RECORDS RETIREMENT PROCEDURES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00039R000100420001-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 48
• Document Creation Date: December 19, 2016
• Document Release Date: March 22, 2006
• Sequence Number: 1
• Publication Date: May 22, 1970
• Content Type: LETTER

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GENERAL SERVICES ADMINISTRATMTI
National Archives and Records Service
Washington National Records Center
RATTN OO
Gordon L. Williams Washington, D.C. 20409
Center Manager
To., Records Management Officers
Gordon L. Williams
Center Manager
In response to requests by agencies for technical advice concerning
the preparation and transfer of records to Records Centers, we have
prepared the enclosed stylized instructions in the format of a typical
records manual. The instructions are designed so that they may be
incorporated in a records disposition manual or issued separately as
an internal directive. However, modification may be required to net
the special requirements of your agency. You should review them care-
fully prior to issuance.
We hope that these instructions will clarify the procedures involved
in transferring records to Records Centers. Questions concerning
these instructions should be directed to the Washington National Records
Center, Washington, D.C. 20409.
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CHAPTER I. RECORDS CONTROL PROGRAM
a. E2Mose: The records control program provides for systematic methods of
maintaining records, removing records from high cost office space to low cost
storage areas, and disposing of records that are no longer needed to carry on the
work of this agency. Its purpose is to establish and maintain control over all
paperwork in order that relevant information be readily available to all officials.
This program is part of a Government wide program to manage the more than 4.8
million cubic feet of records produced annually and is essential to the efficient
and effective operation of all offices within this agency.
2. Authority: The Federal Records Act (44 U.S.C. 3101) and implementing regu-
lations (41 C.F.R. 101-11) of the General Services Administration require that
the head of each Federal agency establish and maintain an active and continuing
program for the economical and efficient management of agency records. The
regulations require that noncurrent records be systematically transferred to the
National Archives, retired to Federal Records Centers, or destroyed by authorized
means.
3. Implementation: This manual provides the guideline for implementing and
carrying out the requirements of the records control program. The program is
designed to achieve the following goals:
a). identifying those records that have permanent worth because of their
administrative, legal, fiscal, or historical values and transferring them
to the National Archives, other authorized depositories, or Federal Records
Centers.
b). transferring records which are consulted less than once per month
per file drawer to Federal Records Centers or local storage areas.
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c). destroying noncurrent records in accordance with approved disposal
schedules.
d). eliminating nonrecord material as rapidly as possible.
4. Definition of Records. The term "records" is defined in the Records Disposal
Act (IL U.S.C. 3301) as "all books, papers, maps, photographs, or other docu-
mentary materials, regardless of physical form or characteristics, made or
received by an agency of the United States Government in pursuance of Federal
law or in connection with the transaction of public business and preserved or
appropriate for preservation by that agency or its legitimate successor as
evidence of the organization, functions, policies, decisions, procedures, opera-
tions, or other activities of the Government or because of the informational
value of data contained therein."
Definition of Non-Record. The following classes of material have been
defined as nonrecord material:
a). extra copies of documents preserved only for convenience of reference.
b). extra copies of printed or processed materials of which official
copies have been retained for purposes of record.
c). stocks of publications and processed documents preserved for supply
purposes.
d). drafts, worksheets, and notes that do not represent significant steps
in the preparation of record copies of documents.
e). letters of transmittal that do not add information to that contained
in the transmitted material.
If there is doubt whether an item is record or nonrecord material, contact the
Records Management Office.
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6. Exhibit and Display Material. Executive Order 1144O dated December 11,
1968, requires that exhibit and display material created by Executive departments
and agencies be reviewed by the agency or department head and the Administrator
of the General Services Administration to determine its fitness fc inclusion as
part of the archival and cultural heritage of the United States. Upon approval
of the GSA Administrator, exhibits and displays which possess sufficient histor-
ical value to warrant continued preservation are transferred to his custody. If
you have exhibit material, it should be offered to the National Archives through
the Records Management Office.
7. Federal Records Centers. To assist agencies in their records disposal
program, the General Services Administration, through its National Archives and,
Records Service, operates a nationwide system of Federal Records Centers. The
Centers serve as repositories for Federal records which are not sufficiently
active to warrant their retention in expensive office space. Areas of the United
States and the Records Centers which serve them are shown in exhibit A.
(CHAPTER II, This chapter should discuss your records management organization
and how it operates throughout the agency.) -
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CHAPTER III. RETIRING RECORDS TO FEDERAL RECORDS CENTERS
1. Retirement Criteria. Records should be retired to a Records Center when they
meet the following conditions:
a). The disposition instructions in Chapter specify that they should
be transferred to a Records Center at recurring periods.
b). If the records are not covered in Chapter ,the records may be
transferred when:
1). They are consulted less than once per month per file drawer and
2). The life span of the records exceeds three years.
Records which are referred to much more often and/or have a shorter life
span, may be accepted for transfer if it is economically worthwhile. How-
ever, permission should first be obtained from the Records Management Office
and the Federal Records Center to which you plan to retire the records.
2. Preparing Records for Retirement. The following steps should be taken prior
to transferring records to a Records Center:
a). Classified records should be reviewed in order to downgrade the records
to the lowest permissible classification. Centers should be notified when
records transferred to their custody are covered by automatic time-phased
downgrading or declassification provisions.
b). All nonrecord material and all records for which the retention period
has expired should not be transferred to the Center.
3. Records Shipping Containers. Records which are eligible for transfer to
Records Centers must be placed in special containers. These containers nsasure
lOXl2X15 inches and are designed to accommodate 1 cubic foot of records. A good
rule for estimating the total number of boxes needed is this:
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a). One full letter-size file drawer requires 1/ boxes and
b). One full legal-size file drawer requires 2 boxes.
Records Centers will provide packing instructions for records that are either
too large to fit the standard containers or too :small to utilize container
dimensions effectively. In order to eliminate duplication of effort, do not
pack such records prior to receiving instructions. Contact the nearest Records
Center for special instructions. In addition, do not pack boxes so that they
weigh more than 40 pounds. If this results in a great loss of box space, contact
Procurement of Containers. Containers may be obtained in the following
manner:
a). Agencies in the Metropolitan Washington, D.C. area may obtain con-
tainers by requesting them from the Washington National Records Center.
b). Agencies located in the various General Services Administration
Regions may order containers from the nearest Records Center or from the
nearest regional depot of the Federal Supply Service (Federal Stock No.
8115-290-3379).
5. Packing Records. Pack the records firmly in the container, but do not force
them. To make future reference easier, they should not be packed so-tightly as
to hinder withdrawal. Without disturbing the existing filing arrangement, folders
should be placed in the container in an upright position. Under no circumstances
should additional folders be placed on top of folders in the upright position.
The front of the container is the 12-inch end without the metal staples. Letter-
size folders should be placed in the box so that they are facing the front of
the box. Using the front of the box as a point of reference, legal size folders
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should face the left, 15-inch, side of the container. The file folder labels on
letter-size and legal-size material can be read easily from the front of the
container. Avoid placing records with widely different retention periods in the
same container. Permanent and temporary records should never be placed in the
same container. Records from more than one office or bureau should not be packed
in the same container, nor should General Accounting Office site-audit records
be mixed with agency records.
6. Inventory Lists. As you pack the records, prepare a list to identify the
records in each container. The list should contain the title of the records
(contracts, disbursement vouchers, etc.) and the inclusive dates of the records
being transferred. The title and dates are followed by a listing of the contents
of each box in the transfer. If the records have a simple, logical arrangement,
list only the first and last item in,'each box.
Example of an inventory list:
Military Case Files, July 1967 - June 1968
Box 1 Adams, Asa - Carter, Albert
Box 2 Carter, Benjamin - Edwards, William
Box 3 Efferson, Anton - Hall, George
If the arrangement of the records is complex, list each file folder title on the
inventory list. The list will serve as a convenient reference aide to materials
that have been transferred. It is also used to prepare Standard Form 135,
"Records Transmittal and Receipt," and Standard Form 135A, "Continuation Sheet."
(See Section 10, below).
7. Accession Numbers. Records Centers use an accession number to identify
records in their custody. Each separate transfer of records must have its own
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unique number. Always refer to the accession number when you communicate with
Centers concerning records in their custody. Obtain the accession number in the
following manner:
a). Washington Metropolitan Area. Prior to retiring records, request the
accession number from the Washington National Records Center. The number
must appear on all containers being transferred as well as on the documen-
tation relating to the records.
b). Regional Areas. Regional Records Centers will issue an accession
number after they have receited the records.
c). Exception to b. Offices in a metropolitan area where a Records Center
is located should contact the Center for instructions concerning the assign-
ment of an accession number.
8. Marking Containers. When containers have preprinted labels such as the one
that appears in exhibit B. print the required information on the front of the
container with a black felt tip marker. If the containers do not have a pre-
printed label, see exhibit C which illustrates the data that should appear on
the containers.
9. Numbering Containers. Containers should be numbered consecutively, starting
with No. 1 for each transfer. Write the number on the front of the container
in the upper right hand corner if the box does not have a preprinted label.
10. Records Transmittal and Receipt (Standard Form 135). Each transfer must be
documented with a "Records Transmittal and Receipt" form. This form serves:
a). To record the transfer of the files to the custody of the Federal
Records Centers,
b). To provide an inventory sufficiently detailed to aid the Center in
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c). To guarantee the integrity of the records and,
d). To allow for the proper disposition of the records.
These forms may be ordered from the Federal Supply Service (Federal Stock No.
7510-634-11093). If additional pages are required for a single transfer, use
Standard Form 135A (Federal Stock No. 7540-E23-7952). Prepare an original and
3 copies of the forms. (When General Accounting Office site-audit records are
being transferred, prepare an original and 4 copies.) Instructions for completing
SF135 appear in exhibit D. A copy of all forms prepared should be maintained in
your office as a "suspense" file. Submit forms to the Records Centers in the
following manner:
a). Washington and Regional Areas. Send an original and two copies to the
appropriate Records Center.
b). I tropolitan Areas. Agencies located in Metropolitan areas that have
Records Centers (Washington, D.C. excepted) should contact the Centers for
instructions concerning the submission of SF135?
11. Preparation of Records for Shipment. Containers must be taped in accordance
with instructions below if they are shipped under any one of the following con-
ditions:
a). The containers will be handled four tines or more during shipment.
b). The containers comprise a freight shipment of less than carload lot.
c). The cartons are being shipped to Centers by freight, express, or parcel
post.
Tape all flaps, all corners, and edges of the boxes, top and bottom with filament
tape (Federal Stock No. 8135-290-8036). The tape must not cover labels or other
identifying data.
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12. Shipment of Records.
a). Washington Area. Upon receipt of SF135, the Washington National Records
Center will schedule your records for pickup by Center personnel if your
agency is located within the area serviced by the Center, if not, follow
subsection c, below. The proper"completion of SF135 will expedite this
service.
b). Metropolitan Areas. Agencies in metropolitan areas that have a Records
Center should contact the Center for instructions. Some of the Centers are
staffed to provide local pickup service.
c). Regional Areas. Records are normally shipped to Centers via commercial
carriers or the U.S. Postal System.
13. Loading of Records for Shipment. Large shipments of records should be loaded
into motor or rail conveyances in reverse numerical sequence so that when the
shipments reach the Centers, the first carton off will be number ula and the
others will follow in numerical sequence which means that they can be moved
directly to the shelves without being rehandled.
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CHAPTER IV. REFERENCE SERVICE FROM FEDERAL RECORDS CENTERS
1. Reference Services Provided. Federal Records Centers provide the following
a). Furnish the documents themselves on a loan basis.
b). Furnish information over the telephone.
c). Furnish copies of documents.
2. How to Obtain Reference Service from Federal Records Centers. Requests for
reference service shall be made directly to the Records Center having custody of
the records. Optional Form 11, "Request for Service," is used to make requests.
The form may be obtained from the Federal Supply Service under stock number
7540-753-4604. A separate form is used for each item requested unless the items
are in sequential order in which case only one form for the series is necessary.
Complete the form with the following information:
a). Title of the file item desired.
b). The number of the box which contains the recordd (include the FRO box
number if the Records Center assigned a new number. The new number will be
found in item 12 under the "FRC ONLY" column.)
c). The accession number.
d). The location of the records, if known (in the Washington Metropolitan
area this will appear on a flyer attached to the receipted and returned
SF135).
e). Nara and telephone number of the person making the request.
f). Agency name and exact location for delivery of the records.
If a record is urgently needed, reference requests can be made by telephone. The
caller should provide the Center with the same information as required for a
written request. Centers will also grant authorized personnel access to the records.
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Upon receipt of certain types of records recalled by an agency, the Icords
Center may request that activity to sign, date, and return a copy of the
Optional Form 11.
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EXHIBIT A
FEDERAL RECORDS CENTERS
GSA Region
Designated records of the Military
Departments and the U.S. Coast Guard
Entire Federal Government (for per-
sonnel and pay records of separated
Civilian employees; other desig-
nated records).'
Maine, Vermont, New Hampshire,
Massachusetts, Connecticut, and
Rhode Island.
New York, New Jersey (except areas
south of Trenton), Puerto Rico,
and the Virgin Islands.
New Jersey (south-of Trenton),
Deleware, and Pennsylvania
(east of Lancaster).
Pennsylvania (except?areas of
Lancaster).
District of Columbia, Maryland,
West Virginia, and Virginia.
North Carolina, South Carolina,
Tennessee, Mississippi, Alabama,
Georgia, and Florida.
Kentucky, T1l4nois, Wisconsin,
Michigan, Indiana, and Ohio.
National Personnel Records Center,
GSA (Military Personnel Records)
9700 Page Boulevard
St. Louis, Mo. 63132
National Personnel Records Center,
GSA (Civilian Personnel Records)
111 Winnebago Street
St. Louis, Mo. 63118
Federal Records Center, GSA
380 Trapelo Road
Waltham, Massachusetts 02154
Federal Records Center, GSA
641 Washington Street
New York, New York 10014
Federal Records Center, GSA
5000 Wissahickon Avenue
Philadelphia, Pa. 19144
Federal Records Center, GSA
? Naval Supply Depot, Bldg. 308
Mechanicsburg, Pa. 17055
Post Office Mailing Address
Washington National Records Center
.General Services Administration
Washington, D. C. 20409
Commercial C arrier S hipping
,.ddress
a on National Records Center
4205 Suitland Road
Suitland, Maryland
Federal Records Center, GSA
1557 St. Joseph Avenue
East Point, Georgia 30044
Federal accords Center, GSA
7201 South Leamington Avenue
Chicago, Illinois 60638
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E HIBIT A
Kansas, Iowa,' Nebraska, North
Dakota, South Dakota, Minnesota,
and Missouri (except greater St.
Louis area).
Greatbr,St. Louie area (Missouri
only).
Texas, Oklahoma, Arkansas, and
Louisiana,
Colorado, Wyoming, Utah, Arizona,
and New Mexico.
Nevada (except Clark County), Cali-
fornia (except Southern California
and Pacific Ocean areas).
Clark County, Nevada, and Southern,
California (Counties of San Luis
Obispo, Kern, San Bernardino,
Santa Barbara, Ventura, Orangep
Los Angeles, Riverside, Iaro,
Imperial, San Diego).
Washington, Oregon, Idaho,
Montana, and Alaska.
Federal Records Center, GSA
2306 East Bannister Road
Kansas City, Mo. 64.131
National Personnel Records Center,
GSA (Civilian Personnel Records)
111 Winnebago Street
St. Louis, Mo. 63118
Federal Records Center, GSA
4900 Hemphill Street
Post Office box 6216
Fort Worth, Texas 76115
Federal Records Center, GSA
Building 48, Denver Federal. Center
Denver, Colorado 80225
Federal Records Center, GSA
Building 1, 100 Harrison St.
San Francisco, California 94105
Federal Records Center, GSA
4747 Eastern Avenue
Bell, California 90201
Federal Records Center, GSA
6125 Sand Point Way
Seattle, Washington 98115
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Box Label (Preprinted)
Data to be written on the label is not underlined and appears in capital letters.
Accession No.
Agencc
Brief Description of Records
Division
CORRESPONDENCE FILES, JAN. 1968 - DEC. 1970
ADArIS - CARTER
Be sure to include the title of the file, the inclusive dates of
the records, and the contents of the box in question.
Carton No.
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Box (No Preprinted Label)
Information to be written on the box appears in capital letters inside the block.
Furnish accession # Carton #
v v
70A369
Agency TREASURY DEPT.
Division,
Bureau,
Branch or
other com-
ponent
CORRESPONDENCE FILES., JAN. 1968 - DEC. 1970
ADAMS - CARTER
Contents of this box
File title
and inclu-
sive dates
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 INSTHUC , FOR 001I'LETING STAMDAID PORN 135, aZOORDS TRANSMITTAL AND RF/"'Pt
Approved or-Re-lease - - 001 420001-2
Office to which Records
Center returns receipted
copy of this ton. Include
Stop numbers.
Be sure that Records Officer
signs the tronaittal before
sending to Center.
DO Id3T USE ADDRZYIATIONS PB THIS FORM.
Washington National Records Center, 4205 Saitla,d Road, Suitland, Maryland. Row 133
:: :^ wawa in I RECORDS TRANSMITTAL
AND RECEIPT
INmnUCTIONO
Seod orism.l .nd i.., ,opin 4, .ppr,pri.u
F.d.,.l arum,), Cmt,r.
'on' . . op
Washington, D.C. 20407 (stop 29) a
Restricted to persons approved by Agency Officials
Orrice or Records Mauageaodt Accession Section
General Services Administration M D C 20409 (St 386)
adi
? v,cc ? ,,,..u --. . ru u.+.n fri: f i ,r.,y,.., 1r~.1 I c rnrw nu. ni I rrwwinro
OrA-----ional title of_ \I _.
42 _. _I j
1 '`1 42\
in m, xuaaz~n- _ _ ,[K91Pr1Dx a u?oxos was? iN l1Rlr[ UUri a owaa .m.,o.nr
sec oats ,cloy r:N......o.c,.,r.,.wr....r....n.......nr ,nu..-n. v.r
General Services Administration
Iattional Archives and Records Service
Office of Records Management
Washington National Records Canter
Accession and Disposal Branch
Brief functional statement
of the office which created
or asintained the records.
Leave
Blank
Put file title and in-
elusive dates here.
Complete description of
records. Include subject
matter, method of arrange-
ment, end if originals or
copies.
I The Accession and Disposal Branch receives records
from Government agencies, stores the records in the
appropriate stack areas, and effects legal disposition
of the records (retain, destroy, or pending). The
Branch also keeps statistics on its holdings and on
office space released. The Branch provides assistance
in the accessioning end disposal processes to those
agencies who require it.
STATISTICS ON IALDINGS, FISCAL TZAR 1967
't'hese records are statistical tiles, ADP cards, and
cuter printouts relating to the holdings of the
Records Center for Fiscal Tear 1967. They are arranged
mnasrically by report number.
11142 - 11369
11370 - 11562
11563 - 11724
11725 - 11941
1 Un S1aed,rd F.nr, l!!A l.r .,.ti..ofi.a ,MY,)
NOTE, Each time you retire records to a Records
Center a now accession flasher is assigned. When
toanrferring to the WNRC the nober should be
obtained in advance and appear on this Pam end
on each box.
COMPUTED TO AT L RECO
70A1350 64
Building admire as and row
where recorda Sr. to be
picked up. (D.C. area only)
Obtain Accession and
Record Oroup nuobera
from the Records
Mlnagenent Office.
Always cite one of the
following) Top Secret,
Secret, Confidential,
Restricted to Persons
Approved by Agency
Officials, or Node.
One standard center box
equals one cubic foot.
Count boxes aid pat total
here.
Cite the full title of the
Disposal Manual, paragraph,
and Stan number. Be
specific.
List contents of each box.
Only first and last folders
in each box need be listed
on this fora if records are
filed in a logical arrange-
ment.
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 ora Cente
10. Chief, Rec
r?? %S ^ Od
t4
of fl, E , " E FORM t0.
D~gCR TO OST RECORDS.
S ARY
OX NO.
OF BOXES
r T~~NED
Q'HF F `, ST A
TION OF RECORDS
CLASSIF ICA
ORAGE BOX LA L
-00039F4
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RECORDS MANAGEMENT GUIDES are developed
and issued by the Agency Records Admin-
istration Officer in accordance with
Headquarters Regulation0 dated 4_64
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CONTENTS
Page No.
List of Illustrations . . . . . . . . . . . . . . . . . . ii
Introduction . . . . . . . . . . . . . . . . . . . . . . iii
I. Responsibility . . . . . . . . . . . . . . . . . . . . . 1
Records Custodian . . . . . . .. . . . . . . . . . . . 1
Records Management Officer . . . . . . . . . . . . . 2
Records Center . . . . . . . . . . . . . . . . . . . 4
II. Initiating the Retirement . . . . . . . . . . . . . . . . 5
Records Custodian . . . . . . . . . . . . . . . . . . 5
Records Management Officer . . . . . . . . . . . . . 6
Records Center . . . . . . . . . . . . . . . . . . . 9
III. Preparing the Files for Shipment . . . . . . . . . . . . 10
IV. Preparing the Records Shelf List . . . . . . . . . . . : 12
V. Sending the Records to the Center . . . . . . . . . . . . 11+
Records Custodian . . . . . . . . . . . . . . . . . . 14
Records Management Officer . . . . . . . . . . . . . 15
Records Center . . . . . . . . . . . . . . . . . . . 15
VI. Reference Service . . . . . . . . . . . . . . . . . . . . 17
Records Custodian . . . . . . . . . . . . . . . . . . 17
Records Management Officer . . . . . . . . . . . . . 19
Records Center . . . . . . . . . . . . . . . . . . . 19
VII. Disposition . . . . . . . . . . . . . . . . . . . . . . . 21
Records Center . . . . . . . . . . . . . . . . . . . 21
Records Management Officer . . . . . . . . . . . . . 24+
Records Custodian . . . . . . . . . . . . . . . . . . 24
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FIGURE 1.
FIGURE 2.
FIGURE 3.
FIGURE 4.
FIGURE 5.
FIGURE 6.
FIGURE 7.
FIGURE 8.
FIGURE 9.
FIGURE 10.
FIGURE 11.
FIGURE 12.
FIGURE 13.
FIGURE 14.
FIGURE 15.
FIGURE 16.
Page No.
RECORDS CONTROL SCHEDULE FORM 139 . . . . . . . . 1
RECORDS RETIREMENT REQUEST FORM 140 PART I . . . 6
RECORDS RETIREMENT REQUEST FORM 140 PART II .
ACCESSIONING PROCESS RECORD FORM 1192 . . . .
PACKING BOXES . . . . . . . . . ... . . . . . . . 10
RECORDS STORAGE BOX LABEL FORM 14 . . . . . . . . 11
SEALING BOXES . . . . . . . . . . . . . . . . . . 11
RECORDS SHELF LIST FORM 140A . . . . . . . . . . 12
TOP SECRET LISTING . . . . . . . . . . . . . . . 13
RECORDS RETIREMENT REQUEST FORM 140 PART III . . 16
RESTRICTION FLASH CARD . . . . . . . . . . . . . 16
RECORDS CENTER SERVICE REQUEST FORM 490 . . . . . 17
RETURN TO RECORDS CENTER STAMP . . . . . . . . . 20
RECORDS RETIREMENT REQUEST FORM 140
DISPOSAL PORTION OF PART III . . . . . . . . . . 21
NOTIFICATION OF DISPOSITION ACTION FORM 141 . . . 23
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 Approved For?g1ease 2006/04/13 : CIA-RDP72-000398000100420001-2
The Agency is producing records at a very rapid rate.
To handle this accumulation of files economically and efficiently,
the Agency is required by law to establish and maintain effective Records
Administration Programs. These programs include setting up controls over
the creation, maintenance and disposition of records.
One of the major objectives of the Agency's Records Administration
Program is to keep non-current records moving out of high-cost space and
filing equipment into the low-cost Records Center as rapidly as possible.
This guide is issued to establish standards and procedures to ac-
complish this objective. It is intended to serve as a guide for all
personnel concerned with the retirement of records to the Records Center,
including the Records Custodian, the Records Management Officer and
Records Center Personnel.
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 Approved For4glease 2006/04/13 : CIA-RDP72-00039RZ(00100420001-2
I. RESPONSIBILITY
THE RECORDS CUSTODIAN IS RESPONSIBLE FOR:
A. Accessioning
1. Executing the disposition instructions in the Records Control
Schedule (Figure 1).
2. Boxing and documenting the records that are scheduled to be re-
tired to the Records Center, according to the procedures outlined in
this handbook.
3. Observing any special instructions given by the Records Manage-
ment Officer.
RECORDS CONTROL SCHEDULE
FRHE N,.
00-60
OFFICE. DIVISION. BRANCH
CONCURRENT
ABC/D/E
El
Chief, Branch E 1 June 1960
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1
Branch Subject File
6
Temporary - Destroy after 3 years;
This file is maintained for the
cut off end of each
calendar year
hold one
Branch Chief and reflects the admin-
,
year and retire to
istration and activities of the Branch.
Records Center
The file consists of memoranda, reports,
form documents originated or received by
the Branch. Specific subjects include
personnel, production, administrative
issuances, committees, training,
briefings, trip reports and similar
material. Essential material duplicated
in the Division Subject File. Filed b
subject
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1. Knowing and documenting the series of records that have been re-
tired including the accessioning job number and box number for each
document.
2. Insuring that any records obtained on loan are returned to the
Records Center as soon as it has served the purpose for which it was
requested.
3. Notifying the Records Center if it is necessary to retain per-
manently any record that was requested on loan. (When the record is
of permanent value, the Records Center should be notified through the
Records Management Officer. If a cubic foot or more is recalled for
permanent retention, concurrence must be obtained from the Records
Management Officer on both temporary and permanent records.)
1. Applying the disposition instructions outlined in the Records
Control Schedule.
2. Initiating and justifying any change in the disposition instruc-
tions.
THE RECORDS MANAGEMENT OFFICER IS RESPONSIBLE FOR:
A. Accessioning
1. Preparing, obtaining approval for and distributing the Records
Control Schedule for his office.
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 Approved For4glease 2006/04/13 : CIA-RDP72-000398000100420001-2
2. Advising and assisting the Records Custodians and officials in
his office on all phases of records management.
3. Assuring that the records created or received by his office are
retired to the Records Center according to the Records Control
Schedule.
4. Providing liaison between the Records Custodian and the Records
Center.
1. Controlling reference service requests according to procedures
he has established in cooperation with the Records Center.
2. Instructing the personnel of his area on the procedure for ob-
taining records from the Records Center any hour of the day or night,
365 days of the year.
C. Disposition
1. Reviewing the Records Custodian's compliance with the Records
Control Schedule.
2. Reviewing the disposition instructions in the Records Control
Schedule and recommending changes when necessary.
3. Reporting to the Agency Records Administration Officer pertain-
ing to the Records Management Program in his office.
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 Approved Forlease 2006/04/13 : CIA-RDP72-00039.00100420001-2
THE CHIEF, RECORDS CENTER, IS RESPONSIBLE FOR:
A. Accessioning
1. Assigning and controlling the accessioning job number.
2. Furnishing retirement information and assistance.
3. Arranging transportation for the records to the Center including
a security escort.
4. Providing safe and secure storage for all records, observing the
need-to-know principle and enforcing restrictions placed on the use
of the records by the retiring office.
5. Providing advice and assistance to the Records Management Officer
on special problems concerning the retirement of records.
Providing reference service on the records in the most expeditious
manner possible, any hour of the day or night, 365 days of the year.
C. Disposition
1. Maintaining a tickler file on all records in the Center to in-
sure prompt disposal of scheduled records.
2. Executing the actual disposal and reporting it to the Records
Management Officer of the office concerned.
3. Reporting to the Agency Records Administration Officer on the
disposition program.
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 Approved For4please 2006/04/13: CIA-RDP72-00039 000100420001-2
To initiate the retirement of the files to the Agency Records Center
at least an original and four copies of Part I of Form 11+0, Records Re-
tirement Request (Figure 2) must be completed. (Five copies will give
one for the Records Custodian, one for the Records Management Officer and
three for the Records Center.) Most of the entries on Form 111.0 are self-
explanatory; however, a few require emphasis.
1. The accessioning job number is assigned by the Records Center.
2. The description must be the same as the files identification
in the Records Control Schedule (Figure 1). In the event the records
to be retired are not on the existing Records Control Schedule they
must be described in detail. This description will enable the
Records Management Officer to prepare a schedule for these records
and should include:
a. The name of the file series (only one series per retirement)
b. Its general content
c. The function or purpose for which it was created
d. Its significant relationship with other records, including
duplication
e. Its arrangement
f. Its inclusive dates
When Part I of the Form 11+0 has been completed all five copies must
be signed by the Records Custodian and forwarded to the Records Manage-
ment Officer. If the records are of a size other than standard legal
or letter files, the Records Management Officer should be informed, also
if TOP SECRET records are involved the Custodian should request that the
RMO contact the area or division TOP SECRET Control Officer for special
instructions.
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 Approved For?&lease 2006/04/13 : CIA-RDP72-00039.00100420001-2
ASSIGNED BY RECORDS CENTER
RECORDS RETIREMENT REQUEST
Joe-NO- NO.
original and 4 copies to Records Center. Two copies will be returned
FOR REFERENCE SERVICE ON RECORDS TRANS-
to the originating office. Additionalcopies may he prepared as indicated by
FERRED TO STORAGE COMPLETE FORM 490 AND
your ARO.
REFER TO ABOVE JOB NUMBER.
PART I (TO BE COMPLETED BY THE RECORDS CUSTODIAN)
TO. FROM: DIVISION
(Office) ABC D
D
N
7
- - -
-
Chief, Records Center.
___
DR ANCH SECTI6N
E --
APPLICATION IS MADE FOR RETIREMENT OF THE RECORDS DESCRIBED BELOW
DESCRIPTION OF FILE SERIES (Use description in Records Control Schedule Tnd Inclusive Dates.) IF NECESSARY TO LIST
RECORDS, USE FORM NO. 140A. RECORDS SHELF LIST (Check appropriate box below.)
Branch Subject File - 1960
This file is maintained for the Branch Chief and reflects the
administration and activities of the Branch. The file consists of
memoranda, reports and form documents originated or received by the
Branch. Specific subjects include personnel, production, administrative
issuances, committees, training, briefings, trip reports and similar
material. Essential material duplicated in the Division Subject File.
Filed by subject according to Handboo
SHELF LIST ATTACHED SHELF LIST TO OE INCLUDED IN TRANSFER
CLASSIFICATION OF RECORDS FILE EQUIPMENT OCCUPIED BY RECORDS
TOP SECRET
LI 1 I TTFR OTHER (specify)
LEGAL 2 NUMBER OF DRAWERS
APPROXIMATE REFERENCE ACTIVITY PER MON TH
Not more than twice
LOCATION OF RECORDS
BUILDING ROOM EXTENSION DATE SIGNATURE OF RECOR1Q"S CUSTODIAN
8
6
S
'
t
-
2
X 121 0000 1-
ANE SM
TH
PART 11 (TO BE COMPLETED BY THE AREA RECORDS
OFFICER)
Figure 2
Upon receipt of the Form 140 from the Records Custodian, the Records
Management Officer verifies that the records are eligible for retirement
to the Records Center by checking the Records Control Schedule. To be
eligible, the records must have a definite retention period. If the
records are not on the existing schedule, the Records Management Officer
obtains approval from the Agency Records Administration Officer to add
this new item to the schedule.
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When the RMO is certain that the records to be retired are properly
scheduled and documented, he completes Part II of Form 140 (Figure 3).
PART 11 (TO BE COMPLETED BY THE AREA RECORDS OFFICER)
TYPE OF MATERIAL
LJ RECORD NON-RECORD
RESTRICTIONS ON USE OF RECORDS (If no restriction. write -None,-)
Personnel of ABC/D/E and ARO
DISPOSITION AUTHORIZATION
CITE SCHEDULE OR AU THOflITY
Records Control Schedule No. 00-60, Item No. 1
BUILDING
ROOM
EXTENSION
DATE
SIGN TYRE pF AREA R CORDS OFFICER
X
loo
0000
1-8-62
( OHN HENRY
FORM NO. I110 USE PREVIOUS EDITIONS.
I MAR 56
Figure 3
Particular attention should be given to the following items:
1. RESTRICTIONS ON USE OF RECORDS
The specific restrictions imposed on the use of retired records
shall be determined by the retiring office.
2. CITE SCHEDULE OR AUTHORITY
It is necessary to specifically indicate the item number and the
approved schedule which covers it. (Only one Item Number per
retirement)
The Records Management Officer then signs the Forms 140 and sends
all five copies to the Records Center. Along with the Forms 140, the
RMO sends a note for each retirement with the following information:
1. The number and size of any special boxes needed. (Figure 4)
(The standard Records Center box is available in the Building
Supply Office.)
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 Approved For lease 2006/04/13 : CIA-RDP72-0003WO0100420001-2
A. Standard Records Center Container, (10 x 12 x 15 inches) for legal and letter-size files. Each
container holds one cubic foot.
B. Half-Standard Records Center Containers (5 x 12 x 15 inches) for 16 and 35 MM microfilm reels.
Whenever possible retire in multiples of two.
C. Five by Eight Card Box (5 x 8 x 15 inches) for 5 x 8 cards, dictaphone memo belts, and other
5 x 8 inch files. Whenever possible retire in multiples of two.
D. IBM Card Box (31' x 7 3/4 x 15 inches) for IBM Cards, cancelled checks, 3 x 5 cards and 70 M
out negatives. Whenever possible retire in multiples of five.
E. X-Ray Box (5 x 15 x 18 inches) for x-rays, newspapers, IBM listings, charts and other large
files. Whenever possible retire in multiples of four.
Figure 4
2. Any SPECIAL CLASSIFICATION of the records, so that a special
accessioning job number can be issued.
3. The number of TS FLAGS needed if the retirement includes TOP
SECRET documents.
4. Any special circumstances concerning the retirement.
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 Approved For,please 2006/04/13 : CIA-RDP72-00039,00100420001-2
RECORDS CENTER
When the Records Center receives the Forms 140 from the Records Manage-
ment Officer the following action is taken:
1. The forms are reviewed for completeness.
2. The item number is checked against the Records Center copy of the
Records Control Schedule to verify that the records are eligible to be
retired to the Center.
3. If the forms are not properly signed and completed and/or if the
records are not eligible to be retired, the forms are returned to the
Records Management Officer with explanation. If the forms are in order
the actions continue as follows:
4. The accessioning job number is issued and placed on all five copies
of the Form 140.
5. Form 1192, Accessioning Process Record (Figure 5), is initiated.
The Form 1192 is filed pending the receipt of the records.
ACCESSION NO.
OFFICE
DIVISION
BRANCH
SPACE NO.
62-1111
ABC
D
E
FROM
CUBIC FEET
NO. CONTAINERS
TYPE CONTAINERS
DATE DUE
TO
4
4
R.C.
2/9/62
ACTION
DATE
INITIALS
FORMS RECEIVED
1/9/62
WEB
rF~'
a TEMPORARY
PERMANENT
SCHEDULE NO.
PAGE N0.
FORMS CHECKED
1 9 62
REL
OD-60
_
_
__-
ITEM NO.
DISPOSAL DATE.
SCHEDULE CHECKED
1/9L62
_.
REL
1--
Jan. 1964
REMARKS
NUMBER ISSUED
1 /62
REL
RE
O
D
I
ED
4 Boxes to 121 X Bldg.
C
R
S RECE
V
2/9/62
ICS
RECORDS CHECKED
2/9/62
ICS
SERVICE
YES
NO
BOXES FURNISHED
x
TRANSPORTATION
x
OTHER
Figure 5
6. The fifth copy of the Form 140 is returned to the Records Manage-
ment Officer as authorization to transfer.
7. The requested number of special boxes are sent to the Records
Custodian.
8. Any special information or material is forwarded as requested.
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 Approved Forlease 2006/04/13 : CIA-RDP72-000300100420001-2
II IT. PREPARING FILES FOR SHIPMENT
The records should be packed as soon as possible after authorization
has been received from the Records Management Officer. (The authorization
is the copy of Form 14+0 returned to the Custodian by the RMO with the
accessioning job number assigned.)
To pack the records proceed as follows:
1. Screen out all obvious non-record material.
2. Downgrade security classification of records whenever such action
is authorized.
3. Pack the records in the box without disturbing the existing
filing arrangement, placing the folders in an upright position; this
is with the letter-size folders the twelve-inch way and the legal-
size folders the fifteen-inch way (Figure 6). The unstitched twelve-
inch end of the box is always considered the front.
Figure 6
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4. Leave enough room so that folders can be easily removed for
future reference.
RECORDS STORAGE BOX LABEL
FORM NO. 14 REPLACES FORM ND. 35-288
I JUL SM WHICH MAY BE USED.
Figure 7
5. Flag TOP SECRET documents by using a "TS FLAG" (a strip of green
card stock). Do not stamp TOP SECRET on the outside of the box.
6. Complete a Form 14, Records Storage Box Label, for each box
(Figure 7).
7. Seal boxes as shown in Figure 8.
BOX NO. JOB NO.
1 OF 4 DOMES 62-11'I1
DFFICE DIVISION
A. Sealed with 3 inch gummed Kraft tape
B. Sealed by alternately crossing the top flaps
Figure 8
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 Approved For lease 2006/04/13 : CIA-RDP72-0003 00100420001-2
IV. PREPARING THE RECORDS SHELF LIST
To provide the Records Center with an accession inventory and facili-
tate reference, a second retirement form may be used. The form used for
this accession or box-by-box inventory is the Form 140A, Records Shelf
List (Figure 9).
OFFICE DIVISION BRANCH
ABC D
E
CONTAINER NO. DESCRIPTION AND DATES
Accounting
Accounting - 9
Appropriations
- 1
- 3
Buildings and Grounds
II 11 II
II II II
II II II
II N II
2
3
9
9
10
Collection - 1
It 11
Committees - 1
Communications - 2
II 3
Dissemination - 1
Equipment and Supplies - 4
II 11 I 5
Forms - 1
Liaison - 3
11 - 4
Medical - 1
Meetings - 2
11 3
Organization and Management - 4
II II 7
11 II 11 '9
Personnel - 1 7
11 2
it 3
II 5
11 7
12
Records - 3
II 6
Reports
Security - 1
II
Training -.1
3
Travel - 2
Figure 9
JOB NO.
62-1111
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If an index is being maintained in the curre t files area for either
an alphabetical or numerical file, it is recommended that the job number,
box number and date of retirement be entered upon this file, and a shelf
list not be prepared; however, if there is no existing index, a shelf list
may be prepared.
This Shelf List must be sufficiently detailed for the Records Cus-
todian to furnish the Records Center information for any reference service
that may be required. At least an original and two copies of the Shelf
List must be made and the original and one must be sent to the Records
Center along with the corresponding records. The two copies should be
sealed in an envelope and taped to the top of the number-one box. The
entries on Form 140A are self-explanatory, however, it is essential that
the containers listed on the form are accurate and correspond exactly with
the number on the boxes.
If TOP SECRET records are included in the transfer, it is necessary
to prepare a list of the TOP SECRET documents (Figure 10). This list is
prepared in quadruplicate and must contain the following information:
1. TOP SECRET number
2. Copy number
3. Title or subject
4. Date
Three copies of the list must be sent to the Records Center with the
Form 140A.
JOB NO. 62-1111
TOP SECRET DOCUMENTS RETIRED TO RECORDS CENTER ON 4 JANUARY 1962
TS NO.
DATE
COPY NO.(S)
SUBJECT
100000
24 Jan 1960
1
Field Trip of Branch Chief
100111
15 May 1960
Survey of Field Operations
101211
30 June 1960
4
Production Status Report
109221
8 July 1960
2
Report on Branch "E" Activities
109304
17 July 1960
1
Memo for the Record RE:
Meeting with Field Representa-
tives
109972
4 Aug. 1960
8
Division Program for FY 1962
Figure 10
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V. SENDING THE RECORDS TO THE CENTER
The Records Custodian should call the Records Management Officer
when the records are ready for shipment. If the total number of boxes
in the retirement does not exceed ten, the boxes can be put in the out-
going mail and will be picked up by the regular Couriers.
If the retirement consists of more than ten boxes the Records Man-
agement Officer will arrange with the Records Center for a direct pick-up
of the records. The scheduled days for such pick-ups are announced to
the RMO. In order to make these arrangements, the Records Center requires
the following information:
1. Number of boxes
2. Type of boxes
3. Location of the records
4+. Name and extension of the Records Custodian
When direct pick-up is required it is necessary for the Records
Custodian to contact the Records Center through the Records Management
Officer no later than noon of the day before the records are ready to
be picked up. This is necessary since the Records Center must contact
and coordinate the pick-up with the following operating elements:
1. The Transportation Division
2. The Security Officer
3. The Supply Officer
Records that have special or sensitive classifications require spe-
cial handling. The Records Management Officer will advise the Custodians
on the necessary procedures to ship these records.
-11+-
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 Approved For lease 2006/04/13 : CIA-RDP72-00039 00100420001-2
RECORDS MANAG OFFICER
Whenever possible the Records Management Officer should inspect
each retirement before it is sent to the Records Center. He will advise
the Custodian on any retirement that requires special transportation or
special handling.
When the records are received the responsible person will:
1. Put them in the receiving area.
2. Inspect them for correct packing, labeling and filing arrangement.
3. Check them against the description on Form 140 and against the
information on Form 140A.
4. If the records are not in order the Records Management Officer
will be contacted and the records returned or other satisfactory ar-
rangements made. If the records are in order, the action continues
as follows:
5. If TOP SECRET records are included in the retirement, verify that
the listed TS documents are in the box. The listings are receipted
and distributed as follows:
a. The original is retained by the Records Center and is filed
in the Record Group File.
b. The second copy is forwarded to the Top Secret Control Officer.
c. The third copy is forwarded to the Custodian's Area or Di-
vision Top Secret Control Officer.
6. Arrange the boxes in numerical order within each retirement.
7. Obtain location of available space from the Space Control Index.
8. Stamp the space number on each box and place them on the shelves.
-15-
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9. Complete the receipting portion of Part III of the Form 140,
Records Retirement Request (Figure 11).
JOB N0.
5TORA[;E LOCATION
NOw Sa nCr
62-1111
28452-28455
OFF cc - -- - - -
ABC
xl......
DISI'OSAL ACTIVITY
.Narvun riax
osnl a-
.O`jan.1964
SCx O. (o Lis [J
00-60
nuTHORITV FOR OISROSNS
PpOC iTFrn
--_ l 1
eic rcrT
rvo. n11ENS
RLCFIRT VROCESSIP:G
TY- o}rn iNC on xccrivro
o ev
4
4
RC 2-9 62
I C. STACKS
10. Enter the restrictions on a 3 x 5 "flash" card (Figure 12). A
salmon color card is used if the records are temporary and a blue
card is used for permanent records.
62-1111 ABC
RESTRICTIONS
Personnel of ABC/D/E and RMO
Figure 12
11. Form 140 is distributed as follows:
a. The original and 3 x 5 restriction card is put in Locator
File.
b. The second copy is returned to the Records Management Officer
with a copy of the Records Shelf List, Form 14-0A.
c. The third copy and the original of the Shelf List, Form 140A,
is put in the Record Group File.
d. The fourth copy is put in the Disposal File.
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 Approved For lease 2006/04/13 : CIA-RDP72-00039WO0100420001-2
VI. REFERENCE SERVICE
Agency personnel can obtain quick and reliable reference service on
records in the Records Center by using Form 490, Records Center Service
Request (Figure 13).
RECORDS CENTER
SERVICE REQUEST
sE,
2/25/62 I ?ox1 62-1111 _
ACTION REQUESTED
X
Jane Smith
ABC/P/Z.__ I_ [0000
FOR RECORD CENTER USE
... viceo er wc. xa. ! a .T..
~...~EI.TM. ~:..
Figure 13
The requestor may ask for information from the records or for the
loan of records themselves. No request will be honored if it conflicts
with restrictions established by the retiring office, and no information
will be given by telephone if the information has a security classifica-
tion.
There are four types of reference service available depending on the
need of the requestor. These four types are:
1. "Routine Service" which requires about twenty-four hours; that
is requests that are mailed one morning are usually filled and re-
turned the next morning. To obtain Routine Service, simply complete
a Form 1+90, retain the last copy and send the remaining five copies
to the Records Center through the regular Agency Mail and Courier
Service. The items on Form 490 are self-explanatory. However, be-
cause it is extremely important that all items are completed cor-
rectly, further explanation may be necessary. On the right side of
Form 490 the requestor must include:
LOG DATA:
Folder marked -
Accounting - 9
-17-
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b. The number of-the box in which the requested record is filed.
c. The accessioning job number under which the record was re-
tired (ONLY ONE JOB NUMBER PER REQUEST FORM).
d. The action required; that is on loan, permanent retention
or information. (If a record of permanent value is requested
for permanent retention the request must be sent through the
Records Management Officer. If one or more cubic feet are re-
called on permanent retention the Records Custodian must obtain
concurrence of the Records Management Officer on both temporary
and permanent records.)
e. The name of the person requesting the service.
f. The office and telephone number of the requestor.
On the left side of Form 490, the requestor must identify:
g. The name of the person to whom the record is to be sent.
h. The complete address of the person to whom the record is
to be sent.
i. Under "Log Data" the description of the record or service
requested.
NOTE: Only one item per request form and requests that do not comply
with the above procedure will be returned unfilled.
2. "Priority Service" which requires about four hours. Priority
Service can be obtained by-calling the Records Management Officer,
explaining the need and furnishing him with the same information
called for on the Form 490. (Telephone requests will be honored
only if they come from the Records Management Officer or alternates
that have been authorized in writing.)
3. "Emergency Service" which requires the time it takes to "pull"
the record and deliver it to the requestor, about one and a half
hours. To obtain Emergency Service call the Records Management
Officer, explain the need, justify the emergency service, specify
the time the record is needed and furnish the same information called
for on Form 490. (Emergency Service will be provided only at the
request of the Records Management Officer or assistant.)
4. "After-hours Service" which requires about two hours. To obtain
After-hours Service follow the procedure set up by the Records
Management Officer.
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RECORDS MANAGEMENT OFFICER
Some offices find it desirable to require that all requests be made
by or channeled through one or two persons in the office. The names of
such persons should be on record at the Records Center.
When the Records Management Officer receives a call for Priority
Service or Emergency Service it is his duty to make sure that this
service is necessary. If the RMO is convinced that special service is
necessary, he then calls the Records Center and gives the same informa-
tion called for on Form 490 and the time and date the record is needed.
It is the duty of the Records Management Officer to set up a pro-
cedure whereby the Records Custodian in his area can obtain After-hours
Service. This service can be obtained any time, day or night, throughout
the year.
Concurrence is required from the Records Management Officer on all
requests, from Records Custodians in his area, that request a cubic foot
or more of records on permanent retention. This concurrence must be given
by signing the request (Form 490) or by attaching a memorandum.
A DOCUMENT IS NEVER SENT TO OTHER THAN THE RETIRING OFFICE EXCEPT
AT THE REQUEST OF THE RETIRING OFFICE.
The Records Center Service Requests are processed immediately through
the Accessioning Section. The Chief of Reference reviews the requests
and assigns them to appropriate Reference personnel.
The Records Center uses the five copies of Form 490 as follows:
1. The original for the Records Center file
2. The second copy on the Charge-Out card
3. The third copy as the Courier Receipt
4. The fourth copy on the envelope or box as the address
5. Returns the fifth copy with the Requested Record.
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 Approved Forlease 2006/04/13 : CIA-RDP72-000300100420001-2
Each request (Form 490) is checked against the restrictions on the
3 x 5 "flash" card in the Locator File. If the restrictions do not forbid
the requestor the use of the record requested, the location is placed
on the original of the Form 490. In the event the requested record is of
permanent value, or is going to other than the retiring office or is TOP
SECRET, the Form 490 and charge-out card are stamped SUSPENSE.
The record is pulled from the box and the charge-out card inserted
in its place. The record is stamped with the appropriate RETURN STAMP
(Figure 14) and placed in a container with the fifth copy of Form 490.
MUM TO UUCCU03 CENTER
HE 1.1Vk M.'LLY AF 11 USE
JOB-Box
.(' P C'OR 3
V
1
11
/1 "1141-ft to / ororLL Center'
,. e c, c. Py 4t.
.'Um
pox
Figure 14
The container is addressed by using the fourth copy of Form 490, it
is receipted by using the third copy of Form 490, and is placed in the
outgoing mail.
If the records are being recalled permanently and one cubic foot or
more is involved, all copies of Form 490 are forwarded to the Disposal
Section before any action is taken.
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 Approved For4please 2006/04/13 : CIA-RDP72-00039ROO0100420001-2
VII. DISPOSITION
THE TRANSFER OF RECORDS TO THE AGENCY RECORDS CENTER IS NOT A SUB-
STITUTE FOR DISPOSAL.
The disposal process starts when Disposition receives its copy of
the Form 140. The disposal activity portion of Part III of Form 140
(Figure 15) is completed and the form is filed in the Disposal Tickler
File.
FOLD
HERE
STORAGE }LOCATION
- -- - --- -- - - ---- -
ROW SPACE
DISPOSAL ACTIVITY
DIVISION bBRANCH
Figure 15
Jan. 1964
When the scheduled disposition date arrives the following action is
taken:
1. Remove Form 140 from tickler file
2. Remove records from the shelf and make proper disposition
3. Stamp Form 140 with disposition stamp (Figure 16). When
Disposition is made on only a part, of the accession, three copies
of Form 141 (Figure 17) must be prepared.
1b. Send two copies of completed Form 141 to Records Management
Officer.
FOLD
HLRE
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 Approved For-.lease 2006/04/13 : CIA-RDP72-000394P00100420001-2
PART III (TO BE COMPLETED BY THE RECORDS CENTER)
REFERENCE ACTIVITY
YEAR
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
TOTAL
STORAGE LOCATION
JOB NO.
62-1111
AREA
ROW
SPACE
28452 - 28455
DISPOSAL ACTIVITY
OFFICE
ABC
DIVISION
D
BRANCH
E
SECTION
DISPOSAL DATE
Jan. 1964
AUTHORITY FOR DISPOSAL
SCHEDULE NO. (Or List)
00-60
PAGE
ITEM
1
REMARKS
DATE 1-2-64 DISPOSITION NO. 64-D-500
DISPOSITION OF THE RECORDS DZSCRIBED
HE"EON HAS BEEN MADE AS FOLLOWS:
TRANSFE-;RED ^ GI:ST1-0 U [ OTHER ^
RUIHO ita 1ILs1.
Records Control Schedule 00-60,
item I/ 1.
SIGNATURE
CHIEF, ISPOSITION A&RC
RECEIPT PROCESSING
CUBIC FEET
NO. OF CONTAINERS
TYPE OF CONTAINERS
DATE RECEIVED
R VED
4
4
RC
2-9-62
tae s
FOLD
IENE
Figure 16
FOLD
MERE
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 DISPOSITION JOB NO.
NOTIFICATION OF DISPOSITION ACTION
64-D-500
TO
FROM
DATE.
RECORDS MANAGEMENT OFFICER ABC
RECORDS CENTER
1/2/64
Disposition, as indicated below, has been made of the following described
records in accordance with the authority cited.
DESCRIPTION OF RECORDS
ACCESSION JOB NO.
62-1111
VOLUME
2 cubic feet
NAME OF FILES. CONTENTS, FUNCTION AND INCLU$41VE DATES
Branch Subject File - 1960
This file is maintained for the Branch Chief and reflects
the administration and activities of the Branch. The file con-
sists of memoranda, reports and form documents originated or
received by the Branch. Specific subjects include personnel,
production, administrative issuances, committees, training,
briefings, trip reports and similar material. Essential
material duplicated in the Division Subject File. Filed by
subject
SEE ATTACHMENT(S)
SECURITY CLASSIFICATION
UNCLASSIFIED CONFIDENTIAL SECRET X TOP SECRET
AUTHORITY FOR DISPOSITION OF ABOVE RECORDS
Request from ABC/RNO
REMARKS
Boxes 3 and 4 remain in Records Center
FOR RECORDS CENTER ONLY
METHOD OF DISPOSITION
WITNESSING OFFICIAL
BURNED
SIGNATURE
W. E. Burnsides
X
TRANSFERRED Boxes 1 Mfr 2
&
TITLE
Chief, Disposition
OTHER (Specify)
DATE
1/2/64
FORM 11
4.62 141 OBSOLETE PREVIOUS EDITIONS.
Figure 17
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 Approved For lease 2006/04/13: CIA-RDP72-000300100420001-2
Make disposition of the remaining copies of the forms as follows:
a. Stamp and file original copy of Forms 140 and 140A in the
Completed Disposal Job File.
b. Stamp and file remaining copy of Form 140 in Records Group
Disposition File.
6. Post the transaction to the Records Center Statistical Records.
If records are being permanently transferred back to the retiring
office, the authority will be the signed Form 490 or memorandum from the
Records Management Officer.
The Records Management Officer files stamped copy of the Form 140
that has been received from the Records Center. The RMO copy of Form 140
is forwarded to the Records Custodian with notation as to disposition
action.
The RMO reviews all requests for records that are being recalled
permanently by the retiring office.
The Records Custodian files the noted copy of the Form 140 that
was received from the Records Management Officer, and destroys the
Form 140 for the corresponding records.
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 Approved For Release 2006/04/13 : CIA-RDP72-00039R000100420001-2
DATE
TRANSMITTAL SLIP "'
ROOM NO( BUILDING
REMARKS:
.WA
-y )
FROM:
ROOM NO.
UI
EXTENSION
FORM RFEB M 55 2A I REPLACES FORM 36--8 GPO: 1957-0-439445 (47)
WHICH MAY BE USED.
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 Apr V FOH @IlW6 0 /1 R 0$ 1-2
OFFICIAL ROUTING SLIP
T
DATE
INIT LS
I
t "a?- 70
2
3
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks:
iG~GfT'~ / c4~I'/x''/J,~-?fi~'~-r? --~/i a~ ~r,e! ''C .`
1z"I'"
yon-,
FOLD HERE TO RETURN TO SENDER
JNDPHONENOIfl
lrnvpd For Rplpa-qp ?QQ&WWj3 IROMMO 39R 1108420 0
Ap 1-2
FORM NO. 237 Use previous editions (40)
1-67