RECORDS MANAGEMENT PROGRAM RECORDS CONTROL SCHEDULE FOR THE O/DCI CABLE SECRETARIAT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000100210001-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: September 16, 2005
• Sequence Number: 1
• Publication Date: August 3, 1966
• Content Type: FORM

Approved For Release 2005/'k3 f -RDP78-00487A000100210001-9
RECORDS MANAGEMENT PROGRAM
?
FOR THE
RECORDS CONTROL SCHEDULE
ILLEGIB
O/DCI Cable Secretariat
FORM NO. 73p
1 JUL 55 V
Approved For Release 2005/1: C~DP78-00487A0001
downgrading and
dectassitIcatioe
 RECORDS DISPOSITION AUTHORITY
Records Control Schedule No. 1202-66 for the
O/DCI Cable Secretariat is approved and authority
hereby given to implement the disposition instructions
contained therein.
25X
Records Officer of Cable Secretariat ecor s Adhinistration Officer
,
Date
Approved For Release 2005/11/2!INRDP78-00487A000100210001-9
Date
ci
Approved For Release 20051 j ( -RDP78-00487A000100210001-9
 SCHEDULE NO.
R ECORDAp? T*0LFaeVd96 be 2005/11/21,:L __., 7
-00487A0001dd41(Me4
CONCURRENCE
OFFICE. DIVISION. BRANCH
SIGNATURE
O/DCI, Cable Secretariat
TITLE DATE
Cable Secretary 3 August 1966
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1
SUBJECT FILE
6.0
Permanent. Disposal not authorized.
Consists of correspondence, reports, emergency
Transfer to Records Center when no longer
plans, SOP's and other papers which document
needed for current reference.
the policies andprocedures pertaining to the
processing and distribution of CIA and non-CIA
cables and the proper release of outgoing CIA
cables. Arranged alphabetically according to
the Agency Subject-Numeric filing system.
(1960-66)
2
CAREER SERVICE PANEL FILE
Consists of the official minutes and agenda of
.4
Permanent. Disposal not authorized. Retain
Cable Secretariat Career Service Panel Meetings
in current file area indefinitely.
together with Panel recommendations for
employee promotion, transfer, and reassign-
ment; membership in the Career Staff; and
policies and working procedures for the Panel.
Arranged chronologically, (1959-1966)
3
PERSONAL. WORKING FILES
Consists of training handbooks, trainee program
8.0
Temporary, Retain in current file area
schedules, working papers, drafts of proposed
indefinitely. Screen and destroy obsolete
regulations, and similar material used primarily
material annually.
for reference purposes. Filing arrangement
varies with each file, (1960-66)
4
ACTIVITY REPORTS FILE
Consists of monthly activity reports prepared
for the Executive Director-Comptroller. These
reports contain information on the number of
VRc l
Exeiu(e t fF50 au s
Approved For Release 2005/11/21 :
dQW?[~"S;a:IfAg and
-00487A000100210001-9
NO. 139 E USE D I T I PREVIOUS
1 JAN 56 139 FORM N
O N S .
(41)
 ITEM NO. FILES IDENTIFICATION
4 (continued) Approved For Release 2005/11/21 : CIA-
cables processed (IN and OUT), percentage of
cables forwarded to the DCI, personnel situa-
tion and work load, emergency planning, etc.,
and are used in the preparation of the annual
progress report. (Filed chronologically.)
(1959-1966)
B. Annual Progress Reports
?
5 PERSONNEL FOLDER FILE
Consists of unofficial personnel folders main-
tamed on all personnel of the office containing
copies of documents which reflect the assign-
ment, transfer, and promotion of the employee;
Fitness Reports; and similar material used in
administering the activities of individual em-
ployees including career development. Official
folders are maintained by the Office of Personne
Filed alphabetically by name. (195Z-1966)
A. . Monthly Activityte.ports RECORDS CONTROL SCHEDULE -
6 EMPLOYEE RECORD CARD FILE
Consists of OF 4s, Employee Record Card,
?
maintained on each employee and used as a
basis for initiating personnel actions; recording
personnel actions; training and qualifications;
and noting other information needed in the
management of Office Personnel, Filed by
organizational level and by position there-
under. (1952-1966)
Approved For Release 2005/11/21 : CIA-R
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
VOLUME
DISPOSITION INSTRUCTIONS
D
A000100210001-9
.4
Temporary. Destroy one year after summar
ization and preparation of Annual Report
,6
Permanent. Disposal not authorized. Re-
tain in current files area indefinitely.
460
Temporary. Destroy individual folders six
months after transfer or separation of
employee.
.2
Temporary. Destroy individual cards upon
separation of employee or forward to gain-
ing component upon transfer of employee
within the Agency
R
A000100210001-9
 TIME AND AT Tft&NCEQ FILE se -
Consists of retained copies of.Time and Atten-
dance Reports maintained on personnel of the
Office as a record of their sick leave, annual
leave, overtime worked, etc. Filed chrono-
logically. (1963-1966)
NON-CIA CABLE REFERENCE FILE
A. Non-CIA cables classified SECRET and below
File is stored in one LEKTRA file, arranged
in numerical order by Cable Secretariat
assigned control numbers, File is maintained
for a period of six months.
ing the block of 50 items. Destruction is certi-
fied by endorsement of the log which is main-
tained as a temporary record,
(1) Log (certifying destruction)
NOTE: The most current three months of this
file (item 8) is duplicated by daily vital
records deposits under VRD Schedule
#1010.66, Item 2.
C. DCI LD/SS Cables
Contains copies of State cables furnished DCI
which require signature cover sheet routing
Both cover sheet and designation LD/SS dis-
continued. File is organized by geographic area
division and by month. File also includes
. Non-CIA cables classified TOP SECRET. File
is stored in 4-drawer combination lock safes.
Arranged in pendaflex folders in blocks of 50,
in numerical sequence of TSC number assigned,
Maintained for one year together with log cover -
A{aprouod For Rclc-gyp 900-5/11/21 ? ClA. :
1/8
DISPOSITION INSTRUCTIONS
Temporary. Destroy when one year old,
(Cut off at end of each year; destroy one
year thereafter.)
Temporary, Retain for six months. Destroy
oldest month during 7th month.
Temporary, Retain for one year, Destroy
oldest month during 13th month. Certify
destruction of individual items by endorse-
ment on reverse side of log.
Temporary,
Retain with
current TOP SECRET file until file destroye
and then file log in temporary log file (item24)
Permanent, Disposal not authorized. File
Deposited on Job #65-394 incorporated into
DCI Cable File, Item 1.2.
I JAN 56 '%)*7? EDITIONS. I RECORDS CONTROL SCHEDULE - CONTINUATION SHEET (41)
 ITEM NO.
C , (continue
MISC folde
sheet routi
conversatio D. DCI Cable
December
St
Contains
trolled rou
covers per
9 CIA CABLE I
?
A, CIA cable
is stored i
Arranged
( i
10 CIA MICRO airgrams,
maintained
(outgoing) a safes arra
CIA Cable
B~
is stor
50 in nume
maintain
(1) LOG(C
This fi
NOTE:
?
vital recor
010-66 Ite
Consists of
and OUT c
June 1963,
as Signal C
there is no
zational ca
primarily
stored in f
8 JAN .6 139a ED,T,O,S.
FORM NO
d) Approved For Release 2005/11/21 : CIA-RP
rs of circular telegrams, selected
n furnished DCI for signature cover
ng, Period covered April 1963 thru
1963 when designation discontinued,
s
ate cables furnished DCI for
ting to DDI and return for file -
iod July 1961 thru November 1961,
s classified SECRET and below. File
n two 16 shelf LEKTRA files,
n folders in numerical order of DIR
nd IN (incoming) series, File is
for one year.
s Classified TOP SECRET
ed in four drawer combination lock
ged in Pendaflex folder in blocks of
n
rical sequence of TSC number assign
for one year together with log which
ed as a permanent record.
ertifying destruction)
le ,(item 9) is duplicated by daily
ds deposits under VRD Schedule
ms la and b,
FILM FILE
film reels of OSS-SSU-CIG-CIA IN
ables for period beginning 1942 thru
This file was formerly designated
enter Archives Files, Currently
reference to predecessor organi-
bles dated prior to 1946. File is
used in name traces. Reels are
our
5-drawer combination lock safes,
6,0
Approved For Release 2005/11/21: CIA-RP
32.0
A
Permanent, Disposal not authorized. Retire
to Records Center pending decision on
disposal,
Temporary. Retain for one year. Destroy
oldest month during 13th month,
Temporary. Retain for one year destroy
oldest month during 13th month. Certify
destruction of individual items by endorse-
ment on reverse side of log.
Temporary.
. Retain in
current TOP SECRET file until file destroyed
and then file log in temporary log file (item24)
Permanent, Disposal not authorized. Retain
indefinitely for reference as required.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
(1) Cardex saEfppfY9.wd (Fib tRWw* l.jR(185f;b4/Z1eL-QQ-
DP 14-004
7AVOeff0Zt=1-Pisposal not authorized, Retain
indefinitely as index of file above,
NOTE: Film duplicates of this file and index are
Deposited as Job #65-235
held
11
DCI MICROFILM FILE
120
Permanent. Disposal not authorized, Retain
Consists of film reels of all CIA cables fur-
in current files area indefintely,
nished the DCI for the period April 1953 thru
June 1962, Arranged by INCOMING and OUT-
GOING, by station in numerical order
NOTE: A duplicate of this file
Deposited on Job # 65-250,
12
DCI CABLE FILE
File consists of one copy of each cable
16.0
Permanent. Disposal not authorized. Retain
CIA & Non-CIA) furnished to DCI for the period
in open shelves for six months to one year,
beginning July 1962 to Current date, Copies are
Cut off on June 30 and again on 31 December
stored on open shelf files in station folders
of each calendar year. Withdraw Januar
une of previous year during January
June
by geographic area. Within folders,
current year and retire to Records C
copies are arranged b and
cge Y outgoing, an
withdraw July-December of previous
Non-CIA in chrono order of receipt, Contents
during July of current year and retire
include all classification thru TOP SECRET and
Records Center.
all degrees of sensitivity but does not include all
gpie cz,.AFNQDIS" cables furnished solely to DCI.
'
This file is a continuation of item 11 above with
.LL
non-CIA cables added.
13
WORK COPY FILES
Teletype copies of incoming cables received
OZ
Temporary. Destroy when 24 hours old*
from Signal Center from which offset masters are
made by typing,, flexowriter or by XEROX copier -
contained in open shelf files at XEROX copying
position.
B, Offset masters of cables from which copies
4.0
Temporary. Destroy as feasible with 10-12
have been reproduced. Filed at press on which
hours following reproduction.
they were run.
14
CHRONO FILE
Consists of unclassified and classified incoming
ffi
le
r
t
i
i
l t
ell
d
,4
Temporary, Maintain for current six months.
7th month
oldest month durin
Destro
g
an
ou
ng o
c
a
e
ams as w
as
go
Non-CIA domestic message of a miscellaneous
.
g
y
non-repetitive nature,
Approved For Release 2005/11/21 : CIA-
7A000100210001-9
FORM NO.
56 139a ED ITIONS PREVIOUS
I JAN RECORDS CONTROL SCHEDULE - CONTINUATION SHEET ""
 CABLE DISTRIbOFfFdV
are filed numerically, (.Sensitive - Access within
Cable Secretariat limited)
and cryptonym strips are filed alphabetically by
name and contain a numerical code which serves
as a cross reference to the true name strips which!
Consists of correspondence from all elements of
the Agency concerning individual requirements
for cables. Arranged organizationally by office
unit symbol and chrono in Pendaflex folder.
NAME FILE (Identity Files)
Consists of primarily 2 files of Flexoline Panels
containing true names, pseudonyms, and crypto-
nyms which are used in the translation of names
on incoming and outgoing cables,
A. Cable Duty Officer Identity File
Flexoline Panels used in translating names on
cables which are forwarded to the DCI. Pseudonym
B. Message Center Identity File
Flexoline:. Panels containing information furnished
by RID and used in translating names on all other
cables., This file also contains some cards on
foreign personalities who have been or may be
mentioned in cables. Filed alphabetically by true
and pseudonym, - (non-sensitive)
JOURNAL OF EVENTS LOG
Consists of a log containing a chronology of events
which were selected and recorded by the Watch
Officer during a normal tour of duty. The log
contains the time of the event, a statement of the
nature of the event, action taken by the Watch
Officer, and is used to brief the oncoming officer
of occurrences during the preceding watch, Filed
chronologically.
FORM NO. 139a USE PREVIOUS
1 JAN 56 EDITIONS.
3.0
6.0
10.0
Approved For Release 2005/11/21: CIA- D 79-004
Temporary, Review annually. Remove and
destroy non-policy memo's draft SOP's and
working papers no longer considered useful.
Temporary, Retain in current files area
indefinitely.
Temporary, Retain in current files area
indefinitely,
Temporary. Destroy when six months old.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
18
DCI CONTROL LOGApproved For Release 2005/11/21
1 00-
00487A000100210001-9
Consists of a record of cables forwarded to the
.1
Permanent. Disposal not authorized. Cut off
DCI and contains cable number, source of cable
each calendar six months (Jan-June and July-
subject and time delivered.
Dec) and file with corresponding six months
block of DCI cables (item 12 above) to serve
as an index.
19
CIA STATION LOGS
Consists of form 801 used to record receipt in-
7
Temporary. Disposal not authorized. Retain
coming cables by individual station or base.
in local files area indefinitely. Cut off at
Maintained in Diebold index in control section
end of each fiscal year (ending 30 June), Copy
and serves as index for CIA incoming cables filed
station logs by microfilming, XEROX, or
numerically in LEKTRA files. (item 9 above)
other means and deposit copy with Records
(July 1, 1963-66)
Center as an index to CIA Cable Reference.
20
NON-CIA STATION LOGS
Consists of modified forms 801 used to record _
6
Temporary. Disposal not authorized. Retain
receipt of cables from all non-CIA agencies.
in local files area indefinitely.
Maintained in Diebold index in control section
and serves as index for non-CIA cables. Filed
numerically in LEKTRA file. (item 8 above)
(Jan 1, 1963-66)
21
DOCUMENT RECEIPT FILES
Consists of the signed copies of cables and reports
receipts reflecting receipt by other offices of
cables disseminated by this office,
A. Form 240 receipt covering TS cables dissemi-
,2
Temporary. Destroy when 3 months old.
nated internally. Filed chronologically
Maintain a three month level; thereafter
destroy oldest month after filing current
mont
B, Form 898, CIA Reports Receipt
2.0
Temporary.
Destroy when 3 months old.
signed copies which accompanied dissem
(Maintain a 3 month level; thereafter destroy
inations of TDCS Reports to non-CIA departments
oldest month after filing current month)
and agencies.
(NOTE: Reduction from six to three months
follows guidance contained in DDP-Records
ControlSchedule).
FORM NO. i39a USE PREVIOUS
I JAN 56 EDITIONS.
pprovea or Release Mon 1721 : - - -
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.1
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
22
RESTRICTED DA Ao MYMA Release 2005/11/21 : CIA-R
12sm
7A000100210001-9
Iwo drawer desk safe located office
.0
Undetermined. File set up in accordance with
EC requirements that restricted data be corj
trolled and available only to persons holding
'IQ" clearances. In Cable. Secretariat these
23
CERTIFICATE OF DESTRUCTION FILE FOR
TOP SECRET NON-CIA CABLES
onsists of unnumbered form log maintained (1954
2.0
Temporary. Destroy 10 years after destruction
1961) by OCR/DD(CB under Schedule #.24-59 dated
1958
it
N
171
di
th
d
of documents* retired to Records Center
6
em
ov
,
recor
e
ng
estruction of
under Job #6
-203
11 non-CIA TOP SECRET cables. Filed chrono-
ogically.
24
TOP SECRET LOGS
onsists of forms 801 TS used to record assigned
.3
Temporary. Destroy 10 years after destructio
SC control numbers and full description of CIA
of documents**
nd non-CIA cables, processed by Cable Secretaria
t.
og serves as certificate of destruction performed
n blocks of 50 items become one year old. (1962-6
4).
*AUTHORITY- ',C /RAS Memo dtd. 12 Aug. 64
Approved For Release 2005/11/21: CIA-R
ate.
7A000100210001-9
FORM NO. SE PREVIOUS
1
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET