POSITION STANDARDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000100010028-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 17
• Document Creation Date: December 9, 2016
• Document Release Date: May 4, 2001
• Sequence Number: 28
• Publication Date: April 2, 1956
• Content Type: REPORT

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TRANSMITTAL NO. 10
POSIT ION STANDARDS
GS-0306.00 RECORDS MANAGEMENT SERIES
TO BE FILED IN IN NUMERICAL SEQUENCE ACCORDING TO POSITION
CLASSIFICATION CODE NUMBER. TRANSMITTAL SHEETS SHOULD BE FILED TOGETHER
IN THE HANDBOOK TO SERVE AS A TABLE OF CONTENTS.
2 APRIL 1956
DISTRIBUTION:
IA, 2A, 3A,
4A, 5A, AND
6AB
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CIA POSITION STANDARD
GS-0306.00-00 RECORDS MANAGEMENT SERIES
I. INTRODUCTION
A. DEFINITION
This series includes all positions the duties of which are to
advise on, direct, supervise, or perform work involved in plan-
ning, developing, organizing, and administering records manage-
ment programs on staff or operating level. These programs cover
any or all of the following functional areas: Records creation,
records maintenance and use, records disposition, and vital ma-
terials.
B. EXCLUSIONS
ORGANIZATION AND METHODS EXAMINER - GS-0303.01
MANAGEMENT OFFICER - GS-0303.01
ASSISTANT MANAGEMENT OFFICER - GS-0303.01
These categories involve performance or supervision of adminis-
trative management, organization, procedures, and methods studies
in the interest of promoting greater efficiency, effectiveness,
and economy in management of Agency operations. They also involve
formulation of organizational plans, distribution of functions,
staffing patterns, and work methods for newly established or reor-
ganized Agency components.
MAIL AND FILE SERIES - GS-0305.00
This series includes all positions the duties of which are to
administer, supervise, or perform work involved in (a) receiving,
recording, and routing incoming mail; (b) recording and dispatch-
ing outgoing mail; and (c) indexing, filing, searching, or main-
taining control registers on correspondence, reports, memoranda,
or other records.
C. BACKGROUND INFORMATION
Federal agencies are required by law to establish and maintain an
active and continuing records management program. By controlling
and improving records from -creation or receipt to disposition,
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this program aims to obtain for the Agency improved records and
economies in manpower, supplies, equipment, and space. The ;Pro-
gram is divided functionally into reports management, correspond-
ence management, forms management, records systems and file
standards, vital materials, records disposition and Records Center
operations.
Reports management involves developing and improving reporting
systems to provide management with type and quality of reports
essential to its function; eliminating and preventing nonessen-
tial reporting; providing simple and direct reporting methods;
ensuring that instructions, forms, and procedures for necesdary
reporting are clear and complete; maintaining a central reference
file on requirements for reports and periodically publishing an
index thereof.
Correspondence management involves developing and installing form
and pattern correspondence, correspondexes, and other labor-saving
techniques or devices; formulating and establishing procedures and
style standards for uniform preparation and handling of Agency
correspondence and development of guides for their use; developing
guides and promotional material for improving the writing ability.
of Agency personnel; and evaluating and promoting use of labor-
saving stenographic and typing supplies and equipment.
Forms management involves eliminating nonessential or obsolete
forms; consolidating forms used for the same or related purposes;
preventing creation of forms with limited local application by
extending use of existing forms; simplifying and standardizing
size and design of forms; reviewing for approval or disapproval
requests for new or revised forms; assigning numbers and titles
and registering approved new or revised forms; preparing and pub-
lishing periodically a numerical, functional, and alphabetical
listing of all active Agency forms; eliminating unnecessary or
wasteful printing and duplicating practices; and centralizing pro-
curement, storage, and distribution of forms.
Records systems management involves evaluating, developing, or
applying new methods of records maintenance and servicing to effect
increased efficiency and reduced costs and to facilitate eventual
disposition of records; determining that records facilities are
adequate; establishing standards for maintaining current records in
terms of physical location, types of equipment and supplies, and
personnel utilization; and determining adequate methods of receiv-
ing, recording, routing, and delivering Agency mail.
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Vital materials management involves advising and guiding officials
responsible for selecting materials vital to reconstruction of the
Agency; determining media and frequency of deposit; establishing
indexing and filing systems; and developing disposition instruc-
tions.
Records disposition involves identifying and classifying Agency
documents, letters, reports, forms, charts, maps, books, pamphlets,
manuals, photographs, illustrations, etc. as to location, volume,
and function, and determining whether such material is record or
nonrecord in character; determining and recommending disposition
by permanent preservation, microfilming, destruction according to
applicable laws and regulations, or removal from office areas to
less expensive Records Center storage.
Records Center operations involve providing facilities of a storage
area less expensive than operational units for noncurrent Agency
records, including accessioning, reference, and disposal functions.
The Records Management Program is carried an by Records Management
Officers and Records Management Assistants: (1) In operating seg-
ments of the Agency, with responsibility for direction, supervision,
or performance of work involved in promoting, planning, developing,
organizing and administering the records management program for the
area within the framework of policies and procedures developed by
the Records Management Staff; or (2) in Records Management Staff,
with responsibility for directing and coordinating the Agency
Records Management Program by providing basic plans, policies, pro-
cedures, and staff guidance for their application to area programs;
promoting installation of programs with Agency officials; and con-
ducting surveys and operational audits in problem areas of records
management.
II. POSITION PROGRESSION AND RECRUITMENT SOURCES
Potential recruitment sources, as well as promotional or lateral transfer
possibilities to and from subject positions, are shown on the attached
position progression diagram.
III. CLASSIFICATION OF POSITIONS
Positions in this series are classified in accordance with the evalu-
ation factors on the attached Position Evaluation Chart and in quali-
fication requirements stated below.
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IV. QUALIFICATION REQUIREMENTS
PERSONNEL
2 April 1956
A. KNOWLEDGES, ABILITIES, AND EXPERIENCE REQUIRED
Required experience must include progressively responsible work
which provided, for GS-5 and GS-7 levels, analytical ability;
ability to express ideas orally and in writing; and ability to
deal effectively with people.
For levels GS-9 through GS-12, experience must also have provided
progressively greater knowledge of methods, principles, and prac-
tices associated with planning, development, installation, and
administration of a comprehensive records management program as
found in large government agencies or in private industrial or
business concerns; progressively increasing ability to recognize
and define records management problems; ability to use effectively
the tools, methods, techniques, procedures, and practices employed
in reports, forms, and correspondence management, mail control,
reference service, records maintenance, files standards, dispo-
sition of records, and vital materials operations.
The GS-12 level also requires ability to plan and organize surveys;
ability to assume and delegate responsibility; and ability to de-
velop regulations, notices, staff studies, handbooks, and other
forms of written material designed to implement records management
procedures and practices.
For levels GS-13 through GS-15, experience must also have pro-
vided ability to interpret decisions, regulations, policies, and
instructions in terms of their significance and impact upon the
internal administration of a large organization; ability to effect
adequate solutions to complex records management problems; ability
to design, install or revise records management methods, procedures,
and practices; ability to establish and maintain favorable working
relationships with top executive personnel.
Examples of Experience: Business administration, supply admin-
istration, personnel administration, accounting, auditing, fiscal
administration, other experience providing a knowledge of general
business or administrative methods, procedures, and practices; re-
ports management, forms management, correspondence management,
mail control, reference service, records maintenance, files
standards, disposition of records, and vital materials programs;
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preparation of records management handbooks or textbooks; or such
administrative activities as organization and methods examining,
program analysis, library science, and archival science.
GENERAL REQUIREMENTS ALTERNATE REQUIREMENTS
Specialized Agency experience as an
incumbent of a position directly asso-
Grade Required ciated with substantive records manage-
Level Experience ment work.
GS-5 3 yrs. 6 months at the GS- 4* grade level.
Gs-7 4 yrs. 6 months at the GS-5* or GS-6* grade
level or any combination thereof.
GS-9 5 yrs. 12 months at the GS 7'* or GS _8* grade
level or any combination thereof.
GS-11 6 yrs. 12 months at the GS _9* or GS _10* grade
level or any combination thereof.
GS-12 7 yrs. 12 months at the GS _ll* grade level.
GS-13 8- Yrs. 18 months at the GS-12* grade level.
GS-14 10 yrs. 18 months at the GS-13* grade level.
GS-15 12 yrs. 24 months at the GS-14* grade level.
*In addition to experience on which qualification to this
was based.
grade
B. ALLOWABLE SUBSTITUTIONS FOR REQUIRED EXPERIENCE
1. Successful completion of undergraduate study in such fields
as: Public administration, business administration, industrial
engineering, industrial management, political science, personnel
administration, archival science, organization and methods ex-
amining, or records management may be substituted on the basis
of one academic year of study for nine months of required experi-
ence.
2. Successful completion of all requirements for a master's degree
in the fields shown above may be substituted for four years of
required experience.
3. Successful completion of all required study for a doctor's
degree in one of the fields shown above may be substituted for
five years required experience.
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C. PERSONAL CHARACTERISTICS
Emotional stability, cooperativeness, conscientiousness and de-
cisiveness in action; ability to exercise initiative and to main-
tain favorable working relationships with others.
D. PHYSICAL CHARACiERISTICS
Duties involve no unusual physical demands. Incumbents must pass
the standard "departmental" physical examination conducted by the
Agency Medical Office, and the standard "overseas" physical exami-
nation, if being considered for overseas assignment.
E. RECOMMENDED TRAINING
A. For GS-5 to GS-7
1. Basic Orientation
2. Administrative Procedures
3. Reading Improvement
B. For GS-9 to GS-11
1. Basic Orientation
2. Operations Support
3. Basic Supervision
4. Effective Writing
5. Reading Improvement
C. For GS-12 to GS-15
1. Basic Orientation
2. Operations Support
3. Basic Management
4. Effective Writing
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CIA POSITION CATEGQRTFS
GS-0301.03 Administrative Officer
GS-0301.09 Administrative Services Officer
05-0303.01 Organizations & Methods Examiner
Records Management Officer - GS-0306.01
Records Management Assistant - GS-0306.01
POTENTIAL =Mild. RECRUITMENT SOURCES
See Qualification Requirements in this
Position Standard for detailed qualifica-
tion r.rvir.m.ni7m for RPo_nrtig Management
Positions.
CIA POSITION CATEGORIES
GS-0305.05 Mail and File Supervisor
GS-1420.01 Archivist
GS-1410.01 Librarian
PRIVATE INDUSTRIES AND NONFEDERAL GOVERNMENTS
D.O.T. Code D.O.T. Title
0-18.01 Management Engineer
0-36.92 Archivist
O_16.85 Form Designer
0-69.86 File-Service Worker
0-69.98 Systems Engineer
0-97.12 Office Manager
IIEBERAL CIVIL SERVICE OUTSIDE CIA
F.P. C.P. Code F.P. C.P. Title
GS-303-0 Organization and Methods
Examining Series
GS-306-0 Records Management Series
GS-1420-0 Archives Series
U. S. ARMED SERVICES
M.O.S.
1\1_.:Z21?
Code
Title
Code
Title
-A-T6-
Archivist
T6TO
Administrative Management
2600
Administrative Assistant
Control Officer
2610
Management Analyst
2625
General Services Officer
2670
Records Management Officer
3310
Personnel Records
Management Officer
A.F.S.
Code
Title
6746
Management Analysis
Officer
7024
Administrative Officer
SCHOOLS
Recent Graduates of Accredited Colleges
and Universities with a Major in Business
Administration, Public Administration,
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POSITION EVALUATION CHART
RECORDS MANAGEMENT SERIES - GS-0306.01-00
EVALUATION
FACTORS
GRADE LEVEL
DISTINCTIONS
RECORDS MANAGEMENT ASSISTANT - GS-0306.01-05
RECORDS MANAGEMENT ASSISTANT - GS-0306.01-07
RECORDS MANAGEMENT ASSISTANT - GS-0306.01-09
RECORDS MANAGEMENT OFFICER - GS-0306.01-11
RUTIES
DUTIES
DUTIES
DUTIES
THIS IS THE ENTRANCE LEVEL. INCUMBENTS ACQUIRE INFORMATION
CONCERNING ORGANIZATION AND FUNCTIONS OF THE AGENCY. DIVERSE
RECORDS AND RECORDS SYSTEMS MAINTAINED. USE OF RECORDS IN THE
AGENCY. AND PRINCIPLES AND PRACTICES OF RECORDS MANAGEMENT.
PARTICULARLY IN THE ACTIVITIES OF REFERENCE SERVICE. MAINTE.
NANCE MANAGEMENT, AND DISPOSITION OF RECORDS. EXAMPLES OF
TASKS: MAINTAINING A PERPETUAL STOCK INVENTORY OF AGENCY
PUBLICATIONS. FILLING REQUESTS FOR ITEMS FROM THAT STOCK. AND
PERFORMING RECORDS SEARCHES FOR ROUTINE REFERENCE REQUESTS.
INCUMBENTS ARE ENCOURAGED TO ATTEND FORMAL CLASSES IN RECORDS
MANAGEMENT AND ARE GIVEN ON-THE-JOB TRAINING IN RECORDS MAN.
AGEMENT TECHNIQUES AND PRACTICES.
INCUMBENTS PERFORM TASKS INVOLVED IN ACCESSIONING. REFERENCE.
AND DISPOSAL OF RECORDS. PREPARATION OF ACCESSIONING RECORDS.
INVENTORY AND REARRANGEMENT OF RECORDS WHEN NECESSARY. PREPA-
RATION OR IMPROVEMENT OF FINDING MEDIA. APPLICATION OF DIS-
POSAL SCHEDULES. PERFORMANCE OF DIFFICULT RECORDS SEARCHES,
INSPECTION OF RECORDS FOR CONDITION. AND DISCUSSION OF PRO-
POSED ACCESSIONING OR DISPOSAL ACTIONS WITH OPERATING OFFI-
CIALS. INCUMBENTS ARE ENCOURAGED TO ATTEND FORMAL CLASSES
IN RECORDS MANAGEMENT AND ARE GIVEN ON.THE-JOB TRAINING IN
RECORDS MANAGEMENT TECHNIQUES AND PRACTICES.
INCUMBENTS PERFORM ASSIGNED TASKS ON SURVEYS OR STUDIES*
DEVELOP AND INSTALL RECORDS MANAGEMENT FUNCTIONS IN AN OPER-
ATIONAL SEGMENT. OR EXERCISE RESPONSIBILITY FOR ONE MAJOR
ACTIVITY OF THE RECORDS CENTER. ACCESSIONING. REFERENCE AND
DISTRIBUTION. OR DISPOSAL. TYPICAL TASKS: DEVELOPMENT AND
INSTALLATION OF RECORDS TECHNIQUES AND PROCEDURES. INCLUDING
MAIL CONTROL AND CORRESPONDENCE PROCEDURES. LOCATION AND EX-
TENT OF FILING STATIONS. CLASSIFICATION PLANS AND FILING
STANDARDS. FINDING MEDIA. PERFORMANCE STANDARDS. AND STANDARD-
IZATION OF FILING EQUIPMENT AND SUPPLIES: IDENTIFICATION.
CLASSIFICATION AND EVALUATION OF AGENCY DOCUMENTS TO DETER-
MINE WHETHER SUCH DOCUMENTS ARE RECORD OR NONRECORD AND TO
RECOMMEND DISPOSITION BY PERMANENT PRESERVATION. MICROFILM-
ING. OR DESTRUCTION ACCORDING TO APPLICABLE LAWS OR REGULA-
TIONS: REDUCTION. SIMPLIFICATION. AND IMPROVEMWT OF REPORTS
AND CORRESPONDENCE, AND DEVELOPMENT AND INSTALLATION OF FORM
AND PATTERN CORRESPONDENCE, CORRESPONDEXES. STYLE STANDARDS
AND TRAINING MATERIAL: DESIGN. ANALYSIS. SIMPLIFICATION.
STANDARDIZATION. AND DETERMINATION OF ESSENTIALITY OF PRO-
POSED NEW OR REVISED FORMS, AND DETERMINATION OF MOST ECO-
NOMICAL MEANS OF REPRODUCTION.
INCUMBENTS SERVE AS STAFF SURVEY LEADERS OR OPERATIONAL
AREA OFFICERS PERFORMING WORK INVOLVING PLANNING. DEVELOP
ING AND INSTALLING A COMPLETE RECORDS MANAGEMENT PROGRAM
FOR THE AREA. TYPICAL TASKS ARE SIMILAR TO THOSE FOR
GS.9.
I. SCOPE AND EFFECT
LIMITED IN SCOPE. NO AREA RESPONSIBILITY. WORK CONSISTS OF
SPECIFIC TASKS ASSIGNED TO PROVIDE TRAINING. ERRORS OF DECI.
SION OR ACTION WOULD RESULT CHIEFLY IN DELAY.
SAME AS FOR GS-5.
AREA OF RESPONSIBILITY: WORK CONSISTS OF SPECIFIC ASSIGN.
MENTS ON SURVEYS OR STUDIES: SINGLE OPERATIONS OF THE RECORDS
CENTER. A DEPOSITORY FOR NONCURRENT RECORDS FROM ALL OFFICES
OF THE AGENCY: OR RECORDS MANAGEMENT ACTIVITIES FOR AN AREA
SMALLER THAN AN OFFICE OR AREA DIVISION. TYPICAL WORKLOAD
DATA: 25-50 CONTROLLED FORMS. 100.500 PIECES OF FILING
EQUIPMENT: 10-25 CORRESPONDENCE HANDBOOKS DISTRIBUTED (AN
INDEX OF CORRESPONDENCE ACTIVITY/. 25-50 ITEMS ON DISPO-
SITION SCHEDULE. 0.20 FILE SERIES UNDER THE VITAL MATERIALS
PROGRAM: 5.10 CONTROLLED INTRA-OFFICE REPORTS. ERRORS OR
OMISSIONS WILL IMPEDE THE WORK OR EFFECTIVENESS OF SURVEYS
OR STUDIES: PREVENT OR DELAY PROPER REFERENCE AND DISPOSAL
SERVICE FOR RECORDS. OR REDUCE EFFECTIVENESS OF THE RECORDS
MANAGEMENT PROGRAM.
AREA OF RESPONSIBILITY (STAFF OR AREA OFFICERS) IS IN OR.
GANIZATIONAL SEGMENTS WITH THE FOLLOWING CHARACTERISTICS:
DISTRIBUTION AND COPIES OF RECORDS LIMITED TO THE ORIGI-
HATING OFFICE. E.G.. MEDICAL RECORDS: FEW SECURITY RESTRIC.
TIONS. E.G.. THE RECORDS MANAGEMENT OFFICER HAS ACCESS TO
MOST RECORDS AND FILES. TYPICAL WORKLOAD DATA: 50-150
CONTROLLED FORMS; 500.2.000 PIECES OF FILING EQUIPMENT:
25.75 CORRESPONDENCE HANDBOOKS DISTRIBUTED (AN INDEX OF
CORRESPONDENCE ACTIVITY). 50-200 ITEMS ON DISPOSITION
SCHEDULE: 0-20 FILE SERIES UNDER THE VITAL MATERIALS PRO.
GRAM: 10.40 CONTROLLED INTRA-OFFICE REPORTS. THE CONSE-
QUENCE OF ERRORS OR OMISSIONS IS ESSENTIALLY THE SAME AS
FOR OS-B.
2. SUPERVISION AND
GUIDANCE RECEIVED
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF A HIGHER
GRADE OFFICER. INSTRUCTIONS ARE SPECIFIC. REVIEW IS MADE
OF WORK IN PROCESS AND. ON COMPLETION, FOR ACCURACY AND COM-
PLETENESS AND FOR PROGRESS IN ACQUIRING INFORMATION AND KNOWL.
EDGES TOWARDS WHICH TRAINING IS DIRECTED. GUIDES ARE FAIRLY
CLEAR AND SPECIFIC. EXAMPLES: CIA REGULATIONS. HANDBOOKS.
STANDARDS, TRAINING MATERIAL. ISSUANCES OF OTHER GOVERNMENT
AGENCIES (INCLUDING CSC AND ARCHIVES). AND INDUSTRIAL PUBLI-
CATIONS.
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF A HIGHER
GRADE OFFICER. WORK IS PERFORMED IN ACCORDANCE WITH SPECIFIC
INSTRUCTIONS AND IS REVIEWED UPON COMPLETION FOR ADEQUACY AND
FOR COMPLIANCE WITH INSTRUCTIONS AND PROCEDURES. REVIEW IS
ALSO MADE FOR TRAINING PROGRESS. GUIDES ARE THE SAME AS FOR
GS.5.
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF A HIGHER
GRADE OFFICER. INSTRUCTIONS ARE USUALLY ORAL AND GENERAL
IN NATURE. WORK OF STAFF ASSISTANTS IS REVIEWED FOR GENERAL
CONFORMANCE WITH ORAL OR WRITTEN INSTRUCTIONS. FOR PROPER
APPLICATION OF RECORDS MANAGEMENT PRINCIPLES. PROCEDURES.
AND TECHNIQUES. AND FOR SOUNDNESS OF JUDGMENT. WORK OF AREA
ASSISTANTS IS REVIEWED FOR ADEQUACY OF RESULTS AND PROGRAM
ACCOMPLISHMENTS. ASSISTANTS ALSO RECEIVE TECHNICAL ADVICE,
GUIDANCE, AND REVIEW IN METHODS AND OBJECTIVES FROM THE
RECORDS MANAGEMENT STAFF. GUIDES ARE THE SAME AS FOR GS-5.
BUT INCLUDE PRECEDENT CASES.
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF A HIGHER
GRADE OFFICER. INSTRUCTIONS ARE USUALLY ORAL AND GENERAL
IN NATURE. THE WORK OF STAFF OFFICERS IS SUBJECT TO REVIEW
FOR PROGRESS IN ACCORDANCE WITH SURVEY SCHEDULES AND FOR
TECHNICAL SOUNDNESS. COMPLETENESS OF RECOMMENDATIONS. AND
COMPLIANCE WITH STANDARDS AND CRITERIA. THE WORK OF AREA
OFFICERS IS REVIEWED FOR ADEQUACY OF RESULTS AND PROGRAM
ACCOMPLISHMENTS. SUCH OFFICERS ALSO RECEIVE TECHNICAL
GUIDANCE. ADVICE. AND REVIEW WITH RESPECT TO METHODS AND
OBJECTIVES FROM THE RECORDS MANAGEMENT STAFF. GUIDES ARE
THE SAME AS FOR GS-9.
3. SUPERVISION AND
GUIDANCE GIVEN
NONE
NONE
STAFF AND AREA ASSISTANTS . NONE. RECORDS CENTER SECTION
CHIEF . CLOSELY SUPERVISES WORK OF LOWER GRADE ASSISTANTS
AND IS ALWAYS AVAILABLE FOR CONSULTATION.
STAFF OFFICERS MAY GIVE TECHNICAL GUIDANCE TO GS-9 AS-
SISTANTS. AREA OFFICERS . NONE.
4. MENTAL DEMANDS
INITIATIVE IN LEARNING THE FUNCTIONS OF THE RECORDS MANAGE.
MENT PROGRAM. THE AGENCY. AND THE ACTIVITY TO WHICH ASSIGNED.
IN ADDITION TO THOSE FOR GS-5. RESOURCEFULNESS IN MAKING
RECORDS SEARCHES. AND IN DETERMINING THE ACCURACY AND ADEQUACY
OF INFORMATION.
IN ADDITION TO THOSE FOR GS-7. INITIATIVE IN DEVELOPING
METHODS AND TECHNIQUES: DETERMINING CLASSIFICATIONS AND
DISPOSITION: SIMPLIFYING AND IMPROVING REPORTS AND CORRE.
SPONDENCE. AND DESIGNING. SIMPLIFYING. AND STANDARDIZING
FORMS.
IN ADDITION TO THOSE FOR GS-9. DISCRETION AND MATURE
JUDGMENT IN THE INTERPRETATION AND APPLICATION OF RECORDS
MANAGEMENT METHODS AND TECHNIQUES.
5. PERSONAL WORK CONTACTS
PERSONAL OR TELEPHONE CONTACTS ARE PRIMARILY TO OBTAIN INFOR.
NATION RELATING TO RECORDS OR RECORDS SYSTEMS FROM OPERATING
PERSONNEL.
SAME AS FOR 05-5.
FREQUENT PERSONAL AND TELEPHONE CONTACTS WITH ADMINISTRATIVE
AND OPERATING PERSONNEL TO OBTAIN INFORMATION OR TO GIVE AD.
VICE ON RECORDS MANAGEMENT MATTERS.
IN ADDITION TO THOSE AT OS-B. CONTACTS ARE ESTABLISHED TO
EXPLAIN RECORDS MANAGEMENT OBJECTIVES. COORDINATE PROJECT
PLANS AND SCHEDULES WITH OPERATING NEEDS. AND OBTAIN FROM
OPERATING OFFICIALS INFORMAL ACCEPTANCE OF SPECIFIC CON-
CLUSIONS AND RECOMMENDATIONS.
GIONILTIP
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POSITION EVALUATION CHART
RECORDS MANAGEMENT SERIES - GS-0306.01-00
EVALUATION
FACTORS
GRADE LEVEL DISTINCTIONS
RECORDS MANAGEMENT OFFICER - GS-0306.01-12
RECORDS MANAGEMENT OFFICER - G5-0306.01-13
RECORDS MANAGEMENT OFFICER - GS-0306.01-14
RECORDS MANAGEMENT OFFICER - GS-0306.01-15
DUTIES
DUTIES
DUTIES
DUTIES
THIS IS THE HIGHEST TYPICALLY NONSUPERVISORY LEVEL. INCUM-
BENTS SERVE AS STAFF SURVEY LEADERS RESPONSIBLE FOR PLANNING
SURVEYS AND STUDIES. MAKING ASSIGNMENTS, AND ORGANIZING PERI-
ODIC CONFERENCES WITH OPERATIONAL AREA RECORDS MANAGEMENT
OFFICERS: OR AS OPERATIONAL AREA RECORDS MANAGEMENT OFFICERS.
DUTIES OF BOTH TYPES ARE SIMILAR TO THOSE AT GS-5.
INCUMBENTS HAVE STAFF RESPONSIBILITY FOR AGENCY-WIDE
PLANNING. DIRECTION AND COORDINATION OF SUCH MAJOR ACTIVI-
TIES WITHIN THE RECORDS MANAGEMENT PROGRAM AS: RECORDS
SYSTEMS. REPORTS. CORRESPONDENCE MANAGEMENT. FILE STANDARDS.
VITAL MATERIALS OR RECORDS DISPOSITION: OR. AREA REsPONSI.
BILITY FOR A COMPLETE RECORDS MANAGEMENT PROGRAM OF MAJOR
AGENCY COMPONENTS.
INCUMBENT. AS DEPUTY. SHARES RESPONSIBILITY FOR THE ENTIRE
RECORDS MANAGEMENT PROGRAM: PROVIDES STAFF ASSISTANCE
ON PROGRAM DEVELOPMENT. STAFFING. AND TRAINING NEEDS: AND
Is ALSO RESPONSIBLE FOR PLANNING. DIRECTING. AND COORDINATING
SEVERAL SPECIFIC ACTIVITIES OF THE RECORDS MANAGEMENT PROGRAM:
REPORTS MANAGEMENT. CORRESPONDENCE MANAGEMENT. FILE STANDARDS.
RECORDS SYSTEMS, AND VITAL MATERIALS.
INCUMBENT FORMULATES AND DEVELOPS POLICIES AND STANDARDS
FOR ADMINISTRATION OF AN ACTIVE RECORDS MANAGEMENT PROGRAM
IN DEPARTMENTAL AND FIELD AREAS OF THE AGENCY: SELECTS
NECESSARY TECHNICAL STAFF TO CARRY OUT SPECIFIC PROGRAMS
AND TO OPERATE THE RECORDS CENTER: DIRECTS DEVELOPMENT OF
REGULATIONS. HANDBOOKS. AND INSTRUCTIONAL MATERIAL PER-
TAINING TO ALL PHASES OF RECORDS MANAGEMENT: ADVISES AGENCY
OFFICIALS OF APPLICATION OF FEDERAL LAWS. REGULATIONS. AND
PROCEDURES TO RECORDS MANAGEMENT PROBLEMS OF THIS AGENCY:
AND MAINTAINS LIAISON WITH TOP OFFICIALS IN PRIVATE INDUS-
TRY AND PUBLIC ADMINISTRATION.
1. SCOPE AND EFFECT
AREA OF RESPONSIBILITY (STAFF OR AREA OFFICERS): ORGANIZA-
TIONAL SEGMENTS WITH THE FOLLOWING CHARACTERISTICS: WIDE
DISTRIBUTION OF NUMEROUS cpr;Es OF RL,....... E.G.. FISCAL
RECORDS: NUMEROUS SECURITY RESTRICTIONS. E.G.. THE RECORDS
MANAGEMENT OFFICER WITH PROGRAM RESPONSIBILITY DOES NOT HAVE
ACCESS TO MANY RECORDS AND FILES. TYPICAL WORKLOAD DATA:
150.300 CONTROLLED FORMS: 2.000-4.000 PIECES OF FILING EQUIP-
MENT: 75-200 CORRESPONDENCE HANDBOOKS DISTRIBUTED: 200-300
ITEMS ON THE DISPOSITION SCHEDULE: 20-40 FILE SERIES UNDER
THE VITAL MATERIALS PROGRAM: 40-100 CONTROLLED INTRA-OFFICE
REPORTS. ERRORS OR OMISSIONS MIGHT CAUSE EXTENSIVE HARM TO
THE RECORDS MANAGEMENT PROGRAM. IN VIEW OF THE VOLUME OF
RECORDS ACTIVITIES.
AREA OF RESPONSIBILITY (STAFF OFFICER): THE PROGRAM IS
AGENCY-WIDE IN SCOPE AND CUTS ACROSS COMMAND AND ORGANI-
Lalion Al_ unAnne,... AREA OF RtbrUNSIRILIIT (AREA OFFICER!:
A MAJOR AGENCY COMPONENT. STAFF AND AREA OFFICERS: PLANS.
POLICIES. PROCEDURES. DECISIONS AND ACTIONS REFLECT DIRECTLY
UPON THE OVERALL RECORDS MANAGEMENT PROGRAM. CONSEQUENCE OF
ERRORS OR OMISSIONS IS ESSENTIALLY THE SAME AS FOR Gs-I2.
AREA OF RESPONSIBILITY: THE PROGRAM INCLUDES ALL RECORDS
MANAGEMENT ACTIVITIES OF THE AGENCY. ERRORS OR OMISSIONS
MIL... t.AObt HARK. TO THE RKL.UROG MANAGEMENT PROGRAM WHICH
WOULD BE AGENCY-WIDE IN EFFECT.
AREA OF RESPONSIBILITY: THE INCUMBENT HAS FULL RESPONSI-
BILITY FOR THE AGENCY RECORDS MANAGEMENT PROGRAM. IM-
PROVEMENTS ATTAINED IN RECORD MAKING AND RECORD KEEPING
HAVE A CONTINUING EFFECT ON DIRECT AND INDIRECT ECONOMIES
OF TIME AND MONEY. AUTHORITY TO DESTROY RECORDS IS
GRANTED BY CONGRESS THROUGH THE NATIONAL ARCHIVES. 1N
CUMBENT EXERCISES AUTHORITY FOR THIS AGENCY. CONSEQUENCE
OF ERRORS OR OMISSIONS IS ESSENTIALLY THE SAME AS FOR
GS-14.
2. SUPERVISION AND
GUIDANCE RECEIVED
SIMILAR TO THAT AT THE NEXT LOWER LEVEL EXCEPT THAT PROJECTS
FREQUENTLY ARE OF A TYPE TO WHICH GUIDELINES AND EXPERIENCE
HAVE ONLY THE MOST GENEkAL APPLICATION. PRIMARY GUIDES ARE
GENERAL RECORDS MANAGEMENT PRINCIPLES. PRECEDENT CASES. ETC.
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF A HIGHER
GRADE OFFICER. INSTRUCTIONS ARE EXPRESSED PRIMARILY IN TERMS
OF OBJECTIVES. TECHNICAL OPERATION OF PROGRAMS IS WITHIN THE
DISCRETION OF THE OFFICER. WORK IS REVIEWED PRINCIPALLY FOR
ADEQUACY OF ACCOMPLISHMENT.
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF THE CHIEF.
RECORDS MANAGEMENT STAFF. INSTRUCTIONS ARE GENERAL IN NA-
TURE. RELATING TO PROGRAM OBJECTIVES. WORK IS REVIEWED FOR
CONFORMANCE WITH TECHNICAL AND ADMINISTRATIVE POLICIES ESTAB-
LISHED BY THE AGENCY.
UNDER GENERAL ADMINISTRATIVE SUPERVISION OF THE CHIEF.
MANAGEMENT STAFF. INSTRUCTIONS ARE GENERAL IN NATURE AND
RELATE TO ESTABLISHMENT OF MAJOR POLICIES AND OBJECTIVES.
ONLY MAJOR POLICY OR PROCEDURAL QUESTIONS ARE REFERRED TO
SUPERIOR WHEN THERE IS NO PRECEDENT FOR ACTION IN SUCH
CASES. WORK IS REVIEWED TO ENSURE CONSISTENCY WITH GEN-
ERAL MANAGEMENT POLICIES.
3. SUPERVISION AND
GUIDANCE GIVEN
STAFF OFFICERS AT THIS LEVEL PARTICIPATE IN PLANNING SURVEYS
AND STUDIES. MAKE ASSIGNMENTS. ORGANIZE CONFERENCES WITH AREA
OFFICERS. AND EXERCISE TECHNICAL SUPERVISION OVER LOWER GRADE
RECORDS MANAGEMENT PERSONNEL. AREA OFFICERS MAY EXERCISE AD-
MINISTRATIVE AND TECHNICAL SUPERVISION OVER LOWER GRADE REC-
ORDS MANAGEMENT PERSONNEL.
INCUMBENTS USUALLY PLAN. DIRECT. ASSIGN. AND REVIEW WORK OF
LOWER LEVEL OFFICERS AND ASSISTANTS.
PLANS. DIRECTS. ASSIGNS. AND REVIEWS THE WORK OF LOWER GRADE
OFFICERS.
PROVIDES DIRECTION AND GUIDANCE TO ALL PERSONNEL ASSIGNED
TO TECHNICAL AND SPECIALIZED AREAS OF RECORDS MANAGEMENT
AND FURNISHES TECHNICAL GUIDANCE TO AREA OFFICERS THROUGH
OUT THE AGENCY.
4. MENTAL DEMANDS
ESSENTIALLY THE SAME AS AT THE GS-II. HOWEVER. GREATER INITI-
ATIVE APPEARS AS A RESULT OF GREATER COMPLEXITY OF AREAS AND
PROBLEMS SURVEYED OR SERVED.
GREATER INITIATIVE. INGENUITY. AND ORIGINAL THINKING APPEAR
BECAUSE OF AGENCY-WIDE SCOPE OF THIS LEVEL.
ESSENTIALLY THE SAME AS FOR GS-I3. EXCEPT THAT INITIATIVE.
INGENUITY, AND ORIGINAL THINKING ARE REQUIRED IN THE DEVELOP-
MENT OF THE ENTIRE AGENCY PROGRAM.
ORIGINAL THINKING. INGENUITY. AND RESOURCEFULNESS MUST BE
EXERCISED TO ENSURE EFFECTIVE ACCOMPLISHMENT OF THE RECORDS
MANAGEMENT PROGRAM.
5. PERSONAL WORK CONTACTS
SAME As GS-II.
CONTACTING ADMINISTRATIVE AND OPERATING OFFICIALS AT HIGH
LEVELS TO GAIN ACCEPTANCE OF GENERAL RECORDS MANAGEMENT POLI-
CIES AND PRACTICES: CALLING ATTENTION TO AREAS OF NEEDED
IMPROVEMENT AND RESULTING BENEFITS: SECURING A FAVORABLE
ATTITUDE TOWARD SURVEYS OR APPROVAL OF SURVEY RESULTS: AND
HOLDING PERIODIC CONFERENCES WITH RECORDS MANAGEMENT OFFICERS
IN OPERATING AREAS TO IMPART INFORMATION ON NEW AND IMPROVED
TECHNIQUES.
ESSENTIALLY THE SAME AS FOR GS-I3. EXCEPT THAT A HIGHER PRO-
PORTION OF CONTACTS IS WITH TOP OFFICIALS.
MAINTAINS LIAISON WITH TOP AGENCY OFFICIALS Tb ADVISE ON
RECORDS MANAGEMENT PROBLEMS AND TO STIMULATE ACCEPTANCE
AND IMPROVEMENT OF THE RECORDS MANAGEMENT PROGRAM IN VARI-
OUS COMPONENTS OF THE AGENCY. AS CHIEF RECORDS MANAGEMENT
OFFICIAL OF THIS AGENCY IN COMPLYING WITH THE REQUIREMENTS
OF FEDERAL LAW. CONDUCTS LIAISON WITH THE GSA.
fmaJMNIMIlm
Approved For Release 2001/08/30 : CIA-RDP74-00005R000100010028-3
Approved For Release 2001/08/30 : CIA-RDP74-00005R000100010028-3
HOW TO INSTALL THE AGENCY SUBJECT-NUMERIC FILING SYSTFM
Reference:. (a) Handbook For Subject Filing
First, glance over the material in your present file (or simply
check the folder labels) and note which of the 31 subjects on
page 33 of reference (a) apply. The alphabetical index begin-
ning an Pelee 72 will also help. Make up a file guide for each
applicable subject. Amine, these guides alphabetically in an
empty drawer or other vacant work apace. A couple of boxes will
do temporarily if cabinet space is tight.
2. Next, separate current files from your non-current records.
("Current" should be interpreted to mearni0R-Til the conduct
of current business, regardless of the date of the document."
However, in most cases current files vell be those for the current
year.) Simply tate one folder at a time, note its contents and the
date of the material. If a folder contains both current and non-
current material, don't "break" the folder, transfer the aIre
folder to the new file you're setting up. Place each folder
behind the primary guide that beat identifies the contents of
the folder (e.g. Personnel, Liaison, Security, etc.). Again you
may wish to refer to the alphabetical index for guidance.
Folder by folder work your way through the entire file. Be sure
to write the primary classification on each folder in pencil to
ensure its proper return should it be charged out.
Now you're in business. You've separated your active files from
the bulk of your inactive records. You've also grouped related
material together. In all probability you've found folders you
never knew existed. You may also find duplicate documents filed
in separate folders, or folders that have but one or two payers.
Your next step then is to set up the necessary folders to refine
your system.
To do this, first determine the secondary, and if necessary,
the tertiary classification of each peice of current material
behind a primary guide. Examine each folder. Often all of the
material in one folder can be classified under one secondary
classification such as "Attendance and Absence" which la a
secondary heading under the primary, 'PERSONNEL." In this case
the entire folder can be classified. However, if a folder contains
miscellaneous papers, for example on personnel matters, you'll
need to classify each paper.
Make up the necessary folders that the volume and the number of
secondary or tertiary subjects require. For instance, if the
record volume is email, make a folder only for the primary subject,
even though you may have classified some papers according to a
secondary or tertiary category. Later, If the primary folder
becomes full (20-30 pieces), you can set up secondary folders.
Place the current material In the new folders, and transfer the
balance of any noncurrent material back to the noncurrent file.
, Continue the above process in aueceseion for each subject category
until you've reworked your entire file. You'll find that this
can be done in spare momenta without disrupting the orderliness
of your files.
For further Information,_ see your recordt catmistroffireilyn the
INARThect41FostaedeateMBITIP8aiteatola claR43Ou u?
25X1A
Approved For Release 2001/08/30 : CIA-RDP74-00005R000100010028-3
Irlate al'Study)_
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mgt/staft
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Approved F r Release 2001/08/30: 010028-3
APPROVED & Grades)
Approved For Release 2001/08/30 : CIA-RDP74-00005R000100010028-3
,ORNS MUNN=
Oontrol and Standardization
2 Jan 52 Requosting Forma
25X1A
e
Oenttal Int*lligans? itgernay Records gement Program amide
A Brief on the Funotions.1 Areas of Records Manage& rt)
?Rovision of Forms Naborimg System, 7 'Lily 1954 Memo to All Area Reeords
Off1eilis and Selected Logisties Office Perform*
/Morse Management Information, 22 December 1954 Memo All Area !Words attieeme
to Prosure Other GOvarnment Agency Forms Used by
Mum to All Area &mord* Offisers
1.1Perma Flanagement Program Booklet
41Ferma Mfmagement Pester - Don't Waste Forms
/Jena 30
Management kir Fora. Manual, AFM 9-1 1 J
OIL, 15 Novelber 1960
ry 19,2 A F
*Perms Analysts GSA Handbook* Pitt 7613-65-8220 November 19,9,,
*Perm Design, GU Handbook FON 7610455-4771, Seirtilmber 1960
*Perm Management "reposed GM ilandboOlt
?Opeeialty Forms, ?posed GSA Handbook, risti 7610-
V
11111?1?0.
MOW.
6-9189
MO DEC 1960
Approved For Release 2001/08/30 : CIA-RDP74-00005R000100010028-3
Approved For Release 2001/08/30: CIA-RDP74-00005R000100010028-3
OORRESPONDENOE MANAGEMENT
0/.Ars you Dropping Tour 041, 1-page Flyer
/.Bottled up by an Addressing and Distribution Probleat - Now Tbmumfax Wog
' Paper
407.0orrespondenee Management - The knower tc Cutting Ciorrospondentis Oosts,
November 1954 Pamphlet
p/.Is Rewriting or Retyping Always Necessa-lt. 1-page Flyer
/0Letteram, 1-page Flyer
0/.Modern Writing Styles, Pamphlet
/0The Correct Age, for Faster, More #o-1-firste. and Easier
November 1956 looklet
Typing,
8?pagio
/What is Roadability% ftmphlet
1/0Agenoy Handbook, Correspondence Style arad Procedures
?Form Letters, GSAIN Records Mitnagemlnt, Aa:1i4book - Managing Cormspondenso
?Guide Litters, GSA'. Records Management Hendbook Managing Oorrimpondonso
,P1 sin Letters, Gills Records Mumagoment Handbook - Managing Oormspongenoa
Approved For Release 2001/08/30 : CIA-RDP74-00005R000100010928-3
3D
retariesi.
iiit (usually part
_
ers,and.work out
-
eAtioilmiaii'e will
1. I have t.
titles that
2. Too frequentli-
related papers (itte
3. When I look for pepe
4. One reason I haV4tr;'
without telling m6
5. Another reasak I ha
the wrong place . . ..
PART i
files are B.SI4NA for 1
....?
le sub er t s , nainds: Or
than ,one place In
Hns, etc.) are not filed
that the uNe I want has
Check
ts names or
files
story because
another office
.rs is that -,ther people reamOVe
hat T)eople ri.t.orn borrowed
6. I have trouble making.?the?SuDiet of papers
agency prescribes.. .
7. Writing the file '01" '
too many wor ."
I Pet
my files
file than in
7
rit the files C
?
itirs.).211paplrs takes too ramIt
auSe,I must write
teeences to be ir' I can
9. All of our files,,
than every time I
IL There is no one
11. We have no system
toners; I I-. I m.Ios a
find pap?rs
?."
lot of tim
and unfasten
can p Nit , orobikras???
for getting rid of many of th,- papers we no longer need..
12. many papers I. get fori14 are useless hu! 1 ,Ict feel I can throw.Alasn.away because
no one has given me guij&iCe'en-'ithat to keep !JO 10,at to .
13. many papers I must ille.?Aredupl1cated in 0.,r tiles and I dOn!O4nderatand why I have to
file than ' .
14. We have to furnish central Iles- a ropy ,t o -r all letters we. prepare
16. Other problems I have in keeping Pt like to learn in class:
(please describe on the -revere, of thtm goemthiro).
16. Of the problems I have checked above, the:,, r,- tdIve given me the.most trouble 6.
C.
pt,erii
1. I estimate that the nusber of Uses a day cv i,( A:i .ac .5y se or others) is
5 or leas [gore than
kly fihri-r?workload per day Is
0 10 or less papers Drier 10, but le
3. About the filing system used in sy office
0 I inherited it from my predecessor
0 my agency rewires It
741
50 or more papers
LiIL's M4 urn
0 my tjoyeltde It up
tjmno or these It's
El its in writing tilt's not In trrit)r,
4. Mould you like to attend crtling Course for one day If you thought the inatruetion Would include problems you
are having th your
es
6. my office
my position in the office is
G S A wASs C 61-78"'
Approved For Release 2001/08/30 : CIA-RDP74-00005R000100010028-3
GSA rosw T 211
SE1TEkeER 106
Approved For Release 2001/08/30 : CIA-RDP74-00005R000100010028-3
REPORTS MANAGEMENT
/An Introduction to Reports Management, July 19,4 (Plamphlet)
/Sample ?trios Notice Inaugurating a Reports Management Program
/Awls Office Regulation for Operating a Reports Micragsment Prognua
Analysing Requirements for Administrative or Management Reports, Rev 1934 (Pamphlet)
Approved For Release 2001/08/30 : CIA-RDP74-00005140001000109,28-34,5 Dic too
25X1A9a 11111.
Approved For Release 2001/08/30 : CIA-RDP74-00005R0
ghts
ft.
. ft.
? ft.
sq. ft.
sq. ft.
2500 pounds to 3500 pounds
itecdedearthe ()Acted)
3 footeolibbuediFttaelease 2001/08/30 : CIA-RDP74-000W Vile gait