RECORDS MANAGEMENT PROGRAM RECORDS CONTROL SCHEDULE FOR THE MANAGEMENT STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000100160014-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 38
• Document Creation Date: December 19, 2016
• Document Release Date: October 13, 2005
• Sequence Number: 14
• Publication Date: September 25, 1956
• Content Type: FORM

Approved For Release 2005/11/21 : CIA-RDP78-00487A000100160014-1
3D56
RECORDS MANAGEMENT PROGRAM
RECORDS CONTROL SCHEDULE
FOR THE
MANAGEMENT STAFF
FE-
FOAM ?O. 738 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100160014-1 ~?
JUL 55 ~'
 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100160014-1
RECORDS DISPOSITION AUTHORITY
Records Control Schedule To. 30-56 ~ for the
Management Staff is approved and authority
hereby given to implement the disposition
instructions contained therein.
xi
Preparation and Review
lef, Records Managemen
Staff
".1 ~, A
25
25
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 SCHEDULE NO.
-Rap NYeo IFff(Re B?M g@@5/11/21: CIA-RDP78,=004 7A000100160014-130-56
Management Staff, Office of the Chief
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
Consists of correspondence, reports, and 6.0
other papers which document the activities
of the Chief, Management Staff. This file
is used in administering the Agency's
Management Program of developing and recomme d-
ing plans, programs, policies, and proce-
dures to improve management efficiency through-
out the Agency. Filed alphabetically by
subject.
(191.8-1956)
Consists of case files containing the
official record copies of Management Improve
ment Survey Reports. These files also
contain exhibits, graphic presentations,
recommendations, and supporting papers
documenting project inception, scope, pro-
cedure, and accomplishments. Arranged
organizationally and alphabetically by
survey title thereunder.
(1950-1956)
Approved For Release 2005/11/21: CIA-
FORM NO. 139 USE PREVIOUS
I JAN 56 EDITIONS.
i.0
Permanent. Disposal not authorized.
(Cut off every other year; transfer
to Records Center 1 year thereafter.)
Permanent. Disposal not authorized.
(Place in completed survey reports file
upon completion or discontinuance of
project; cut off at end of each year
and transfer to Records Center 1 year
thereafter.)
2E
 TABLES OF ORGANIZATION REVIEW AND COORDINATION
FILES
FILES IDENTIFICATION VOLUME DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA- I?P78-O0 37A000100160014-1
Consists of retained copies of the Staff's 2.8
comments, recommendations, and approvals
or disapprovals of requests for changes in
Tables of Organization. These requests ar
received by the Staff for review and
coordination after which they are forwarde
to the Office of Personnel. Record copies
of the request, concurrences, justificatio s,
comments, and Form 261, T/0 Change Authori-
zation, are maintained by the Office of
Personnel. Arranged organizationally and
chronologically thereunder.
(1954-1956)
TABLE OF ORGANIZATION FILE
Consists of a copy of the Agency T/0 con-
taining rosters of approved Agency
positions. This T/0 is used for reference
to official position titles, position
numbers, unit strength, etc. Authorized
changes to the T/O are noted on this
copy for use in verifying the revised T/O.
Record copies are maintained by the Office
of Personnel. Arranged organizationally
and by position thereunder.
(Current)
FORM NO. 139a USE PREVIOUS
1 .IAN 56 EDITIONS.
Temporary. Destroy when 2 years old.
(Cut off at end of each year; transfer
to Records Center 1 -year thereafter.)
Temporary. Destroy upon verification of
revised T/O.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release -
-
T7A 00100160014-1
5
MANAGEMENT STAFF PROJECT FILE
a. Project Initiation File
Consists of Forms 30-27, Request or Pro-
.1
Attach to related Form 30-28 and
posal For Management Assistance From 0&M
place in Project Completion Reports,
Service, which contains information as to
File upon completion or discontinuance
the type of project or assistance requested
,
of the project (item 5b,)
elements of the project, description of
project, analyst or examiner assigned to
project, estimated time required, etc. Eac
h
project requires approval of the Chief,
Management Staff. Arranged organizationall
y
and by project number thereunder.
(1953-1956)
b. Project Completion Reports File
Consists of Forms 30-28, Completion Report
.3
Permanent. Disposal not authorized.
on Management Project by 0&M Service,
(Retain current files area 1 year
which contains such information as date
after completion or discontinuance of
project was completed, immediate results,
project, then retire to Records Center.)
accomplishments, recommended future actions
etc. The related Form 30-27, described
under item 5a, is attached to and becomes
a permanent part of this completion report.
Arranged organizationally and by project
number thereunder.
(1953-1956)
6
CONVENIENCE FILE (Reading)
Consists of extra copies of outgoing
1.3
Temporary. Destroy when 3 years old.
correspondence maintained for convenience
(Cut off at end of each year; transfer
of reference. Filed chronologically.
to Records Center 1 year thereafter.)
(1949-1956)
9
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7A000100160 1 - 1
FORK N0. 139a USE PREVIOUS
FORM JAN 56 X77 Ro1TIONS.
 ITEM NO
. FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
7
Approved or a ea
ACTIVITY REPORTS FI
LE
Consists of weekly reports submitted from
.3
Permanent. Disposal not authorized. Y
subordinate Staffs for informational
(Cut off at end of every other year;
purposes and summary reports prepared by
transfer to Records Center 1 year
the Chief, Management Staff. These report
thereafter.)
contain information on current assignments
of personnel, regulations submitted for
authenication, processing of employee
suggestions, current status of records
surveys, etc. Filed chronologically.
(1951-1956)
8
CLASSIFIED MAIL LOG
Consists of a record of the receipt and
1.2
Temporary. Destroy when 2 years old.
dispatch of material classified secret and
below maintained primarily for security
reasons. Filed chronologically.
(1951-1956)
9
COURIER RECEIPT FILE
Consists of the Office copy of Form 35-16,
'
.2
Temporary. Destroy when 2 years old.
Courier
s Classified Mail Receipt, which
was signed by the courier at the time the
material was picked up for delivery to
addressee.
(1954-1956)
10
REGULATORY ISSUANCE FILE
Consists of published Agency Regulations,
1.0
Permanent. Retain in current files area
Notices, Handbooks, etc., maintained for
.
(Destroy individual issuances only when
reference purposes.
obsolete or when replaced by current
issuance.)
U
PREVIOUS
FORM N0. 139a USE
I JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 SCHEDULE NO.
RRWWgbNTK07e1J225/11/21 : CIA-RDP78-004 7A000100160014-130-56
OFFICE. DIVISION. BRANCH 2154
Management Staff, Organization and Methods Staff
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
11
STAFF WORKING FILES
Consists of working files maintained by
18.9
individual examiners containing studies,
analyses, notes, rough drafts, interim
reports, manuscripts, and related papers
used for reference and background informa-
tion. These files are created in the
course of organizational planning, develop-
ment and simplification of procedures, and
similar management projects. Arrangement
varies with each file.
(1951-1956)
a. Completed project material.
Temporary. Destroy 1 year after final
action on project.
b. Incomplete or discontinued project
Temporary. Destroy 3 years after last
material.
action taken. (Upon discontinuance of
project place one copy of each pamphlet,
report, graphic presentation, last man-
uscript report, together with supporting
papers documenting project inception)
scope, and procedures in the "Management
Survey Reports File" (item 2) and destroy
all other material 3 years thereafter.)
12
WEEKLY PROGRESS REPORT FILES
Consists of retained copies of the weekly
.2
Temporary. Destroy when 1 year old.
progress reports which were submitted to
the Chief, Management Staff from Area
Chiefs for informational purposes. These
reports contain information on current
assignments of personnel, T/O change
requests processed, status of surveys, etc.
Sk
i
Arranged chronologically.
Approved F 6 005/11/21 : CIA-
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7A000100160014-1
 ?
ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For a ease 2005M 121 : -
8-0044
-
13
SUMMARY OF ANNUAL ACCOMPLISHMENTS
Consists of retained copies of narrative
Temporary. Destroy when 2 years old.
reports prepared for the Chief, Management
Staff. These reports contain summarized
information taken from weekly progress
reports and a resume of current project
activities. Filed chronologically.
(1953-1956)
14
ORGANIZATION AND METHODS PROJECT FILE
a. Project Initiation File.
Consists of Forms 30-27, Request or
.1
Attach to related Form 30-28 and
Proposal For Management Assistance From
place in "Project Completion Reports
O&M Service, which contains information as
File" upon completion or discontinuance
to the type of project or assistance
of the project (item 14-4)
requested, elements of the project,
description of project, examiner assigned
to project, estimated time required, etc.
Each project requires approval of the
Chief, Management Staff. Arranged
numerically by project number.
(1953-1956)
b. Project Completion Reports File
Consists of Forms 30-28, Completion Report
.2
Temporary. Destroy 2 years after comple-
on Management Project by O&M Service, whit
tion or cancellation of project.
contains such information as date project
was completed, immediate results, accomplis
h-
ments, recommended future actions, etc. Th
e
related Form 30-27, described under item
14a, is attached to and becomes a part of
this completion report. Arranged numerical
y
by project number.
(1953-1956)
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
DP78-00
87A000100160014-1
15
REFERENCE PUBLICATIONS FILE
Consists of published material such as
4.9
Temporary. Destroy when no longer
regulations, notices, handbooks, brochures,
needed for reference purposes.
etc., maintained for reference purposes.
16
LIBRARY MATERIAL
Consists of bound library books,
1.0
Temporary. Return to library when no
dictionaries, guides, manuals, etc.,
longer needed for reference purposes.
maintained for reference purposes.
Release 2005/11 /21 Q&-
A roved For
kP78_nnA
A7,Annn1
FORM NO. 139a USE PREVIOUS
1 JAN 56 i9 EDITIONS.
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 R reWAgRFe1GQg@C W/11/21 : CIA-f. -OO4~
Management Staff, Records Management Staff, Office of the Chief
VOLUME
(CUBIC FT.)
fi^l ~/Sh
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES).
This file documents the activities performed
by the Records Management Staff and consists
of correspondence, surveys, studies, and
report pertaining to Records Disposition,
forms management, reports and correspondence,
and similar records management activities.
Filed in accordance with the Agency File
Manual.
(1955-1956)
RECORDS MANAGEMENT PROJECT FILE
a. This file is the formal project file of
the Staff, listed on Forms 30-27, "Request
or Proposal for Management Assistance from
O&M Service," and contains such information
as type of project, elements of project,
brief description of project, analyst
developing the project, estimated man days,
starting date approval, and target date.
Each project requires the approval of the
Chief, Management Staff. Filed numerically
by project number.
(1954-1956)
FORM NO. 13 9 USE PREVIOUS
1 JAN 56 EDITIONS.
6.0
SCHEDULE NO.
7A000100160014-1 30-56
DISPOSITION INSfRUCTIONS
Permanent. Disposal not authorized.
(Cut off at end of each year; transfer
to Records Center 1 year thereafter.)
Attach to related Form 30-28, (item l8b)
upon completion or discontinuance of pro-
ject.
lfiE
rpiaraa Foic CA 1P78~0R^a f]'
AflMfl1Rfl1d1
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
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DP78-004
60014-1
18
RECORDS MANAGEMENT PROJECT FILE (CONTD)
b. Completion Project Report File
This file consists of Forms 30-28, "Comple-
.1
Temporary. Destroy 1 year after
tion Report on Management Project by O&M
completion or cancellation of project.
Service," and contains such information as
date of request, date started, date completed
brief description of project, project
analyst, immediate results accomplished
and recommended future action. The
related Form 30-27 is attached to and
becomes a part of this completion report.
Filed numerically by project number.
(1954-1956)
19
EMPLOYEE RECORD CARD FILE
Consists of OF4b, Employee Record Card,
.1
Temporary. Destroy upon separation of
prepared on each employee of the Staff and
employee or forward to gaining component
used for informational purposes such as
upon transfer within the Agency.
EOD date, personnel actions, assignments
and other information necessary for the
supervision of personnel activities of the
Staff. Filed alphabetically by surname.
(Current)
20
COURIER CLASSIFIED MAIL RECEIPT
Consists of Forms 35-16, Courier's Classi-
.2
Temporary. Destroy when _ -
fied Mail Receipt, which was signed by the
(Cut off at end of each year;destroy
Courier at the time the material was picked
1 .)
up for delivery to addressee. Filed
chronologically.
(1954-1956)
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7A000100160014-1
/ORAN"5 139a OU
EDITIONS'? RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET (41)
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved or a ease -
- 04
7A000100160014-1
21
REFERENCE PUBLICATIONS FILE
Consists of classified Agency publications
2.0
Temporary. Destroy when no longer
such as regulations, notices, handbooks,
needed for reference purposes.
brochures, and publications from other
government agencies maintained for referent
purposes.
Approved For Release 2005/11/21 CIA-R
P78-004
00160014-1
Fon
JA""ae 139a EDITIONS. RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
I
 R,j00k06e4fgiRfte1 t (L5/11/21 : CIA-R
SCHEDULE NO.
A000100160014-1 30-56
OFFICE. DIVISION. BRANCH
Management Staff, Records Management Staff, Records Disposition
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
Consists of copies of memos, reports)
forms, surveys, analysts' survey worksheets
and similar background material pertinent
to records disposition, maintained and used
in day to day operations and for convenient
of reference.
(Current)
23
RECORDS CONTROL SCHEDULE FILES
Consists of the Official authenticated
copies of Records Control Schedules, and
where applicable, Authority To Dispose of
Records obtained from the National Archives
and Congress.
a. Records Control Schedules. These
schedules were prepared by or approved by
the Branch to effect disposition of all
records of individual offices. Schedules
4.2
Temporary. Screen annually and destroy
superseded or obsolete material.
Permanent. Disposal not authorized.
Retain in current files area
E, I
contain
detail
d i
f
e
n
ormation on record
type, use, content, and volume. Arranged
organizationally.
(Current)
b. SF 115, Request For Authority To
.4
Permanent.
Dispose of Records. These forms contain
Retain in
evidence of legal disposal authorizations
received from the National Archives and
Qngress for those records not covered by
General Schedules.
(Current)
FORM NO. 139 USE PREVIOUS
1 JAN 56 EDITIONS.
Disposal not authorized.
current files area indefinitely.
pp, oved For ease-2996/11121- G 1A I P78 0048ZA0001nn1ann1a 1
 R & Mv"tf LZe y~0~05/11/21 : C14 D78-004
SCHEDULE NO. 0_56
7A0001 00160014-13
ENCE
OFFICE. DIVISION. BRANCH
SIGNATU 2
Management Staff, Records Management Staff, Project Staff
T I TLE DATE .ate
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
24
STAFF WORKING FILE
This itz2ftft file consists of copies of
3.8
Temporary. Destroy when 2 years old.
memos., reports, forms, and working papers re
Cut off at end of each year; destroy 2
lating to the activities of the Staff, main-
years thereafter.
tained and used only for day to day opera-
tions of the Staff. Essential material is
duplicated in Item 17. Filed by folder
title.
(1954-1956)
25
FILING MANUALS
a. This file consists of Manuals compiled
1.0
Permanent. Disposal not authorized.
by Records Management Staff for the
Retain 1. copy of each manual in current
various offices of the Agency.
files area indefinitely.
b. This file consists of drafts of the
1.0
Temporary. Destroy when Manual is pub-
Filing Manuals compiled by Records
lished
Management Staff for the various offices
of the Agency.
26
DELIVERY RECEIPTS OF VITAL DEPOSITS FILE
a. This file consists of Form 36-215,
.8
Temporary. Destroy when 1 year old.
"Vital Materials Transfer Slip," the
(Cut off at end of each year; destroy
delivery receipts of vital material deposits
1 year thereafter.)
made and is maintained for reference purposes
Essentially duplicated in the originating
office. Filed chronologically.
(1953-1956)
SEC RE
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7A000loomou-1
FORM NO. 13 9 USE PREVIOUS
1 JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved or Release 2005/11/21 : -
-
60014-1
26
DELIVERY RECEIPTS OF VITAL DEPOSITS FILE (CONTD)
b. This file consists of Form 36-215,
.2
Temporary. Disposal not authorized.
"Vital Materials Transfer Slip," the deliver
Retain in current files area indefinitely.
signed receipts for NSC and CIA Special
Material Deposits maintained primarily for
security reasons. Filed chronologically.
(1953-1-956)
27
VITAL MATERIALS DEPOSIT SCHEDULES
This file consists of schedules identi-
.1
Temporary. Destroy when superseded.
fying vital materials to be deposited,
frequency of deposits, and disposition
instructions. Filed by office-chrono-
logically.
(Current)
28
VITAL MATERIALS INVENTORY FILE
a. Quarterly
This file consists of Forms 36-292 and is
.2
Temporary. Destroy upon preparation of
a record of the vital materials deposits
Annual Inventory Report.
and withdrawal activity of each office
for the respective quarter, deposit number,
document date, reel number, and security
classification. Filed chronologically.
(1954-1956)
b. Annual
This file consists of Form 36-292, and is
.2
Temporary. Destroy when superseded.
a record of the total annual holdings of
vital material deposits of each office
of the Agency, showing deposit number,
document date, reel number, and security
classification. Filed numerically by
office code.
(Current)
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FOJANN5 i 39a `DITIOM;'??' RECORDS CONTROL SCHEDULE . CONTINUATION SHEET 1411
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
DP78-004
7A000100160014-1
29
EMPLOYEES' SUGGESTION AND EVALUATION FILE
Consists of copies of evaluations of
.1
Temporary. Destroy when 1 year old.
employees' suggestions and related working
papers. Records copies are maintained by
the Incentive Awards Staff. Filed
numerically by number of suggestion.
(1953-1956)
30
REFERENCE PUBLICATIONS FILE
This is a reference file only, containing
10.0
Temporary. Destroy when no longer
classified Agency reference material, of
needed for reference purposes.
the functional areas of records management.
(Current)
I ECBET-
A roved For Release 2005/11 /21 - -
-
FORM NO. 139a oae~r^Y:IOUs RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 1:HEDULE NO.
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I - -
2
OFFICE. DIVISION. BRANCH
SIGNA
Management Staff, Records Management Staff, Forms Management
Branch
TITLE,
Management Br. 4 SEP 19562
nhisf Forms
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
31
BRANCH WORKING FILES
This file consists of memos., reports, forms,
8.5
Temporary. Screen annually and destroy
and worcing papers relating to the forms
superseded obsolete material.
management activities and the activities of
the Branch Chiefs' participation in the IAC
Ad Hoc Sub-Committee on Information Processin
.
Essential material is duplicated in item 17.
Arranged alphabetically by subject.
(1953-1956)
32
REFERENCE PUBLICATIONS FILE
This file consists of Agency reference
10.5
Temporary. Destroy when no longer
material, published material of various
needed for reference purposes.
government agencies also commercial
publications, maintained for reference pur-
poses.
33
FORMS FILE
a. Numerical File
This file contains the official forms used
20.0
Permanent. Disposal not authorized.
by the Agency consisting of initial request
(Place in inactive file when form is
and justification, revisions, reprints,
superseded or becomes obsolete. Retire
correspondence, reference to issuance, and
to Records Center upon accumulation of
copy of the form. Filed numerically by
1 cubic foot.)
number of form.
(1946-1956)'
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7A000100160014-1
FORM NO. I' 9 USE PREVIOUS
I JAN 56 J EDITIONS. (41)
 ?
ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved or Release -
-
0100160014-1
33
FORMS FILE (cONTD)
b. Functional File
This file brings together all similar forms
4.0
Temporary. Destroy individual forms
of the Agency, reflects duplicate and over-
when superseded, or obsolete.
lapping forms and aids in consolidating and
eliminating the establishment of unnecessary
new forms. Filed numerically by functional
code and by form number thereunder.
(1949-1956)
34
FORM RECORD AND INDEX CONTROL FILE '
This file consists of Form.2, "Form Record
1.0
Permanent. Disposal not authorized.
and Index Control," a 5x8,/visible index
Flag when superseded or obsolete and
card which serves as a perpetual inventory
retain in current files area indefinitely.
of each form used by the Agency, reflecting
all pertinent data and the complete history
of each form; also serves as a ready referent
.
Filed numerically by number of form.
(1946-1956)
Approved For Release 2005/11/21 CIA-R
004
7A000100160014-1
FORK NO. 139a use -O[YIOU"
I JAN 56 [GItIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 SCHEDULE NO.
30-56
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CONCHRUNU
OFFICE. DIVISION. BRANCH SIGNA
Management Staff, Incentive Awards Staff
T q '~Ya J (
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
35
STAFF SUBJECT FILE
This file consists of copies of memos.,
1.0
Temporary. Destroy when 3 years old.
budget estimates, reports, purchase orders,
(Cut off at end of each year; transfer
committee minutes and working papers
to Records Center 2 years thereafter.)
relating to the activities of the Staff,
maintained and used as a working or subject
file for day to day operations. Filed
alphabetically by folder title.
(1953-1956)
36
STAFF CHRONOLOGICAL FILE
This file consists of copies of correspon-
1.0
Temporary. Destroy when 3 years old.
dence prepared in addition to the specified
(Cut off at end of each year; transfer
number of copies and used solely for con-
to Records Center 1 year thereafter.)
venience of operations and/or reference
purposes. Essential material is duplicated
in Item356. Filed chronolo ically.
(1953-1956)
E
Approved For Release 2005/11/21 CIA-R
P78-004
7A000100160014-1
FORM NO. 13 9 USE PREVIOUS
I JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved or Release 005/11/21 : CIA-
- 04
7A000100160014-1
E1PLOYE
S
37
E
SUGGESTION CASE FILES
This file consists of folders utilized
11.0
Temporary. Destroy when 3 years old.
to centrally maintain all pertinent docu-
(Cut off at end of each year; transfer
ments of an employee suggestion. Includes
to Records Center 1 year thereafter.)
originals and copies of correspondence and
forms on approved and disapproved cases sue
as transmittal of suggestions, proposals
for evaluation, briefings and committee
findings. Form 244, Employees Suggestion
Form; form 244b, Evaluation of Employee
Suggestion; for 37-164a, Report of Progress
or equivalent, and related papers properly
filed therewith. Filed numerically by
Suggestion number.
(1954-1956)
38
EFFICIENCY AWARDS FILE
This file consists of folders utilized to
.5
Temporary. Destroy when 3 years old.
centrally maintain all pertinent documents
(Place in inactive file upon completion
on proposals for superior accomplishment
of case or final Committee action; cut
and efficiency awards. Includes copies of
off inactive file at end of each year
memos and correspondence, on approved and
transfer to Records Center 1 year there-
disapproved cases, transmittals, recommends
after.)
tions, committee findings, SF52, Request for
Personnel Action, a,d related papers pro-
perly filed therewith. Filed numerically b
assigned case number.
(1953-1956)
39
CASH AWARD FILE
This file consists of form 431, Request for
.1
Temporary. Destroy when 3 years old.
Payment of Cash Award, and transmittal
(Cut off at end of each year; transfer
letters maintained and utilized as a work-
to Records Center 2 years thereafter.)
ing file for control and periodic reporting
purposes. Filed chronologically by - fiscal
year.
(1953-1956)
Approved For Release 2005/11/21 : CIA-
P78-004
7A00
FoJANN55 139a [DE,,':E 10Ut
I S. RECORDS CONTROL SCHEDULE - CONTINUATION SHEET " "
 ITEM NO.I
4o
cross referenced alphabetically by suggesto~
name.
(1952-1956)
Approved or Release 2005/11/21 : CIA-I(2
CONTROL AND STATUS FILE
This file consists of that portion of
Employees' Suggestions Form that is
detachable and is utilized to control and
reflect the status of the Suggestion during
its processing cycle and final disposition.
Filed numerically by Suggestion number and
INCENTIVE AWARDS LOG
This file consists of a register of
control numbers assigned to all Incentive
Award Program applicants. Includes name
of Suggestor or recipient and date of
receipt of document.
(1952-1956)
Consists of 3"x5" card files giving per-
tinent information regarding the subject
of suggestion, utilized solely for conven-
ience of operations to check for duplicate
suggestions. Filed alphabetically by
subject.
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
(1952-1956)
Temporary. Disposal not authorized.
Retain in current files area indefinitely.
Temporary. Destroy when 3 years old.
(Cut off at end of each year; transfer
to Records Center 2 years thereafter.)
Temporary. Destroy individual cardsy
years after final committee action.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 43
Approved For Release 2005/11/21: CIA-
Consists of copies of reports relative to
the Incentive Awards Program, including a
quarterly progress report to the DIS,
annual report to the Civil Service
Commission. (replaced annual report to
Bureau of the Budget); or equivalent and
related papers properly filed therewith.
(1953-1956)
INCENTIVE AWARDS COMMITTEE AGENDA
This file consists of the staff copy of the
Committees agenda. Includes summary of
evaluating official and Incentive awards
staff; recommendations for guidance of
committee; and informal resume of the
committees deliberations; or equivalent,
and related papers filed therewith.
(1953-1956)
45
This file consists of regulations, bulletins,
manuals, circulars, and other processed or
printed documents. Includes promotional
materials and publications from other
Government agencies concerning the Program,
utilized for reference purposes and/or
convenience of operations. Filed
alphabetically by subject.
FORM NO. 139a USE PREVIOUS
1 JAN 56 EDITIONS.
6.0
Temporary. Destroy when 3 years old.
(Cut off at end of each year; transfer
to Records Center 2 years thereafter.)
Permanent. Disposal not authorized. ~I
Cut off file at the end of Brach year.
Retain in current files area for one
year and transfer to the Records Center.
Temporary. Destroy when no longer
needed for reference purposes.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 SCHEDULE NO.
REgPNv&91R 1Re LV1D5/11/21: CIA-I~DP78-0A4
7A000100160014-1
CONCURRENCE
OFFICE. DIVISION. BRANCH
2
Management Staff, Business Machines Service
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
46
PROJECT FILE
This file consists of correspondence, reports
tabulations, workpapers, manuals and related
material pertaining to the development of
systems and procedures for the utilization
and the application of office business
machines and related equipment. Filed
alphabetically by project, area, or study.
(1954-1956)
a. Copy of each pamphlet, final report, or
.2
Permanent. Disposal not authorized. Cut
other processed document of the project
off at end of every 5 years and transfer
together with supporting papers documenting
to the Records Center.
the project scope, procedure and accomplish-
ments.
b. Project workpapers, including back-
.6
Temporary. Dispose of 6 months after final
ground materials, analysts, notes, rough
action on project report or 3 years after
drafts, interim reports and related papers
completion of report if no final action is
exclusive of the documents covered by item
taken. On material to be retained 3 year
a above.
transfer to the Records Center 1 year after
submission of report.
47
PATENTS BOARD FILE
This file consists of correspondence and
.3
Temporary. Destroy when 3 years old.
reports relating'to various inventions sub-
Cut off at end of each year; retain 3
mitted to the Chairman of the Agency Patent
years in current files area and destroy.
Board by Agency personnel. As required by
Executive Order 9865 the Chairman determines
the individuals title to the invention and
is responsible for protecting the rights of
the government. Filed chronologically. (
rb
(1951-1956)
VEVEY
Approved For Release 2005/11/21: CIA-W
IP78-004~
7A0001 00160014-1
FORM NO. 13 9 USE PREVIOUS
I JAN 56 EDITIONS.
(41)
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved or Release -
TDP7T-W:
UTAUMTU0 014-1
48
PROJECT SHEET FILE
rr
This file consists of the office copy of the
Temporary. Destroy when 1 year old.
Request or Proposal for Management Assistant
Place in inactive file upon completion
(Form 30-27), and Completion Report on
of project; retain 1 year and destroy.
Management Project (Form 30-28). These
copies are used for control and reference
purposes and reflect the progress of each
project. Filed numerically by project
number.
(1953-1956)
49
REQUISITION JUSTIFICATION FILE
This file consists of the written justifica-
.8
Temporary. Destroy when 1 year old.
tion for new, replacement, or additonal
Cut off at end of each year; retain 1
office business machines requested by
year in current files and destroy.
,various components by the requisition which
is approved or disapproved by the Chief, BMS
Filed alphabetically by machine.
(1954-1956)
50
MICROFILM EQUIPMENT INVENTORY FILE
Consists of Equipment Inventory Record
.4
Temporary. Destroy when equipment is
card is superseded.
h
(Form 110) maintained and used to control
en
inoperative or w
the location and utilization of microfilm
equipment within the Agency. Filed numerics
ly
by serial number.
51
REFERENCE PUBLICATION FILES
Consists of brochures, catalogs, manuals,
4.2
Temporary. Destroy when no longer
and other published materials pertaining
needed for reference.
to technical office equipment. Used for
convenience of reference. Filed alphabe-
tically by tupe of equipment.
A roved For -
-
1 JAN 56 139a EDITIONS. RECORDS CONTROL SCHEDULE -CONTINUATION SHEET '?"
 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100160014-1
25
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100160014-1
 RQ $IEb &91MQte 9bb5/11/21 : 8
U
1
SCHEDULE NO. 30-56
Q-100190014-1
19
I 1
CONCURRENCE
OFFICE. DIVISION. BRANCH e"'Ap..
S GNATUR 255
ulations Control Staff
Re
ff
t St
M
g
a
,
anagemen
T I TLE
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
52
STAFF ADMINISTRATIVE FILE
Th-s file consists of correspondence on
2.0
Temporary. Destroy when 1 year old.
general administrative matters, personnel
(Cut off at end of each year; destroy
files, training programs, and material on
1 year thereafter.)
policy and procedures relating to the
functions of the Regulations Control
Staff.
(1952-1956)
53
CONVENIENCE FILE (Reading)
Consists of extra copies of outgoing
1.0
Temporary. Destroy when 1 year old.
correspondence maintained for convenience
(Cut off at end of each year; destroy
of reference. Filed chronologically.
1 year thereafter.)
(1952-1956)
54
CURRENT ACTION JOB FILE
This file consists of all regulatory
6.0
Temporary. Place in Completed Job
material published by the Staff that has
File, item 57, upon completion of
been assigned a Job Number. Filed by Job
case and dispose of accordingly.
Number.
(Current)
55
DD/P JOB NUMBER FILE
Consists of DD/P material which has been
.1
Temporary. Place in Completed Job
assigned a Job number for convenience of
File, item 57, upon completion of
reference during Staff processing. Filed
case and dispose of accordingly.
numerically by Job number.
(Current)
EMT
i'T
Apprnvpd For Rplpa-qp 200-5/11121 - rja-R
L-
...........
FORM NO. IO 9 USE PREVIOUS (41)
1 JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 CIA-
DP7-8,-40
87A000100160014-1
56
REGULATORY ISSUANCES FILE
This file is the office copy of each
4.0
Permanent. Retain in current files
regulatory issuance published by the Agency
area indefinitely.
and i maintained in Manuals. Filed by
number of issuance.
(Current)
57
COMPLETED JOB FILE
This file consists of background files of
4.0
Permanent. Disposal not authorized.
published issuances which have been removed
(Cut off at end of 6 months; transfer
from the Current Action Job File. Filed
to Records Center 6 months thereafter.)
numerically by issuance member.
(1955-1956)
58
PUBLICATIONS CONTROL CARD
This file consists of Form 574, "Publication
1.0
Temporary. Disposal not authorized.
Control", a 5x8 visible index card which
Retain in current files area indefinitely.
serves as a perpetual inventory of each
numbered issuance of the Agency, reflecting
all pertinent data and the complete history
of each issuance; also serves as a ready
reference. Filed numerically by number of
issuance.
(Current)
59
REGULATORY ISSUANCE INDEX CARD FILE
Consists of 2 sets of 3"x5" cards containing
2.8
Temporary. Destroy cards when related
the title and assigned issuance number of
issuance is superseded or becomes
current published issuances used in
obsolete.
answering inquires concerning subject
content and in preparing the published
index for Agency use. One set of cards is
filed alphabetically by subject, the other
numerically.by issuance number.
(Current)
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 Temporary. Destroy all extra copies when
issuance is supreseded or becomes obsolete.
Temporary. Destroy related control sheet
when issuance is superseded or becomes
obsolete.
~O&M DDP Subject
I Consists of copies of correspondence, reports,`'form documents accumulated
in the administration of O&M(DD/P) activities: Includes such subjects as
Employee Suggestions, Project Initiation & completion reports, weekly
reports, personnel matters, office memoranda, etc. Essential documentat-
tion is retained in the files of the Chief, Management Staff.
Arrangement is by the Subject-Numericia System ( 1957)
Temporary - Destroy after 3 years.
FILES IDENTIFICATION VOLUME DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA- DP78:QQQ4 7A000100160014-1
SUPPLEMENTAL DISTRIBUTION FILE
Consists of extra copies of current
regulatory issuances maintained by the
Staff and used to fill supplemental
requests for these issuances.
(Current)
Consists of unnumbered forms used to
control the initial distribution of Agency
regulatory issuances. These forms contain
listings of the offices, issuance title,
distribution date, number of copies sent
to each office, and the number of copies
held in reserve. Arranged numerically by
issuance number.
(1951.-1956)
FONANNO5; 139a EUSE DITIONS. IOUt
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET