U.S. ATOMIC ENERGY COMMISSION AEC MANUAL TRANSMITTAL NOTICE CHAPTER 0616 VITAL RECORDS PROTECTION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100350009-4
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 15
• Document Creation Date: December 23, 2016
• Document Release Date: June 25, 2012
• Sequence Number: 9
• Publication Date: July 15, 1959
• Content Type: REGULATION

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U. S. ATOMIC ENEL(GY COMMISSION
AEC MANUAL
TRANSMITTAL NOTICE
CHAPTER 0616 VITAL RECORDS PROTECTION
1. Attached is AEC Manual Chapter 0616 which sets forth policies and procedures
for protecting vital records. This Chapter supersedes Chapter 0236, Micro-
filming Vital Records, dated May 7, 1954, which should be destroyed.
2. Major changes in the chapter are as follows:
a. The title has been broadened to provide for protection of vital records
by means other than microfilming.
b. "Vital records" in redefined.
c. Revised criteria are established for selecting vital records.
d. A new requirement is added for preparation of a Vital Records Protection
Plan.
e. Provision is included for use of copies of vital records as well as
microfilm.
f. Responsibility for storage of vital records is assigned to
Operations Offices.
g. Procedures are incorporated for microfilming engineering drawings and
mounting the film in aperture cards.
Please file this chapter in Part 0600 of your manual.
A ;I
General anager
July 15, 1959
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U. S. ATOMIC ENERGY COMMISSION
AEC MANUAL
Volume 0000 General Administration
AEC 0616-01
Part 0600 Emergency, Disaster, and Mobilization Plans
C&S
Chapter 0616 VITAL RECORDS PROTECTION
0616-01 Purpose and Scope
This chapter establishes a program for protecting vital records of the AEC and its
major cost-type contractors against destruction from enemy attack.
0616-02 Policy
Vital records essential to the continuing AEC wartime mission (see AEC Manual Sub-
section 0615-064) shall be protected by placing copies or microfilm at locations
outside of target areas where protection will be afforded against destruction by
enemy action. Only those categories of records identified in 0616-04 shall be
protected under the provisions of this chapter.
0616-03 Definition
Vital records are those records which would be essential following enemy attack,
for wartime construction, reconstruction, repairing, and operating plants and
facilities directly associated with the production of weapons, weapon components,
and SS materials; and select data on personnel, finance, security, and operation
of emergency relocation centers.
0616-04 Selecting Vital Records
a. The following categories of records data are designated for protection.
Unless otherwise indicated, specific records data within these categories
shall be selected by the offices concerned:
1. data on completed weapons-transfers, production, and stockpile;
weapon components, assemblies, and parts on hand or in production;
2. data, including capacities, on facilities that produce or are capable
of producing critical items or components essential to weapons
production;
3. data on SS materials. Inventory holdings of all SS materials on
hand at all stations shall be protected by the Division of Nuclear
Materials Management, Headquarters. In addition, Managers of
Operations shall protect records on SS materials in production and
weapons manufacturing channels;
4. data on materials, other than SS, essential to production processes;
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AEC 0616-04 VITAL RECORDS PROTECTION
5. data, including capacities, schedules, and estimates on facilities
that process SS materials;
6. major policy decisions, agreements, summaries of meetings, and other
actions advancing the weapons and material production programs;
7. the following security records:
(a) Master Linedex of Top Secret documents,
(b) Top Secret documents originated by the Division of Security,
Headquarters,
(c) Master Facility Data Cards,
(d) Analysis and Review Record Cards;
8. the following data on all AEC personnel. Similar data on employees
of cost-type contractors may be selected for protection at the
discretion of the Managers of Operations:
(a) Name and home address,
(b) Qualifications and special skills,
(c) Earnings, service, leave, and retirement records;
9. fiscal documents evidencing the allocations and approved programs
made available to contractor or to AEC offices within the overall
financial plans provided to the Operations Offices by Headquarters.
10. disaster and emergency operation plans;
11. vital records protection plans; and
12. records necessary to the operation and administration of Emergency
Relocation Centers.
b. In selecting the data necessary for reconstruction of weapons and
production facilities, consider:
1. the importance to wartime operations. of replacing the facility;
2. the probable availability of manpower and material to reconstruct
the facility;
3. the practicability of replacing the facility in time to aid a war
effort; and
4. unique design features, special equipment and tooling, and process
techniques peculiar to the plant.
c. In considering the selection of data essential to operation of weapons
and production facilities attention shall be given to:
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VITAL RECORDS PROTECTION AEC 0616-05
1. selecting all data needed for continued operation of those facilities,
which, because of their importance, size, or other factors, could or
would be re-established immediately after enemy attack; and
2. unique operating techniques peculiar to the atomic energy program.
0616-05 Method of Protecting Vital Records
Vital records shall be protected by placing copies or microfilm at locations
sufficiently removed from target areas to provide adequate safeguards against
their destruction from enemy attack. Records which will be needed immediately
following enemy attack should be copies that can be read without reliance on
enlarging or other equipment; other records may be copies or microfilm. In
determining whether to utilize copies or microfilm the following factors should
be considered:
a. anticipated use of the records during an emergency;
b. cost of obtaining copies versus cost of microfilm; and
c. type of records and volume.
051 Preparation of Copies. To the extent possible, duplicate copies should
be provided at the time the vital record is prepared through the use of carbon
copies of typed material or extra copies of records duplicated in the normal course
of business. Because of the considerable cost, full-size duplication of records
solely for vital records purposes should be kept to the minimum. Copies of
classified documents shall be documented and accounted for as prescribed in
security regulations.
052 Microfilm. Vital records should be microfilmed when the volume is large;
when records storage space is limited; or when records are in single copy only.
Microfilm shall be prepared in accordance with the procedures contained in
Appendix 0616-052 to this chapter.
053 Storage of Copies and Microfilm
a. In an emergency vital records must be readily available to offices
and officials having primary need for them with a minimum of
reliance on transportation systems. To this end, Operations Offices
shall arrange to provide adequate storage facilities for vital
records at the earliest practicable date. Where feasible, such
facilities should be located at, or adjacent to, field Emergency
Relocation Centers. Viewing equipment shall be provided, prefer-
ably at Emergency Relocation Centers, for reading microfilm.
b. The AEC microfilm storage vault will continue to provide storage
for vital microfilm for a temporary period pending establishment
of storage facilities by Operations Offices. Microfilm presently
at the vault should be withdrawn by originating offices as soon
as practicable.
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AEC 0616-054 VITAL RECORDS PROTECTION
054 Safeguarding Classified Records. Classified records shall be safeguarded
in the manner prescribed in AEC Manual Parts 2100 and 2400.
0616-06 Vital Records Protection Plans
a. A vital records protection plan which outlines the measures to be taken
for protecting vital records under the provisions of this chapter shall
be prepared. Plans shall identify the categories of records selected;
the facilities to which the records pertain; method of protection;
location of stored records; description of equipment at off-site
storage location for viewing or reproducing microfilm; and measures for
maintaining the records on a current basis.
b. The initial Operations Office and Headquarters Division plan developed
under this chapter shall reach the Division of Construction and Supply,
Headquarters, by December 1, 1959.
c. Vital records protection plans shall be maintained on a current basis
and major plan changes furnished as outlined above.
0616-07 Responsibilities
071 Heads of Divisions and Offices, Headquarters, shall:
a. develop a vital records protection plan for their Headquarters
office and furnish a copy of the plan to the Division of
Construction and Supply;
b. review the vital records protection plans of Operations Offices
under their jurisdiction for conformance with overall policy and
furnish a copy to the Division of Construction and Supply,
Headquarters; and
c. arrange with the Division of Construction and Supply for duplication
or microfilming, and storage of their vital records.
072 Managers of Operations shall develop and establish a vital records
protection program and plan for AEC and contractor organizations under their
jurisdiction. Specifically, they shall:
a. develop and submit a vital records protection plan, in duplicate,
to the appropriate Headquarters Operating Division; and
b. arrange for the preparation of copies or microfilm and storage of
vital records of the Operations Office.
073 The Director, Division of Construction and Supply, Headquarters,
coordinates the vital records protection program. Specifically, he shall:
a. provide staff guidance and assistance in the development and
establishment of field and Headquarters vital records protection
programs;
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VITAL RECORDS PROTECTION AEC 0616-073
b. review vital records protection plans developed by Headquarters and
Operations Offices to ensure that they are adequate and up-to-date;
c. arrange to continue the AEC-wide microfilm storage vault until
adequate facilities are established at field locations; and
d. provide vital records microfilming or other duplication services
and storage facilities for Headquarters Offices.
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VITAL RECORDS PROTECTION AEC Appendix
0616-052-A
Part I of this Appendix applies to the preparation and storage of microfilm in
reel form. Part II pertains to microfilming engineering drawings and mounting
the film in aperture cards. Offices desiring further guidance in the technical
aspects of microfilming should refer to Technical Manual 12-257, Microfilming
of Records, issued by the Department of the Army.
Part I
MICROFILM REELS
1. Assignment of Reel Numbers
Each reel of microfilm is assigned a Reel Number by the Operations Office.
Reel Numbers at Headquarters are assigned by the Division of Construction
and Supply. Blocks of numbers may be assigned to contractors or Area
Offices. Each reel of microfilm is numbered beginning with the Number 1.
The number is prefixed with the abbreviation MF and the symbol of the pre-
paring office. Additional symbols may be added as necessary to identify
suboffices or contractors. The office assigning the Reel Number maintains
an up-to-date record of such assignments.
2. Accountability for Classified Documents Microfilmed
Only one microfilm copy is made of any reel containing classified documents.
Classified records of one division, office, or contractor are not microfilmed
on the same reel with documents of others. Top Secret documents are not
photographed on reels containing unclassified documents or documents of a
lower classification. Secret, Confidential, or unclassified documents may
be photographed on the same reel. A new series need not be designated
for classified documents which have been authenticated or documented.
The consent of the classifying authority need not be obtained for classified
documents microfilmed for vital records purposes.
3. Preparation of Index to Microfilm Reel
a. Purpose. An index is prepared by typewriter on letter size paper
for each microfilm reel for the purpose of identifying the records
microfilmed and to locate specific documents on the reel. The
index is unclassified whenever possible.
b. Contents. The index contains the name of the office having custody
of the records, the number assigned to the microfilm reel, a general
description of the records and the facility, project, or function to
which they pertain, reduction ratio used, and the classification of
each document or categories of documents microfilmed; however, each
Top Secret document is listed individually.
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ABC Appendix VITAL RECORDS PROTECTION
0616-052-B MICROFILMING)
c. Documentation. Classified indexes are documented.
d. Signature. The index is signed following the last entry by the AEC or
contractor representative having custody of the records or responsible
for the microfilming operation.
e. Copy Requirements and Distribution. When the microfilm reel is classified
Top Secret, an original and three copies of the index is prepared and
distributed as follows:
Original - to accompany microfilm
1 copy - to Operations Office (at Hdgtrs.,to Div. of C & S)
1 copy - to remain with office having custody of the records
1 copy - to the Central Document Control Section, Division of
Security, Washington, D. C.
When the microfilm is classified. Secret, Confidential, or is Unclassified,
an original and two copies of the index is prepared and distributed as
outlined above, except that a copy is not sent to the Central Document
Control Section.
4. Targets Used in the Microfilming Operation and Their Sequence on the
Microfilm Reel
Targets for the purpose of identifying classification, reel number, reduction
ratio, end of reel, etc., are of such size that when microfilmed they can be
read without magnification. The microfilming of targets and other forms is
in the sequence enumerated below. (See Appendix 0616-052H for a detailed
illustration.):
a. Classification. The classification of each reel is at least as high as
the most highly classified document contained thereon. The classification
target, carrying the appropriate extra marking, is the first image filmed.
This target is microfilmed again as the last image immediately following
the "End of Reel" target.
b. Reel Number. This target consists of the prefix MF plus the Operations
Office symbol and the reel number; e.g., MF-OR-21. It is the second
image photographed on the microfilm reel.
c. Reduction Ratio. This target shows the reduction ratio used in micro-
filming the documents. It is the third image photographed.
d. Index. Whenever possible, the index described in Paragraph 3 above is
the fourth image photographed. If this is not practicable, substitute
a target indicating that the index is filmed preceding the "End of Reel"
target.
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VITAL RECORDS PROTECTION AEC Appendix
(MICROFILMING) 0616-052-C
e. File Separator or Flash Targets. A target of distinctive shape or one
bearing the words File Separator or Flash No. (1, 2, 3, etc.) is filmed
between groups of documents to indicate the end of one series and the
beginning of another. These targets are photographed as often as
necessary.
f. Correction Notice. This target is used when it is necessary to re-
photograph a document to assure legibility. It precedes the retake of
the document. The target contains the following minimum information;
CORRECTION--The preceding document has been re-photographed to assure
legibility and appears immediately hereafter.
g. Certificate of Authenticity. To provide a basis for authentication
of microfilmed records if required for legal or other purposes, the
following certificate is filmed immediately following the last
document on the reel:
This is to certify that the microphotographs appearing on this
reel starting with and ending with
are accurate and complete reproductions of the file (name of file)
of (Office and organization)
It is further certified that the microphotographic processes were
accomplished in a manner and on film which meets with requirements
of the National Bureau of Standards for permanent microphotographic
copy.
Date produced
Place (City and State)
h. End of Reel. This target bears the words "End of Reel," and is photographed
immediately following the Certificate of Authenticity and preceding the
"Classifteation" target.
5. Splicing of Microfilm
Splicing of microfilm is permitted only when, due to error or mechanical
failure during the microfilming operation, the microfilm is incomplete or
illegible. In such cases the documents are re-photographed and spliced
to the end of the reel. The "End of Reel" and "Classification" targets
are filmed as the last images on the,spliced film. The first image appearing
on the spliced film consists of the following splice certification:
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AEC Appendix VITAL RECORDS PROTECTION
0616-052-D (MICROFILMING)
SPLICE CERTIFICATION
The following (page (s), document (a)) identified as (e.g., pages 1
through 7, incl., of document No. XXVII-42-1A or pages 1 through 3,
incl., of document classified Secret cy 4/5A) are spliced to (reel
number) because of error or mechanical failure in the initial
filming operation.
Date Signature
Place Title
Organization
6. Camera Operator's Log.
A camera operator's log containing the following information is prepared for
each microfilm reel: reel number, date filmed, classification, identification
of flash targets, number of images, date processed, date inspected, and name
of operator. The logs are retained by the office performing the microfilm
operation.
7. Standard for Residual Hypo Content.
The National Bureau of Standards recommends that the residual hypo content
of permanent record film not exceed 0.005 milligrams per square inch.
Microfilm is processed to meet this standard. At periodic intervals an
unclassified sample of exposed processed film is tested to determine the
residual hypo content. Rewash of microfilm will normally remove excessive
hypo. Testing service is performed on a reimbursable basis by the National
Archives and Records Service, GSA, Washington, D. C., commerical microfilm
organizations, and local photographic laboratories.
8. Packaging Microfilm Reels and Certifying Contents
a. Packaging. Microfilm reels, on either metal or plastic spools, are enclosed
in pressboard cartons, not more than 4" x 4" in height and width. Rubber
bands or other holding devices are not placed on the reels, inasmuch as a
normal unrolling of the film is desirable to permit air flow conducive to
preservation and long life of film.
b. Microfilm Certification. Form AEC-279, "Microfilm Certification," is
prepared and attached to each carton. The certificate is executed by
the AEC or contractor representative having custody of the records or
responsible for the microfilm operation.
c. Sealing of Carton. The certificate is pasted on the carton in such a
manner that the reel number and classification are visible at one end
of the carton and one of the open-end flaps of the carton will be sealed.
Transparent cellulose tape is applied to seal the carton.
d. Illustration. Placement of the certification and sealing of the carton
is illustrated in Appendix 0616-0521.
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VITAL RECORDS PROTECTION AEC Appendix
141mi (MICROFILMING) 0616-052-E
9. Transmission to Storage
Microfilm reels and typed indexes are transmitted to storage as soon as they
are completed. Classified reels are transmitted as provided in Part 2100 of
the AEC Manual. When the U. S. Postal Service is utilized for transmission
to the records storage site, all parcels, both classified and unclassified,
are transmitted by registered mail. Shipments of large quantities of classified
reels, or reels containing unusually significant information concerning the
national defense, are coordinated with the local security office. The words
microfilm, film, reels, rolls, vault, or their abbreviations, or any phrase
or words indicating that microfilm or the storage location is involved, do
not appear on receipts or wrappers transmitting film in order to avoid any
compromise as to the location of the storage site.
10. Withdrawal from Storage
Withdrawal of film from the AEC microfilm storage vault or other storage
location is restricted to the Operations or Headquarters office which deposited
the microfilm,-or higher authority.
Part II
MICROFILMING ENGINEERING DRAWINGS
Engineering drawings are filmed on 35mm safety film meeting the standards of
the National Bureau of Standards for permanent record microfilm.
2. Microfilm Quality
Quality images of engineering drawings are of the utmost importance. Adequate
quality can be obtained through proper lighting of the image, photographing the
original tracing, use of copy board-type microfilm camera, and accurate
control of film processing. Standards for quality microfilm are:
a. Background density shall lie between 1.0 and 1.3 as indicated on the
Ansco-Sweet Densitometer or equivalent.
b. Resolution of the camera image shall be at least 100 lines/mm overall as
calibrated through the use of the National Bureau of Standards Micro-Copy
Resolution Test Chart.
c. Residual hypo shall not exceed 0.005 milligrams per square inch.
To aid in determining the resolving power of the processed film, the NBS
Micro-Copy Resolution Test Chart is photographed at the beginning and end
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AEC Appendix VITAL RECORDS PROTECTION
0616-052-F (MICROFILMING)
of each reel of film and whenever the reduction ratio, lighting, or camera
setting is changed.
Periodic tests of the microfilm are made to assure adherence to the standards.
Testing service is available from commercial microfilm organizations and local
photographic laboratories.
3. Kind of Copy
Microfilm of engineering drawings furnished for vital records protection
consists of the master negative or a first generation microfilm copy.
4. Film Spacing
Sufficient space is provided between images on the microfilm to permit mounting
of individual images in aperture cards. The camera mechanism is so adjusted
that 2 inches plus 1/16 inch minus .000 of film is advanced for each exposure
regardless of the reduction ratio employed or the size of the material being
photographed.
5. Reduction Ratios
Engineering drawings are microfilmed at the following reduction ratios:
Drawings measuring up to 17" x 22"
20 to 1
Drawings measuring larger than 17" x 22" up to
22" x 34"
24 to 1
Drawings larger than 22" x 34" 29 to 1
6. Aperture Card
Microfilm images shall be mounted in the "D" size aperture in military
position in EAM, marginally- punched, visible index, or other cards
measuring 3-1/4" x 7-3/8". Cards have a hard smooth surface on both
sides, uniform length and width within .010", have a minimum thickness of
.0072" and a maximum thickness of .012", are free from creased edges and
do not adhere to each other because of excessive burring or because of
excess or tacky ink. Cards carry identifying information such as the
drawing number; drawing title; name of facility or project; name or number
of building, assembly or part; sheet number; date or number of revision;
and classification, if any.
7. Classified Aperture Cards
Aperture cards containing classified images are classified and marked as
provided in AEC chapters 2105 and 2106 with the following exceptions:
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AEC Appendix
VITAL RECORDS PROTECTION 0616-052-G
MICROFILMING
a. The consent of the classifying authority need not be obtained for prepar-
ing classified aperture cards to be used for vital records purposes. Such
authority is obtained for classified aperture cards prepared for other
than vital records purposes.
b. Classified aperture cards are documented in the usual manner except that
the series designation will be MF (for microfilm)(authorized exceptions
to the requirements for documenting drawings apply equally to classified
aperture cards). For example, documentation of the first two copies of
an aperture card will read as follows:
This document consists of 1 page, No. 1 of 2 copies, Series MF
c. Reproductions made from microfilm aperture cards are documented using the
series designation MF followed by the letter A for the original reproduction,
B for the second, etc.
d. The classification is placed on the face of the card. In lieu of the
full extra markings the term "Restricted Data" or "Defense Information," which-
ever is applicable is placed beneath the classification.
8. Transmission of Aperture Cards to Storage
a. Cards are transmitted to storage in the same manner as provided for
microfilm reels in paragraph 9 of Part I of this Appendix. Classified
cards are accompanied by a listing describing each card (classification,
drawing number, date or number of revision, and copy and series
designation).
b. Prior to transmission, cards are arranged in logical order by project
or facility; assembly, part or building; and drawing number. Offices
having large collections of cards provide the storage point with card
guides to identify aperture card groups and facilitate filing and finding.
c. Transmission of cards containing revisions or additions to cards on
file at the storage location should clearly indicate the proper group
in which they are to be filed.
9. Withdrawal of Aperture Cards from Storm
Withdrawal of aperture cards from storage is restricted to the depositing office
or higher authority.
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AEC Appendix
0616-052-H
SEQUENCE of
TARGETS
on the
MICROFILM
REEL
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AEC bppeudix
0616-052-I
EXECUTION of
MICROFILM
CERTIFICATION
and
SEALING of
MICROFILM CARTON
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ILLUSTRATING