RECORDS - PRELIMINARY PLANNING FOR ADP ORIENTED SYSTEM OF RECORDS CONTROL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000100150002-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 9
• Document Creation Date: December 12, 2016
• Document Release Date: September 12, 2001
• Sequence Number: 2
• Publication Date: August 11, 1970
• Content Type: MF

Approved For Release 2001/11 /0SEORRP74-00390R000100150002-9
11 August 1970
b. The drafting and acceptance of a Records
that will meet the requirements of all the
Office of Security components a d--gar li t trr-
MEMORANDUM FOR: Chief, EPD
FROM : Records Administration Officer/ OS
SUBJECT : Records - Preliminary Planning for ADP
Oriented System of Records Control
1. As the Agency Records Administration Program moves nearer
each fiscal year to a planned machine system of records control, it is
imperative that the Office of Security maintain its status as a contributing
charter member to records systems. In this respect, it has been brought
to my attention that an automated system of records control, possibly on
an Agency-wide basis, is in the future. Naturally, such a system will
require a great deal of planning, coordination, cooperation and contribu-
tion from all the various Agency components. Accordingly, in order to
prepare the Office of Security in advance for whatever requirements may
be levied upon us in the future in relation to an Agency oriented ADP
records control system, there are certain measures that can and should
be undertaken during this fiscal year. Such measures would include:
a. The replacement of our present decentralized
Records Control Schedule with an OS General
,General--S-chedu.1e.;__ ,
Fsriurted from atdamatie
~r~rd9 and
COE Approved For Release 2001/11 ffjE-jD 74"W 0 100150002-9
Records Schedule;
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c. A listing of our various records media;
d. A listing of the various type retention classes -o,l:;-~j/0'~`~,`"
that would ensure both the life and dea h of our
records; =T"`
e. A listing of all the various type equipment
utilized by the Office of Security for the storage of records;
f. An inventory heading index that would meet
the requirements levied upon us in the area
of records inventories. -
2. Of the above, a, b and d would be the areas of our most concen-
trated efforts since coordination and agreement throughout all,the offices
of Security is necessary prior to the final preparation and adoption of the
program. Accordingly, I have attached to this memorandum a proposed
Machine Run Heading Index, a Subject Records Series, a listing of the
various type records media, a Records Retention Class listing and a
listing of equipment types. I have not attached a proposed General
Records Sche u1 ce this will be largely based on the acceptance,
additions, deletions, etc. , of the various attached listings.
3. The above is put forth for your review and consideration by
the various Office of Security officials. Should it meet with approval,
I will begin the preliminary implementation of the plan which I believe
I may be able to complete by January 1971.
Attachments:
As Stated
SECRET
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OFFICE
FILE IDENTIFICATION
LOCATION
CUSTODIAN
SCHEDULE' NO.
ITEM NO.
MEDIA
RETENTION CLASS
FILE ARRANGEMENT
INCLUSIVE DATES
SIZE OF RECORDS
STORAGE EQUIPMENT
EQUIPMENT OCCUPIED
RECORDS VOLUME
RECORDS DESTROYED
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RDP74-00390R000100150002-9
SUBJECT,'OF RECORDS SERIES
(Cols. 25-27)
1.
2.
3.
4.
5.
6.
7.
cS 9.
10.
-11.
X 12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
ADMINISTRATIVE
AUDIT
AUTOMATIC DATA PROCESSING
BRIEFING
BUDGET
CABLES-
CHRONOLOGICAL FILES
COMMUNICATIONS
COMMITTEE
CONTRACT
COUNTRY
DIRECTIVES, NOTICES, REGULATIONS
DOCUMENT CONTROL
FINANCE
HISTORY
INDEXES AND' LISTINGS -t-
LEGAL
LIAISON
LOGS
OPERA TIONAL
PERSONNEL
POLICY AND PLANS FILES
PROCURI~MENT
PROGRAM
PROJECT
PUBLIC
REAL ESTATE AND PROPERTY
RECORDS MANAGEMENT
REPORTS
RESEARCH AND DEVELOPMENT (Inc. Ext)
SECURITY
SPECIAL ACTIVITIES
STATISTICAL
SUPPLY
TRAINING - -
TRAVEL
WORKING PAPERS
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RECORDS MEDIA
/(Cols. 33-34)
1. CARDS - 3x5
2. CARDS - 4x6
3. CARDS - 5x8
3 5
4. CARDS -J'16 iA 3 L G P 6`'-L
6. FILM - MOTION PICTURE
7. FILM - NEGATIVES
8. PAPER
y. 1'AYJ - 1V1ACilV l'1C> /
10. TAPES - SOUND,,
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RECORDS RETENTION CLASS
(Cols. 35-37)
01 PERMANENT - Hold indefinitely in Office of Record on
02
a current basis. When no longer needed for reference,
research, or operational purposes, screen and retire
to the A&RC.
PERMANENT - Cut off at end of 1 year, hold 1 year,
and retire to the Archives and Records Center.
03 PERMANENT - Cut off at end of 1 year, hold 2 years,
and retire to the Archives and Records Center.
04 PERMANENT - Hold indefinitely in the Office of Record
until termination of active status plus 6 months, and retire
to the Archives and Records Center.
05 TEMPORARY - Destroy when superseded, documents
destroyed, or transferred, or no longer needed for
reference.
06 TEMPORARY - Cut off at end of 1 year, hold for 1 year
and destroy, or transfer to Office of Record for action.
07 TEMPORARY - Hold indefinitely in Office of Record
until termination of active status plus 6 months. Screen
and destroy; or transfer records to other files, offices,
or A&RRC as appropriate. Archives and Records Center
destroy after number of specified years.
08 TEMPORARY - Cut off at end of 1 year, hold for 6 months
to 1 year, and retire to the Archives and Records Center.
Archives and Records Center destroy after number of years
specified.:.,
1 - 99 TEMPORARY - Number of years to be retained in the
Archives and Records Center.
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09 TEMPORARY - Cut off at end of 1 year, hold for 2
years and destroy.
TEMPORARY - Retain 3 months and destroy.
TEMPORARY - Cut off at end of 1 year, retain
additional 3 years and destroy.
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TYPE OF EQUIPMENT
(Cols. 44-46)
CODE
01 Book Cases 1~tivt'
02 Book Shelves
03 Cabinets - 4-Drawer File
04 Cabinets - 5-Drawer File - Letter
05 Cabinets - 5-Drawer File - Legal
06 Cabinets - 10-Drawer (3x5)
07 Cabinets - 10-Drawer (Tab Card)
08 Cabinets - Over Safe Storage
09 Conserva File - Full Space k
10 Kardex - 5x8
11 Magnetic Tape Racks
12 Map Cases - Pigeon Hole
13 Map Cases - 10-Drawer
14 Open Shelf
7 o
15 Open Storage (Not 09, 14)
16 Power File
17 Safes - 2-Drawer (Include Desk)
SECRET
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DP74-00390R000100150002-9
0 V
CODE
18 Safes - 4-Drawer - Letter
19 Safes - 4-Drawer - Legal
20 Safes - 5-Drawer - Letter
21 Safes 5-Drawer - Legal
22 Safes - 5-Drawer - Card
23 Tub Trays
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