GENERAL RECORDS SCHEDULE 17 CARTOGRAPHIC, PHOTOGRAMMETRIC, AND RELATED RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00433A000100070011-3
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: September 24, 2001
• Sequence Number: 11
• Content Type: REPORT

Approved For ReY se 2001/11/01 : CIA-RDP78-00433A000100070011-3
GENERAL RECORDS SCHEDULE 17
Appendix i
(1a-4-54)
This schedule covers cartographic, photogrammetrio, and related records that have been created, used,
or located in agencies of the Federal Government. Disposal authorizations contained herein are not appli-
cable to records created before January 1, 1860. Records created prior to that date are not disposable
unless specific approval of their disposal is obtained from the Congress.
Among the cartographic records are maps and such variant forms of graphic presentation as charts
(hydrographic, nautical, weather, aeronautical, and the like), cartograms, globes, and relief models,
which have been prepared or used in connection with the official activities of the United States Govern-
ment. The maps and charts are listed in various stages of completion from the planetable or similar
drawing to the final publication. The word "publication" as used in this schedule means reproduction by
printing, photographic, and other methods in multiple copies, whether for limited or general distribution.
The photogrammetric records include the aerial film and other photographic materials wed in mapping.
The related textual records are those which form an integral part of the map-making activities o agencies
and include field survey notes; project, map history, and similar files; controls and computations; and
finding aids.
This schedule covers the principal categories of records that are common to several or all agencies.
Records not included are of such a specialized character that they are not readily susceptible to evalua-
tion on a Government-wide basis. For example, the schedule covers annotated maps used in intermediate
stages of the preparation of a published map. These annotated maps are essentially working papers used
by all map-making agencies in similar ways. Annotated maps that are unique and an and in themselves are
not, however, covered. This is because it is impossible to state in general terms which of these have
enduring value and which are disposable. Among such records are military campaign and order of battle
maps, international boundary maps, cadastral maps, and maps showing property lines and rights of way.
The map-making and map-using activities of the Government have increased many times over during the
past several decades and the making of a modern map has become exceedingly complex. This is largely the
result of the development of photogrammetry, the science of obtaining reliable measurements of the earth's
surface by means of photography.
The rapid increase in mapping activities and the complex methods required to achieve a final product
have resulted in the-creation of a large volume of records of varying degrees of importance. Most of
these records lose their usefulness after specified periods of time and can therefore be disposed of,
Certain records, created or used in the process of making a map, however, have continuing value, They
should be transferred to a Federal Records Center or to the National Archives when they are no longer
needed in the current operations of the agency holding them. Normally cartographic and related records
created or used in offices outside the Washington ares'should be transferred to the nearest Federal
Records Center. In the Washington area records of continuing value should be transferred to the National
Archives or the Region 3 Federal Records Center.
Cartographic records of continuing legal, administrative, and research value are of two principal
kinds: (1) those created or checked in the field on the basis of surveys and observations or from photo-
grammetric sources; and (2) one copy of each edition or variant of each published map.
The first group is retained as the primary source material from which the published maps are taken
and which often contains more information than is included in the publications. The published maps are
retained as the sum of the map-making accomplishments of the agency as well as for administrative, legal,
and research use.
The records created in the intermediate stages of map-making, between the original survey records
and the final maps, are for the most part temporary records and can be disposed of in accordance with
provisions of this schedule.
There is not a sufficiently standardized terminology to permit the use of universally accepted titles
for the various records created in the map-making process. For that reason additional descriptions of the
records covered by each item are included in the appraisal section of the schedule.
The cartographic records listed below include the most significant ones created in the map-making
agencies of the Federal Government. The items are listed approximately in the order in which the records
are created during the map-making process regardless of whether the maps are based on field work or office
compilation.
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 Approved For RqWse 2001/11/01 : CIA-RDP78-00433A100070011-3
GENERAL RECORDS SCHEDULE 17
GSA Reg 3
(ic,-1:-51)
PHOTOGRAKC=10 RECORDS
.Photogrammetrio records are being used to an increasing extent by map-making and map-using agencies,
particularly by agencies responsible for mapping extonsive areas. Much of the aerial photography required
by the agencies is done for them by private organizations under contract. The negative film is supplied
to the agency which can then make as many prints as it needs. The aerial film is of enduring value as the
primary source of information on physical and cultural landscapes. The film contains the most complete
and accurate information available not only for legal and administrative requirements but also for
research.
Since most modern aerial-film is on a safety acetate base, provision is made in this schedule for its
retirement to a Federal Records Center. It should be noted, however, that nitro-oellulose film normally
will not be accepted by the National Archives or Federal Records Centers owing to the special handling
it requires.
ITEM
NO._
19.
DESCRIPTION OF RECORDS
Vertical and oblique negative aerial films.
AUTHORIZED DISPOSITION
Disposal not authorized this schedule
(Transfer to Federa Records Center when super-
seded by more recent film.).
Disposal not authorized by this schedule.
(Transfer to Federal Records Center when
records to which they relate are transferred.)
Disposal not authorized by this schedule.
(Transfer to Federal Records Center when no
longer needed in current transactions.)
Disposal not authorized by this schedule.
(Transfer to Federal Records Center whoa no
longer needed in current transactions.)
Dispose Z. year after publication of the result-
ant map.
Dispose 1 year after publication of the result-
ant map.
Dispose 1 year after publication of the rocult-
ant map or. area on that map.
20. Photo index sheets, flight line indexes, and
similar finding aids (negatives and prints).
21. Record not of aerial mosaics and similar
prints covering selected areas.
22. Record set of contact aerial photographic
prints.
23. Precise film negatives of stereophotogram-
metric manuscript drawings.
24. Diapositives.
25. Precise film negatives of maps other than
the stereophotogrammetrio manuscript used
for field completion.
RELATED RECORDS
In order to have a complete and accurate account of mapping.plans and programs as well as of the
production, flow, and distribution of maps, certain closely related textual records have been developed.
Administrative and housekeeping records pertaining to map-making offices are provided for elsewhere ns, land functional charts,edirectives, which require
speeches, press of similaromate ialls.zationaZ
ITEM
N
DESCRIPTION OF RECORDS
O-
26.
Project, map history, or similar files.
a.
b.
Documents outlining the projects.
Minor administrative papers summarized
in a. above.
27.
Research and reference files.
28.
primary controls and computations.
AUTHORIZED DISPOSITION
Disposal not authorized by this schedule.
(Transfer to Federal Records Center 1 year after
publication of map or completion of project.)
Dispose 1 year after publication of map or
completion of project.
Dispose when obsolete or superseded or upon
publication of related map, whichever is later.
0 o d s a any or Disposal not authorized by this schedule.
AppObvarAMPM ~elitiliQisciCIA-RDP78--W4WPtOCOfMTbbloP s Center 1 year
after publication or completion of resultant
%
map.) ,
 GSA Reg. 3
Appendix B
(10-4-54)
Approved For Refuse 2001/11/01 : CIA-RDP78-00433A000070011-3
Although these are considered as nonrecord items they are noted here because they usually are retain-
ed in a map-making agency for a considerable period of time, occupying a large amount of space and requir-
ing special equipment for storage. Except in rare instances these media, once the map has been published,
may be unused for a decade or more. A plan should be developed for the disposal or salvage of such of
these items as are not absolutely essential for future publication. In most instances, retention of the
color separation boards should make unnecessary the retention of the so-called reproduction media.
Item 12. These are reproductions of each of the individual press plates for each color or run and are to
the precise scale of reproduction of the final published map. Normally these are not needed longer than
one year after publication. In some instances, agencies retain these printed copies on paper either in
place of or in addition to press plates. Normally these copies are less stable and useful than the color
separation boards, the glass plate and similar photographic negatives, and the press plates, although
they require less apace and are easier to handle.
Item 13. These generally are published (printed) copies of maps prepared in the agency that have been
annotated with specified kinds of information. The annotations on these office copies generally represent
corrections of the extant edition of the published map made prior to the issuing of a now edition. These
maps are referred to as map correction copies, aid proofs, correction copies, and the like. After publica-
tion of the corrected map they are not needed for longer than one year except in rare instances where the
may be legal need to give the origins of revisions.
Item 14. Normally one or more special press runs (or hand pulls) are required before final publication
of each map. Such proof copies often bear annotations by the editors indicating final changes to be made
in line, color, or composition. The records cease to have value soon after the final published map has
been accepted.
Item 15. These are mono-color (usually blue) prints of the completed composite manuscript drawing. These
prints are advance copies of the final published map and are made available in small numbers as a prelim-
inary edition. They have only temporary record value.
Item 16. Among the most important cartographic records of an agency are its published maps and similar
forms of graphic presentation. A record set of these items, which may be printed, photoprocessed, or
otherwise reproduced, is of enduring value. They represent the map-making accomplishments of the agency
and they contain the significant cartographic information assembled or developed by the agency. One copy
of each published map, atlas, portfolio, and photomap, including each edition and variant, and of all
related indexes (in map or other form) are to be preserved permanently.
Item 17. Globes and terrain models are prepared and used often to show selected, highly specialized
information. They are, like the final manuscript or published maps, of enduring value.
Item 18. Graphic indexes generally take the form of a base map or may be on transparencies or overlays
accompanying a base map of an area which is covered by several maps or sets of maps. The indexes indicate
in color, line, or by other means the coverage of each map. They should be retained as long as the maps
to which they refer are retained as they are finding aids which expedite use of the maps. Other graphic
indexes are listed in item 20.
ft ThGRA rnto 3-RiC.
Item 19. This is the negative film made by or for an agency and accepted as satisfactory for use in the
preparation of a map. T~ilm normally is in accordance wItH a care idly developed and controlled
plan and each roll must be identified by letter and number so that it is possible to determine precisely
what portion of the earth's surface is represented. The line of flight and the area covered by each is
correlated with a photo-index or similar finding aid. Normally the film on a spool is housed within a
properly labelled metal container (cylinder) approximately six inches in diameter and about twelve inches
long. The aerial photographic film is equivalent in value to records created on the basis of field
surveys.
Item 20. These records take several different forms, though basically they are graphic indexes to each
roll of negative film. The standard form is a photo-index shoot. The index sheets, together with over-
lays showing the line and number of flights, descriptive lists, and catalogs of the film described in
item 19 are needed as long as the film is needed.
Item 21. Frequently photo prints are assembled, matched, and then reproduced as units covering a specific
area. Such mosaics, prepared in connection with particular projects or activities, may have enduring
value. Prints in addition to those in the record set can be disposed of when no longer needed.
Item 22. The contact prints made from the aerial film are used in stereoscopic mapping, the preparation
of mosaics, and plotting supplemental control,. as well as for general terrain information. A record set
of these prints can serve as insurance against film loss or damage. Other copies can be disposed of when
no longer needed. Provision for retention of a record set of these prints does not mean that an agency
should make up a set for this purpose. Only a record set of the prints available after completion of the
mapping project is necessary.
Approved For Release 2001/1'WA1 : CIA-RDP78-00433A000100070011-3
 Approved For ele se 2601/11/01 : CIA-RDP78-00433A100070011-3 GSA Reg. 3
Appendix B
GENERAL RECORDS SCHEDULE 17 (10-4-54)
Item 23. These are film negatives of the stereophotograsmetrie drawings (item 2) made usually on a largo
scale. Blueline, brownline, and similar color prints and ozalid copies are made from these precise film
negatives for use in field completion activities of the agency. Since these are merely copies of the re-
tained drawings they can be disposed of shortly after publication of the maps.
Item 24. These are positive photographic prints on a transparent medium, usually glass, that have been
prepared from aerial film. They are used in a plotting instrument or projector in preparing a map or
steroophotogrammetric drawing. They are disposable as working papers after publication of the maps.
Item 25. These are, like the negatives in item 23, made merely in order to prepare prints. They can be
disposed of as working papers after publication of the maps.
Item 26. These files which vary from agency to agency are retained because they give in narrative and
graphic form a history of the cartographic accomplishments of the agencies. They contain documents show-
ing proposals and outlines of mapping projects planned; authorizations and contracts; periodic reports,
memoranda, and correspondence on progress made; lists of sources and place names used; procedures followed
in drafting, filming, and editing, and distribution; over-all cost statements; final completion reports,
project histories, or papers explaining discontinuance, change, or extension of projects; and, where
necessary, attachments in the form of photographs, drawings, maps, plans, and charts.
The minor administrative papers, assembled in connection with projects but not necessary to an ade-
quate history of them, can be disposed of shortly after completion of the projects. Such papers include
daily progress and work reports, working papers, and records of personnel assignments and travel, and
similar materials.
em 27. These are files maintained in various forms by offices and individual cartographers on mapping
in general and on specialized problems connected with the preparation of specific maps. They constitute
the background material which is helpful for reference. They contain copies of publications and of
records retained elsewhere and rough working notes. Included are publications; bibliographies; copies or
excerpts of correspondence, reports, control data, lists of sources and place names, and related
materials; photographs, sketches, maps, plans, and charts; and similar and related materials. While of
considerable value to the cartographer in the preparation of a map they need not be retained past the
period of their usefulness to the individual or the office. The records listed elsewhere in this schedule,
which are to be retained, document sufficiently the cartographic accomplishments of the agencies.
The maps included in these files, if considered rare or valuable items, can be offered when no longer
needed by the agency to the Map Division of the Library of Congress. All information and files on plane
names (i.e. geographic names) when no longer needed can be offered to the United States Board on
Geographic Names.
Item 28. In the making of a map to precise specifications one or more controls are considered essential
to accuracy. These controls are usually obtained from observations and mensurations in the field and in-
clude transit traverse, triangulation, leveling, and altimetry records and field and office computations.
The observations and similar control data obtained in the field are usually in field notebooks. Office
computations are usually typed, processed, or printed lists.
For the United States and certain other areas the primary controls are developed and made available
by the U. S. Coast and Geodetic Survey. For other areas controls and computations may have been developed
by other Governments, other agencies of this Government, or non-Government sources.
Controls and measurements prepared by the agency itself are of continuing value as the accuracy of
the resultant maps is dependent upon them. Those obtained from other agencies of this Government need not
be kept after they have served their purpose because they will be held by the creating offices. Those
obtained from other sources will need to be kept in order to insure their availability.
Item 29. These include field derived observations that generally are of only temporary value because in
most instances the observation is obtained from sighting on non-permanent objects that are subject to
change. In most instances the marker, if placed, cannot be controlled.
Item 30. A principal product of nearly all field surveys and observations is the written record usually in
the form of a pocket-size notebook. These field survey notes may be a running account of observable mate-
rial and cultural features of the terrain; a description of subsurface conditions as to water resources,
geology, mineral resources, and the like based on a series of readings or measurements in the field; or a
log or journal account closely related to and often an integral part of a specific mapping activity wheth-
er it is on land or on water. Such records generally are of continuing value because they describe the
area as it was observed by the surveyor in the field.
Item 31. Finding aide are tools which expedite the use of cartographic and related records. They need to
be kept as long as the records to which they relate. Wherever possible they should be filed with or near
the related records. The following are, in addition to the graphic indexes listed in items 18 and 20, the
kinds of finding aids generally found in agencies: card indexes; descriptive lists, shelf lists, and the
like; registers and similar bound and loose leaf volumes containing lists and descriptions of cartographic
records; and published catalogs, calendars, guides, and lists.
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