee Records (Form OF 1.b)
(2) Locator Cards (IBM)
(3) Position Inventory Files
(Form SF 7d)
(4) Service Record Cards (Field
Copy)
b. Personnel Folders (soft)
(1) Staff Employees, Staff Agents,
Military Personnel and Con-
tract Employees
Destroy 1 yr following subsequent report.
Destroy 10 yrs-after sale or release.
Destroy preliminary., duplicate and obsolete
copies. Retain copy of final drawings dur-
ing occupancy and/or ownership of building.
(Field) Upon termination or PCS, send medical
record..to hqs; destroy non-record copies and
residue, such as sick call records, after 1 yr.
(Hqs) Forward to gaining office on transfer.
Destroy on separation.
(Hqs) Follow printed instructions on card.
(Hqs) Destroy on cancellation of position.
(Field) Destroy 6 mos after separation or
transfer.
(Hqs) Upon transfer or separation, send folder
to 0/Pers for screening,
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17T
10 yrs
1 yr
6 mos
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(2) Indigenous (except Agents)
(Field) Hold for 3 mos after transfer or termini
nation. Screen out duplicate papers and then
pouch to hgss.
(Field) Destroy 3 yrs after separation or ter-
urination-of contract.
3 yrs
c. Table 'of Organization Files
(Records of staffing pattern)
19. SECURITY (see also Items 11, 12
and 13 above)
Cover Files on Individuals
Destroy when superseded or obsolete,
hqs; des roy, ance on.transfer or separation.
Send record copies of Rapers of CS value (see I
Ch,"III to Cover Division at 25X1
NOTES APPLICABLE TO SUPPORT AND ADMINISTRATIVE RECORDS
NOTE #5 - The "Handbook for Subject Filingt+ er
r_ unnumbere425X16ed 6 April
1959) provides guidance for filing o suppo. an a istrative materials (record and non-record).
NOTE #6 - Headquarters Staffs and Divisions will insure that record copies of support documents are provided
currently to the proper DD/8 "Office of-Recordito In cases of sensitive projects or similar activ-
ities, where the DCI has.exempted application of normal support procedures, the CS headquarters
element concerned-is responsible fore
a. Maintaining complete records, and
b. Providing a proper cross-reference or sanitized extract to the proper DD/S "Office of Record",
NOTE #7 - Files required to be held in excess of the period required for use or reference at a headquarters
branch or field station may be retired to the Records Center (headquarters) with definite instruc-
tions for destruction at the end of the specified period.
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MEMORANDUM FOR: Chief, Records Management Staff
SUBJECT Records Disposition
REFERENCE your memo dtd 17 November 1959
Commercial Staff has reviewed its current Records
Disposition Schedule and would like to report that during
the past year and a half this Staff has retired approximately
40 cubic feet of project records through the fac-
ilities, and has destroyed approximately 24 cubic feet of re-
cords in accordance with our disposition schedule. A portion
of this material is covered by the three items listed in the
attachment to your memorandum. As a further improvement in
our overall Records Management Program, Commercial Staff has
taken steps to destroy and eliminate extra and duplicate
copies of correspondence and internal routing sheets which have
no record value.
Records icer
CONFIDENTIAL
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11 Jan'. y 1960
r ti' L',';," ons
NKMOiL ND -0'ORtN Glhicafs of CS 'Staff s and
aJ~ :~+JECi`i i.t~:'?.?i t'!'V~'t=;k>9si :'ma'y li7''..~:~C:t:?is.}.,r%n C}.{"..~ ?S h., . s
.~ ?il e: ar.? two weys to reduce the paper handling problem in the
CS. one in from our < Xa_gt irkf; file holdings dociments not re
qu rad for Ts.~ :nt ae=,` _? :yr which requ=t.ra- span and complicate the proc-
'ofd5;~ and equally impor t a.nt pr^oblera~ to
ter 3i' g a,y, er s of The
(h~ _r F~; of j~ / ~ Z ~r-st , ryY! A n/Yq~
M-.'e ~~'~'?i on oOE.docu
is ri t';' Zjl~ 4 s'S it,..~e7
c'11 this s '~ he a.~, L. u...
merits and (.`?'" l.les , To we C".;x? Solve iela,tterij the
4
T~.f.'o{l?a_ c..m 5 4`.? ?. .. 4,..., ;tit. "..~ V G . ~.~ `..z ... f? .f t ~.
rel .?'tsed to the CS
Tam sslo1 y