OIC RECORDS MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900170004-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 16
• Document Creation Date: December 21, 2016
• Document Release Date: April 18, 2008
• Sequence Number: 4
• Publication Date: September 18, 1953
• Content Type: MF

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STAT
MEMORANDUM FOR: Chief, General S
Attention: Recor
STAT
F
STAT
THROUGH: Assistant Director, Intelligence Coordinatio
SUBJECT: OIC Records Management Program
REFERENCE:
STAT
14 July 1951
1. This memorandum constitutes a voluntary report on the
present status of subject program instituted in this Office pursuant
to referenced regulation. It is intended to be of use both to your
Office and to OIC in the mutual planning and development of subject
program. (References are to subsections of referenced regulation.):
a. The Identification of Vital Materials and Their Movement
to a Repository (A (1))
This Office, as IAC Secretariat, has identified IAC agenda,
minutes, progress reports and documents and papers of the Foreign
Language Publications Advisory Committee (NSCID-16) as "vital
materials" and they are satisfactorily moving to the repository.
This material may shortly be supplemented by a small amount of
OIC materials.
b. Development of Disposal Lists for All File Series to
Provide for Their Systematic Retirement (A (2))
It is intended to retire files on a chronological basis. No
records can be retired immediately to the CIA Records Center.
.Effective 1 January 1954, OIC will file separately, but in its own
area, non-current and semi-active material for the period 1946-1950
inclusive. Active material for this period will be filed with cpmpanion
material, from 1951 to date, in office current files. On or about
1 January 1955, OIC will move to the agency Records Center -non-
current, semi-active and archival material for the period 1946-1947`-'
and will retire into its -own file of such material that for the year 1.951.
Thereafter, annually on or about 1 January, OIC will retire --ateyear's
files of such material to the Center. It is estimated that the Center
storage space to be needed 1 January 1955 will be equal to one four-
drawer safe.
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C. Inventories of All Files and Filing Equipment to Determine
the Volume, Types, Filing Arrangement, Record Character,
and Retention Periods for Documents (A (3))
Present filing equipment (5 four-drawer safes and 3 two-
drawer safes) are adequate for the forseeable future; Retention
periods are detailed under paragraph b, above.
d. Standardization of Filing Systems . and Procedures
for Maintainance of Files (A (4))
OIC files have been centralized under a subject-alphabetic
system of classification. A copy of the complete list of current
files is attached.
e. Training Courses for Area Records Officers (A(7))
1953.
The undersigned completed the course concluded 11 May
f. Nonrecord Material (B (2))
As a result of inventory of OIC files, all material for
which OIC is not the proper office-of -record has been transmitted
to the proper office-of -record. Extra copies of documents and
stocks of publications have been curtailed with a resultant saving
of 20% in filing equipment.
g. Designation of Area Records Officer (C (3))
By memorandum to Chief, General Services, 8 April 1953
the undersigned was designated OIC Area Records Officer.
2. This Office desires to maintain an efficient records management
program and to that end welcomes the assistance of your personnel.
LUCILE BORZA
Area Records Officer, OIC
Attachment
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18 September 1953
ADMINISTRATIVE FILES (in separate series, yellow tabs)
ALIENS
ATTACHES, FOREIGN IN U.S.
BIOGRAPHIC
BRIEFING AND DEBRIEFING
Briefing - Attaches
Debriefing - Government Officials
CABLES
CENSORSHIP
CENTRAL INTELLIGENCE AGENCY
Inter-office Relationships
DCI Log Items
Career Service Board
Inspector General
Senior Representatives
DD / A
General Counsel
Organization and Methods
Security Office
Communications Office'
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DD/I
Library
Diary
Memorandum of Conversation
Planning
Weekly Log
Consultants' Meetings
Estimates'
Estimates - Comments
IAC Deputies Meetings
STAT
Programming
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00
FBID
FDD
Sovmat
ORR.
Economic Defense Advisory Committee
Economic Intelligence Committee
EIC - Minutes and Agenda
EIC - Progress Report
Economic +iv arf ar e
Markings Analysis
National Intelligence Survey (NIS)
NIS Committee - Minutes
NIS - Report of the Basic Division
OSI
Atomic Intelligence
Biological Warfare Intelligence
Flying Objects
Medical Intelligence
Noise-listening
Production
Scientific Intelligence Committee (formerly SIC)
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1)1i / .V
DD/P Intelligence Support
O/TR
Area Training
Language Training
Orientation Courses
Training Bulletins
COMMITTEES
Committees - Interdepartmental Survey
Committees - Interdepartmental (By Committee)
DIRECTIVES
Inter-agency Operating Procedures (IOP)
National Intelligence Authority (NI.A)
NSCID's
(1, 1 Revision - Crisis Situations, 1 Revision - Dissemination;
2; 3; 4; 5; 7; 8; 10; 11; 12; 13; 14; 15; 16)
DCID's
(1/1; 2/1; 3/4; 3/5; 4/1; 4/2; 7/1; 11/1; 14/1)
DISSEMINATION
CIA
NIS
IAC
Non-IAC
Foreign Governments
MIC Policy
Non-National Intelligence
Release
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EVALUATION
EXTERNAL RESEARCH (files maintained b~
FOREIGN DOCUMENTS
Foreign Language Advisory Committee (NSCID 16)
Reference Subcommittee
Procurement
Foreign Language Press in U. S.
Utilization
Library
Transliteration
Foreign Language Reference Materials
INTELLIGENCE ADVISORY COMMITTEE
Agenda )
Minutes ) maintained in notebooks
)
Progress Reports )
Documents )
Air Force
Army.
Atomic Energy Commission
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STAT
STAT
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INTELLIGENCE ADVISORY COMMITTEE (cont.)
FBI
JIG
Navy
State
Cables, Sensitive
Civil Affairs /Military Government
Foreign Service
Foreign Service Manual
HICOG
Regional Conferences
Reporting, Peripheral
LIAISON
Contact Security Policy
MEETINGS
DCI Staff Conference
IAD's
Tripartite Conference - Singapore
NATIONAL SECURITY COUNCIL
NSC- 161 Foreign Intelligence Program
NSC- 142
NSC-135
NSC-114
NSC-68
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NATIONAL SECURITY COUNCIL (cont.)
STAT
OVERT ACTIVITIES ABROAD
Area Familiarization
Collection
International Conferences
Service Attaches
PSYCHOLOGICAL INTELLIGENCE
Psychological Strategy Board
PSB Information Requests
Psychological Warfare
STAT
Publications, CIA
STAT
REGULATIONS
REQUIREMENTS
CIA Requirements Committee
Interagency'Priority Committee (IPC)
Priority Targets -
STAT
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SOURCES
U. S. GOVERNMENT (non-IAC)
Budget, Bureau of
Defense, Department of
Joint Intelligence Committee
Research and Development Board
Weapons System Evaluation Group
Defense Mobilization, Office of (formerly NSRB)
Federal Civil Defense Administration
Mutual Security Agency
VOICE OF AMERICA
WATCH COMMITTEE
IAC List of Indicators
Procedures on Receipt of Critical Information
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STAT
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GTT,T 'RAL SERVICES OFFICE 4
TYPE OF EQUIPMENT
NO, OF UNITS
SAP C
4-dr letter cabinet
11
4-dr letter safe
8
64
4-dr legal safe
51
408
4-dr legal cabinet
10
80
10-dr cabinet
2
7
7-dr cabinet
1
5.5
5-dr safe
11
110
5-dr letter cabinet
1
10
5-dr map case
6
30
8-dr IBM card file
62
379
2-dr legal safe
4
16
1 door safe (2 shelf)
1
2
1 door 4-dr safe
1
8
vault safe
1
8
7 tray revolving file
1
3.5
17-dr cardex
8
5.5
18-dr cardex
4
2.5
22-dr cardex
1
.5
5x8x12 card file
2
.5
3x5x18
5
1.0
wheel file
1
.1
flexoline
".75
196
1 22~ g.g5
1228.85 lin, ft total capacity of filing equipment
562.95 lin. ft. of records covered by control schedule
223.95 lin. ft. current records
78.0 lin. ft. non-current records
261.0 lin. ft. inactive records eligible
for retirement or destruction.
30.0 lin. it. space reserved for current expansion (in
addition to space available through retirement
or destruction.
483.15 lin. ft. space utilized for other purposes
276.15 Sin. ft. overnight storage
78.0 lin. ft. storage of equipment, supplies
and blank forms
129.0 lin. ft. other for storage of chrono-
logical files, graphic presenta-
tions, microfilm reels,separate
banks of files (IBM cards), and
storage due to physical separation
of offices.
1066.10 lin. ft. of space accounted for
162.75 lin. ft. available for reissue or retained for the following
reason .
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TYPE OF EQUIPMENT
NO. OF UNITS
CAPACITY
4-dr legal safe
7
56
4-dr letter safe
1
8
vault safe
1
8
17-dr cardex
1
2
2-dr safe
2
8
12
82
82 lin. ft. total capacity of filing equipment
42.75 lin. ft. covered by control schedule
18.75 lin. ft. current records
24.0 lin. ft. inactive records eligible
for retirement or destruction
0 non-current records
0 space reserved for current expansion (in addition to
space available through retirement or destruction).
39.25 lin. ft. space utilized for other purposes
19.25 lin. ft. overnight storage
4.0 lin. ft. storage of equipment, supplies
and blank forms
16.0 lin. ft. other used by Security and
Training Officers and Publications
Staff for storage due to physical
separation of offices
82.0 lin. ft. of space accounted for
0 lin. ft. available for reissue or retained for the following
reason
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NO. OF UNITS
CAPACITY
4-dr legal safe
9
72
4-dr legal cabinet
7
56
5-dr safe
6
60
17 dr cardex
1
.5
7-dr cabinet
1
5.5
5-dr map case
1
5
7 tray revolving file
1
3.5
wheel file
1
.1
3x5x18 card file
5
1
1 door 4-dr safe
1
8
33
210
210.6 lin. ft. total capacity of filing equipment
106.6 lin. ft. of records covered by control schedule
49.6 lin. ft. current records
57.0 lin. ft. inactive records eligible
for retirement or destruction
non-current records
0. lin. ft. space reserved for current expansion (in
addition to space made available through retirement
or destruction).
78 lin. ft. space utilized for other purposes
48 lin. ft. overnight storage
0 lin. ft. storage of equipment, supplies
and blank forms
30 lin. ft. other used for microfilm reels
184.6 lin. ft. of space accounted for
26.0 lin. ft. available for reissue or retained for the following
reason
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SPACE MAINTENANCE ,STD UTILIZATION
TYPE OF EQUIPMENT
NO. OF UNITS
CAPACITY
4-dr legal safe
7
56
4-dr letter safe
1
8
4-dr letter cabinet
3
24
4-dr legal cabinet
1
8
18-dr cardex
4
2.5
5x8x12 card file
2
.5
5-dr map case
5
25
1 door safe (2 shelf)
1
2
Flexoline
3
.5
27
126.5
126.5 lin. ft. total capacity of filing equipment
40.6 lin. ft. covered by control schedule
25.6 lin. ft. current records
non-current records
15.0 lin. ft. inactive records eligible
for retirement or destruction
0 lin. ft space reserved for current expansion
addition to space available through
retirement or destruction
(in
85.9 lin. ft. space utilized for other purposes
40.9 lin. ft. overnight storage
20.0 lin. ft. storage of equipment,supplies
and blank forms
25.0 lin. ft. other map cases used for draft-
ing and graphic presentations.
126.5 lin. ft. of space accounted for
lin. ft. available for reissue or retained for the following
reason
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-TYPE OF EQUIPMENT NO. OF UNITS
4-dr letter cabinet
4-dr legal safe
4-dr legal cabinet
10-dr cabinet
5-dr safe
5-dr letter cabinet
17 dr cardex
22 dr cardex
Flexoline
8
64
10
80
1
8
2
7
2
20
1
10
6
3
1
.5
1
.25
32
192.75
192.75 lin. ft. total capacity of filing equipment
60.0 lin. ft. of records covered by control schedule
30 lin. ft. current records
15 lin. ft. non-current records
15 lin. ft. inactive records eligible
for retirement or destruction
20.0 lin. ft. space reserved for current expansion (in
addition to space available through
retirement or destruction
80 lin. ft. space utilized for other purposes
24.0 lin. ft. storage of equipment, supplies
and blank forms
48.0 lin. ft. overnight storage
8.0 lin. ft. other for storage of chronological
files which are to be discontinued
and retired to the Records Center.
160.0 lin. ft. of space accounted for
32.75 lin. ft. available for reissue or retained for the following
reason
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4-dr legal safe
18
144
4-dr letter safe
6
48
2-dr legal safe
2
8
8-dr IBM card safe
62
379
5-dr card safe
3
30
4-dr legal cabinet
1
8
92
617
617 lin. ft. total capacity of filing equipment
313 lin. ft. covered by control schedule
100 lin. ft. current records
63 lin. ft. non-current records
150 lin. ft. inactive records eligible for
retirement or destruction
0 lin. ft. space reserved for current expansion (in
addition to space available through retire-
ment or destruction)
200 lin. ft. space utilized for other purposes
120 lin. ft. overnight storage
30 lin. ft. storage of equipment, supplies
and blank forms
50 lin. ft. other used in maintaining ten
separate banks of files in
seven sections.
513 lin. ft. of space accounted for
104 lin. ft. available for reissue or retained for the following
reason _
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