RECORDS MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200020001-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 110
• Document Creation Date: December 12, 2016
• Document Release Date: August 6, 2002
• Sequence Number: 1
• Publication Date: December 15, 1954
• Content Type: REGULATION

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16 DECEMBER 1954
RECORDS MANAGEMENT PROGRAM
HANDBOOK FOR
SUBJECT FILING
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This Handbook has been prepared to serve as a guide for
installing and maintaining the "Subject Numeric System of
Filing" in the Agency. Its purpose is to provide a standard
system for the orderly arrangement and maintenance of records.
The use of this standard system in the Agency will increase
the administrative usefulness of records; expedite the dis-
position of records when they are no longer needed; facilitate
the preservation of records having permanent value; and
V.-' simplify the training of employees.
The subjects appearing in the."Subject List" of this
Handbook are predominantly administrative in nature. This
has been done deliberately in the belief that the Handbook
can be used "as is" for administrative or nontechnical files.
For those elements in the Agency having use, or need for
a more technical "Subject List" than is provided in this Hand-
book the Records Management Division, Management Staff, is pre-
pared to assist in adapting or modifying the procedures or
"Subject List" outlined to fit the specific requirements of
such elements.
L. K. WHITE
Deputy Director
(Administration)
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Page
SECTION I. INTRODUCTION
1. Scope ............................................. 1
2. Responsibility .................................... 1
3. Definitions .........................e......?.?.... 1
SEC TION II. TYPES OF FILES
Li.. General Subject Files ............................. 3
5. Case or Project Files ............................. 3
6. Alphabetical Name Index........ ................... 3
SECTION III. STANDARD FILE CLASSIFICATION SYSTEM
7. Description ....................................... 5
8. File Classification Guide ......................... 5
9. Classifying Papers for Filing ..................... 5
SECTION IV. CROSS REFERENCES
10. When and How to Prepare Cross References...-....... 10
SECTION V. FILING THE RECORDS
U. Assembling the Papers for Filing............,..... 11
12. Folder and Guide Arrangements ..................... 11
13. Placing Material in the Files... .................. 13
].tr.. File "Cut-off" Periods and Retirement............. 14
SECTION VI. FINDING AND CHARGING-OUT THE RECORDS
15. General ..................?.r....?r........?....... 16
16. Finding the Records.............. ................. 16
17. Charging-out the Records .......................... 17
EXHIBITS
A. Subject File Copy ................................. 19
B. Alphabetical Name Index Copy ...................... 20
C. Correspondence Cross Reference, Form No. 36-150... 21
D. Correspondence Continuity Reference, Form No.
36-151 .......................................... 22
E. Arrangement of Folders, Guides, and Labels........ 23
F. Rules for Alphabetic Filing....................... 21.
G. Correspondence Charge-out, Form No. 36-270..... ... 30
H. Case File Charge.-out Card......................... 31
I. File Backing Sheet, Form No. 36-271..............0 32
PART TWO - FILE CLASSIFICATION GUIDE ........................ 33
SUBJECT LIST ........................................... 33
SUBJECT INDEX.... ...................................... 71
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PART ONE - GENERAL INSTRUCTIONS
Page
SECTION I. INTRODUCTION
1. Scope ............................................. 1
2,Responsibil3ty....... ............................. 1
3, Definitions .......?r .................a............ 1
SECTION II. TYPES OF FILES
4. General Subject Files ..................:.......... 3
5. Case or Project Files ............................. 3
6. Alphabetical Name Index... ........................ 3
SECTION III. STANDARD FILE CLASSIFICATION SYSTEM
7 . Description .......... ..... ...... ..... . ..... . . . .... 5
8. File Classification Guide ......................... 5
.................. 5
9. Classifying Papers for Filing...
SECTION IV. C
ROSS REFERENCES
10. When
and How to Prepare Cross References...
.......
10
SECTION V. F
11. Assem
ILING THE RECORDS
bling the Papers for Filing ...........
.......
11
12. Folde
r and Guide Arrangements..............
.......
11
13. Placi
ng Material in the Files... ...........
.......
13
14. File
"Cut-off" Periods and Retirement......
.......
14
SECTION VI. FINDING AND CHARGING-OUT THE RECORDS
15. Gener
al ....................................
.......
16
16. Findi
ng the Records ........................
.......
16
17. Charg
ing-out the Records ...................
.......
17
EXHIBITS
A. Subje
ct File Copy......... .................
.......
19
B. Alpha
betical Name Index Copy ...............
.......
20
C. Corre
spondence Cross Reference, Form No. 36
-150...
21
D. Corre
36-
spondence Continuity Reference, Form N
151..................... ..............
o.
.......
22
E. Arran
gement of Folders, Guides, and Labels.
.......
23
F. Rules
for Alphabetic Filing ................
.......
24
G. Corre
spondence Charge-out, Form No. 36-270.
.......
30
H. Case
File Charge-out Card...... ............
.......
31
I. File
Backing Sheet, Form No. 36-271 ........
.......
32
PART TWO - FILE CLASSIFICATION GUIDE ........................
33
SUBJECT LIST ...........................................
33
SUBJECT INDEX ..........................................
71
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HANDBOOK FOR SUBJECT FILING
SECTION I
INTRODUCTION
The Standard File Classification System and the attendant pro-
cedures described herein are prescribed for use in filing and
maintaining correspondence records of the Central Intelligence
Agency. Although the system is designed to permit a certain
amount of flexibility to meet the specific requirements of
various offices, it is essential that the basic pattern pro-
vided herein be followed carefully if an adequate degree of
standardization is to be maintained. Further subdivision of
any of the subjects listed is permissible to provide for the
necessary detail which may be required by some offices. "Case"
or "project" files may be established under any subject as
required. In addition, the Clandestine Services is exempt
from the provisions of this Handbook to the extent dictated by
its internal special requirements.
The Records Management Division, Management Staff and desig-
nated Area Records Officers throughofut the Agency have tech-
nical custody and responsibility for the proper maintenance
and disposition of official records of the Agency. The Re-
cords Management Division will furnish to offices maintaining
official records all assistance possible in the establishment
of their files, including procedures for maintenance, servic-
ing, and retirement of the records.
3. DEFINITIONS
The original or copy of a letter, document, report, etc.,
which is maintained in a designated "Official File Station"
for documentation purposes and which is distinguished from
other copies of the same document, in the same organiza-
tional element, by the fact that such other copies merely
serve as temporary working papers, "convenience" files, etc.
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Each file containing official record copies shall
constitute an "official file" and should include the
original incoming communication and the initialed yellow
copies of outgoing and interoffice correspondence;
originals or action copies of reports, executed forms,
maps, photographs, and other documentary material. The
official record copies shall not be maintained in any
organizational unit not specifically designated as an
Official File Station.
Reference material consisting of printed or duplicated
copies of publications, extra copies of comlminications
used as reading files, and other material considered as
temporary working papers is not included in the definition
of official records. Such nonrecord material shall not be
interfiled with official records.
The term "Official File Station" shall be construed to
mean any specifically designated organizational element of
the Central Intelligence Agency where the official record
copies of correspondence and other documents are maintained.
The phy?sical location of an Official File Station shall be
determined by the head of such organizational element, with
technical advice from Records Management Division,
d. CLASSIFY, CLASSIFIED, AND CLASSIFICATION
As used in this Handbook and in filing operations, these
terms refer to the subject or file designation of records
and not to defense classifications: "'ICP S.ECRET," ITSECREP,r'
or "CONFIDENTIAL."
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4. SUBJECT FILES
Subject Files are. considered to be those types of paper
records which ordinarily include correspondence, reports,
and other documents which may be classified and filed under
all or many of the subject categories included in the File
Classification Guide. The general subject material is dis-
tinguished from that which is ordinarily identified as "case"
or "project" files as described in the next paragraph.
5. CASE OR PROJECT FILES
A case or project file is described as a file comprised of
material relating to a specific action, transaction, person,
organization, location or thing, yet may cover one or many
subjects pertaining to the specific case or project. Types
of case or project files may include voucher files, contracts,
loan cases, construction projects, leases, litigation cases,
and many others. Case or r files may be included as a
part of the subjeckfilesor they may be located physically
apart from such files. As a general rule the volume of these
records and use made of them should c a e their arrange-
men .
6. ALPHABETICAL NA111E INDEX
The Alphabetical Name Index is a finding medium through which
correspondence and other documents filed by subject may be
located when the available information is the name of the cor-
respondent, the name of the author of a document, or the name
of an individual or organization referred to in correspondence
or documents. It is not always necessary or advisable to es-
tablish a name index to the subject file. Therefore, careful
consideration should be given to the actual need for such an
index before establishing one. In other words, the Alphabetical
Name Index should not be established at any Official File Sta-
tion if :
a. The quantity of material filed by subject is so small that
no difficulty will be encountered in locating it by subject;
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The type of records filed is susceptible to an alpha-
betical arrangement by names within the subject files;
or
c. The type of material can be located easily by case or
project symbol, number, or other means of identification,
without the aid of an alphabetical index.
If the Alphabetical Name Index is used it should be composed
of extra copies (normally pink tissues) of outgoing corres-
pondence, and Forms No. 36-150 or 36-150A (to be redesignated
as Forms No. 135 and 135a), "Correspondence Cross Reference."
Paragraph 12c describes the arrangement of folders and guides
for the Alphabetical Name Index.
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STANDARD FILE
CLASSIFICATION SYSTEM
7. DESCRIPTION
The file classification system adopted for use in the Cen-
tral Intelligence Agency is known as the "Subject-Numeric
System of Classifying and Filing." This system is an
adaptation of both the simple subject and numerical coding
systems. It retains the simplicity of the alphabetical
arrangement of subject titles, brings together related sub-
jects, and provides file designations consisting of a com-
bination of descriptive subject titles with related subjects
organized as subdivisions of the primary subjects. The sub-
divisions of the primary subjects are assigned Arabic numer-
als to reduce time and effort in marking material for filing
and to make it easy to memorize the filing designations.
8, FILE CLASSIFICATION GUIDE
The File Classification Guide contained in Part Two of this
Handbook is divided into two parts, as follows:
a. A Subject List consisting of a group of alphabetically
arranged primary subject titles with their related sec-
ondary and suggested tertiary subdivisions.
b. A Subject Index consisting of an alphabetical listing of
all of the subject titles and other appropriate references.
It serves the same purpose as an index to a book.
9. CLASSIFYING PAPERS FOR FILING
The process of classifying involves the analysis of correspond-
ence or other documents to determine the subject by which they
should be filed, and the placing of file designations on material
to show where it should be placed in the file.
Papers received for classifying and filing may cover a wide
variety of subjects. Also a number of papers involving one
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particular subject may be intermingled with those of other
subjects. The file classification system is designed so
that all of the papers on related subjects will be consist-
ently and logically brought together in the files. How-
ever, sound judgment and careful attention must be given to
the procedures which follow if the classification process
is to be accomplished satisfactorily. THE ABILITY TO
LOCATE PAPERS PROMPTLY AFTER THEY ARE FILED DEPENDS LARGELY
UPON THE CARE USED WHEN CLASSIFYING MATERIAL BEFORE IT IS
FILED.
The following are the normal procedures to follow when
classifying material for filing.
(1) Read and analyze the correspondence or other material
to determine the most outstanding or prominent sub-
ject; that is, the subject by which the papers will
most likely be requested.
(2) Select the proper file designation by referring
directly to the Subject List or Index of the File
Classification Guide, in the following manner: (a)
determine the appropriate primary subject category,
such as TRAVEL, PERSONNEL, etc., for example, a let-
ter concerning recruitment of personnel would fall
under the primary subject PERSONNEL; (b) select the
appropriate subdivision, if any, under the primary
subject, for example, a letter concerned with budget
estimates would be classified by the secondary subject
Budget Estimates, a subdivision of the primary subject
APPROPRIATIONS. Similar reasoning is applicable for
the selection of tertiary subjects.
If no appropriate subdivisions of the primary subject
have been provided, the primary subject itself is used
as the file designation.
(3) Stamp or write the file designation in the upper right
corner of the Subject File copy yellow tissue), as
shown in Exhibit A or in the same position on any in-
coming correspondence which did not require a reply.
The file designation consists of the full primary sub-
ject title followed by the Arabic numeral or numerals
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representing the subdivision of the primary sub-
ject. For example: The file designation ACCOUNT-
IW} 1 denotes the proper file classification for
material to be filed under the primary subject
ACCOUNTING, and the secondary subdivision Accounts
Current.
Mark the Ai habetical Name Index Copies, (if the index
is being employed) at the same time the file designa-
tion is placed on the Subject File copy, by placing
the same file designation by which the subject copy is
to be filed, in the upper right corner of the pink
copy as shown in Exhibit B. This file designation will
indicate where the material is located in the Subject
File. Also after the file designations are placed on
the file copies, the name, title, etc., under which
the Name Index copies are to be filed should be under-
scored on such copies. The following are examples of
how the papers should be marked:
(a)
Correspondence addressed to private individuals
should be filed by the last name of the individ-
ual addressed. Example of marking:
Mrs. Mary Brown
1220 Ivy Street
Seattle 5, Washington
(b) Correspondence addressed to officials of commercial
concerns should be filed under the name of the
company or organization. Example of markings
x
Mr. John Doe, Manager
American Machine Co oration
Chicago Us Illinois
(c) Correspondence addressed to officials within the
Agency should be filed under the name of the
principal organizational unit addressed, disregard-
ing such terms as "Office of." Example of markings
MEMORANDUM FOR: Special Assistant, Deputy Director
(Administration)
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(d) Correspondence addressed to individuals in
other Federal agencies should be filed under
the name of the agency. Example of marking:
x
Mr. Joseph Black
Chief, Aeronautics Office
Department of Commerce
Washington 25, D. C.
(5)
Indicate the cross references to be prepared in the
following manner:
(a) For the Subject Files. If the material being
classified involves more than one subject by
which it is likely to be requested, or a single
subject with more than one interpretation,
select the file designation for the additional
subject(s) and stamp or write it immediately
below the file designation already shown for the.
main, most prominent subject. In such instances,
a cross mark "X" should be placed at the left of
the file designation to indicate that a cross
reference is requited, as follows:
RECORDS 14
(b) For the Alphabetical Name Index. If the
Alphabetical Name Index copy is to be filed in
the Name Index by the name of an organization,
indicate, by placing a cross mark "x" above the
first letter of the last name of the individual
addressed, that a cross reference is to be made
for filing by the name of the individual. Like-
wise, indicate cross references to be prepared
for any names of persons or organizations referred
to in the body of the correspondence or document.
(6) Note earlier material to be brought forward and consol-
idated with later correspondence. If an indication of
earlier correspondence or documents is discovered, this
fact should be noted on the correspondence to indicate
that the earlier material should be removed from the
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file and consolidated with the material of the
later date, See paragraph 10b for instructions
regarding preparation of Form No. 36-151 (to be
redesignated as Form No. 232), Correspondence Con-
tinuity Reference,
c. HELPFUL HINTS TO THE CLASSIFIER
(1) While some analytical ability is desirable, the
knack of noticing essential key phrases and ideas
in correspondence helps to select correct file des-
ignations. However, if the subject cannot be easily
determined, it is helpful to consider the correspond-
ence in this light: "Why was it written?" or "What
reason was there that prompted the writer to write
it?" Usually it will be found that the purpose for
writing suggests the subject under which it should be
filed.
(2) It is helpful at times to refer to previous correspond-
(nce already on file to verify a tentatively selected
file designation.
(3) In unusual cases the subject of correspondence is so
vague that it is difficult to determine the proper file
designation. In such cases, there need be no hesitancy
in going to the dictator-or other authoritative sources
to obtain a sufficiently clearer conception of the
subject matter, so that the material may be properly
classified. This extra effort will permit more accu-
rate filing and facilitate finding the material.
(~) The subject line frequently appearing above the body
of correspondence should not be relied on too heavily
in determining the subject under which the correspond-
ence should be filed. It may be vague., misleading,
or even remote from the real subject of correspondence
concerned.
(5) Persons responsible for classifying and filing records
should study the organizational and functional struc-
ture of the Agency and keep currently informed regard-
ing policies, procedures, programs, and projects., Such
knowledge is essential to the selection of correct file
designations.
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SECTION IV
10. WHEN AND HOW TO PREPARE CROSS REFERENCES
The use of appropriate cross references in the file or index
can be an invaluable aid in locating material quickly when
needed. Care should be taken, however, to avoid making and
filing unnecessary cross references which will consume time
in preparation and space in the files. The following are
normal conditions under which cross references should be made.
a, '4JHEN MORE THAN ONE SUBJECT IS INVOLVED
For those documents which cover more than one subject as
indicated in paragraph 9b(5) an extra copy of the doc-
ument, if available, should be used or Form No. 36-150
or 36-150A, Correspondence Cross Reference, should be pre-
pared, as shown in Exhibit C.
When it is necessary to bring forward earlier correspond-
ence or documents and consolidate it with subsequent
material as explained in paragraph 9b(6) Form No. 36-151,
Correspondence Continuity Reference, as shown in Exhibit D,
should be prepared.
c. TO PROVIDE ALPHABETICAL NA E REFERENCES
When incoming letters are filed without replies, or extra
copies of correspondence are not available for filing in
the Alphabetical Name Index, name references should be
made on Form No. 36-150 or36-15OA. Also, such references
may be prepared for names of individuals or organizations
referred to in the body of the correspondence.
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11, ASSEMBLING THE PAPERS FOR FILING
After correspondence and documents are marked with the
correct filing designation,, they should be properly assem-
bled preparatory to filing. Each unit of material con-
sisting of two or more papers relating to a particular trans-
action should be arranged in chronological order with the
latest date on top. Such papers should be fastened together
with staples in both upper corners of the assembly, or with
prong fasteners if the unit of material is too thick for
staples.
129 FOLDERS AND GUIDE ARRANGEHENr
The orderly appearance and efficiency of any file depends to
a large extent upon the careful preparation., use, and arrange-
ment of folders and guides in the file drawer. Folders are
necessary to keep related papers together and in order.
Guides serve as "sign posts" to help speed up filing and find-
ing operations. The incorrect use of either folders or guides
will retard, rather than aid,, these operations. To provide
for uniformity as to types of folders and guides and their
arrangement., the following standards should be adhered toy as
far as practicable:
a. GENERAL SUBJECT FIIE
(1) Folders and File Designations
Kraft folders, 11-point weight., square-cut, with
reinforced tabs meet requirements for the Subject Files.
Such folders should be prepared for only those subject
titles for which there is a definite current or antici-
pated need. If there is little or no need for the use
of subdivisions of some of the primary subjects,, fold-
ers for those subdivisions should not be placed in the
files. If an occasional piece of correspondence is
classified under a secondary or tertiary subject, the
material should be placed in the primary subject folder.
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When a primary subject folder contains ten or
more file units with the same secondary or ter-
tiary designation, a separate folder should be pre-
pared for the material.
File designations may be typed directly on the
folder tabs if a long-carriage typewriter is avail-
able. If such a typewriter is not available, gummed
labels may be used. In either case the file des-
ignations (whether typed directly on folders or
labels) for any primary or secondary subjects con-
-
be
tained in the File Classification Guide should
p ced unifo y on a folder to teginning one-
half inch from the left. Labels or file designations
for case or project files established within the
Subject File, should be placed in the center of the
folder. See Exhibit Es for an illustration of the
correct method of preparing and placing file des-
ignations on folders.
(2) Guides
Pressboard Guides, with metal angular tabs, one-third
cut, should be used in the Subject Files. Tabs will
be used in the following manner: SECOND position for
all primary subjects; and THIFO) position for secondary
subjects. See Exhibit E for illustration of proper
arrangement of guides and the correct method of writing
file designations on guide inserts.
(3) Arrangement Within the File Cabinets
Folders and guides should be arranged in the file
drawer in the exact sequence in which the primary and
secondary subjects appear in the File Classification
Guide, starting from the front of the drawer, with the
guides preceding the related folders. The sequence
of the drawers should be from top to bottom of the
cabinet,
b. CASE OR PROJECT FILES
Kraft folders, 11-point weight, square-cut, reinforced tabs,
with fasteners may be used for case or project files, but
their arrangement may vary according to types. Case or
project files may be established within the Subject Files
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or physically separated depending upon the type and spe-
cific reference needs of the organizational element.
(1) Folders and Guides
The same type of folder and guide described for use
in the Subject Files should be used for the Alphabet-
ical Name Index. Alphabetical captions may be typed
directly on the folders, or labels may be used if a
suitable typewriter with large type is not available
for typing on the folder. If it is difficult to
determine in advance how large the index will be, it
is advisable to start first with a folder for each
letter of the alphabet and make folders for subdivi-
sions of these letters as the file grows. Special
folders for common names, such as "Smith," "Brown,"
"Adams," etc., and names of organizations or indi-
viduals with which the organization has frequent
correspondence may be made as required.
(2) Rules for Alphabetic Filing
Exhibit F, is a complete set of rules for alphabetic
filing. All persons having the responsibility for
filing records should thoroughly familiarize them-
selves with these rules, so that, regardless of who
does the filing there will be consistency in the
arrangement of the index reference.
13. PLACING MATERIAL IN THE FILES
After material to be filed has been classified and marked for
filing, the papers should be segregated as to types of files
preparatory to actually placing them in the files. For exam-
ple, Subject File material should be arranged alphabetically
by the primary subject categories appearing on the documents.
Index references for the Alphabetical Name Index should be
arranged in alphabetical order before proceeding with the fil-
ing operation.
When filing the material, place each assembly within the
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proper folder with the left edge of the papers down.
Units of material for filing should be arranged in
the folder in chronological order with the latest
date forward., unless a different arrangement will
facilitate its use. All material should be filed
loose in the folders except for case or project mate-
rial which should be fastened to the folder.
Folders should not be overfilled. Three-quarters of
an inch is the normal capacity of a folder. When the
capacity of the folder has been reached., additional
material on the same subject or case should be placed
in another folder and arranged with the folder contain-
ing the more current records in front. The inclusive
dates of the material should be shown on the tab of
each of the earlier folders in this manner:
1 January 1954 - 31 March 1954
When the new folder is started., the beginning date
should be indicated on the tab in this manners
1 April 54 -
The amount of material accumulating in connection with
a single case or project may become too voluminous for
filing in one folder. Rather than file the papers per-
taining to the project or case in two or more folders.,
chronologically, the reference use of the material com-
pp aing the complete case may be facilitated by dividing
the material into several action phases of the case and
filing it in separate folders under the project or case
designation. A voluminous single project requires too
margr individual folders to afford easy reference to the
material if filed in straight chronological order from
the date of the first document to the latest.
14. FILE "CUT-OFF" PERIOt$ AND RETIREMENT
The periodic termination of filing in a series of records at
a predetermined time and the starting of a new series of
records of the same type with current material is termed a "cut-
off" procedure. The purpose of applying a cut-off procedure is to
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facilitate retirement of the older records. To identify the
cut-off period the filing year should be entered on the right
side of the folder tab. (See Exhibit D.)
Cut-off periods, such as "1 year of accumulation," "Remove
from current file upon completion of transaction," should be
established for each file series in order to prevent the ac-
cumulation of files beyond the actual current needs. The cut-
off files may then be retained for an established holding
period before retirement to the Records Center. During this
holding period, material from the cut-off file(s) which be-
comes necessary for current operations may be brought forward
and interfiled with the material in the current file.
After expiration of the established holding period, the re-
maining cut-off portion of the file should be transferred to
the Records Center. When material is withdrawn from the cut-
off portion of a file for continued action, Form No. 36-151,
Correspondence Continuity Reference, should be placed in the
cut-off file. This will identify the material brought for-
ward and indicate the filing location in the current file.
The above cut-off and retirement procedure is prescribed in
order that office space and equipment requirements will be
held to a minimum.
15
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RECORDS
16 December 1954
SECTION VI
FINDING AND CHARGING-OUT
THE RECORDS
15. GENERAL
The primary purpose of any filing system is to provide an
orderly method of arranging and putting documents away so
that they may be produced quickly when needed. Therefore,
the successful operation of any system depends upon the
ability to locate records promptly. In this connection,
the following procedures and techniques are given, which if
followed by the searcher, will contribute to the efficient
operation of the file system.
16. FINDING THE RECORDS
a. RECEIVING THE REQUEST
The person receiving the request for the file should
endeavor to obtain as much information as possible from
the requester to enable the searcher to identify the
needed record. The amount of information required to
locate a specific file will depend upon the type of file
requested. For most general correspondence files the
subject matter and date of the material is most important.
However, the name of any individuals, companies, organiza-
tions, agencies, etc., identified with the correspondence
will assist in making the search.
As a general rule, material in the Subject File may be
located by going directly to that file, if the requester
has supplied adequate information regarding the subject
of the material. If the searcher is not sure of the
file designation by which the records may be found, he
should consult the File Classification Guide before going
to the file. If only name references are given, or if the
subject information is not adequate, the searcher should
refer to the Alphabetical Name Index (if one is being used)
to determine the location of the record in the subject file.
16
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Because of the numerous types of project or case files,
and since they are more easily identified and located
than general subject material, no specific suggestions;
are given concerning the searching for such records.
If the material requested cannot be found in the files,
a search should be made of any unfiled records.
17. CHARGIN03-0UT THE RECORDS
To ensure proper use of records, to prevent their loss and
misplacement and to keep informed at all times of the
location of records, it is necessary to maintain control of
all material withdrawn from the files, This control is
accomplished through a charge-out system. Individuals to
whom records have been charged should be held responsible for
their custody and prompt return after the records have served
their purpose.
a. R' LOVING INDIVIDUAL RECORDS FROM THE SUBJECT FILE
Form No. 36-271 (to be redesignated as Form No. 225),
File Backing Sheet, should be attached to records removed
from this file. These File Backing Sheets will provide
a substantial base, protect the record(s) and distin-
guish the material from other papers. This form has a
distinctive blue color and measures 8" x 1110". (See Ex-
hibit I.)
Form No. 36-270 (to be redesignated as Form No. 221),
Correspondence Charge-Out. (see Exhibit G), should be
filled in and placed in the folder in an upright position
in the exact location from which the record(s) were re-
moved.
Upon return of the charged record(s), Form No. 36-270,
Correspondence Charge-Out, should be removed and canceled
and the record together with Form No. 36-271, File Backing
Sheet, attached should be placed in the file.
Case files are always charged out in their entirety.
Entire folders are removed and delivered to the requester.
Upon such removal, fill in Form No. 36-152 (to be re-
designated as Form No. 119), Case File Charge-Out Card,
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16 December 1954
as shown in Exhibit Hy and file in an upright position
in the exact place from which the folder was removed.
When this charged folder is returned to the files, the
Charge-Out Card is canceled and placed horizontally in
the folder. This will eliminate the necessity of pre-
paring a new Cba rge-out Card each time the same case
file is withdrawn.
C. CHOCKING THE FILES FOR CHAFGID RECORDS
The files should be inspected regularly to ensure the
return of charged records. The charge-out forms when
placed in an upright position are taller than other ma.
terial in the files and can be distinguished readily by
a casual inspection. When such inspections reveal that
material has not been returned, assure that the material
is still in use.
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Mr. John Doe, Manager
American Machine Corporation
Chicago 12, Illinois
Exhibits A and B are included herein to represent
copies of correspondence properly classified and marked
for filing. Exhibit A shows the placement of the file
designation in the upper right corner of the Subject File
copy (yellow), including the correct method of indicating
what cross references should be made.
Exhibit B shows where to place the file designation
on the Alphabetical Name Index copy (pink) as well as
how to underscore the appropriate name references for the
Name Index.
You will find the detailed procedures for classify-
ing and marking correspondence explained in paragraph 9
of the general instructions.
Distribution:
Orig. - Addressee
1 - Comptroller
1 -01R
1 - Official
1 - Name Index
11'$IBIT p
19
C
ROBERT R. BROWN
Deputy Director
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Mr. John Doe, Manager
American Machine Corporation
Chicago 12, Illinois
THIS
Cdpv
copies of correspondence properly classified and marked
Exhibit B shows where to place the file designation
on the Alphabetical Name Index copy (pink) as well as
how to underscore the appropriate name references for the
You will find the detailed procedures for classify-
ing and marking correspondence explained in paragraph 9
of the general instructions.
Distribution:
Orig. - Addressee
1 - Comptroller
1 - OIR
1 - Official
1 - Name Index
cJrz IT 8
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16 DecetubRECORDS
er 1954
ro: American Machine Corp., Chicago, 111.
John Doe, Manager
FROM: Robert R. Brown, Deputy Director
SUMMARY: Procedure for classifying and marking correspondence for
filing.
EXHIBIT C
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RECORDS
16 December 1954
USE THESE CAPTIONS TO IDENTIFY THE FILE
THAT IS BEING BROUGHT FORWARD FOR CON-
SOLIDATION WITH MATERIAL OF A LATER DATE.
BEING BROUGHT FORWARD.
USE THESE CAPTIONS TO SHOW WHERE THE
CONSOLIDATED PAPERS ARE NOW LOCATED IN
THE FILE.
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16 December 1954
ARRANGEMENT OF FOLDERS, GUIDES AND LABELS
ACCOUNTING 2-1
PER DIEM
ACCOUNTING 2
ALLOWANCES
ACCOUNTING 1 (FIELD STATION X) 1953
ACCOUNTS CURRENT
PRIMARY SUBJECTS
2ND POSITION GUIDE
LABELS FOR STANDARD
FILE DESIGNATIONS
APPROPRIATIONS 2-1 1953
EXHIBITS
APPROPRIATIONS 1
ALLOTMENTS (OFFICE D)
APPROPRIATIONS 1 1953
ALLOTMENTS (OFFICE C)
APPROPRIATIONS 1 1953
ALLOTMENTS (OFFICE B)
LABELS FOR CASE FILES
OR DETAIL SUBJECTS
APPROPRIATIONS 1 1953
ALLOTMENTS (OFFICE A)
APPROPRIATIONS 1
ALLOTMENTS
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There are three steps in alphabetic name filing:
1. Determine the indexing form of the name--files as written, surname
transposed, articles to be disregarded, etc.
2. Determine the filing units in the name.
3. Consider the filing units in turn, determining the arrangement of
the material in strict alphabetic order.
Some of the rules for alphabetic filing, therefore, are concerned
with determining the filing order of the name; some with the
determination of filing units;, and others with the alphabetic
arrangement of those units.
1. In filing by names of individuals the surname is the first unit,
the first name or initial is the second unit, the second name or
initial is the third unit, and so on for any additional names
or initials the person may have.
A fundamental rule of filing is "nothing comes before something."
Thus a surname without given name or initial precedes the same
surname with a given name or initial; also a surname with a given
name precedes the same surname and same given name with an initial.
Richard Johnson
Johnson
Jones
Jones
J. Jones
Jones
J.
J. A. Jones
Jones
J.
A.
J. Allen Jones
Jones
J.
Allen
James Jones
Jones
James
James A. Jones
Jones
James
A.
James Abbott Jones
Jones
Jame a
Abbott
James Allen K. Jones
Jones
James
Allen
Ernest K. Jordan
Jordan
Ernest
K.
This example illustrates the alphabetic arrangement considering
first the first units, then when the first units are the same,
the second units are considered; when the second units are also
the same, the third unit is considered, etc. However, where it is
known that the material is on the same individual whether written
with initials or given names, it is filed together. Thus, if
J. Jones, J. A. Jones, and James A. Jones is the same individual,
material is filed together under his most common method of writing
his name. The usual methods for writing the name is
First given name
Middle initial
Surname.
2. Prefixes such as d, D' de. Do De La di du, Fitz, La Le
Y', Mac, Me O' Van, Von, Van der, Von are considered as
part of either he given name or surname to which they are
prefixed, and are arranged in strict alphabetical order.
Alice Delaney
Andrew De Laney
Michael D'Fao
John Fitzsimmons
Robert MacAlister
Charles McCarthy
Hugh O'Neill
FitzHugh Peters
Susan St. John
Albert Vandegriff
Ronald Van de Griff
Delaney
De Laney
D'Fao
FitzSimmons
MacAlister
McCarthy
O'Neill
Peters
St. John
Vandegriff
Van de Griff
Alice
Andrew
Michael
John
Robert
Charles
Hugh
FitzHugh
Susan
Albert
Ronald
EXHIBIT F (Page 1)
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16 December 195+
Wm. Jones
Jones
William
Jas. Miller
Miller
James
Chas. Smith
Smith
Charles
Theo. Williams
Williams
Theodore
Jno. Young
Young
John
5. Titles Such as Dr., Mrs., Miss., Prof. Col., Director, Supt.,
and abbreviations, suci-as Jr., Sr., 2nd, may be placed in
parentheses after the name, but are disregarded in filing.
However, if there are two names in which the surname and given
names are identical except that one is Jr., and the other Sr..
these designations are considered in filing. Foreign and
religious titles, such as, Duke of Argyll, Sister Mary, etc.,
are filed as written.
Mary Elizabeth Brown Mrs.)
Mary J. Brown (Mrs.)
Mary Jones Brown (Mrs.)
J. E. Brown (Mrs.)
not John E. Brown (Mrs.)
7. When the full names of two or more individuals are identical,
they may be identified and arranged according to age, color,
sex, etc. If these factors are unknown, they are arranged by
the alphabetic order of the cities in the addresses.
8. Names of firms and institutions are filed alphabetically as
written when they do not contain the full name of an
individual.
9. Firm names or titles of institutions containing the full name
of an individual are filed in the following order:
a. Surname
b. Given names or initials
c. Remainder of firm name or title
Marshall Field
and Company
James A. Jones
Foundry Company
When it is not clear whether the names are the given name and
surname of a single individual or the surnames of two individuals,
the material is filed as though the names were of two persons,
and cross-referenced under the second name.
File: Barton Adams Advertising Agency
Cross reference: Adams, Barton, Advertising Agency.
EXHIBIT F (Page 2)
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16 December 1954
10. Names of firms or titles of institutions containing numerals
are filed as though the numbers were spelled out.
The 13 Club filed Thirteen Club (The).
11. Hyphenated names of individuals are treated as one unit in
filing.
Sir Henry Campbell-Bannerman
David Lloyd-George
Campbell-Bannerman
Lloyd-George
Henry (Sir)
David
13. Names which may be spelled as one word or two words are filed
as one word.
Interstate Insurance Co.
Inter State Produce, Inc.
'14. Apostrophe and s, indicating singular possessive, is not
considered in filing. S and apostrophe, indicating plural
possessive, j considered in filing.
Anderson's Candy Shop
Charles A. Anderson
The Boy's Companion
Boys' Club
ing Order
Unit 2
Hendrix
Interstate
Inter State
Anderson's
Anderson
B s
'
... s
Insurance
Produce
Candy
Charles
Companion
Club
Company
Inc.
Shop
A.
(The)
15. Articles, prepositions, and conjunctions, such as and, for,.
in, of, and the. do not affect the order'of filing. When the
is included.as part of the title it is placed in parentheses;
if it is the initial word, it is placed at the end of the
title.
The Clark Company
The James B. Clark Company
Edward Cole
Cole and Sons Hardware Co.
League of Nations
League of Women Voters
Max the Hatter
Clark
Clark
Cole
Cole (and)
League(of)
League(of)
Max (the)
Company
James
Edward
Sons
Nations
Women
Hatter
(The)
B.
The words brothers, company, incorporated, limited, son, and
and their abbreviations are considered in filing, and when
abbreviated, are filed as though spelled out.
Jones Brothers
Jones Company
Jones, Incorporated
Jones, Limited
EXHIBIT F (Page 3)
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16 December 1954
17. Compound geographic names are considered as two words; prefixes
to geographic names are considered as one word.
New York Publishing Compan
South Carolina Utilities
New
South
York
-Carolina
Publishing
Utilities
18. When the names of two or more businesses are identical, they may
be filed alphabetically by the names of the cities in which they
are located, if such separation is desirable.
General Electric Company, Pittsburgh
General Electric Company, Schenectady
19. An abbreviation in a firm name is'filed as if the name were
written in full where name is known.
20. A foreign title or article in a firm name is considered as a
separate filing unit.
El Morocco
La Parisienne Beauty Shop
El
La
Morocco
Parisienne
21. When such phrases as association of union of, organization oP
society for, bureau of Governmental bureaus excepts , ddepar_t
men of overman atat departments excepted) constitute the
beginning of a name or title, they are considered and filed as
part of the name.
Association for the Advancement
of Management ) Filed as written, first
Association of Mechanical Engineers) and second units indicated
Society for Prevention of Cruelty ) by underscore
to Animals
22. Names of churches, clubs and similar organizations are filed
under the first "unit" word that is most important or that most
clearly identifies the organization.
23. United States and Federal when preceding a department of the
Government are not considered in indexing. These titles are
considered in filing when they appear in the names of firms
or institutions not connected with the Government.
Federal Casualty Insurance
Company
Federal
Casualty
United States Tariff
Commission
Tariff
Commission
Federal Trade Commission
Trade
Commission
United States Steel
Corporation
United
States
EXHIBIT F (Page 4)
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a. The principal words in the name
b. The principal words in the name
c. The principal words in the name
necessary for filing purposes.
Accounting Office
Mines (Bureau of)
Internal Revenue
County of Claiborne, Tennessee
State of Maine
Commonwealth of Massachusetts
City of Memphis, Tennessee
Claiborne, Tennessee (County of)
Maine (State of)
Massachusetts (Commonwealth of)
Memphis, Tennessee (City of)
Cincinnati City Council
Cincinnati Bureau of
Health
Office of the City
Manager, Cincinnati
Office of the Mayor,
Cincinnati
Cincinnati Planning
Commission
Police Department,
Cincinnati, Ohio
Department of Safety,
Cincinnati
Cincinnati,
Cincinnati,
Cincinnati,
Cincinnati,
Cincinnati,
Ohio, City Council
Ohio, Health (Bureau of)
Ohio, Manager
Ohio, Mayor
Ohio, Planning Commission -
Ohio, Police Department
Ohio, Safety (Department of)
Where the volume of correspondence from a municipality or other
government subdivision is small, all material may be filed
chronologically under the name of the subdivision without
EXHIBIT F (Page 5)
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27. When the name of a city is part of the name of a firm or other
organization, not a part of the city government, the name is
filed as written.
Cincinnati Post
Cincinnati Women's Club
Knoxville Automobile Club
Knoxville Glass Company
Knoxville News-Sentinel
New York Times
By use of rules 26 and 27 the State name affords the means of
distinguishing between official municipal correspondence,
correspondence with or about municipal departments or munici-
pally owned and operated organizations and enterprises, and
correspondence with commercial organizations or firms having
municipal names.
In rare instances where there are two or more cities by the
same name but in different States, material must be arranged
in alphabetical order by States:
Bowling Green, Kentucky, Automobile Club
Bowling Green, Ohio, Automobile Club
28. Material regarding banking institutions is filed first by
the name of the city in which the bank is located, then
by name of bank, with State at end of title in parentheses.
If the city name is embodied in the name of the bank at the
beginning, it is not repeated.
Bank of Knoxville, Knoxville, Bank of Knoxville
Knoxville, Tennessee (Tennessee)
Hamilton National Bank of Knoxville, Hamilton National Bank
Knoxville, Tennessee (Tennessee)
Knoxville Trust Company Knoxville Trust Company (Tennessee)
Bank of Maryville, Maryville, Bank of Maryville
Tennessee (Tennessee)
First National Bank of Maryville, First National Bank of
Maryville, Tennessee (Tennessee)
29. Newspapers which do not have as part of their name the name of
the city in which they are published are filed the same as
other commercial organizations. For example, The Daily Mirror
is filed under D although it is a New York newspaper.
The words New York are not carried as part of the name of this
newspaper. Similarly, this applies to all other such newspapers
where the name of the city is not actually a part of the
newspaper's name.
Daily Mirror (The)
Knoxville News-Sentinel
Minneapolis Star-Journal
New York Times
Toledo Times
EXHIBIT F (Page 6)
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? -
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MINIMMAINE
EXHIBIT G
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EIBIT If
31
16 DecotubRECOMS
er 1954
NOTE: ACTUAL SIZE 81/2,l
XlO"
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ftco
16 December 19
THIS FILE HAS BEEN
CHARGED TO YOU
FILE BACKING SHEET
ICAIBZT 2
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16 December 195+
FILE CLASSIFICATION GUIDE
The File Classification Guide has been prepared for maximum
utilization in the maintenance of correspondence files in
the Agency. The list of subjects has been developed to meet
the needs of the Agency as it pertains to most business
matters. However, it is recognized that the guide may not
be sufficiently developed to meet the needs of offices re-
sponsible for specific programs.
In these cases additions or modifications should be discussed
with the Area Records Officer concerned. The Area Records
Officer and the Records Management Division will then assist
in making any approved changes.
The following is a list of the primary subject titles con-
tained in the File Classification Guide.
SUBJECT LIST
ACCOUNTING
APPROPRIATIONS (BUDGET)
AUTHORIZATIONS
BUILDINGS & GROUNDS
COLLECTION
COMMITTEES
COMMUNICATIONS
CONTRACTS
DISSEMINATION
EQUIPMENT & SUPPLIES
FORMS
INVENTIONS
INVESTIGATIONS
LEGAL
LIAISON
MEDICAL
33
MEETINGS
NATIONAL DEFENSE
ORGANIZATION & MANAGEMENT
PERSONNEL
PRINTING & REPRODUCTION
PRODUCTION
PUBLIC RELATIONS
RECORDS
REFERENCE LIBRARY
REPORTS
SECURITY
SHIPMENT
TRAINING
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his subject pertains to all accounting transactions involved
in the receipt, disbursement, and other handling of appropri-
ated funds.
ACCOUNTING
1 Accounts Current
(Depositories)
2 Allowances
(Cost of Living - Differential - Living Quarters -
Per Diem - Representational Allowances)
3 Audit
(Suspensions - Disallowances - GAO Exceptions -
Claims - Inquiries - Irregularities)
4 Bonding of Employees
5 Certifying Officers and Agent Cashiers
6 Collections and Receipts
(Adjustments - Checks, except salary - Money
Orders - Currency - Postage - Contributions -
Deposits - Fees - Interest- Refunds - Rents -
Royalties - Schedules - Summaries)
7 Discounts
8 Disbursements
(Adjustments - Advices - Expenditures - Refunds -
Schedules - Summaries)
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ACCOUNTING (CONTINUED)
9 Payrolls and Salaries
(Bond Deductions - Checks, Salary - Power of
Attorney - Retirement Deductions - Time and
Attendance Reports, includes overtime and
leave records - Vouchers - Withholding taxes)
10 Reports and Statements
11 Systems of Accounting
12 Vouchers and Invoices
(Except payroll vouchers - See ACCOUNTING 9)
13 Confidential Funds
35
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APPROPRIATIONS (BUDGE T)
Zhis subject pertains to annual, deficiency, and supplemental
estimates and appropriations; budget material; material re-
garding preliminary estimates; Bureau of the Budget and
Congressional hearings; preparation of exhibits in support
of estimates; copies of appropriation bills and committee
reports; and material regarding allotments, apportionments,
and transfer of funds.
Optional arrangement: Case file by organizational unit,
program, fiscal year, as required.
Do not use this subject for filing material relating to fiscal
accounting transactions involved in the receipt, disbursement,
and other handling of appropriated funds - See ACCOUNTING.
APPROPRIATIONS (BUDGET)
1 Allocations, Allotments, Apportionments,
Encumbrances, 'ansfers
2 Budget Estimates
(Exhibits - Justifications)
3 Hearings
4 Reports, Statements, and Statistics
5 Supplemental
36
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AWiFl~!!I!~
RECORDS
16 December 1954
AUTHORIZATIONS
This subject is for general use only. Do not use for material
that can be classified under more specific subjects, such as:
Travel Authorizations - See TRAVEL 2
AUTHORIZATIONS
37
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RECORDS
16 December 1954
BUILDINGS & GROUNDS
This subject pertains to the acquisition, construction,
operation,and disposal of office buildings and other
structures and the grounds necessary to maintain such
installations, except:
See SECURITY 1 for material pertaining to
the protection of buildings and grounds from
vandalism or possible sabotage.
BUILDINGS & GROUNDS
1 Acquisition (Use BUILDINGS& GROUNDS 9 for
space acquisition, etc.)
(Appraisal. - Deeds - Titles - Mortgages -
Recordings - Easements - Rights-of-Way -
Permits - Licenses - Grants - Cessions -
Leases - Loans - Purchase - Surveys
Transfer)
2 Damage and Protection
(Fire - Flood)
3 Design and Construction
(Alterations - Additions - Construction
Authorization - Plans - Drawings - Specifi-
cations - Progress Reports - Project Proposals
Cost Estimates - Subprojects - Work Orders)
4 Directories, Signs, and Bulletin Boards
5 Disposition
(Abandonment - Deeds - Titles - Recordings -
Demolition - Dismantling - Sale - Transfer)
6 Grading and Landscaping
38
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RECORDS
16 December 1954
BUILDINGS & GROUNDS (CONNTINUED)
25X1
7
Maintenance and Preservation
(painting - Repairing)
Reports and Data
9 Space (including office, storage., and parking space)
10
(A
r
Utili
cquisition - Allocation - Assig
elease - Parking Permit)
ties and Services (Except Telep
nment - Use and
hones - See
OONI-iUNICATIO
NS 1})
(Trash collection and disposal - Heating -
Lighting - Power - Refrigeration - Air-
Conditioning - Water - Sewerage - Hot Plates
Vending Machines - Cafeteria)
39
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RECORDS
16 December 1954
COLLECTION (CONTINUED)
(Publications - Newspaper - Periodicals
Documents - Maps - Charts)
11 Requirements
(Requests - Directives - Responsibilities)
41
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RECORDS
16 December 1951
This subject is for general use only. Do not use for
material that can be filed under more specific subjects,,
such as :
Boards of Survey - See EQUIPMENT Fs SUPPLIES
Optional Arrangement: Case file as required.
COTM TTEES
1 Memberships
2 Reports and minutes of committee meetings
25X1
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iliiil *I
RECORDS
16 December 19524
This subject pertains to material regarding all types of
communication facilities and services, including procedures
for handling mail, cables, and correspondence.
COMMUNICATIONS
1 Interoffice and Public Address Systems
2 Mail and Correspondence
(Addresses - Postage - Postal Laws and
Regulations - Penalty Privileges - Procedure,
includes preparation of correspondence -
Referred letters - Registered Mail - Insured
and Special Delivery)
3, Messenger Service (Includes U. S. Official Mail
and Courier Service)
14 Telephones
(Installation and Use - Lists and Directories,
including individual telephone numbers - Toll
Calls)
5 Other Electrical Communications
(Radio - Wire - Television - Facsimile -
Telegrams - Teletypes - Cable-rams)
Communications Security
(Codes - Ciphers)
43
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RECORDS
16 December 1954
This subject is for general use only. Do not use for
material that can be filed under rmre specific subjects, such
as:
Material pertaining to contracts for the procure-
ment of equipment and supplies - See EQUIPMENT &
SUPPLIES 1
44
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RECORDS
16 December 1954
This subject pertains to the request for, and/or distribution
of, administrative issuances and intelligence information,
DISSEMINA TCON
Distribution and Mailing Lists
2 Materials
(Reports and Surveys - Exhibits - Graphics -
Recordings - Newspq ers and periodicals - Maps
Charts - Speeches and lectures - Books - Press
and Radio releases)
3 Planning and Coordination
4 Requests
5 Restrictions
(Censorship - Quantity Control)
45
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RECORDS
16 December 195
EQUIPMENT & SUPPLIES
This subject pertains to procurement, utilization, management,
and disposition of equipment and supplies except:
See BUILDING & GROUNDS for material pertaining to
acquisition, management, or disposition of buildings
and grounds.
See VEHICLES for all matters pertaining to
vehicles.
HQUIPMEN T & SUPPLIES
1 Cataloging
(Classification - Identification)
2 Distribution
(Allocation - Assignment - Rationing)
3 Installation, Maintenance, and Preservation
(Repair - Painting - Servicing)
4 Procurement
(Authorization and justification - Bids - Bid
and performance bonds - Catalogs, Price Lists
and Schedules - Discounts - Inspection and
Testing - Invitations - Justifications - Open
market - Priorities and expediting - Purchase
orders - Rental of equipment - Requisi tions -
Specifications, bids and contracts - Tax Ex-
emptions - Requirements and related corres-
pondence)
5 Property Accountability
(Damage - Inventories - Loans and Exchanges -
Loss and ].heft - Property Passes - Receiving
Documents - Surveys)
6 Storage and Stockpiling
46
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RECORDS
16 December 1954
EQUIPMENT & SUPPLIES (CONTINUED)
7 Surplus, Salvage, and Conservation
(Acquisition - Boards of Survey - Declarations -
Disposals - Excess Lists - Sales authorization -
Transfer)
47
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RECORDS
16 December 1951
F0101S
This subject pertains to forms design, standardization,
revision, clearance, and control. It is to be used for
correspondence other than requisitions for forms from stock.
See EQUIPIIZNT & SUPPLIES I. for requisitions from
stock.
1 Control or Management
(Design - Standardization - Revision - Clearance)
48
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RECORDS
16 December 1954
This subject pertains to discoveries and inventions; copy-
rights of articles or publications; applications for patents
and trademarks for devices or materials developed by Agency
employees and associates.
Also include agreements permitting use of patents.
Case files may be established, as required. Classify by
name of senior author or other appropriate classification.
INVENTIONS
1 Patents, Copyrights, and Trademarks
(Applications - Permission to use)
49
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RECORDS
16 December 1954
This subject is for general use only. Do not use for
material that can be filed under more specific subjects.
50
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RECORDS
16 December 1954
This subject pertains to legislative proposals, copies of
Congressional bills and resolutions, committee reports,
hearings, etc.
LEGAL
1 Claims and Litigations
2 Decisions, Opinions, and Interpretations
(A
Ge
3 Execu
4 Laws a
ttorney General - Comptroller Gene
neral Counsel)
tive Orders
nd Regulations
ral -
(Code of Federal Regulations - Federal
Register - Foreign)
Legislation
(Federal, file by House or Senate Bill or
Resolution Number - State and Territorial -
Hearings)
6 Notaries
51
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RECORDS
16 December 1954
This subject pertains to policies, procedures, and agreements
concerning liaison with States, foreign governments, Federal
agencies or organizations. This subject is for general use
only, do not use for material that can be classified under
more specific subjects, such as:
Liaison regarding collection of intelligence
information - See COLLECTION 9
Liaison regarding evaluation and utilization
of intelligence information - See PRODUCTION
Liaison regarding the dissemination of intelli-
gence information - See DISSE1TINATION
LIAISON (Includes Agreements and Memorandums of Understanding)
1 IAC Agencies
2 International
(Foreign Governments - Organizations)
3 Intra-Agency
4 Other Federal Agencies
5 State Agencies or Institutions
52
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RECORDS
16 December 1954
This subject pertains to the development, preparation, and
execution of the Agency medical program and with providing
medical service and support to Agency activities.
DO NOT use for any papers involving status or health record
of an employee. Such papers should be included in the
designation "Health Records Case Files" maintained in the
Medical Office.
1 Compensation and Claims (Use for Medical aspects
only: See ACCOUNTING for
payment)
2 General Medicine
(Diseases - Injuries - Rest and Rehabilitation
Hospital Facilities - Treatment)
3 Medical Specialities
(Dentistry - Psychiatry - Psychology)
4 Physical Examinations
(Physical Standards and Tests - Waivers - X-rays)
5 Plans and Coordination
6 Preventive Medicine
(Environmental Sanitation - Immunization)
7 Reports and Surveys
53
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--- -11011014M
RECORDS
16 December 1954
This subject pertains to meetings, conferences, congresses,
conventions, etc. Do not use for material that can be filed
under more specific subjects.
See COI0LETTEES for material pertaining to
committee meetings.
MEETINGS
1 Engagements, Invitations
2 Inter-Agency
3 Intra-Agency (File by Area, Organization Unit,
etc., as required)
International
Reports and minutes of meetings
54
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RECORDS
16 December 1954
NATIONAL DEMSE
This subject pertains to the Agency's activities and contri-
butions to the National Defense Program, except intelligence
operations.
NATIONAL DEFENSE
l Civil
2 Conservation of Resources
(Essential or Raw Materials)
3 Construction and Housing
4 Foreign Economic Cooperation
5 Industrial Mobilization
6 Manpower
7 Military
8 Price Control
9 Production
10 Wage Stabilization
11 Reports
55
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RECORDS
16 December 1954
This subject pertains to the executive or administrative
structure of an organization; distribution or delegation of
duties and functions; establishment or discontinuance of
offices or organizational units; planning; management
policies; procedures; and all administrative or authorita-
tive issuances of the Agency, except processed copies of
Agency manuals which should be maintained separately.
ORGANIZATION AND MANAGEMENT
1 Administrative Issuances (Policy and Procedural
Orders, Notices, and Memo-
randums)
2 Improvement Program
(Surveys - Studies - Employee Suggestion Program)
(See PERSONNEL 3 for Awards and Citations)
3 Inspections (Field)
4 Emergency Planning
(Decentralization and Dispersal)
5 Establishment, Reorganization, and Liquidation
(Internal (File by name of organizational unit,
as required) - Other Federal Agencies)
6 Programs and Plans (General Only. Do not use this
subject for material that can
be classified under more specific
subjects.)
7 Procedures and Methods
8 Functions and Delegation
(Assignment and Transfer of functions - Delegations
of Authority)
9 Charts, Tables, and Ceilings
(Organization Charts - Tables of Organization -
Personnel Ceilings)
56
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RECORDS
16 December 1954
This subject pertains to all phases of personnel administra-
tion, including policies, programs, procedures, regulations,
etc., except security clearances, violations, etc.
1 Assignment Actions
(Appointments - Change to Lower Grade - Detail
(Civilian Personnel) - Overseas Duty - Pro-
motions - Reassignment - Transfer)
(Annual Leave - Dismissal (Heat, snow, etc.) -
Holidays - Hours of Duty - Jury Duty and
Court Attendance - Leave Without Pay (LWOP) -
Maternity Leave - Military Leave - Overtime
(including authority to approve) - Sick Leave -
Vacations)
3 Awards
(Citations and Commendations - Incentive - Honor -
Longevity)
4 Boards and Panels
(Employment Review Board - Professional Selection
Panel)
5 Career Service
6 Citizenship
7 Classification and Duties
(Position Analysis - Classification - Duties -
Position Standards - Position Qualifications)
8 Conduct
(Debts - Disciplinary Actions - Political Activity,
Hatch Act)
57
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RECORDS
16 December 1954
PERSONNEL (CON TINUED )
9 Contract Personnel
(Agents - Associates - Consultants - Experts)
10 Contributions
(Solicitation of Funds. File by title of campaign
or organization, as required)
11 Employee Relations and Activities
(Army Enlisted Reserve Program - Blood Donors -
Compensation (for injuries, illness and death) -
Counseling - Clubs and Societies - Credit Union -
Draft Deferment - Fair Rnployment Procedure -
Grievances - Health - Hearings and Reviews -
Hospitalization - Housing - Insurance - Military
Reserve Training - Outside Activities - Recreation
and Welfare)
12 Evaluation, Personnel
(Instructions - Reports)
13 Military Personnel
(Assignment to CIA - Pay and Allowances)
14 Records and Reports
(Except Personnel Evaluation - See PERSONNEL 12)
15 Recruitment
(Applications and Endorsements ?- Civilian Reserve -
Examinations and Tests - Interviewing - Planning
Manpower - Qualifications (Analysis-Data-Records
-
Requirements and Requisitions - Sources (Individuals-
Schools - Colleges) - Selection)
16 Safety Program
58
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RECORDS
16 December 1951
PERSONNEL (Coll TINULD )
17 Separations
(Death - Exit Interviews - Separation for Military
Service - Personnel Kissing in Action - Reduction
in Force - Removal for cause - Resignations -
Retirements - Transfer to Other Agencies)
18 Supergrades
59
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RECORDS
16 December 1954
PRINTING AND REPRODUCTION
This subject pertains to printing and reproduction services,
PRINTING AND REPRODUCTION
1 Policies and Procedures
2 Programs
3 Reports
!t Requests and Requisitions
5 Publications
60
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RECORDS
16 December 1954
This subject pertains to the evaluation, analysis, integration,
and interpretation of intelligence information.
See COLLECTION for material pertaining to the
collection of intelligence information.
See DIs3EiUNATION for material pertaining to
the distribution of intelligence information.
PRODUCTION
1 Analyzing
2 Correlating and Evaluating
3 Estimating
4 Incorporating
5 Planning and Coordinating
(Policies - Responsibilities - Participants
Product Improvement)
6 Post TNortems
7 Requirements
8 Status
9 Translating
61
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RECORDS
16 December 1951
This subject pertains to general phases of public relations
only.
See LIAISDN for material involving relationships
with organizations on a formal basis.
PUBLIC RELATIONS
1 Conner dations, Congratulations, and Greetings
2 Criticisms and Complaints (General only. Do not use
for material that can be
classified under more
specific subjects.)
3 Petitions and Resolutions
!t Introductions
5 Representatives and Visitors
62
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RECORDS
16 December 1951
This subject pertains to policies, procedures, and systems
for handling, filing,and disposing of records.
See Sr URITY 2 for the security of records.
RECORDS
1 Accessibility
(Request for access to records - Clearances)
2 Disposition
(Disposal, by destruction or transfer - Inven-
tories - Reports - Transfer to Federal Records
Center - Transfer to National Archives -
Transfer between Federal Agencies-Inter-Agency
Loans, temporary transfer, etc. - Schedules)
3 Filing Systems and Procedures
4 Management
(Surveys)
5 Microfilming
6 Vital Materials
(Inventories - Policies and Procedures - Progress
and Status Reports)
63
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RECORDS
16 December 1951
REFERENCE LIBRARY
This subject is to provide for the filing of non-Record,
REFERENCE material when such material is maintained in filing
equipment. Library and museum material made or acquired and
preserved solely for reference or exhibition purposes; extra
copies of reports and documents preserved solely for con-
venience of reference; and stocks of publications and of
processed documents fall into this category.
RE FAKICE LIBRARY
64
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RECD
16 December 19511
This subject is for use in filing recurring reports, such as
weekly and monthly activity or progress reports, and special
reports which are too general to be filed under more specific
subjects. Include policies, procedures, and methods for the
preparation.
Optional Arrangement: Case file as required.
65
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RECORDS
16 December 1954
This subject pertains to the safeguarding of information and
material., which, in the best interests of national defense
and safety should not be disclosed to unauthorized persons.
SECURITY
1 Buildings and Equipment (protection)
2 Communications and Records
(Defense classification and reclassification -
Disposal - Filing and Storage - Transmission
and Receipt - Downgrading - Safeguarding)
3 General Policy., Regulations, and Procedure
4 Information and Publications,
(Censorship - Classification and Reclassification
Use and Release Of)
5 Personnel
(Identification Badges:- Investigation and
Clearance - Loyalty and Review - Orientation)
6 Violations
66
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PJDCORDS
16 December 1954
This subject pertains to the shipment and routing of equip-
ment and supplies. It is for general use only. Shipments
regarding a specific order should be filed with the related
order in EQUIPMENT & SUPPLIES 4.
SHIPTSFNT
1 Air
2 Motor Carrier
3 Rail
4 Water
5 Loading, Markings Packing
6 Routing and Shipping
7 Regulations:
8 Bills of Lading and Freight Bills
9 Demurrage
10 Express
11 Drayage
12 Storage in Transit
13 Loss or Damage
14 Quotation and Rates
15 Personal Effects
67
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RE)3OIMS
16 December 195
This subject pertains to the development and direction of
all Agency training programs.
Ti3A INING
1 Policies and Procedures
2 Facilities
3 Programs
(In-Service - Orientation)
! Reports
5 Outside Training (Colleges., Schools)
6 Courses
68
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!I!~!ll~9ii~iii
RBCORDS
16 December 1951
This subject pertains to travel on official business#
including policies, procedures, and regulations. Case files
by name of traveler may be established as required and may
be accomplished by writing the name of the traveler as part
of the file designation, thus s TRAVEL (Brown, Harry).
TRAVEL
1 Advance of Funds
2 Authorizations and Orders
3 Entry (Custom courtesies, etc.)
14 Foreign (Includes passports, visas, etc.)
5 Itineraries and Reservations
6 Policies and Regulations
7 Private Transportation
8 Transportation Requests
9 Reports
69
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~iliT I iTi
RECORDS
16 December 1954
This subject pertains to acquisition, utilization, and
disposition of automobiles, trucks, and other vehicles,
including policies, procedures, and authorities for their
use. Include also material regarding the procurements account-
ability, use, and disposal of tires and tubes.
1 Accidents (Except dlaims of injured employees - See
PRR.'40NNEL 16)
Assignment and Use
(Policies and regulations- Requisitions
Authority to use))
3 Credit Cards
4 Inspection
5 License Plates (Auto tags)
6 Loss' Damage, and Theft (Except accident)
7 Maintenance and Preservation
8 Marking and Identification
9 Permits to Operate'
10 Procurement
11 Reports
12 Storage (Authority to store at private residence)
13 Surplus or Unserviceable
(Disposal by sale, Transfer, or Loan)
14 Tires and Dibes
15 TL tie s
70
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JA PM
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RECORDS
16 December 1951
The following "SUBJECT INDEX" is very similar to the index
found in most textbooks. It is an alphabetical listing of
the specific subjective titles, key words and terms synony-
mous to those which are categorically arranged in the
Subject List.
This "SUBJECT INDEX" is maintained on punch cards. It is
intended to expand and amend the Subject Index to include
additions and/or modifications that may arise from use of
the File Classification Guide in various offices.
Offices adding approved subdivisions to the Subject List
provided in the "File Classification Guide" may find it
desirable to include these subjects, terms, etc. in their
proper place in the subject index. his may be accomplished
by contacting the Records Management Staff through the Area
Records Officer concerned where arrangements will be made
for mechmi.cal preparation of the Index.
71
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RECORDS
16 December 1951.
Reference File Designation
Abandonment .................................... BUILDINGS & GROUNDS 5
Absence ........................................ PERSONNEL 2
Accidents
Employees............ ..................... PERSONNEL 16
Vehicles...< .............................. VEHICLES 1
Accomodations.................................. TRAVEL 5
Accountability Property EQUIPMENT & SUPPLIES 5
Accounting .............. ..