RECORDS MANAGEMENT PROGRAM - POLICY ISSUES - ORGANIZATIONAL STRUCTURE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300040005-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 92
• Document Creation Date: December 9, 2016
• Document Release Date: July 19, 2001
• Sequence Number: 5
• Publication Date: March 21, 1969
• Content Type: MF

SEOD
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MEMORANDUM FOR: Deputy Director for Support
Issues
SUBJECT Records Management Program - Policies -
Organizatioiial Structure a
DRAFT
21 March 1969
1. Paragraph ,r~ of this memorandum contains recommendations
for your approval.
2. Before 1961 responsibility for the Records Management Program
was centralize in the Records Management Staff. In 1961 responsibility
for establishing, maintaining, and directing records programs was
assigned to the Deputy Directors d heads of independent offices.
Decentralization was not absolute, however, because the function of the
CIA Records Administration Officer was retained ith a minimal central
staff. He is charged with responsibility'k'for furnishing staff guidancc,
assistance, and coordination of the Agency program, and for reviewipg
and monitoringgthe decentralized programs. Neither the centralized
program that existed before 1961 nor the structure that has existed
since has fulfilled the fundamental requirement of controlling the
growth of inactive ma record material maintained in the offices and
3. The reasons the centralized program didn't work'before 1961
are still valid and it appears that no useful purpose would be sx served
by considering total centralization as a reasonable alternative now.
There are also several reasons the program as established after 1961
hasn't worked either: 4a*
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a. The present regulation governing the Records Program,
is ambiguous ~ It says there will be an Agency Records
Program Zomposed of decentralized programs, `and---this is the h.egin=
aing f the ttrb?guity. It is not clear how one program is expected
to be constructed out of several. The ambiguity is intensified by
the distribution of authority and responsibility. All of the
authority to establish, maintain, and control records programs''
heads of
is delegated to the Deputy Directors and/independent offices and
none is reserved for the "Agency program". rThe Agency Records
Administration Officer (Chief, Records Administration Branch, SSS)
is made responsible for furnishing staff guidance, assistance,
and coordination of the "Agency program" but there is no require
ment that these services be used.' He is responsible for "re-
viewing and monitoring", but there is no obligation to accept or
respond to his comments and recommendations.` The regulation
seems to say that the Agency wants it both ways:" decentralized
programs but centralized control. A part of the problem is that
there is no authority and no structure to make it work either'
wa or in combination.
b. A second reason the program doesn't work effectively
now is that we operate a central storage facility but exercise
no control over what comes into it, how long it must be kept,
or when and if it may be destroyed: Each of the decentralized"
authorities exercises:Lki these controls,'and jealously guards
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its right to do so. 'theoretically, completely decentralized
programs would include provision for separate storage facilities
for each program. Clearly this is too outrageous to consider,
seriously but it does suggest that perhaps some central control
should be exercised over the use of the Records Center, partic-
ularly `f the managers of the Records Center are to be held
accountable for volumes retained, and charged with responsibility
for reducing them to a proportion which will fit within the
present space \
`c. A third reason the Records Program doesn't work is that
storage is the only element of the Records Programs that attracts
attention ,,1 and even then they only gets attention when the avail-
able space is used up. Other elements of the Program do not get
attention because there is almost never a crisis which can be
directly attributed to them. Managers like to have their records
programs remain unobtrusive.'- They p.Rx prefer to let subordinates
and
deal with problems of correspondence, reports, forms,/records
management,
maintenance. There are no HE-effective and systematic/systems to
deal with reports or forms-In any of the records programs in the
Agency yet computer produced reports ?are literally transported
from computer centers on fork-lift truck and external printing
of official forms costs the Agency more than a quarter of a million
dollars a year. We have no way of knowing how much is spent or
R-x
how much record material is produced for ultimate storage; through
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the uncontrolled development and printing of unofficial, bootleg
forms$ that are used in virtually every operation of the Agency.
We have no Agency correspondence program and no control over
copying machines- yet these are probably the primary source for
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the creation of record.%that will ultimately require storage.
Moreover, there is no evidence that Agency management wants pro-
th se
grams in iz vital elements of records management and control,
yet until,,we find some systematic way of dealing with the elements
of records creatioxjjwe have no hope of dealing intelligently with
storage and disposal.
d. The Agency last issued reports and forms ,andbooks
more than ten years ago 9nd the correspondence manual-aaslast
published in 1955.' They are hopelessly out of date put the only
demand for revision comes from the Clerical Training Faculty
where they can be used as tools in teaching new clerical employees
some of the fundamentals. Efforts to revise these publications
in recent years have repeatedly bogged down in the coordination
process because it has proven impossible to get agreement among
the various echelons of management on the basic principles of
IV
uniformity and standardization. Reports are generated by subor
dinates to give the managerg what they think he wants, not to
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give him what he says he really need Management attitudes,
toward correspondence are very largely esthetic and practices
a
followed in different components are usually developed in terms
of what is appealing to the eye of the senior anagerAor',- one of
his closely associated subordinates. Elements of cost, efficiency
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and effectiveness and real need versus nice-to-have are not
readily apparent to the individual manage. The return?to be
gained from uniform practices and the application of professional
0
standards are not impressive,iin the individual organizational
unit that they become effective selling points in attempting to
particular
persuade the manager that a p 4 XI .I practice should be adopted.
The fact that a bloc format justified flush left (the Federal
Government standard) will save several seconds of a typist's time
by eliminating tabular indentation, and the fact that a particular
kind of file folder costs two instead of thirty cents and can save
one hundred dollars worth of space in a safe ?are regarded as
statistical minutiae when presented to individual managers. In
the Agency aggregate, however, hundreds of man hours and thousands
of dollars might be saved daily ly the adoption of a few
scientifically proven standards.
e. The Agency has been getting along without; the benefits
of professional records management; standards for a number of
years and can nnntnn continue to get along without them if Agency
management wants it that way If that is the decision, however,
we should not retain a central ix staff with pseudo-Agency respon-
sibilities assigned to it.i We should be content-,,to allow each
of the several AH-en$ decentralized programs to deal with them in
their own way. The Records Administration 8rancb should be
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relieved of all responsibility for an Agency Prograi and should
become the records management unit for the Support Directorate)
with authority and responsibility prescribed accordingly. This
does not seem to be a reasonable alternativelhowever, because
it would not only perpetuate, it would intensify-0the problems
we h now have with records management.
3. The problems of the Records Program in the Agency waxi will
not be overcome by decree. They can only be overcome by clear state-
ment of policy, objectives, and intna intent, and the creation of a
realistic structure to make the program work. We need:
a. The xx strongest possible expression of support from
the highest levels of Agency management for axiaka a totally;
integrated,AgHHxymwg Agency-wide Records Management Program'in-
cluding all of the elements of creation, maintenance, and dis-
position.
b. To formalize the existing structure,--which is composed
of some sixty - sixty-five in positions around
people!xxuuxg the Agency charged with
records management responsibilities; to provide for the staffir
of these ositio
p ns with ro"
fessionally competent panpia
personnel; and, ideally, to provide a career service?4mechanism
,3
for the personnel management of these people and positions.
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c. A formalized, ga regulated system_overning the
coordination and approval of all actions felating to any element
of the Records Program.
d. An authoritative monitoring and review system re--
porting to the proper level of management with a regulatory re-
quirement for response to recommendations, implementation of
recommendations, and follow-up action.
e. A systematic way of exercising aathaxity authoritative
control over materials accepted into the Records Cente !for
storage and the length of time that they will be held.:)
4. The Records Administration Branch and the Records Management
Board are reasonable management instruments for the implementation of
the Program. A clear statement of Agency records management policy is
required together with a sharp definition of the authorities and
responsibilities of each issued in regulatory format.
5. Many ni parts of the records management function are closely
related to the information processing function of system analysis and
design. Competent records management officers are systems analysts
capable of dealing with the design axi improved manual systems. This
is, in fact, what records management officers do in the process of
evaluating records systems in the offices. In principle the design of
a hard copy file is as integral a part of the overall information
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processing system as is a computer file in systems which require
/M r. a_
automation, "d the analyst must be able to deal with it accordingly.
Manual systems have input, output, processing and filing procedures
and the competent records management officer must be able to deal with
all of these parts of the systems. Modern records officers must also
be capable of recognizing the need and potential for automating systems
and for designing manual systems which will interface with them smoothly.
6. Conversely, systems analysts dealing with computer systems
should have an understanding of, and appreciation for, the skills of
records managers. Computer systems analysts must have an appreciation
of the technical requirements for forms design in order to take ad-
vantage of the most effective methods of preparing kim input and output.
They should at least be conscious of the basic principles of reports
management and records atxo storage and mainta- since the automated
systems they develop are intended primarily to produce reports which
should be controlled, managed, and eventually stored in accordance with
sound records management principles.
7. The records management function is also closely related to,
but should be separated from, the archives function. The records
created, processed, maintained and stored today become the archives of
tomorrow. Careful and prudent selection of archival material is
facilitated by and dependent upon a well designed and effectively
managed records program. Early and systematic identification of record
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material to be retained for archival preservation in a manner which
does not negate the requirement that records storage be minimized
requires that the records and archives program be compatible and care-
fully integrated even though they are separate functions.
8. Archives are the tools of the historians, who are students
and scholars. Occasionally the less xNasxioa conscientious among the
historians may be inclined to dispose of a document after its substance
has been used and recorded in whatever historical account is being
written. This is a superficial attitude and not a prevalent one. It
is mentioned only to suggest that while there are significant areas of
interest common to the historical, archival, and records management
functions, there can also be some areas of basic conflict of interest
havin
of the kind which can be most effectively dealt with b
y/all of these
functions under a single management.
9. In the critical review I submitted Iaa late in January I said
that it is not tovearly to hai begin considering the ultimate disposition
of the SIPS Task Force. The notion that DDS management xis must have
full responsibility for DDS systems regardless of whether they use com-
puters, desk calculators, or quill pens is just as valid now as it was
the
when we began/systems studies which have grown into the SIPS project.
We set out deliberately to develop the skills necessary to become
self sufficient. We acknowledged from the outset that we would have
to rely on the Office of Computer Services for technical support in
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the skills of xxm computer systems design and programming in order to
get the scope of our information processing system requirements
operational in some reasonable time frame without waiting to develop
these specialized skills for ourselves. Experience in recent months
has demonstrated that system responsibility for on-going applications
is just as intense as it is for new system development. The formation
of the SIPS Task Force acknowledges that skills in computer systems
design and programming and analytical skills representing knowledge
of the subject matter and functions for which systems are being designed
and operated must be responsive to a single management structure.
Maintenance of on-going systems, the development of new ones, the adju-
dication of priorities among them, and the allocation of available
resources to meet all of these demands can only be reasonably managed
within a single management chain. This says that we should not be
looking forward to the 4isallusion of the SIPS Task Force, but should
be planning for its absorption into the Support Directorate.
10. Absorbing the task force into the Support Directorate
immediately raises the question about the location of the hardware.
We have said from the beginning that we see no need for the Support
Directorate to have its own hardware provided that the Office of Com-
ade uate
puter Services continues to be able to furnish KN#Hg support. Whether
computer systems designers and programmers have to be under the same
management structure as the hardware ii$ a debatable issue, but there is
a great deal of argument to support the premise that they do not.
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Computer service bureaus operate all over the country where centrally
located hardware services a large number and wide variety of computer
government
applications. Many/organizations have hardware facilities to serve
customers in other organizations. We have used some of these Extsat
ourselves for back-up from time to time and of course, parts of our
payroll application has been run on hardware at the Treasury Department
for several years. It doesn't seem too unreasonable to suggest that
4 DDS
the Operations Division'Acould function as a service bureau in the same
way. In a sense it operates that way now. Systems designers and pro-
grammers in the Management Support Division, now a part of the SIPS
Task Force, and other divisions of OCS are required to submit requests
for service almost as though they were part of another organization
weight
entirely. In any event the wax of the arguments supports much more
conclusively that the analysts, designers and programmers should be
responsive to the manager who has the problem to be solved atlte~
that they should respond to the manager who controls the hardware.
While probably it is not prudent to pursue this now I believe our plan-
ning for the future should anticipate that it will occur. The question
of whether or not the Support Directorate should have its own hardware,
however, need not be addressed now. If our applications, when imple-
mented, require some stand-alone configuration of computing equipment
it may make sense to have the whole thing in the DDS structure. Whether
this occurs or not, I don't see that it needs to affect our planning
now.
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11. The reason for mentioning the information processing
the
organization in this paper is not only to identify relationships and
similarities with records management but to lead up to the suggestion
may
that you/want eventually to consider the establishment of an Assistant
x k Deputy Director for Support for Information Processingx who would
have responsibility for the Support Directorate information processing
activities, records management activities, archives, and Agency history.
If that is a reasonable suggestion, actions you take now should be
consistent with that objective.
an
12. The long term objective of such/organizational structure
would be to provide single management direction to the interrelated
functions dealing with manual and automated information processing
systems; creation, maintenance, and disposition of their products; and
the identification and preservation of those products which have his-
torical and archival value. It should be at a level of the organization
which permits it to function across organizational lines and deal
adequately with systems which have an Agency-wide impact, to adjudicate
priorities, xi and allocate resources accordingly.
13. Acknowledging that the creation of such a position and com-
the question one
ponent is not a practical step to be taken now becomes xXquugucff of
selecting actions which will not be inconsistent with accomplishing
that objective later if you choose to go in that direction, and which
may be practical now. In an earlier paper the point has been made that
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archives should not be a part of the Records Program although the
archives function is closely related to the records management function.
The archives function is also closely related to the historical func-
tion. Each of these units should be brought together under a single
management. If this can be accomplished now, it should be but if it
isn't practical for any reason I would suggest that the archives be
established as a function separate from the Records Center and responsi-
bility for it to be assigned to the Historical Staff. The main reason
for suggesting this as a first step is to reinforce the notion that
archives are sapaa separate from records. Preferably, the archives
function would not be subordinated to the H historical function.
There could be an archives division and as historical division under
a single manager.
14. Another option might be to have a records division, an
archives division and a historical division under the single management
of a "Director of Documentation". If this combination of functions can
be accomplished in one action, it would be desirable to do so. If it
is not reasonable to accomplish this in a single action, the archives
and historical functions should be combined first with the records
function added later.
15. A third option would be to separate the archives from the
records function as a separate divisions under the same management.
The principle disadvantage of this arrangement as a first step is that
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it would not make as clean a break ae--w t the existing structure as
is desirable to gain the independent recognition the archives function
should have, but would tend to perpetuate the present lack of distinction
between the functions with the archives subordinated to the records
management function. If this option is selected, however, a new posi-
tion should be created for the senior manager responsible for both
functions with the idea in mind that the incumbent selected would ulti-
mately be responsible for the records, archives, and historical divisions.
16. Other options are xxa variations on this theme. It is
a.
recommended that:/a separate archives division be created and established
under sigai single management with the Historical Staff with the archives
and historical functions as separate divisions within the new component.
b. The records function be added as a third division
either as a second step to be taken later or as a part of the
original reorganization action.
c. That the information processing and regulatory
functions be added as later steps.
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Summary of the Archival Series -?- GS - 1420
The Archivist is involved in appraising, accessioningg arranging,
describing, preserving, publishing; or providing reference service from
records and historic documents. This work requires a professional
knowledge of the theory, principles, and methodology of archival science.
He must employ a comprehensive knowledge and understanding of
1. The history, organization, and operation of the Agency that
originated the records,
2. The legislative authorities and responsibilities of the Agency as
they relate to the development and retention of records, and
3. The needs of the Agency officials and the scholars.
There is a close relationship between the work of Archivists and
that of historians. The major distinction is the basic nature of their
concern with records. The Archivist is concerned with the inherent values
of the records as they relate to the needs of both government officials
and scholars. The concern of Historians with the records is more
restricted and more spedifically related to their values as source materials
in a particular historical study.
Archivist - GS - 5 thru GS - 13
BA sic functions of the Archivist:
A. Records appraisal and Disposition:
(The analysis and evaluation of records to determine their
value t rovide advice and to make recommendations or
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B. Arrangement and description:
(The bringing together of related records in some logical
order,, the providing of fixed and known location for every
file unit so that it can be found when needed,and the
preparing of finding aide, such as guides, inventdories,
lists, and catalogs.)
C. C. Preservation and Rehabilitation:
(The safeguarding of Archival records from deterioration,
damage, or destruction or from impatrmsnt of their value
through disarrangement or alteration, and the preserving
of the records through repair or other rehabilitation.)
D. Documentary Publication, Historical Editing, and the
Exhibit of Archival Materials:
(The publishing of Archival holdings for all users and
exhibiting Archival documents in the interest of promoting
a better understanding of events and persons in history.)
(Making records and information in or about them available
in response to indifidual requests and providing professional
research support, advice, and consultation to officials
and scholars.)
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ME 10RANDUN FOR: Chief of Planning Staff
Office of the DDS
Hodges:
1. The policy issues confrontinrr the Records Program which
I discussed with Mr. Bannerman Wednesday relate to the definition of
what constitutes record material.
2. At the end of February 1969 the Agency record holdincs
totaled 101,643 cubic feet: supplemental distribution 20,333 cubic
feet; vital documents 9,169 cubic feet; archives (including; materials
identified for Presidential Libraries) 7,166 cubic feet; and inactive
records 64,975 cubic feet.
3. Supplemental distribution is composed of extra copies of
finished intelligence publications which have been distributed through-
out the Intelligence Community or the Government at lar e. These are
not record material. They are publications and do not qualify tech-
nically for storage in a records center. They should not be a part of
the Records Program and responsibility for their custody and adminis-
tration should be transferred to the DDI. The Chief/Logistics Services
Division should work with the DDI to find suitable space to acco.snodate
the distribution function.
4. Vital documents are documents selected by the various Agency
components as being essential to the reconstitution and continuing
operation of the Agency in the event a catastrophe strikes the rle ad-
quarters Building. They are located hapver25XlA
to be the emergency relocation site ?or e . gent . They were sat eu
into the Records Center in 1961 to make space ave2 1A
able to the Office of Communications an to save manpower. The entire
emergency relocation planning system for the Agency requires re-evaluation.
c;, a
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Whatever comes of that, vital documents are not record material and
they do not qualify for storage in the Records Center. In any case,
5. Archives are historical documents which must be kept per-
m,anently. They are different from inactive records. They are histor-
ically and scholastically significant while inactive records are oper-,
ationally and administratively significant. They are the perrian.ert
historical documents of the Agency while inactive records are temporary
extensions of Headquarters file space. Archives are administered dif-
ferently by different professional competences; they require a hi*her
quality of storage space to ensure their permanent preservation; and
they require a different kind and frequency of servicing than other
categories of records. The basic premises of permanent archival reten-
tion are in direct conflict with the basic premises of recordss disnosition.
other is to dispose and destroy. Archives do not belon in records centers:
witness the separation of the National Archives from the Federal Record
Centers.
G. Among the inactive records there are 9,000 cubic feet of
records from OSS and predecessor organizations. There are also 15,000
cubic feet of records identified for permanent retention. This 24,000
cubic foot collection should be transferred to the Archives. Responsi-
bility for the custody and administration of the archival collection
should be transferred to the Historical Staff.
7. Transfer of the supplemental distribution and archives col-
lections; disposal of the vital documents;,,an"l the transfer of 24,000
cubic feet of 055 and inactive-records identified for permanent retention
to the Archives leaves about 41,000 cubic feet of inactive office records.
Responsibility of the Records .Sanage?:ent and/or the records Administration
Branch should be limited to this latter collection.
8. All of these issues deal exclusively with the storage problem.
Other elements of the Records Program include correspondence, reports,
forms, and records' maintenance. The Agency does not have an effective
records program to deal with any of these other elements. The res on>si-
bility for them has been decentralized to the Directorates and Independent
Offices. None of them has an effective total records management program.
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The entire structure of the records management program in the Agency
requires re-examination and change. We must get control over creation
and maintenance if there is ever to be an effective control over dis-
position. This problem of structuring the elements of the ?,ecords
Programs other than storage and disposal is not among the points I dis-
cussed with Mr. Bannerman Wednesday morning. It will he the subject
of a separate discussion and a separate paper. Essentially the issue
is centralized or decentralized records management.
25X1A
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PUBLIC LAw 754-81ST CONGRESS]
CHAPTER S49-2D 'SESSION]
[8,39591
AN ACT
To amend the Federal Property and Administrative Services Act of 1949, and
for other purposes.
Be it enacted by the Senate and House of Representatives of the
United States of America in Congress assembled, That the paren-
thetical expression appearing in clause (1) of the final sentence of
subsection (a) of section 109 of the Federal Property and Administra-
tive Services Act of 1949 (Public Law 152, Eighty-first Congress) is
amended to read as follows :
"(including the purchase from or through the Public Printer, for
warehouse issue, of standard forms, blankbook work, standard speci-
fications, and other printed material in common use by Federal agen-
cies not available through the Superintendent of Documents)."
SEC. 2. (a) Clause (2) of the final sentence of subsection (a) of
section 109 of the Federal Property and Administrative Services Act
of 1949, as hereinbefore amended, is amended to read as follows : "(2)
for paying the purchase price, transportation to first storage point of
supplies and services, and the cost of personal services employed
directly in the repair, rehabilitation, and conversion of personal
property."
(b) The third sentence of subsection (b) of section 109 of such Act
is amended to read as, follows : "On and after such date, such prices
shall be fixed at levels so as to recover so far as practicable the
applicable purchase price, the transportation cost to first storage point,
inventory losses, the cost of personal services employed directly in the
repair, rehabilitation, and conversion of personal property, and the
cost of amortization and repair of equipment utilized for lease or rent
to executive agencies."
(c) The amendments made by this section shall be effective on the
date, not earlier than July 1, 1950, on which the Administrator of
General Services shall determine that appropriated funds adequate
to effectuate the purposes of such amendments have been made
available.
Svc. 3. (a) The final sentence of subsection (b) of section 109. of
the Federal Property and Administrative Services Act of 1949 is
amended to read as follows : "Where an advance of funds is not
made, the General Services Administration shall be reimbursed
promptly out of funds of the requisitioning agency in accordance
with accounting procedures approved by the Comptroller General:
Provided, That in any case where payment shall not have been made
by the requisitioning agency within forty-five days after the date of
billing by the Administrator or the date. on which an actual liability
for supplies or services is incurred by the Administrator, whichever
is the later, reimbursement may be obtained by the Administrator by
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the issuance of transfer and counterwarrants, or other lawful transfer
documents, supported by itemized invoices."
(b) Section 109 of the Federal Property and Administrative Serv-
ices Act of 1949 is amended by adding at the end thereof the following
new subsection :
'(g) Whenever any producer or vendor shall tender any article or
commodity for sale to the General Services Administration or to any
procurement authority acting under the direction and control of the
Administrator pursuant to this Act, the Administrator is authorized
in his discretion, with the consent of such producer or vendor, to
cause to be conducted, in such manner as the Administrator shall
specify, such tests as he shall prescribe to determine whether such
article or commodity conforms to prescribed specifications and stand-
ards. When the Administrator determines that the making of such
tests will serve predominantly the interest of such producer or vendor,
lie shall charge such producer or vendor a fee which shall be fixed
by the Administrator in such amount as will recover the cost of con-
( acting such tests, including all components of such cost, determined
in accordance with accepted accounting principles. When the Admin-
istrator determines that the making of such tests will not serve pre-
dominantly the interest of such producer or vendor, he shall charge
such producer or vendor such fee as he shall determine to be reason-
able for the furnishing of such testing service. All such fees collected
by the Administrator may be deposited in the General Supply Fund
to be used for any purpose authorized by subsection 109 (a) of this
Act." '
Sec. 4. Paragraphs (1) and (2) of section 20:3 (j) of the Federal
Property and Administrative Services Act of 1949 are amended to
read as follows:
"(1) Under si h rt -.,lations as he may prescribe, the Adminis-
trator is authorized 'oz iiis discretion to donate for educational pur-
poses or public health purposes, including research, in the States,
Territories, and possessions without cost (except for costs of care and
handling) such equipment, materials, books, or other supplies under
the control of any executive agency as shall have been determined to
be surplus property and which shall have been determined under
paragraph (2) or paragraph (3) of this subsection to be usable and
necessary for educational purposes or public health purposes, includ-
ing research.
"(2) Determination whether such surplus property (except surplus
property donated in conformity with paragraph (3) of this subsec-
tion) is usable and necessary for educational purposes or public health
purposes, including research, shall be made by the Federal Security
Administrator, who shall allocate such property on the basis of needs
and utilization for transfer by the Administrator of General Services
to tax-supported medical institutions, hospitals, clinics, health centers,
school systems, schools, colleges, and universities, and to other non-
profit medical institutions, hospitals, clinics, health centers, schools,
colleges, and universities which have been held exempt from taxa-
tion under section 101 (6) of the Internal Revenue Code, or to State
departments of education or health foi distribution to such tax-
supported and nonprofit medical institutions, hospitals, clinics, health
centers, school systems, schools, colleges, and universities; except that
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in any State where another agency is designated by State law for
such purpose such transfer shall be made to said agency for such
distribution within the State."
SEC. 5. The Federal Property and Administrative Services Act of
1949 is amended by-
(a) redesignating section 210 thereof as section 212, and wher-
ever such section number appears in such Act as originally
enacted, it is amended to conform to the redesignation prescribed
by this subsection;
(b) inserting in the table of contents appearing in the first
section of such Act, immediately after the line in which "Sec. 209."
appears, the following :
"Sec. 210. Operation of buildings and related activities.
"Sec. 211. Motor vehicle identification."
(c) inserting, immediately after section 209 thereof, the follow-
ing new sections :
"OPERATION OF BITILDINGS AND RELATED ACTIVITIES
"SEC. 210. (a) Whenever and to the extent that the Administrator
has been or hereafter may be authorized by any provision of law other
than this subsection to maintain, operate, and protect any building,
property, or grounds situated in or outside the District of Columbia,
Including the construction, repair, preservation, demolition, furnish-
ing, and equipment thereof, he is authorized in the discharge of the
duties so conferred upon him-
"(1) to purchase, repair, and clean uniforms for civilian
employees of the General Services Administration who are
required by law or regulation to wear uniform clothing;
(2) to furnish arms and ammunition for the protection force
maintained by the General Services Administration;
"(3) to pay.,ground rent for buildings owned by the United
States or occupied by Federal agencies, and to pay such rent in
advance when required by law or when the Administrator shall
determine such action to be in the public interest;
"(4) to employ and pay personnel employed in connection with
the functions of operation, maintenance, and protection of prop-
erty at such per diem rates as may be approved by the Admin-
istrator, not exceeding rates currently paid by private industry
for similar services in the place where such services are performed;
"(5) without regard to the provisions of section 322 of the Act
of June 30, 1932 (47 Stat. 412), as amended, to pay rental, and
to make repairs, alterations, and improvements under the terms
of any lease entered into by, or transferred to, the General Serv-
ices Administration for the housing of any Federal agency which
on June 30, 1950, was specifically exempted by law from the
requirements of said section;
"(6) to obtain payments, through advances or otherwise, for
services, space, quarters, maintenance, repair, or other facilities
furnished, on a reimbursable basis, to any other Federal agency,
or any mixed-ownership corporation (as defined in the Govern-
ment Corporation Control Act), or the District of Columbia, and
to credit such payments to the applicable appropriation of the
General Services Administration;
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"(7) to make changes in, maintain, and repair the pneumatic
tube system connecting buildings owned by the United States or
occupied by Federal agencies in New York City installed under
franchise of the city of New York, approved June 29, 1909, and
June 11, 1928, and to make payments of any obligations arising
thereunder in accordance with the provisions of the Acts approved
August 5,1909 (36 Stat. 120), and May 15, 192S (45 Stat. 533) ;
"(8) to repair, alter, and improve rented premises, without
regard to the 25 per centum limitation of section 322 of the Act
of June 30, 1932 (47 Stat. 412), as amended, upon a determination
by the Administrator that by reason of circumstances set forth
in such determination the execution of such work, without refer-
ence to such limitation, is advantageous to the Government in
terms of economy, efficiency, or national security: Provided, That
such determination shall show that the total cost (rentals, repairs,
alterations, and improvements) to the Government for the
expected life of the lease shall be less than the cost of alternative
space which needs no such repairs, alterations, or improvements.
A copy of every such determination so made shall be furnished
to the General Accounting Office;
"(9) to pay sums in lieu of taxes on real property declared
surplus by Government corporations, pursuant to the Surplus
Property Act of 1944, where legal title to such property remains
in any such Government corporation ;
"(10) to furnish utilities and other services where such utilities
and other services are not provided from other sources to persons,
firms, or corporations occupying or utilizing plants or portions of
plants which constitute (A) a part of the National Industrial
Reserve pursuant to the National Industrial Reserve Act of 1948,
or (B) surplus real property, and to credit the amounts received
therefrom to the applicable appropriation of the General Services
Administration;
"(11) at the direction of the Secretary of Defense, to use pro-
ceeds received from insurance against damage to properties of the
National Industrial Reserve for repair or restoration of the dam-
aged properties; and
"(12) to acquire, by purchase, condemnation, or otherwise, real
estate and interests therein.
"(b) At the request of any Federal. agency or any mixed-ownership
corporation (as defined in the Government Corporation Control Act),
or the District of Columbia, the Administrator is hereby authorized
to operate, maintain, and protect any building owned by the United
States (or, in the case of any wholly owned or mixed-ownership Gov-
ernment corporation, by such corporation) and occupied by the agency
or instrumentality making such request.
"(c) At the request of any Federal agency or any mixed-ownership
corporation (as defined in the Government Corporation Control Act),
or the District of Columbia, the Administrator is hereby authorized
~1) to acquire land for buildings and projects authorized by the
ongress; (2) to make or cause to be made, under contractor other-
wise, surveys and test borings and to prepare plans and specifications
for such buildings and projects prior to the approval by the Attorney
General of the title to the sites thereof; and (3) to contract for, and
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to supervise, the construction and development and the equipping
of such buildings or projects. Any sum available to any such Fed-
eral agency or instrumentality for any such building or project may
be transferred by such agency to the General Services Administration
in advance for such purposes as the Administrator shall determine
to be necessary, including the payment of salaries and expenses of
personnel engaged in the preparation of plans and specifications or
in field supervision, and for general office expenses to be incurred
in the rendition of any such service.
"(d) Whenever the Director of the Bureau of the Budget shall
determine such action tobe in the interest of economy or efficiency, he
shall transfer to the Administrator all functions then vested in any
other Federal agency with respect to the operation, maintenance, and
custody of any office building owned by the United States or any
wholly owned Government corporation, or any office building or part
thereof occupied by any Federal agency under any lease, except that
no transfer shall be made under this subsection-
"(1) of any post-office building unless the Director shall first
determine that such building is not used predominantly for post-
office purposes, and functions which are transferred hereunder to
the Administrator with respect to any post-office building may be
delegated by him only to another officer or employee of the General
Services Administration or to the Postmaster General;
"(2) of any building located in any foreign country;
"(3) of any building located on the grounds of any fort, camp,
post, arsenal, navy yard, naval training station, airfield, proving
ground, military supply depot, or school, or of any similar facility
of the Department of Defense, unless and to such extent as a permit
for its use by another agency or agencies shall have been issued by
the Secretary of Defense or his duly authorized representative;
"(4) of any building which the Director of the Bureau of the
Budget finds to be'a part of a group of buildings which are (A)
located in the same vicinity, (B) utilized wholly or predominantly
for the special purposes of the agency having custody thereof, and
(C) not generally suitable for the use of other agencies; or
"(5) of the Treasury Building, the Bureau of Engraving and
Printing Building, the buildings occupied by the National Bureau
of Standards, and the buildings under the jurisdiction of the
regents of the Smithsonian Institution.
"(e) Notwithstanding any other provision of law, the Adminis-
trator is authorized, in accordance with policies and directives pre-
scribed by the President under section 205 (a) and after consultation
with the heads of the executive agencies affected, to assign and reassign
space of all executive agencies in Government-owned and leased build-
ings in and outside the District of Columbia upon a determination by
the Administrator that such assignment or reassignment is advan-
tageous to the Government in terms of economy, efficiency, or national
security.
"MOTOR VEHICLE IDENTIFICATION
"SEC. 211. Under regulations prescribed by the Administrator,
every motor vehicle acquired and used for official purposes within the
United States, its Territories, or possessions, by any Federal agency
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or the District of Columbia shall be conspicuously identified by
showing thereon either (a) the full name of the department, establish-
ment, corporation, or agency by which it is used and the service in
which it is used, or (b) a title descriptive of the service in which it is
used if such title readily identifies the department, establishment,
corporation, or agency concerned, and the iegei{d `For official use
only' : Provided, That the regulations issued pursuant to this section
may provide for exemptions from the requirement of this section when
conspicuous identification would interfere with the purpose for which
a vehicle is acquired and used."
SEC. 6. The Federal Property and Administrative Services Act of
1949 is amended by-
(a) redesignating "title V" of such Act as "title VI" thereof,
and "title V", wherever it appears therein, is amended to read
"title VI";
(b) redesignating sections 501-505, inclusive, of such Act,
respectively, as sections 601-605, inclusive, thereof, and wherever
any such section number appears in such Act as originally enacted,
it is amended to conform in numbering to the redesignation pre-
scribed by this subsection;
(c) inserting at the proper place in the table of contents to such
Act the following :
"Sec. 501. Short title.
"See. 502. Custody and control of property.
"Sec. 503. National Historical Publications Commission.
"Sec. 504. Federal Records Council.
"See. 505. Records management; the Administrator.
"Sec. 500. Records management ; agency heads.
"Sec. 507. Archival administration.
"Sec. 508. Reports.
"Sec. 509. Legal status of reproductions.
"See. 510. Limitation on liability.
"Sec. 511. Definitions."
(d) inserting, immediately following title IV thereof, the
following new title:
"SEC. 501. This title may be cited as the `Federal Records Act of
1950'.
"CUSTODY AND CONTROL OF PROPERTY
"SEC. 502. The Administrator shall have immediate custody and
control of the National Archives Building and its contents, and shall
have authority to design, construct, purchase, lease, maintain, operate,
protect, and improve buildings used by him for the storage of records
of Federal agencies in the District of Columbia and elsewhere.
"SEC. 503. (a) There is hereby created a National Historical Publi-
cations Commission consisting of the Archivist (or an alternate desig-
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7 1PUn. Lew 764.1
nated by him), who shall be Chairman; the Librarian of Congress
or an alternate designated by him) ; one Member of the United States
Senate to be appointed, for a term of four years, by the President of.
the Senate; one Member of the House of Representatives to be
appointed, for a term of two years, by the Speaker of the House of
Representatives; one representative of the judicial branch of the Gov-
ernment to be appointed, for a term of four years, by the Chief Justice
of the United States; one representative of the Department of State
to be appointed, for a term of four years, by the Secretary of State;
one representative of the Department of Defense to be appointed, for
a term of four years, by the Secretary of Defense; two members of the
American Historical Association to be appointed by the council of
the said association, one of whom shall serve an initial term of two
years and the other an initial term of three years, but their successors
shall be appointed for terms of four years; and two other members
outstanding in the fields of the social or physical sciences to be
appointed ly the President of the United States, one of whom shall
serve an initial term of one year and the other an initial term of three
years but their successors shall be appointed for terms of four years.
The Oommission shall meet annually and on call of the Chairman.
"(b) Any person appointed to fill a vacancy in the membership of
the Commission shall bP a~pppointed only for the unexpired term of the
ember whom he shall 3 tzcevd, and his appointment shall be made in
Qv "t"anner in which the appointment of his predecessor was
made.
"(c) The.Commissionas authorized to appoint, without reference to
the Classification Act of 10,49 (Public, Law 429, 81st.CQngress a proyed
October 28, 1949), an executive director and such editorial anticlerical
staff as the Commission may determine to be necessary. Members of
the Commission who represent any branch or agency of the Govern-
ment shall serve as members of the Commission without additional
compensation. All members of the Commission shall be reimbursed
for transportation expenses incurred in attending meetings of the
Commission, and all such members other than those who represent any
branch or agency of the Government of the United States shall receive
in lieu of subsistence en route to or from or at the place of such service,
for each day actually spent in connection with the performance of their
duties as members of such Commission, such sum, not to exceed $25, as
the Commission shall prescribe.
"(d) The Commission shall make plans, estimates, and recommenda-
tions for such historical works and collections of sources as it deems
appropriate for printing or otherwise recording at the public expense.
The Commission shall also cooperate with and encourage appropriate
Federal, State, and local agencies and nongovernmental institutions,
societies, and individuals in collecting and preserving and, when it
deems such action to be desirable, in editing and publishing the papers
of outstanding citizens of the United States and such other documents
as may be important for an understanding and appreciation of the
history of the United States. The Chairman of the Commission shall
transmit to the Administrator from time to time, and at least once
annually, such plans, estimates, and recommendations as have been
approved by the Commission.
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"FEDERAL RECORDS COUNCIL
"SEC. 504. The Administrator shall establish a Federal Records
Council, and shall advise and consult with the Council with a view
to obtaining its advice and assistance in carrying out the purposes
of this title. The Council shall include representatives of the legisla-
tive, judicial, and executive branches of the Government in such num-
ber as. the Administrator shall determine, but such Council shall
include at least four representatives of the legislative branch, at least
two representatives of the judicial branch, and at least six representa-
tives of the executive branch. Members of the Council representing
the legislative branch shall be designated, in equal number, by the
President of the Senate and the Speaker of the House of Representa-
tives, respectively. Members of the Council representing the judicial
branch shall be designated by the Chief Justice of the United States.
The Administrator is authorized to de:;ignate from persons named
by the head of any executive agency concerned, not more than one
representative from such agency to serve as a. member of the Council.
Members of the Council shall serve withoat compensation, but shall
be reimbursed for all necessary expenses actually incurred in the
performance of their duties as members of the Council. The Council
shall elect a chairman from among its own membership, and shall
G-SA
"RECORDS MANAGEIIIENT TIIE/ADMI ISTRATOR
rt~R NAG'S
"SEC. 505. (a) The Administrator shall make Drovisions for the
eLonomical and efficient management of recor s o ec era agencies
zing, c eve oping, promoting, an coor~: TnaI`ng sty ar s,
procedures, and techniques designed to improve the management of
records, to insure the maintenance and security of records deemed
appropriate for preservation, and to facilitate the segregation and
disposal of records of temporary value, and (2) by promoting the
efficient and economical utilization of space, equipment, and supplies
needed for the purpose of creating maintaining, storing, and servicing
records.
"(b) The Administrator shall establish .andar(ls for the selective
retention of records of continuing va ue, and assist : + ec eral agencies in
applying such standards to records in their custody: and he shall notify
the head of any Federal agency of any actual, impending, or threat-
ened unlawful removal, defacing, alteration, or destruction of records
in the custody of such agency that shall come to his attention., and
assist the head of such agency In initiating action through the Attorney
General for the recovery of such records as shall have been unlawfully
removed and for such other redress as may be provided by law.
"(c) The Administrator is authorized to inspect, or survey person-
ally or by deputy the records of any Federal agency, as well as to make
surveys of records management and records disposal practices in such
agencies, and shall be given the full cooperation of officials and
employees of agencies in such inspections and Hnrveys : Provided,
That records, the use of which is restricted by or pursuant to law or
for reasons of national security or the public interest, shall be inspected
or surveyed in accordance with regulations promulgated by the Admin-
istrator, subject to the approval of the head of the custodial agency.
"(d) The Administrator is authorized to establish, maintain, and
operate records centers for the storage, processing, and servicing of
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9 IPvs. LAW 754.9
records for Federal agencies pending their deposit with the National
Archives of the United States or their disposition in any other manner
authorized by law; and to establish, maintain, and operate centralized
microfilming services for Federal agencies.
"(e) Subject to appplicable provisions of law, the Administrator
shall romulgaatteregulationss governing the transfer of records from
the cu. o y o. one eaeci ive agency to that of another.
"(f) The Administrator may empower. any Federal agency, upon
the submission of evidence of need therefor, to retain records for a
longer period than that specified in disposal schedules approved by
Congress, and, in accordance with regulations promulgated by him,
may withdraw disposal authorizations covering records listed in dis-
posal schedules approved by Congress..
"RECORDS MANAGEMENT; AGENCY HEADS
"SEC. too. (a) The head of each Federal agency shall cause to be
made and preserved records on wining adequate and proper docu-
en ation of- he organization, functions, policies, decisions, pro-
cedures, and essential transactions of the. agency and designed to
furnish the information necessary to protect the legal and financial
rights of the Government and of persons directly affected by the
agency's activities. ,
"(b) The head of each Federal agency shall establish and maintain
an active, continuing program for the economi~+ n eflcient maname-
n nie t of the records o e agency. tic Pro(yram s a among ot er
things, provide for (1) effective controls over tthe ?eai.tion alr~, int-
nance, ai,~id use of records in the conduct of current usiness; (2)
cooperation wi ne ministrator in applying standards, procedures,
and techniques designed to inn rove the mana ement of records pro-
mote the maintenance and security of re s eemeeappropriiate for
preservation, and facilitate the segregatio a disposal of records of
tennporary value; and (3) compliance with the provisions o this
title and the regulations issued thereunder.
"(c) Whenever the head of a Federal agency determines that sub-
stantial economies or increased operating efficiency can be effected
thereby, he shall provide for the storage, processing, and servicing of
records that are appropriate therefor in a records center maintained
and operated by the Administrator or, when approved by the Admin-
istrator, in such a center maintained and operated by the head of such
Federal agency.
"(d) Any official of the Government who is authorized to certify
to facts on the basis of records in his custody, is hereby authorized to
certify to facts on the basis of records that have been transferred by
him or his predecessors to the Administrator.
"(e) The head of each Federal agency shall establish such safe-
guards against the removal or loss of records as he shall determine
to be necessary and as may be required by regulations of the Admin-
istrator. Such safeguards shall include making it known to all offi-
cials and employees of the agency (1) that no records in the custody
of the agency are to"be alienated or destroyed except in accordance
with the provisions of the Act approved July 7, 1943 (57 Stat. 380-
383), as amended July 6, 1945 (59 Stat. 434), and (2) the penalties
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provided by law for the unlawful removal or destruction of records.
"(f) The head of each Federal agency shall notify the Administra-
tor of any iictual, impending, or threatened unlawful removal, defac-
ing, alteration, or destruction of records in the custody of the agency
of which he is the head that shall come to his attention, and with
the assistance of the Administrator shall initiate action through the
Attorney General for the recovery of records'he k iows"or has"feason
to believe have been unlawfully removed from his agency, or from
any other Federal agency whose records have been transferred to his
legal custody.
"(g) Nothing in this title shall be construed as limiting the author-
ity of the Comptroller General of the United States with respect to
prescribing accounting systems, forms, and procedures, or lessening
the responsibility of collecting and disbursing officers for rendition
of their accounts for settlement by the General Accounting Office.
"ARCHIVAL ADMINISTRAuIODT
"SEC. 507. (a) The Administrator, whenever it appears to him to be
in the public interest, is hereby authorized-
"(1) to accept for deposit with the Nationa..l Archives of the
United States the records of any Federal agency or of the Congress
of the United States that are determined by the Archivist to have
sufficient historical or other value to warrant their continued
preservation by the United States Government;
`?(2)' fo"d"irect and effecf, ivid.'the approval of the head of the
originating agency (or if the existence of'srtch agency shall have
been terminated, then with tfie approval of his successor in func-
tion, if any), the transfer of records deposited (or'approved fif
deposit) with the National Archives of the United States to public
or educational instithtiolis or assodhi ons : Provided, That the title
to such records shall remain vested in the United States unless
? otherwise authorized by `Con?gress ; and
"(3) to direct and effect the transfer of materials from private
sources authorized to be received by the Administrator by the
provisions of subsection (e) of this section.
"(b) The Administrator shall be responsible for the custody, use,
and withdrawal of records transferred to him: Pras,ided, That when-
ever any records the use of which is subject to statutory limitations
and restrictions are so transferred, permissive and restrictive statutory
provisions with respect to the examination and use of such records
applicable to the head of the agency from which the records were
transferred or to employees of that agency shall thereafter likewise
be applicable to the Administrator, the Archivist, and to the employees
of the General Services Administration, respectively: Provided fur-
ther, That whenever the head of any agency shall specify in writing
restrictions that appear to him to be necessary or desirable in the public
interest, on the use or examination of records being considered for
transfer from his custody to the Administrator, the Administrator
shall impose such restrictions on the records so transferred, and shall
not remove or relax such restrictions without the concurrence in writ-
ing of the head of the agency from which the material shall have been
transferred (or if the existence of such agency shall have been ter-
minated, then he shall not remove or relax such restrictions without
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11 [PUS. Lew 754.1
the concurrence of the successor in function, if any, of such agency
head) : Provided, however, That statutory and other restrictions
referred to in the provisos of this subsection shall not remain in force
or effect after the records have been in existence for fifty years unless
the Administrator by order shall determine with respect to specific
bodies of records that such restrictions shall remain in force and
effect for a longer period: And provided further, That restrictions on
the use or examination of records deposited with the National Archives
of the United States heretofore imposed and now in force and effect
under the terms of section 3 of the National Archives Act, approved
June 19, 1934, shall continue in force and effect regardless of the
expiration of the tenure of office of the official who imposed them but
may be removed or relaxed by the Administrator with the concurrence
in writing of the head of the agency from which material has been
transferred (or if the existence of such agency-shall have been ter-
minated, then with the concurrence in writing of his successor in
function, if any).
"(c) The Administrator shall make provisions for the preservation,
arrangement, repair and rehabilitation, duplication and reproduction
(including microcopy publications), description, and exhibition of
records transferred to him as may be needful or appropriate, includ-
ing the preparation and publication of inventories, indexes, catalogs,
and other finding aids or guides facilitating their use; and, when
approved by the National Historical Publications Commission, he may
also publish such historical works and collections of sources as seem
appropriate for printing. or otherwise recording at the public
expense.
"(d) The Administrator shall make such provisions and maintain
such facilities as he deems necessary or desirable for servicing records
in his custody that are not exempt from examination by statutory
provisions or other restrictions.
(e) The Administrator may accept for deposit-
"(1) the personal papers and other personal historical docu-
mentary materials of the present President of the United States,
his successors, heads of executive departments, and such other
officials of the Government as the President may designate, offered
for deposit under restrictions respecting their use specified in
writing by the prospective depositors : Provided, That restric-
tions so specified on such materials, or any portions thereof,
accepted by the Administrator for such deposit shall have force
and effect during the lifetime of the depositor or for a period
not to exceed twenty-five years, whichever is longer, unless sooner
terminated in writing by the depositor or his legal heirs : And
provided further, That the Archivist determines that the mate-
rials accepted for such deposit will have continuing historical or
other values;
"(2)motion-picture films, still pictures, and sound recordings
from private sources that are appropriate for preservation by
the Government as evidence of its organization, functions, poli-
cies, decisions, procedures, and transactions.
Title to materials so deposited under this subsection shall pass to and
vest in the United States.
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"(f) The Administrator is hereby authorized to make and preserve
motion-picture films, still pictures, and sound recordings pertaining to
and illustrative of the historical development of the United States
Government and its activities, and to make Provisions for preparing,
editing, titling, scoring, processing, duplicating, reproducing, exhibit-
ing, and releasing for nonprofit educational purposes, motion-picture
films, still pictures, and sound recordings in his custody.
"SEC. 508. (a) The Administrator is hereby authorized, whenever
he deems it necessary, to obtain reports froin Federal agencies on their
activities under the provisions of this title and the Act approved July
7, 1943 (57 Stat. 380-383), as amended July 6, 1915 (59 Stat. 434).
"(b) The Administrator shall, whenever he finds that 'any provi-
sions of this title have been or are being violated, inform in writing
the head of the agency concerned of such violations and make recom-
mendations regarding means of correcting them. Unless corrective
measures satisfactory to the Administrator are inaugurated within a
reasonable time, the Administrator shall submit a written report
thereon to the President and the Congress.
"SEC. 509. (a) Whenever any records that are required by statute to
be retained indefinitely have been reproduced by photographic, micro-
photograpliic, or other processes, in accordance with standards estab-
ished by the Administrator, the indefinite retention of such photo-
graphic, microphotographic, or other reproductions will be deemed to
constitute compliance with the statutory requirement for the indefinite
retention of such original records. Such reproductions, as well as
reproductions made in compliance with regulations promulgated to
carry out this title, shall have the same legal status as the originals
thereof.
"(b) There shall be an official seal for the National Archives of the
United States which shall be judicially noticed. When any copy or
reproduction, furnished under the terms hereof, is authenticated by
such official seal and certified by the Administrator, such copy or repro-
duction shall be admitted in evidence equally with the original from
which it was made.
"(c) The Administrator may charge a fee not in excess of 10 per
centum above the costs or expenses for making or authenticating copies
or reproductions of materials transferred to his custody. All such fees
shall be paid into, administered, and expended as a part of the National
Archives Trust Fund provided for in section 5 of the Act approved
July 9, 1941. There shall be no charge for making or authenticating
copies or reproductions of such materials for official use by the United
States Government: Provided, That reimbursement may be accepted
to cover the cost of furnishing such copies or reproductions that could
not otherwise be furnished.
"LIMITATION ON LIABILITY
"SEC. 510. With respect to letters and other intellectual productions
(exclusive of material copyrighted or patented) after they come into
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the custody or possession of the Administrator, neither the United
States nor its agents shall be liable for any infringement of literary
property rights or analogous rights arising thereafter out of use of
such materials for display, inspection, research, reproduction, or other
purposes.
"DEFINITIONS
"SEa. 511. When used in this title-
"(a) The term `records' shall have the meaning given to such term
by section 1 of the Act entitled `An Act to provide for the disposal of
certain records of the United States Government', approved July 7,
1943 (57 Stat. 380, as amended; 44 U. S. C. 366) ;
"(b) The term `records center' means an establishment maintained
byte Administrator or by a Federal agency primarily for the stor-
age, servicing, security, and processing of records that must be pre-
served for varying periods of time and need not be retained in office
equipment and space;
"(c) The term `servicing' means making available for use infor-
mation in records and other materials in the custody of the
Administrator-
"(1) by furnishing such records or other materials, or infor-
mation from such records or other materials, or copies or repro-
ductions thereof to agencies of the Government for official use
and to the public; and
"(2) by making and furnishing authenticated or unauthenti-
cated copies or reproductions of such records and other materials;
"(d) The term `National Archives of the United States' means
those official records that have been determined by the Archivist to
have sufficient historical or other value to warrant their continued
preservation by the United States Government, and have been accepted
by the Administrator for deposit in his custody;
"(e) The term `unauthenticated copies' means exact copies or repro-
ductions of records or other materials that are not certified ed as such
under seal and that need not be legally accepted as evidence; and
"(f) The term `Archivist' means the Archivist of the United
States."
SEc. 7. The Federal Property and Administrative Services Act of
1949 is further amended by-
(a) striking out the word "and" preceding "(2)" in subsection
(d) of section 3 thereof; substituting it semicolon for the period
at the end of said subsection; and adding at the end of such
subsection the following: "and (3) records of the Federal
Government.";
(b) striking out, in section 208 (a) thereof, the expression "and
V", and inserting in lieu thereof the expression "V, and VI";
(c) striking out, in section 208 (b) thereof, the expression
"and V", and inserting in lieu thereof the expression "V, and
VI";
(d) strikin out the word "and" at the end of paragraph (30)
of section 602 (a) ;striking out the period at the end of paragraph
(31) of section 602 (a) and inserting in lieu thereof a semicolon;
and adding at the end of section 602 (a) the following new
paragraphs:
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tPus. LAW 754.1 1
"(32) the Act entitled `An Act to establish a National Archives
of the United States Government, and for other purposes',
approved June 19, 1934 (48 Stat. 1122-1124, as amended; 44
U. S. C. 300, 300a, 300c-k) ; and
"(33) section 4 of the Act of February 3, 1905 (33 Stat. 687,
as amended; 5 U. S. C. 77)."
(e) amending subsection 602 (b) and (c) thereof to read as
follows :
"(b) There are hereby superseded-
"(1) the provisions of the first, third, and fifth paragraphs of
section 1 of Executive Order Numbered 6166 of June 10, 1933,
insofar as they relate to any function now administered by the
Bureau of Federal Supply except functions with respect to stand-
ard contract forms ; and-
" (2) sections 2 and 4 of the Act entitled `An Act to provide for
the disposal of certain records of the United States Government',
approved July 7, 1943 (57 Stat. 381, as amended; 44 U. S. C. 367
and 369), to the extent that the provisions thereof are inconsistent
with the provisions of title V of this Act.
"(c) The authority conferred by this Act shall be in addition and
paramount to any authority conferred by any other law and shall not
be subject to the provisions of any law inconsistent herewith, except
that sections 205 (b) and 206 (c) of this Act shall not be applicable
to any Government corporation or agency which is subject to the
Government Corporation Control Act (;f) Stat. 597 ; 31 U. S. C. 8A1)."
(f) amending paragraphs (17), (18), and (19) of section 602
(d) thereof to read as follows:
"(17) the Central Intelligence Agency;
"(18) the Joint Committee on Printing, under the Act entitled
`An Act providing for the public printing and binding and the
distribution of public documents' approved January 12, 1895 (28
Stat. 601), as amended or any other Act; or
"(19) for such period of time as the President may specify,
any other authority of any executive agency which the President
determines within one year after the effective date of this Act
should, in the public interest, stand. unimpaired by this Act."
(g) striking out the period at the end of section 603 (a) thereof
and inserting in lieu thereof a comma and the following: "includ-
ing payment in advance, when authorized by the Administrator,
for library memberships in societies whose publications are
available to members only, or to members at a price lower than
that charged to the general public."
SEC. 8. (a) Subsection 3 (b) of the Federal Property and Adminis-
trative Services Act of 1949 is amended to read as follows :
"(b) The term `Federal agency' means any executive agency or any
establishment in the legislative or judicial branch of the Government
(except the Senate, the House of Representatives, and the Architect
of the Capitol and any activities under his direction)."
(b) Section 201 (b) of the Federal Property and Administrative
Services Act of 1949 is amended by striking out the expression "or the
Senate, or the House of Representatives,".
(c) Section 602 of the Federal Property and Administrative Serv-
ices Act of 1949 is amended by redesignating subsection (e) thereof
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as subsection (f), and inserting, immediately after subsection (d)
thereof, the following new subsection :
"(e) No provision of this Act, as amended, shall apply to the Senate
or the House of Representatives (including the Architect of the
Capitol and any building, activity, or function under his direction),
but any of the services and facilities authorized by this Act to be
rendered or furnished shall, as far as practicable be made available
to the Senate, the House of Representatives, or the Architect of the
Capitol, upon their request, and, if payment would be required for the
rendition or furnishing of a similar service or facility to an executive
agency, payment therefor shall be made by the recipient thereof, upon
presentation of proper vouchers, in advance or by reimbursement (as
may be agreed upon by the Administrator and the officer or body
making such request) . Such payment may be credited to the appli-
cable appropriation of the executive agency receiving such payment."
SEC. 9. The Federal Property and Administrative Services Act of
1949, section 205 (h), is hereby amended by striking out the last word
of the sentence "title" and inserting in lieu thereof the word "Act".
SEC. 10. (a) Whenever any contract made on behalf of the Govern-
ment by the head of any Federal Agency, or by officers authorized by
him so to do, includes a provision for liquidated damages for delay,
the Comptroller General upon recommendation of such head is author-
ized and empowered to remit the whole or any part of such damages as
in his discretion may be just and equitable.
(b) Section 306 of the Federal Property and Administrative Serv-
ices Act of 1949, is hereby repealed, and this section shall be effective
as of July 1, 1949.
SEC. 11. All laws or parts of laws in conflict with the provisions of
this Act or with any amendment made thereby are, to the extent of
such conflict, hereby repealed.
Approved September 5, 1950.
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;. `; ~'lill IIIIIIIIIIII
GENERAL SERVICES ADMINISTRATION
WASHINGTON, D. C.
SEPTEMBER 1964
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Subchapter A-General
Parts 101-1 through 101-6
Subchapter B-Archives and Records
Parts 101-7 through 101-13
Subchapter C-Defense Materials
Parts 101-14 through 101-16
Subchapter D-Public Buildings and Space
Parts 101-17 through 101-24
Subchapter E-Supply and Procurement
parts 101-25 through 101-34
Subchapter F-Telecommunications and Public
Utilities
Parts 101-35 through 101-37
Subchapter G-Transportation and Motor
Vehicles
Parts 101-38 through 1.01-41
Subchapter H-Utilization and Disposal
Parts 101-42 through 101-49
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(SEPTEMBER 1964)
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PART 101-8-NATIONAL HISTORI-
CAL PUBLICATIONS COMMISSION
[RESERVED]
PART 101-9 [RESERVED]
PART 101-10 [RESERVED]
PART 101-11-RECORDS
MANAGEMENT
Sec.
101-11.000 Scope of part.
Subpart 101-11.1-Federal Records; General
101-11.101 General provisions.
101-11.101-1 Authority.
101-11.101-2 Applicability.
101-11.101-3 Records defined.
101-11.101-4 Reports to the President
the Congress.
101-11.102 Agency records
101-11.102-1
101-11.102-2
101--11.102-3
101-11.102-4
101-11.102-5
101-11.102-6
101-11.102-7
101-11.103
101-11.103-1
101-11.103-2
101-11.200
101-11.201
101-11.201-1
101-11.202
101-11.202-1
101-11.202-2
101-11,203
101-11.203-1
101-11.203-2
101-11.204
[Reserved]
101-11.205
[Reserved)
y 7 01-11.206
Correspondence-agency
gram responsibilities.
pro-
101-11.206-1
Correspondence management
function. .
Sec.
101-11.206-2 Correspondence defined.
101-11.206-3 Program requirements. sr
101-11.206-4 Program implementation.
101-11.207 Reports-agency program re-
sponsibilities.
101-11.207-1 Reports management function.
101-11.207-2 Reports defined.
101-11.207-3 Program requirements, /
101-11.207-4 Program implementation. /
101-11.208 Forms-agency program re-
sponsibilities.
101-11.208-1 Forms management function.
101-11.208-2 Forms defined.
101-11.208-3 Program requirements.
101-11.208-4 Program implementation.
_101- Directives-agency program
responsibilities.
101-11.209-1 Directives management func-
tion.
101-11.209-2 Directives defined.
101-11.209-3 Program requirements.
101-11.209-4 Program implementation.
101-11.210 Automatic data processing -rec-
ords; agency program re-
sponsibilities.
101-11.210-1 ADP records management
function.
101-11.210-2 ADP records management de-
fined.
101-11.210-3 Program requirements.
101-11.210-4 Program implementation.
Subpart 101-1 1.3-Organization, Maintenance,
and Use of Current Records
101-11.301 General provisions.
101-11.301-1 Authority.
101-11.301-2 Agency action.
101-11.302 [Reserved]
101-11.303 ? [Reserved]
101-11.304 Mail-agency program respon-
sibilities.
101-11.304-1 Mail management function.
101-11.304-2 Mail defined.
101-11.304-3 Program requirements.
101-11.304-4 Program implementation.
101-11.305 Files-agency program respon-
sibilities.
101-11.306-1 Files management function.
101-11.305-2 Files defined.
101-11.305-3 Program requirements.
101-11.305-4 Program implementation.
101-11.306 Records equipment and sup-
plies-agency program re-
sponsibilities.
101-11.306-1 Managing records equipment
and supplies.
101-11.306-2 Records equipment and sup-
plies defined.
101-11.306-a Program requirements.
101-11.306-4 Program implementation.
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT 8-13, JUNE 1968)
programs.
Authority.
Program content.
Creation of records.
Organization, maintenance,
and use of records.
Disposition of records.
Annual summary
holdings.
Agency program evaluation.
Authority.
Evaluation by National Ar-
chives and Records Service.
Agency internal evaluation.
Scope of subpart.
General provisions,
Agency action.
Adequate and proper docu-
mentation.
Statutory responsibilities.
Documentation standards.
Creating records essential for
current business.
Statutory responsibilities.
General requirements.
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Subpart 101-11.4-Disposition of Federal
Records
101-11.401 Records control schedules.
101-11.401-1 Records scheduling programs,
101-11.401-2 Basic elements in records
scheduling programs.
101-11.401-3 Formulation of records control
schedules.
101-11.401-4 Provisions of records control
schedules,
101-11.401-5 Application of records control
schedules.
101-11.402 [Reserved]
101-11.403 Standards for the selective re-
tention of records.
101-11.403-1 Authority.
101-11.403-2 Records retention and disposal
standards,
101-11.403-3 Permanently valuable records
retention program.
101-11.403-4 Application of records reten-
tion plans.
101-11.404 General retention and dis-
posal schedules.
101-11.404-1 Authority.
101-11.404-2 Approved general records
schedules.
101-11.405 [Reserved]
f01-11.406 Agency disposal authority.
101-11.406-1 Authority.
101-11.406-2 Submission of disposal re-
quests.
101-11.406-3 Certification.
101-11.406-4 General Accounting office
clearance.
101-11.406-5 Approval of requests for dis-
posal authority.
101-11.406-6 Mutilation and destruction of
records.
101-11.406-7 Extension of retention periods.
101
1
-
1,406-8 Withdrawal of disposal au-
thority.
101-11.406-9 Supersession of disposal au-
thority,
101-11:407 Emergency authorization for
the disposal of records.
101-11,407--1 General provisions.
101-11.407-2 Menaces to human health or
life or to property.
101-11.407-3 State of war or threatened war.
101-11.408 Methods of disposal.
101-11.408-1 Authority.
101-11.408-2 Sale or salvage.
101-11.408-3 Donation for preservation and
use.
101-11.408-4 Destruction.
101-11.409? Transfer of records from the
custody of one executive
agenc to
101-11.409-1 Au hority. another.
101-11,409-2 Approval,
FEDERAL
ii
101-11.4099 Agency request.
101-11.409-4 Agency concurrences.
101-11.409-5 Records of terminated agen-
cies.
101-11.409-6 Equipment.
101-11.409-7 Costs of transfers.
101-11.409-8 Restrictions on use of records.
101-11.409-9 Exceptions.
101-11.410 Transfer of records to Federal
Records Centers.
101-11.410-1 Autli6rity.
101-11.410-2 Procedures for transfers to
regional Federal Records
Centers.
101-11.410-3 Procedures for transfer to the
Federal Records Center, St.
Louis.
101-11,410-4 Vital operating records.
101-11.410-5 Surveys of records available
for transfer.
101-11,410-6 Release of equipment.
101-11.410-7 Serving transferred records.
101-11.410-8 Disposal clearances.
101-11.411 Transfer of records to the
National Archives.
101-11.411-1 Authority.
101-11,411-2 Transfers via Records Centers.
101-11.411-3 Direct transfers.
101-11.411-4 Release of equipment.
101-11.411-5 Use of records transferred to
the National Archives.
101-11.411-6 Disposal clearances.
101-11.411-7 Transfer of audiovisual rec-
ords.
101-11.411-B Transfer of cartographic
records.
101-11.412 Agency records centers; estab-
lishment.
101-11.412-i Authority.
101-11.412-2 Existing records centers.
101-11.412-3 Requests for authority to es-
tablish or relocate records
centers.
101-11.412-4 Annual agency records center
report.
Subpart 101-11.5--Microfilming
101-11.500 Scope of subpart.
101-11.501 Services available.
101-11.501-1 Central source of information
on microfilming.
101-11.501-2 Technical advice. and assist-
ance on microfilm programs.
101-11.601-3 Central reimbursable micro-
filming service.
101-11.602 Requests for service.
Subpart 101-11.6-Records Equipment and
Supplies
101-11.601 [Reserved]
PROPERTY MANAGEM ENT REGULATIONS
(AMENDMENT B-15, DECEMBER 1968)
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CONTENTS OF SUBCHAPTER B - ARCHIVES AND RECORDS
See.
See.
101-i 1.602 [ Reserved 1
101-11.807 Procurement.
101-11.603 Stationery standards.
101-11.808 Initiating Standard and Op-
101-11.603-1 General provisions.
tional forms projects.
101-11.603-2 Standard specifications.
101-11.808-1 Initiating new Standard forms.
101-11.603-3 Letterhead stationery.
101-11.808-2 Initiating new Optional forms.
101-11.603-4 Memorandum stationery.
101-11.809 Selected Standard forms for
101-11.603-5 Continuation sheets.
which GSA is designated as
101-11.603-6 Manifold (tissue) sheets.
promulgating agency.
101-11.603-7 [Reserved]
101-11.809-1 Standard forms for requisi-
101-11.603-8 Envelopes (printing).
tioning printing and bind-
101-11.603-9 Envelopes; borders, markings,
ing.
etc.
101-11,809-2 Standard forms for reporting
101?-11.603-10 Procurement forms.
accidents and for processing
101-11.603-11 Optional Form 10, United
claims under the Federal
States Government Memo-
Tort Claims Act.
randum, May 1962.
101-11,809-3 Standard forms for medical
101-11.603-12 Standard Form 63, Memoran-
examination and clinical and
dum of Call, Nov. 1961.
health records.
101-11.603-13 Standard Form 65, U.S. Gov-
101-11.810 Designation of agency' liaison
ernment Messenger Envel-
representative.
ope, Nov. 1961.
Subpart 101-11.9-Source Data Automation
101-11.603-14 Optional F o r m 27, United
States Government 2-way
in Paperwork Systems
Memo.
101-11.900 Scope.
_
101-11
901 Definition of source data auto-
-- Subpart 101-1 1.7-Vital Records: Records
.
mation.
During an Emergency
101-11.902 Need for source data automation.
101-11.701 Emergency preparedness pro-
101-11.903 Criteria for the use of source
gram; vital records protec-
data automation.
tion status report.
101-11.904 Application of source data auto-
101-11.701-1 Purpose,
mation.
101-11.701-2 Authority.
101-11
701-3 Background
Subparts 101-11.,10 101-11.48 [Reserved]
.
.
101-11.701-4 Forms.
Subpart 101-11.49-Forms and Reports
101-11.701-5 Definitions.
101-11.4900
Scope of subpart.
101-11.701-6 Preparing offices and coverage.
101-11.4901
Standard Form 136: Annual
101-11.701-7 Security.
101-11.701-8 Reporting periods and due
Summary of Records Hold-
ings
dates.
101-11.701-9 Copies and distribution.
101-11,4902
.
Standard Form 115: Request
101-11.701-10 Availability of forms.
for Authority to Dispose of
Records.
Subpart 101-11.8--Standard and Optional
101-11,4903
Standard Form 115 A:, Request
Forms
for Authority to Dispose of
Records-Continuation
101-11.800 Scope.
Sheet.
101-11.801 Exclusions.
101-11.4904
Instructions for preparing
101-11.802 Background.
Standard Forms 115 and
101-11.803 Definitions.
115-A
.101-11.803-1 Forms.
101-11.4905
Standard Fortis 137: Agency
101-1t.66312. Standard forms.
Records Center Annual Re-
101-11,803-3 Optional forms.
port.
101-11.803-4 Promulgating agency.
101-11.4906
Standard Form 127: Request
101-11.803-5 Sponsoring agency.
for Official Personnel Folder
101-11.804 Procedures to promulgate,
(Separated Employee).
modify, or discontinue
101-11.4907
Standard Form 135: Records
Standard forms.
Transmittal and Receipt.
101-11.804-1 Clearance and promulgation.
101-11.4908
Standard Form 135A: Records
101-11.804-2 Modifications ana exceptions.
't'ransmittal and Receipt-
101-11.804-3 Proposed discontinuance.
(Continuation).
101-11.805 Procedures to establish, revise,
101-11.4900
GSA Forin 439: Report of
or discontinue Optional
Disposition of Records.
forms.
101-11.4910
Optional Form 11: Reference
101-11.806 Standard and Optional forms
Request-Federal Records
used as public reports.
Centers.
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT B-t3, JUNE 1968)
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 Approgg4W ' EWeSXP7V~I~
101-11.4911 United Staten Government
Memorandum:.
101-11.4912 Optional Form 10: United
States Government Memo-
randum.
101-11.4913 Standard Form 63: Memo-
randum of Call.
101-11.4914 Standard Form 65: U.S. Gov-
ernment Messenger En-
velope.
101-11.4915 Optional Form 27: United
States Government 2-Way
Memo.
101-11.4916 "Guides to Simplified In-
formal Correspondence".
101-11.4917 GSA Form 2034: Vital Rec-
ord-' Protection Status Re-
port (Part I-Emergency
Operating Records).
101-11.4918 GSA Form 2035: Vital Rec-
ords Protection Status Re-
port (Part II-Rights and
Interests Records).
101-11.4919 [Reserved]
101-11.4920 Standard Form 162: Request
for Clearance and Procure-
ment-Standard and Op-
tional Forms.
101-11.4921 Standard Form 180: Request
Pertaining to M i l i t a r y
Records.
PART 101-13-PRESERVATION OF
RECORDS BY WAR CONTRACTORS
101-13.1 Scope of regulation.
101-13.2 Responsibility of the war con-
tractor.
101-13.3 Records not to be destroyed for
stated period.
101-13.4 Partial settlements, exclusions or
exceptions.
101-13.4a. Exemptions.
101-13.6 Duplicate copies.
101-13.6 Authorization to destroy if photo-
graphs are retained.
101-13.7 Features w h I c h photography
would not clearly reflect.
101,13.8 Arrangement, classification and
self-identification of records.
101-13.9 Minimum standards for film and
processing.
101-13.10 Certificate of authenticity.
101-13.11 Additional special requirements
for microfilm.
101-13.12 Indexing and retention of photo-
graphs.
FEDERAL PROPERTY MANAGEMENT REGULATIONS
iv (AMENDMENT B-15, DECEMBER 1968)
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RT 101-11.2 CREATION OF RECORDS
V
Subpart 101-11.2-Creation of
Records
? 101-11.200 Scope of subpart.
(a) Sections 505 and 506 of the Fed-
eral Records Act of 1950 (44 U.S.C. 395,
396) place upon the Administrator of
General Services and the heads of Fed-
eral agencies responsibility for the de-
velopment and implementation of stand-
ards and programs for the economical
and efficient management of Federal rec-
ords. Specifically, the Act requires that
each Federal agency provide for effective
controls over the creation of records, in-
eluding the making of records contain-
ing adequate and proper documentation
of agency administration and operations.
(b) Effective controls over records cre-
ation must encompass all types of records
at all levels of organization, central office
and field. Specifically, there are four
types of records which require continuing
attention. These types-correspond-
ence, reports, forms, and directives-are
common to all agencies. Generally these
records are created on sheets of paper,
but they may also appear on punch cards,
film, tape, and other media.
? 101-11.201 General provisions.
? 101-11.201-1 Agency action.
(a) The head of each Federal agency,
in meeting the requirements of section
506 of the Federal Records Act of 1950
for controlling the creation of records, is
expected to observe the program respon-
sibilities and standards set forth in this
Subpart 101-11.2. These responsibilities
and standards are basic to the Govern-
ment-wide control of records creation;
however, the application of the program
responsibilities by individual agencies
may be influenced by factors such as
agency size, organization, mission, and
paperwork activity.
to: (b) Each Federal agency is expected
(1) Assign to an office(s) of the
agency the responsibility for the de-
velopment and implementation of
agencywide management programs for
correspondence, reports, forms, ADP
records, and directives and for adequate
and proper documentation. When or-
ganization arrangement, size, or com-
plexity requires, actual control may be'
established at bureau, service, or office
level. Programs at these control points
will operate within the framework of the-"7
overall agency plan. ._1'.
(2) Issue a directive(s) establishing
program objectives, responsibilities, and
authorities. A copy of each directive
issued (and subsequent amendments or
supplements) should be readily, avail-
able for inspection by the National Ar-
chives and Records Service, GSA.
? 1.01-11.202 Adequate and proper doc-
umentation.
? 101-11.202-1 Statutory responsibili-
ties.
(a) Section 505 (a) of the Federal Rec-
ords Act of 1950 (44 U.S.C. 395(a)) vests
in the Administrator of General Services
responsibility for developing and issuing
standards to improve the management
of records.
(b) Section 506(a) of the Federal
Records Act of 1950 (44 U.S.C. 396(a))
requires that the head of each Federal
agency "shall cause to be made and pre-
served records containing adequate and
proper documentation of the organiza-
tion, functions, policies, decisions, pro-
cedures, and essential transactions of the
agency and designed to furnish thq in-
formation necessary to protect the legal
and financial rights of the Government
and of persons directly affected by the
agency's activities."
? 101-11.202-2 Documentation stand-
, ards.
To insure that adequate and proper
records are made and preserved in the
Federal Government, the following docu-
mentation standards will apply in each
Federal agency:
(a) The record of the transaction of
public business by any Federal official
or employee is to be complete to the ex-
tent required (1) to facilitate informed
action by the incumbents and their suc-
cessors in office; (2) to make possible a
proper scrutiny by the Congress, other
duly authorized agencies of the Govern-
ment, and other persons properly and
directly concerned, of the manner in
which public business has been dis-
charged; and (3) to protect the financial,
legal, and other rights of the Govern-
ment and of persons affected by the
-Government's actions. _
(b) With particular regard to the for-
mulation and execution of basic Govern-
ment policy, Federal officials are respon-
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT NO. B-8, FEBRUARY 1967) * 1105
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 Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300040005-6
PART 101-11 RECORDS MANAGEMENT
sibic for incorporating in the records of
their agencies all essential information
on their major actions. Significant
decisions and commitments reached
orally (person to person, by telephone, or
in conference) should be reduced to writ-
ing and included in the record. Min-
utes should be taken at important board,
committee, and staff meetings, and
these, together with a copy of the agenda
and all documents considered at or re-
sulting from such meetings, should be
made a part of the record.
(c) The programs, policies, and pro-
cedures of Federal agencies are to be
adequately documented in appropriate
directives. A record copy of each such
directive (including those superseded)
will be maintained as a part of the official
files.
(d) Papers of a private or nonofficial
character which pertain only to an indi-
vidual's personal affairs that are kept in
the office of a Federal official will be
clearly designated by him as nonofficial
and will at all times be filed separately
from the official records of his office. In
cases where matters requiring the trans-
action of official business are received in
private personal correspondence, the por-
tion of such correspondence that per-
tains to official business will be extracted
and made a part of the official files (see
? 101-11.406-6).
? 101-11.203 Creating records essen-
tial for current business.
? 101-11.203-1 Statutory responsibili-
ties.
(a) Section 505 (a) of the Federal Rec-
ords Act of 1950 (44 U.S.C. 395(a)),
vests in the Administrator of General
Services responsibility for developing
and issuing standards to improve the
management of records and for promot-
ing the efficient utilization of space,
equipment, and supplies needed for
records.
(b) Section 506(b) of the Federal
Records Act of 1950 (44 U.S.C. 396(b))
requires that the head of each Federal
agency "shall establish and maintain an
active, continuing program for the
economical and efficient management of
the records of the agency. Such pro-
gram shall, among other things, provide
for (1) effective controls over the crea-
tion * * * of records in the conduct of
current business * * *." Correspond-
ence, reports, forms, machine readable
records together with supporting docu-
mentation, and directives are the prin-
cipal types of records created on 'a cur-
rent basis by Federal agencies.
101-11.203-2 General requirements.
Positive action is to be taken to
prevent the making of unnecessary
records. Existing and proposed office
procedures are to be subject to continu-
ing examination by agency management
with a view to determining their effect
on recordmaking. Where justified, such
procedures will be revised, consolidated,
or eliminated to keep recordmaking to a
minimum. In addition, the detailed pro-
gram requirements for correspondence,
reports, forms, directives management,
and ADP records management set forth
in the following sections of this subpart
are to be observed.
? 101-11.204
(Reserved)
? 101-11.205
[Reserved]
? 101-11.206
Correspondence-agency
program responsibilities.
/
? 101-11.206-1 Correspondence man- L/
agenment function.
The objectives of correspondence man-
agement are to limit correspondence to
essential requirements, to improve the
quality of necessary correspondence, and
to provide for its creation in an eco-
nomical and efficient manner.
FEDERAL PROPERTY MANAGEMENT REGULATIONS
1106 (AMENDMENT NO. B-8, FEBRUARY 1967)
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 Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300040005-6
SUBPART 101--1 1. 2 CREATION OF RECORDS
? 101-11.206-2 Correspondence de-
fined.
Correspondence is a generic term in-
cluding letters, form letters, telegrams,
memorandums, endorsements, summary
sheets, postal cards, memo routing slips,
and other written communications.
? 101-11.206-3 Program requirements.
(a) Each Federal agency, in providing
for effective controls over the creation
of records, is expected to establish an
appropriate program for the manage-
ment of agency correspondence '(? 101-
11.201-1). The program will :
(1) Prescribe the types of correspond-
ence to be used in official agency com-
munications.
(2) Establish and implement agency
standards concerning the number and
kind of copies regUired, their distribu-
tion and purpose.
(3) Implement the correspondence
standards set forth in the U.S. Govern-
ment Correspondence Manual and in
pertinent GSA Records Management
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT NO. B-8, FEBRUARY 1967) 1106.1
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 Approved For Relea~L3WA 1g8l p 1RlRP7 A6RQW3&P0 9&AD$
Handbooks, with such modifications as
may be necessary for specialized agency
practices.
(4) Implement the Government-wide
standards issued by GSA for the procure-
ment and use of letterheads, manifold
paper, memorandum forms, and en-
velopes.
(5) Review, on a continuing basis,
agency correspondence practices and
procedures to find opportunities for im-
provement and simplification.
(b) Standards, guides, and instruc-
tions developed for the agency corre-
spondence management program are to
be in published form, designed for easy
reference and revision. They should be
readily available to those who write, re-
view, sign, type, and file correspondence.
? 101-11.206-4 Program implementa-
tion.
The following actions are generally
basic to a correspondence management
program:
(a) Prepare only necessary corre-
spondence and essential copies.
(b) Use form letters to the maximum
extent possible following the standards,
guides, and principles set forth in the
GSA Records Management Handbook,
Form Letters.
(c) Employ guide letters and para-
graphs where practical, following the
standards, guides, and principles set
forth in the GSA Records Management
Handbook, Guide Letters.
(d) Originate letters that are care-
fully planned, easily read and under-
stood, and responsive to the needs of
the recipient by applying the standards,
guides, and principles set forth in the
GSA Records Management Handbook,
Plain Letters.
(e) Prepare correspondence that is
consistent in style and format, neat and
attractive in appearance, and editorially
correct by applying the standards,
guides, and principles set forth in the
U.S. Government Correspondence
Manual.
(f) Develop and implement procedures
that expedite the clearance and han-
dling of correspondence.
(g) Provide for periodic spotchecks of
agency correspondence to determine
compliance with standards.
? 101-11.207 Reports-agency pro-
grain responsibilities.
? 101-11.207-1 The reports manage-
ment function.
The primary objectives of reports
management are to provide agency man-
agement officials with needed informa-
tion at times and places, and in the for-
mat most useful to them, and to furnish
this information as economically and
efficiently as possible. The reports man-
agement function is also concerned with
the review, approval, and clearance with
the Bureau of the Budget of reporting
plans and forms, as required by the Fed-
eral Reports Act (Bureau of the Budget
Circular No. A-40, Revised, May 25,
1962).
? 101-11.207-2 Reports defined.
(a) A report is data or information,
generally summarized, transmitted for
use in determining policy; planning, con-
trolling, and evaluating operations and
performance; and preparing other re-
ports. The data or information may be
in narrative, statistical, graphic, or other
form.
(b) Most reports of an agency can be
classified as belonging to one of several
well defined families or groups of re-
ports. Each group of related reports is
generally the product of an informa-
tion system serving a specific adminis-
trative or operational area, such as
personnel, budget, or procurement.
Consequently, the analysis of reports on
a systems basis provides the best means
of establishing reports relationships and
evaluating information need and
adequacy.
(c) Certain categories of reports nor-
mally are exempted from review and
clearance in an agency reports manage-
ment program. These usually include:
inspection and audit reports; security
classified documents; copies of operat-
ing documents such as individual supply
and procurement transactions; and in-
formation presentations such as research
findings, technical summaries, special
studies, and surveys. Reports to be ex-
empted should be determined by an anal-
ysis of agency information requirements.
(d) Reports to and from other agen-
cies, as well as those for internal man-
agement, are included in agency review
and clearance procedures.
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT NO. B-1, DECEMBER 1964) 1107
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 Approved ForA ABTs4O2D0i1107/ BIaP Jai @N#0040005-6
? 101-11.207-3 Program requirements.
(a) Each Federal agency, in providing
for effective controls over the creation of
records, is expected to establish an ap-
propriate program for the management
of agency reports (? 101-11.201-1). The
program will:
(1) Establish and implement stand-
ards and procedures for the identifica-
tion of management information needed
for planning and control.
(2) Establish and implement stand-
ards and procedures for the design of
management information systems.
(3) Establish and implement stand-
ards and procedures for the initiation,
identification, review, approval, prepa-
ration, and distribution of agency
reports.
(4) Provide essential management in-
formation concerning the number and
types of reports in use and, for re-
ports which require a significant amount
of manpower, the estimated cost of ob-
taining, using, and maintaining them.
(5) Provide for the periodic review of
approved reports for need, adequacy,
design, and economy of preparation and
use.
(b) Standards, guides, and Instruc-
tions developed for the reports manage-
ment program are to be published, de-
signed for easy reference and revision.
They should be readily available to re-
ports originators and users.
? 101-11.207-4 Program implementa-
tion.
The following actions are generally
basic to a reports management program:
(a) Establish and maintain an inven-
tory of reports for each agency manage-
ment information system.
(b) Determine, from the inventory of
agency reports, whether information
available is adequate for management
purposes.
(c) Determine the kinds of manage-
ment information systems that best
serve management.
(d) Analyze all reports inventoried
and all reports submitted for approval
in the future to determine that:
(1) The information is adequate, nec-
essary, meaningful, and useful.
(2) The information is obtained from
the best available source and in the sim-
plest manner.
(3) The estimated cost of gathering
the information does not exceed its man-
agement value.
(e) Require that each request for a
new or revised report explain how the
report will be used.
(f) Require that each report be sup-
ported by a directive setting forth in-
structions for preparation 'and submis-
sion.
? 101-11.208 Forms-agency program
responsibilities.
? 101-11.208-1 The forms nmanage-
ment function.
The objectives of forms management
are to increase the usefulness of forms
through proper design and accurate us-
ing procedures; to reduce costs incident
to filling in, using, and filing forms; and
to achieve savings in designing, printing,
storing, and distributing forms.
? 101-11.208-2 Fornis defined.
A form is any document, including let-
ters, post cards, and memorandums,
printed or otherwise reproduced with
space for filling in information, descrip-
tive material, or addresses. Certain
printed items without fill-in space, such
as contract provisions, instruction sheets,
notices, tags, labels, and posters, may be
considered as forms when it is advan-
tageous to identify and control them as
forms for purposes of reference, printing,
stocking, distribution, and use with other
forms.
? 101-11.208-3 Program requirements.
(a) Each Federal agency, in providing
for effective controls over the creation
of records, is expected to establish an
appropriate program for the manage-
ment of agency forms (? 101-11.201-1).
The program will:
(1) Establish and implement stand-
ards and procedures for the submission,
review, approval, and identification of
agency forms.
(2) Implement the forms analysis and
design standards set forth in pertinent
GSA Records Management Handbooks.
(3) Establish and implement stand-
ards for the reproduction, stocking, and
distribution of approved blank forms.
(4) Provide essential management in-
formation concerning the number, types,
and the reproduction and stocking costs
of forms in use.
FEDERAL PROPERTY MANAGEMENT REGULATIONS
1108 (AMENDMENT NO. B-1, DECEMBER 1964)
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'ti ,
 Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300040005-6
CREATION
Forms Control
Correspondence Improvement
Reports Management
MAINTENANCE
Records Surveys
Filing Equipment and Supplies
Storage and Retrieval Systems
Vital Records
DISPOSITION
Records Control Schedules
Records Storage and Service
Agency Archives
Records Disposal
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 Approved For Release 2001/07/28 : CIA-RDP74-0039OR000300040005-6
Excerpts from Management Analysis Series --- GS-343
The Management Analyst must be fully informed on the major theories
and principles regarding the management process in order to assist
management to achieve effective improvement and control of its manage-
ment. The principle criterion to be met by this series is the use of
a high order of analytical ability combined with a comprehensive know-
ledge of the broad theories and principles, and of the techniques used
to gather, analyze, and evaluate essential information concerning the
management process.
A management anlysis staff ordinarily works closely with other
staff units in developing plans for broad managerial improvement.
Management analysis service takes many forms depending on the need
of the manager, his use of the analyst, the management problems to be
solved at any particular time, and the nature of the work for which the
manager is responsible..
Management Analysts - GS-5 thru 15
Management Analysis Officer - GS-9 thru 15
Basic Kinds of Management Analysis Work. (...Records Work)
A. Management Counseling and Advisory Service.
(Promote better use of management practices)
B. Management Improvement.
(Assist responsible officials develop management
improvement Programs)
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C. Organization.
(Analyze organization, mission, or functions to achieve
efficiency and economy)
D. Methods and Procedures.
(Survey and Analyze procedures developed by operating
officials to determine adequacy or overlap)
E. Management Survey.
(Study organizations, gather facts, meet officials,
ascertain work flow, analyze, resolve differences,
plan, implement, and follow up.)
F. Management Research.
(Conduct research, evaluate new ideas, techniques,
systems, and relationships of value to operations)
G. Work Measurement.
(Stimulate interest in and use Work Measurement systems)
H. Documentation Procedures and Control.
(Assist operating officials to correct excesses in
documentation.) "Review and analyze records management
survey reports and records inventories to determine
whether the legal responsibilities and essential trans-
actions of an agency are adequately reflected in the
records which are being prepared and filed."
I. Forms Development and Control.
("Establish and promulgate specific forms management
objectives for varying organizational levels; establish
standards to be met by forms management personnel;
evaluate the effectiveness of the activity; assist in
overcoming problems; stimulate attention to forms manage-
ment activity; and orient and train newly assigned forms
management personnel.")
J. Reports Management.
(Establish and promolgate specific reports management
objectives, standards, and requirements.)
K. Directives Management.
(Analyze directives requirements, format, and controls)
L. Files Analysis and Design.
(Recommend new or improved records and files systems in-
cluding consideration of problems, machines, equipment,
supplies, space, personnel, reference, mail, procedures,
and segregation of inactive files.)
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M. Communications Analysis and Design.
(Provide advice regarding preparation, sending, receiving,
and controlling all types of communications)
N. Records Scheduling and Disposition.
(Plan to control the systematic retention, transfer,
retirement, or disposal of Agency records. Study
laws, Agency patterns, and objectives "to make recom-
mendations as to which types of records are to be pre-
served as permanent documentation of the agency's
mission and to recommend logical and economical reten-
tion plans for those types of records of only temporary
value.")
0. Engineered Time Standards.
(Analyze work and components and develop work units and
time standards)
P. Manpower Utilization and Control.
(Collect and analyze data on necessity for work performed
and future work loads)
"Management analysts are found in any of several work situations;
for example: (1) as staff advisors who analyze, evaluate, and promote
improvements in the full range of managerial functions; and (2) as
specialists who establish, develop and implement specific management
improvement and control programs such as those for work measurement or
records management. Regardless of the work situation or programs covered
they are management analysts when the work requires primarily a com-
prehensive knowledge of the theories and principles applicable to the
general management process rather than a specialized knowledge applic-
able areas of assignment."
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2 January 1968
RESPONSIBILITIES OF A RECORDS MANAGEMENT OFFICER
Under the Administrative direction of a senior officer of
each Directorate of the Agency, and the technical direction
of the CIA Records Administration Officer, the Records Manage-
ment Officer is directly responsible for conformance to Agency
regulations and standards relating to records management and
acts as liaison officer between his office and the CIA Records
Administration Officer on all matters involving the Agency
Records Administration program. Such officer is directly res-
ponsible for carrying out a records management program encom-
passing the following:
I. Records Creation
A. Creation of necessary records to provide adequate
documentation of the mission and functions of his
office including the:
1. Designation of official record copies.
2. Control and limitation on the number of copies
created.
B. Correspondence management, including instructions
for preparation and utilization of form letters,
pattern paragraphs, etc.
C. Forms management, including analysis of need as
well as design for maximum use and adequacy of the
form records, limitation of number of forms as
well as number of copies of forms for his office.
Determine at the time a form is created the ulti-
mate disposition of the form record.
D. Reports management to include both administrative
or management reporting and intelligence reports.
Insure adequate identification of reports, elimina-
tion of nonessential copies of reports, elimination
of obsolete reports and the elimination of non-
essential filing of reports.
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SECRET
Records Maintenance
A. Determine proper organization of records to pro-
vide maximum utilization and protection, includ-
ing a files plan and the establishment of approved
file stations on either a centralized or decentral-
ized basis.
B. Establish controls to insure that official record
copies are filed in their approved file station.
C. Establish and maintain a uniform system for
classifying and filing records.
D. Develop standards and control the methods and pro-
cedures used in processing and filing all records
to insure their completeness whether centralized
or decentralized.
E. Provide finding media to insure that efficient
reference service is available and furnished.
F. Maintain a current master inventory of accumulated
records of the office, including their types,
file station location and volume.
G. Periodically survey and inspect records activities.
H. Establish control procedures for receiving, re-
cording and routing incoming records and communi-
cations.
1. Establish control procedures for clearance and
dispatch of outgoing records and communications.
J. Provide for a cut-off or file-break system to
permit the orderly disposition of inactive records
whether by retirement or destruction.
K. Control the use of filing equipment and supplies.
L. Provide for the identification and orderly deposit
of vital records.
M. Study, evaluate and coordinate possible applica-
tions of computerization and/or microminiturization
techniques to insure the most economical and effi-
cient approach to the records management program.
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 "Approved For Release 2001/07pC
FISCAL
YEARS
1958
1959
1960
1961
1962
1963
1964
1965
1966
1967
1968
1959-68 TOTALS
RECORD DISPOSAL
ANNUAL AVERAGE
FOR 10-YR. PERIOD
DCI
DDI . DD
P
DDS
DDS&T
TOTAL
TOTAL NET
INCREASE
4,006 5,
299
1,337
10,642
1,261
5,695 1,
735
1,561
10,252
- (390)
1,441
8,200 3,
992
2,196
15,829
5577
1,779
7,478 9,
035
3,510.
21,803
5974
2,328
9,895 9,
702
2,047
23,972
2169
. 2,704
8,319 10,
330*
2,673
43
24,068
97
1,765
13,275 11,
000
3,447
1,035
30,522
6453
2,476
16,417 10,
000
7,490
1,295
37,678
7156
2,845
20,222 11,
892
8,641
1,142
44,742
7064
5,689
15,966 12,
000
6,339
1,664
41,658
-(3094)
5,321
17,593 11,
000
6,164
1,668
41,746
88
27,609
123,060 90,
686
44,o68
6,847*
292,271
31,094
2,760
12,306 9,
068
4,4o6
1,141*
29,227
3,109
NFrnEIT
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GSDUP 1
Excluded iron antamatic
fowngrading and
declassiticatlm
 I THOUSANDS
of Cu Ft
325
2-5* 1 A
275 -
- - - Agency Offices
. . . Capacity (Suitland 1967
'Records Center
X65,000
251,000`
75 -
E5 -
121,000
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O
104,373
.o ~
117,500
320,000
150,000
ago
4900
F.Y. 1957 58 59 60 61 62 63 614 65 66 67 68 69 70 71 72 73 7b
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 Approved For Release 2001/07/28: CIA-RDP74-0039OR000300040005-6
REFERENCE SERVICES PROVIDED
by
ARCHIVES AND RECORDS CENTER
1 July 1968
RECORDS GROUPS
VOLUME
(Cubic-Feet)
(June_1968)
(FY1968)
Retired Office Records
67,469
1,381
62,130
Supplemental-Distribution
21,761
3,666
27,562
Vital Records
8,798
93
3,275
Agency Archives
6,3+5
115
3,506
Information Requests
690_.
.--.-7,-503---
TOTALS
1O ,373
8,918
102,976
Approved-F-or--Retease 00t/0-712$ C1A-RDP74-OO390R00030004-0005=r-----
 25X1A
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Next 3 Page(s) In Document Exempt
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 25X1AW '
cr ~
Appr Relxry
07/28 : CIA- 03908000300040
axe Building
TRANSMITTAL NO. 10
P O S IT ION STANDARDS
GS-0306.00 RECORDS MANAGEMENT SERIES
25X1A TO BE FILED IN IN NUMERICAL SEQUENCE ACCORDING TO POSITION
CLASSIFICATION E NUMBER. TRANSMITTAL SHEETS SHOULD BE FILED TOGETHER
IN THE HANDBOOK TO SERVE AS A TABLE OF CONTENTS.
2 APRIL 1956
SECRET
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DISTRIBUTION:
IA, 2A, 3A,
4A, 5A, AND
6AB
 Approved For Release 2001/07/28 : CIA-RRFq0390R000300040005-6
CIA POSITION STANDARD
GS-0306.00-00 RECORDS MANAGEMENT SERIES
I. INTRODUCTION
A. DEFINITION
PERSONNEL
2 April 1956
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 necessary
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 on 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-
ationfactors on the attached Position Evaluation Chart and in quali-
fication requirements stated below.
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IV. QUALIFICATION REQUIREMENTS
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, developments 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-l2 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-1 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-11* grade level.
GS-13 82 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. 21l months at the GS -1l+* grade level.
*In addition to experience on which qualification to this grade
was based.
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 CHARACTERISTICS
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 CATEGORIES
GS-0301.03
Administrative Officer
GS-0301.09
Administrative Services Officer
GS-0303.01
Organizations & Methods Examiner
RECORDS MANAGEMENT SERIES - GS-0306.01-00
Records Management Officer - GS-0306.01
Records Management Assistant - GS-0306.01
PRIVATE INDUSTRIES AND NONFEDERAL GOVERNMENTS
d
C
o
e
D.O.T.
o-18.01 Management En
gineer
0-36.92 Archivist
o-46.85 Form Designer
0-69.86 File-Service
Worker
0-69.98 Systems Engin
eer
0-97.12 Office Manage
r
POTENTIAL EXTERNAL RECRUITMENT SOURCES
See Qualification Requirements in this
Position Standard for detailed qualifica-
tion requirements for Records Management
Positions.
FEDERAL CIVIL SERVICE OUTSIDE CIA
F.P. C.P. Code F.P. C.P. Title
GS-303-0 organization and Methods
Examining Series
GS-306-o Records Management Series
GS-1420-0 Archives Series
SCHOOLS
Recent Graduates of Accredited Colleges
and Universities with a Major in Business
Administration, Public Administration,
Personnel Administration, or a Comparable
Specialization.
CIA POSITION CATEGORIES
GS-0305.05 Mail and File Supervisor
GS-1420.01 Archivist
GS-1410.01 Librarian
U. S. ARMED SERVICES
M.O.S. N.J.C,
Code
Title Code Titl
e
2 2 Ar
chivist
Administrative Man
agement
2600 Ad
ministrative Assistant
Control Officer
2610 Ma
nagement Analyst
2625 General Services O
fficer
2670 Records Management
3310 Personnel Records
Management Officer
Officer
A.F.S.
Code Title
6746 Management Analysis
Officer
7024 Administrative Officer
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SECRET
POSITION EVALUATION CHART
RECORDS MANAGEMENT SERIES - GS-0306.01.00
EVALUATION
FACTORS
2. SUPERVISION AND
GUIDANCE RECEIVED
3. SUPERVISION AND
GUIDANCE GIVEN
4. MENTAL DEMANDS
5. PERSONAL WORK CONTACTS
RECORDS MANAGEMENT ASSISTANT - GS-0306.01.05
RECORDS AND RECORDS SYSTEMS MAINTA
AGENCY. AND PRINCIPLES AND PRACTICES OF RECORDS MANAGEMENT.
ARLY IN THE ACTIVITIES OF REFERENCE SERVICE. MAINTE-
NANCE CUMLANAGEMENT, 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.
DUTIES
THIS IS THE ENTRANCE LEVEL. INCUMBENTS ACQUIRE INFORMATION D CONCERNING ORGANIZATION AND FUNCTIONED FUSEEOFGRECOR SIV IN R THE
LIMITED IN SCOPE. NO AREA RESPONSIBILITY. WORK CONSISTS OF
SION I ORCACTASKS ASSIGNED TO TION WOULD RESULT P CHIEFLY TINI DELAY, ERRORS OF DECI?
PLETENESS AND FOR PROGRESS IN ACQUIRIN
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. INSTRUCTIONS ARE SPECIFIC REVIEW IS MADE
ACCURACY AND COM-
OF WORK IN PROCESS AND. ON COMPLETION. FO,
G INFORMATION AND KNOWL-
INITIATIVE IN LEARNING THE FUN CTIONS OF
ACTIVITY E RECORDS ASSIGNED.
MEET PROGRAM. THE AGENCY.
PERSONAL OR TELEPHONE CONTACTS ARE PRIMARILY TO OBTAIN INFOR'
EC
MATION RELATING TO RECORDS OR R
PERSONNEL.
RECORDS MANAGEMENT ASSISTANT - GS-0306.01.07
DUTIES
INCUMBENTS PERFORM TASKS INVOLVED IN ACCESSIONING. REFERENCE.
AND DISPOSAL OF RECORDS: PREPARATION .OF ACCESSIONING RECORDS.
INVENTORY AND REARRANGEMENT OF RECORDS WHEN NECESSARY. PREPA?
PERFORMANCED APPLICATION OF DIS'
RATION OR IMPROVEMENT OF
RECORDS SEARCHES.
INSPECTION NS SCHEDULES.
OF RECORDS FOR CONDITION. AND DISCUSSION OF PRO-
POSED ACCESSIONING OR DISPOSAL ACTIONS WITH OPERATING OFFI?
CIALS. INCUMBENTS ARE ENCOURAGED TO ATTEND FORMAL CLASSES
RECORDS NMANAGEMENT
TECHNIQUES AND GIVEN PRACTICES,OB TRAINING IN
RECORDS MANAGEMENT
UNDER ADMINISTRATIVE AND TECHNICAL SUPERVISION OF A HIGHER
UPON COMPLETION ACCORDANCE WITH
EQUACYI AND
GRADE OFFI. XSTRUCTIONSRAND IS WORK REVIEWED PERFORMED
FOR COMPLIANCE WITH INSTRUCTIONS AND PROCEDURES. REVIEW IS
ALSO MADE FOR TRAINING PROGRESS. GUIDES ARE THE SAME AS FOR
GS- 5.
IN ADDITION TO THOSE FOR GS-5. RESOURCEFULNESS IN MAKING
RECORDS SEARCHES. AND IN DETERMINING THE ACCURACY AND ADEQUACY
OF INFORMATION.
RECORDS MANAGEMENT ASSISTANT - GS?0306.01'09
OUT IES
INCUMBENTS PERFORM ASSIGNED TASKS ON SURVEYS OR STUDIES$
DEVELOP AND INSTALL RECORDS MANAGEMENT FUNCTIONS IN AN OPER?
R ONE MAJOR
SIBILITY FO
ATIONAL SEGMENT. OR EXERCISE RESPON
REFERENCE AND
ACTIVITY OF THE RECORDS CENTER; ACCESSIONING,
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
S F IZATIONDOF FILINGGEQUIPMENTE AND SUPPLIES: IDENTIFICATION.,D0.RD
MINES WHETHER SUCH DDOCUMENTS AREF RECORDY RONONRECORD TO ANDTTO? EVALUATION RECOMMEND DISPOSITION BY PERMANENT PRESERVATION. MICROFILM
ING. OR DESTRUCTION ACCORDING TO APPLICABLE LAWS OR REGULA-
TIONS. REDUCTION. SIMPLIFICATION, AND IMPROVEMENT OF REPORTS
AND CORRESPONDENCE. AND DEVELOPMENT AND INSTALLATION OF FORM
AND AND TRAININGCMATERIAL-E DESIGN. R ANALYSIS. SIMPLIFICAT ON.
STANDARDIZATION, AND DETERMINATION OF ESSENTIALITY OF PRO-
POSED NEW OR REVISED FORMS. AND DETERMINATION OF MOST ECO-
NOMICAL MEANS OF REPRODUCTION.
AREA OF RESPONSIBILITY: WORK CONSISTS OF SPECIFIC ASSIGN'
MEN TS 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? V P
SITION ROGRAM 5C15'1 0 CONTROLLED INTRA!OFFICEEREPORTS. TA OERRORS F SURRORLS
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.
UNDER ADMIN ISTRATIVE AND GRADE OFFICER. INSTRUCTIONTECHNICAL
ARE A USUALLYVORALN AND GENERALR WORK OF S CONFORMANCE WITH ORALTORFWRITTEN AINSTRUCTIONS. FOROPROPERR?
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.
STAFF AND AREA ASSISTANTS ? NONE. RECORDS CENTER SECTION
CHIEF CLOSELY SUPERVISES WORK OF LOWER GRADE ASSISTANTS
AND 15 ALWAYS AVAILABLE FOR CONSULTATION.
IN ADDITION TO THOSE FOR GS-7. INITIATIVE IN DEVELOPING
METHODS AND TECHNIQUES: DETERMINING CLASSIFICATIONS AND
DISPOSITION- SMPLFYING SPONDENCE; AND( DESIIGNING. ASIMPLIFYING. ANDEPOR STANDARDIZING
FORMS.
RECORDS MANAGEMENT OFFICER - GS-0306.01.11
DUTIES
INCUMBENTS SERVE AS STAFF SURVEY LEADERS OR OPERATIONAL
AREA OFFICERS PERFORMING WORK INVOLVING PLANNING. DEVELOP-ING AN
FORK
AGEMEN FOR THE AREA.LL TYPICALOTASKSE ARECSIMILARN TO THOTSEPROG
GS- 9.
---
AREA OF RESPUNSimu.. -- ...'--
ARACTERISTI CS:
GANIZATIONAL SEGMENTS WITH THE FOLLOWING CH
DISTRIBUTION AND COPIES OF RECORDS LIMITED TO THE ORIGI-
NATING OFFICE. E.G.. MEDICAL RECORDS: FEW SECURITY RESTRIC-
MOSTS RECORDS AND FILES. TYPICALEWORKLOADEDATA: A50-150T0
CONTROLLED FORMS: 500.2.000 PIECES OF FILING EQUIPMENT:
CORRESPPOONDENCEN ACTIVITY)-R5 0-2001 ITEMSUONDDISPOSITION OF
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 GS-9-
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
OFFFFICERSC ISWREVIEWEDD FORS ADEQUACY TOFI RESULTS ANDK PROGRAMA
ACCOMPLISHMENTS. SUCH OFFICERS ALSO RECEIVE TECHNICAL
GUIDANCE. ADVICE. AND REVIEW WITH RESPECT TO METHODS AND
OBJECTIVES FROM THE RECORDS MANAGEMENT STAFF. GUIDES ARE
STAFF OFFICERS MAY GIVE TECHNICAL GUIDANCE TO GS?P AS'
SISTANTS. AREA OFFICERS ? NONE.
.
IN ADDITION TU mw. .
JUDGMENT IN THE INTERPRETATION AND APPLICATION OF RECORDS
MANAGEMENT METHODS AND TECHNIQUES.
FREQUENT PERSONAL AND TELEPHONE CONTACTS WITH ADM IN ISTR ATIVE
AND OPERATING PERSONNEL TO OBTAIN INFORMATION OR TO GIVE AD'
VICE ON RECORDS MANAGEMENT MATTERS.
IN ADDITION TO 1NU x n,
EXPLAIN RECORDS MANAGEMENT OBJECTIVES. COORDINATE PROJECT
PLANS AND SCHEDULES WITH OPERATING NEEDS. AND OBTAIN FROM
OPERATING OFFICIALS _INFORMAL ACCEPTANCE OF SPECIFIC CON-
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 EVALUATION
FACTORS
2. SUPERVISION AND
GUIDANCE RECEIVED
3. SUPERVISION AND
GUIDANCE GIVEN
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THIS IS THE HIGHEST TYPICALLY NONSUPERVISORY LEVEL. INCUM-
BENTS SERVE AS STAFF SURVEY LEADERS RESPONSIBLE. FOR PLANNING
SURVEYS AND STUDIES. MAKING ASSIGNMENT$. AND ORGANIZING PERI-
ODIC CONFERENCES WITH OPERATIONAL AREA RECORDS MANAGEMENT
OFFICERS: OR AS OPERATIONAL REA RECORDS MANAGEMENT OFFICERS.
DUTIES OF BOTH TYPES ARE SIMILAR TO THOSE AT GS-9-
AREA OF RESPONSIBILITY (STAFF OR AREA OFFICERS): ORGANIZA-
TIONAL SEGMENTS WITH THE FOLLOWING CHARACTERISTICS: WIDE
DISTRIBUTION OF NUMEROUS COPIES OF RECORDS. 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.
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 GENERAL APPLICATION. PRIMARY GUIDES ARE
GENERAL RECORDS MANAGEMENT PRINCIPLES. PRECEDENT CASES. ETC.
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-
MIN'S TRATIVE AND TECHNICAL SUPERVISION OVER LOWER GRADE REC-
ORDS MANAGEMENT PERSONNEL.
ESSENTIALLY THE SAME AS AT THE GS-11. HOWEVER. GREATER INITI-
ATIVE APPEARS AS A RESULT OF GREATER COMPLEXITY OF AREAS AND
PROBLEMS SURVEYED OR SERVED.
GRADE LEVEL DISTINCTIONS
DUTIES
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.
DUTIES
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.
AREA OF RESPONSIBILITY (STAFF OFFICER): THE PROGRAM IS
AGENCY-WIDE IN SCOPE AND CUTS ACROSS COMMAND AND ORGANI-
ZATIONAL CHANNELS. AREA OF RESPONSIBILITY (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-%2-
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 15 REVIEWED PRINCIPALLY FOR
ADEQUACY OF ACCOMPLISHMENT.
INCUMBENTS USUALLY PLAN. DIRECT. ASSIGN. AND REVIEW WORK OF
LOWER LEVEL OFFICERS AND ASSISTANTS.
GREATER INITIATIVE. INGENUITY. AND ORIGINAL THINKING APPEAR
BECAUSE OF AGENCY-WIDE SCOPE OF THIS LEVEL.
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.
AREA OF RESPONSIBILITY: THE PROGRAM INCLUDES ALL RECORDS
MANAGEMENT ACTIVITIES OF THE AGENCY. ERRORS OR OMISSIONS
MIGHT CAUSE HARM TO THE RECORDS MANAGEMENT PROGRAM WHICH
WOULD BE AGENCY-WIDE IN EFFECT.
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.
PLANS. DIRECTS, ASSIGNS. AND REVIEWS THE WORK OF LOWER GRADE
OFFICERS.
ESSENTIALLY THE SAME AS FOR G5.13. EXCEPT THAT INITIATIVE.
INGENUITY. AND ORIGINAL THINKING ARE REQUIRED IN THE DEVELOP-
MENT OF THE ENTIRE AGENCY PROGRAM.
ESSENTIALLY THE SAME AS FOR GS-13. EXCEPT THAT A HIGHER PRO-
PORTION OF CONTACTS IS WITH TOP OFFICIALS.
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DUTIES
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.
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. IN'
CUMBENT EXERCISES AUTHORITY FOR THIS AGENCY. CONSEQUENCE
OF ERRORS OR OMISSIONS IS ESSENTIALLY THE SAME AS FOR
GS-14.
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.
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.
MAINTAINS LIAISON WITH TOP AGENCY OFFICIALS TO ADVISE ON
RECORDS MANAGEMENT PROBLEMS AND TO STIMULATE ACCEPTANCE
AND IMPROVEMENT OF THE RECORDS MANAGEMENT PROGRAM IN VAR I.
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.
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MEMORANDUM FOR: Executive Director-Comptroller
SUBJECT Records Purge - Policy Issues
1. This memorandum presents certain issues which tend to impede,
the progress of the records purge. Other issues and questions will be
submitted separately. Recommendations for your approval are contained
in paragraph 7.
2. One of the major complications impeding the progress of the
records purge is the identification of the true scope of the problem.
We have four major categories of material stored at the Records Center,
but only one of them qualifies technically for records center storage.
At the end of February 1969 the Agency's record holdings totalled
1.01,643 cubic feet: Supplemental. Distribution 20,333 cubic, feet (most
of ikich is currently stored at Suitland); Vital Documents 9,169 cubic
feet; Inactive Records 64,975 cubic feet; and Archives (including
materials identified for Presidential Libraries) 7,166 cubic feet.
The inactive records category is the only one which is a valid part of
a records program and is the only one which should be considered eli-
gible for records center storage.
3. Supplemental Distribution (20,333 cubic feet)
a. The Supplemental Distribution category is composed
of extra copies of finished intelligence publications which
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have been distributed throughout the Intelligence Community
and, in some cases, the Federal Government. Some individually
determined quantity of each of these publications is held in
reserve to satisfy requests from customers for extra copies or
additional distribution. There is a high turn-over as indi-
vidual publications are re-issued, up-dated, or revised.
Activity averages 250 services a day.
b. The Records Board is reviewing with the publishers
the quantities required for each publication and exploring the
feasibility of microfilming some. They expect to be able to
accomplish some reduction but the high rate of activity and
turn-over probably will preclude any significant gain.
c. Responsibility for storing and distributing these
publications was accepted by the Records Center several years
ago when the volumes were much smaller and space was not a
problem. The Records Center has continued to furnish the stor-
age and distribution service over the years because it repre-
sents a convenience to the Agency and records center storage
space has been the cheapest kind of available space suitable
to the activity.
d. Nevertheless, the problem is not a records problem.
It is a problem of distribution and space. It should not be a
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i
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part of the Records Program and neither the Records Management
Board nor the Records Administration Branch should be held
accountable for its solution. Responsibility for resolution
of the distribution problem should be transferred to the'Intel-
ligence Directorate and responsibility for the space problem
should be transferred to the Logistics Services Division.
e. Admittedly this does not solve the problem for the
Agency. It does clarify and limit the scope of the records
problem and put it in a more proper perspective.
f. Several times in recent years the possibility of
transferring custody to the Intelligence Directorate or the
Printing Services Division has been considered and rejected
because they have neither the administrative facilities nor
the spa.-Ice to haeuile it and space at the Records Center is much
cheaper tlaaen space in the Printing Services or headquarters
buildings. Space at the Records Center has never before been
as critical as it is now and these alternatives may be worth
reconsideration. We may also want to consider renegotiating
with GSA for an extension of the agreement to use space in the
Suitland records center, although they would be more amenable
to ar.nee pc.Lng material other than Supplemental Distribution for
the reason that they consider such material ineligible for
Records Center storage.
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4. Vital Documents (9,169 cubic feet)
a. Vital documents are documents selected by the various
components of the Agency as being essential to the reconstitu-
tion and continued operation of the Agency in the event a catas--
trophe strikes the headquarters building. They exist as a
Communications and to save manpower. (A GS-12 position was
eliminated and three clerical positions were absorbed into the
Records Center operation).
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b. The entire Emergency Planning Program of the'Agency
requires reexamination. The technology of modern weaponry is
generally considered to have overtaken plans to relocate an
emergency force in event of enemy attack and other considera-
tions of continued operation are completely out of phase with
relocation plans. Computer tapes are stored, for example,'but
there is no facility to use them in the event of or
even in the event of a natural disaster affecting the head-
quarters building. NPIC stores about 3,000 cubic feet of
Vital Documents at the Records Center but only one small ele-
ment of NPIC plans to relocate The remainder is 25X1A
expected to go to the Department of Defense.
c. Whether the total emergency planning program is
chanted or not, the vital documents portion should be re-evaluated
in its own right. A large percentage of the vital documents
storage is duplicated elsewhere in Records Center deposits.
This would be a reasonable duplication if the vital documents
were deposited elsewhere but it is not so reasonable when they
are housed under the same roof with the rest of the Agency's
records where the duplicates also reside. is to 25X1A
continue to serve as the relocation site, serious consideration
should he given to disposing of the entire collection of vital
documents. If the relocation plan is changed, this collection
should be relocated accordingly.
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d. In any case, vital documents are not a legitimate
part of the Agency Records Management Program and the Records
Management Board and the Records Administration Branch should
be relieved of responsibility for dealing with them. That
responsibility should be assigned to the Emergency Planning
Officer and he should be charged with producing suitable alter-
native solutions to the problem. Even if the conclusion is that;
they should be retained in the Records Center, they should be
excluded from the Records Program and from the responsibility
of the Records Management Board and Records Administration
Branch.
5. Archives (7,166 cubic feet)
a. Archives are historical documents which must be kept
permanently. They are different from inactive records. They
are historically and scholastically significant while inactive
records are operationally and administratively significant.
They are the permanent historical documentation of the Agency
while inactive records are temporary extensions of headquarters
file space. Archives are administered differently, require a
higher quality of storage space to ensure their permanent
preservation, and require a different kind and frequency of
servicing than other categories of records. The basic premises
of permanent archival retention are in direct conflict with the
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basic premises of records disposition. The objective of one
is to retain and the objective of the other is to dispose.
b. At the present time the Agency has no approved
archives policy. In the absence of such a policy the prede-
cessor Agency Records Administration Officer on his own ini-
dative started to segregate these documents in the records
Center, and to organize and index them into an archival ;collec-
tion separate from inactive records storage. He took this
action in 1959 after the Director of Central Intelligence
instructed that all archival materials of predecessor organi-
zations be removed from the National Archives. It was given
after the fact recognition in the 1963 issuance of
which says that "The Agency Records Center shall be a facility
for storing, processing and servicing retired Agency records,
and will, serve as an Agency archival facility."
c. In addition to the 7,166 cubic feet of material
.already segregated as archival and Presidential Library
material, there is the material of OSS and predecessor organi-
zations recalled from the National Archives in'1959 which
totals about 9,000 cubic feet. Among the inactive records
there is another 15,000 cubic feet which has been scheduled
for permanent retention. This 24,000 cubic foot volume awaits
screening by archivists and historians to determine precisely
25X1A
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what documents are truly archival and which ones can b
destroyed. Until they are screened, the total volume must
be considered as part of the archives. In effect, therefore,
we have 31,000 cubic feet of archival material instead of
7,000; and we have 41,000 cubic feet of inactive records in-
stead of 65,000.
d. During the purge there have been several cases
where a box by box review of materials has been conducted.
This experience shows that it takes an average of about 3 man
hours to review one box (1 cubic foot) of material. At this
rate it will require about 72,000 man hours to screen the 9,000
cubic feet of OSS materials and the 15,000 cubic feet of in-
active records scheduled for permanent retention. Using 250
working days a year for purposes of calculation, there are
2,000 man hours available per year and it will require about
36 man years to do the screening. Sooner or later this must
be done. There is no way to avoid it if we are to comply with
legal requirements. In the process of the screening, rough
estimates suggest that only about half of the 15,000 cubic feet
identified for permanent retention will really qualify for
archival retention.
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Center. Nine professionals, two from each of the Directorates
and one from the Office of the Director, can accomplish the
screening in about four years.
f. This is a short term approach to the problem. The
Agency must have a long term archives policy and function.
Archival materials can be microfilmed but nothing is to be
gained by doing it because the original document must still
be retained.
g. Archives should not be administered by records
officers whether they are located in the same facility with
inactive records or not. In the Civil Service General Schedule
(GS) position standard hierarchy archivists are of a higher
professional order than records center personnel and the ar-
chival function should be staffed with professional archivists.
There should be an archivist and an assistant archivist to
manage the archives collection and supervise and assist the
screening process. Three clerical personnel will be needed
to support the nine professional officers and the two archivists.
h. Archives require a higher quality space for storage
than inactive records do, more like a library than a warehouse.
Compare the National Archives with any records center, for
example. Long term space planning for the Agency should include
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space for archival storage unless we plan eventually to turn
this collection over to the Archivist of the United States'.
h. Among the materials held at the Records Center,
the archival collection has the least activity which makes'
it a logical choice for location elsewhere. The archives
would be suitable for transfer for example, or 25X1A
if suitable storage space were available.
Recent estimates of cost to improve the
ere set roughly at $300,000 to repair the floor,
reinforce the footings, shore up the roof, and install lights,
water, heat and security alarm systems. If this space were to
be considered for archival storage the cost would go up by an
additional $250,000 to provide for humidity controls and furnish
research offices for scholars and historians.
i. In any case, archives are not properly a part of
the records program and responsibility for their custody and
maintenance should be transferred to the Historical Staff and
the personnel required as described in paragraphs e and g
above should be assigned accordingly. Suitable space for
their storage should be sought elsewhere.
6. Inactive Records (64,975 cubic feet)
a. If 9,000 cubic feet of predecessor organization
25X1Aj
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records and 15,000 cubic feet of inactive records scheduled
for permanent retention are transferred to the archives col-
lection as suggested in earlier paragraphs, there will be about
41,000 cubic feet of inactive records remaining. This volume
represents the true magnitude of the Agency's record storage
problem. This is the only collection which truly qualifies
for records center storage, and it is this material to which
the responsibility and interest of the Records Board and'Records
Administration Branch should be limited.
b. In its next quarterly report the Records Board
expects to be able to project a potential reduction from July
1968 to July 1969 of about 20,000 cubic feet overall, from
about 104,000 to about 84,000 cubic feet including all 4 cate-
gories of material now stored at the Records Center. To
achieve this objective of a 20,000 cubic foot reduction it will
be necessaxy'to dispose of 30,000 cubic feet to offset the
annual growth. There will be no purging of the 7,000 cubic
feet currently identified as Archives, of course, and only
nominal reduction in the Vital Documents with a somewhat
larger percentage in the Supplemental Distribution. Most of
the gain will come through reduction in the inactive records
and it is this fact that is most distressing to the archivists
and the historians because of the danger they foresee that
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documents with historical value will be inadvertently
destroyed.
c. The only sure way to guard against inadvertent
destruction is to conduct a box by box review of the inactive
records. This has not been done, nor is it considered prac-
tical to do so because of the time and manpower it would take.
(41,000 cubic feet at 3 hours per box = 123,000 man hours
about 62 man years). The purge thus far has been conducted by
reviewing records schedules and changing retention periods and
destruction dates and it is expected that this system will con-,
tinue until the current purge drive is completed. (Purging is
a continuing process. 55,000 cubic feet were routinely purged.
during the years 1963-1967).
7. Conclusions and Recommendations
a. Settlement of these issues will not solve the space
problem. It will properly delineate the scope of the records
storage problem, but this is only part of the records manage-
ment problem of the Agency. Other issues will be discussed in
a separate paper.
b. It is recommended that:
(1) Responsibility for the custody and adminis-
tration of the Supplemental Distribution documents be
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assigned to the Deputy Director for Intelligence.
(2) Responsibility for the custody and admin-
istration of Vital Documents be assigned to the .Emer-
gency Planning Officer.
(3) The entire relocation plan be re-examined.
(4) The Vital Documents either be relocated or
destroyed and reliance placed on inactive records to
fill this need
25X1A
(5) Responsibility for custody and administration
of the 7,166 cubic feet of archives, the 9,000 cubic feet
of predecessor agency records, and the 15,000 cubic feet:
of inactive records for permanent retention be assigned
to the Historical Staff.
(6) The Office of the Director designate one,
and each Directorate designate two experienced profes-
sional officers to begin screening the 24,000 cubic feet
of predecessor agency and inactive permanent records for
incorporation into the archives.
(7) Positions be established for an archivist,
an assistant archivist and three clerical personnel to
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manage the archives and supervise the screening
(8) The Deputy Director for Support seek space
elsewhere for handling Supplemental Distribution;
accommodating a permanent archives function and archival
storage; and accommodating Vital Documents if they are
to be retained.
(9) Responsibility of the Records Management
Board and the Records Administration Branch be limited
to the remaining 4/,000 cubic feet of inactive records
insofar as the storage element of the total records
program is concerned.
R. L. Bannerman
Deputy Director
for Support
L. K. White
Executive Director-Comptroller
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