REVISED SCHEDULE 40-64 FOR OFFICE OF DIRECTOR OF PERSONNEL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000100230003-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 309
• Document Creation Date: December 19, 2016
• Document Release Date: September 19, 2005
• Sequence Number: 3
• Publication Date: September 17, 1964
• Content Type: MF

Approved Folease 2005/11/21 8-0048 $00100230003-5
17 September 1964
SUBJECT Revised Schedule 40-64 for Office of
Director of Personnel
RESCINDS : Records Control Schedule 40-60, pages 1-4
1. Attached hereto is Records Control Schedule 40-64
for Office of the Director of Personnel. Items have been
updated and modifications made where necessary.
2. It is requested that this schedule be substituted
for the one presently in effect as soon as possible.
25
Attachment:
RCS 40-64, OD/Pers.
Distribution:
Orig & 1 - Addressee
arriA 1etai 'Mel,
Approved For Release 2005/11/21 : CIA-RDP78-00487 400610023-003?5
 S CRE1
Approved For Release 2005/11/24 : C1#-RDP00487A000100230003-5
RECORDS MANAGEMENT PROGRAM
RECORDS CONTROL SCHEDULE
FOR THE
Approved For Release 2005/11/IfDP78-00487A000100230003-5
 STAT Approved For Release 2005/11/21 : CIA-RDP78-00487A000100230003-5
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100230003-5
 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100230003-5
SECRET
Records Control Schedule (Number 40-60) for
the Office of Personnel is approved and
authority hereby given to implement the
disposition instructions contained therein.
Prepared by:
Approved:
25
1
Approved For Release 20058tevIEEIA-RDP78-00487A000100230003-5
Date
 RECORDApj*0WjdLF(C fe 2005/11/21 :
SCHEDULE NO.
00 T~~00100 -
9 i;;*
,
__
OFFICE. DIVISION. BRANCH
SIGNATURE
B. H. Bond
Office of Personnel, Office of Director
TITLE
Exec. Asst. to D/Personnel 6 Si:
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1.
OFFICE SUBJECT FILES
Consists of policy directives, procedural
33.3
Permanent. 'Screen periodically and destroy
statements, progress reports documenting the
valueless papers. Retain remainder in current
activities of the Office of Personnel and other
files area until no longer needed for current
papers which pertain to the development and
reference. Then retire to Records Center.
execution of the Agency's personnel management
program. Also included are special studies and
memoranda for the record.
(1953 953 - )
2.
EYES ONLY FILE
Consists of sensitive papers'relating to
.8
Permanent. Screen periodically and destroy
individuals, personnel statistics, and policy
material no longer needed. Retain remainder
matters to which access must be strictly limited.
in current files area.
3.
CHRONO FILES
Consists of extra copies of outgoing corres-
3.5
Temporary. Cut off at end of each year.
pondence maintained for convenience of reference.
Transfer to Records Center one year thereafter
,
Filed chronologically.
Destroy when three years old.
(1963 - )
4.
SPECIAL INTEREST CARD FILE
Consists of 3x5 card file on all individuals
.3
Temporary. Disposal not authorized. Retain
applying for Agency employment who are of special
in immediate work area.
interest, thatis, individuals who have been re-
ferred to the Agency by Congressmen, White House,
or other high Government echelon.
Approved For Release 2005/11/21 :
1A+.
00487A00100230003'5
25
FORM NO. 139 USE PREVIOUS
EDITIONS. (41)
~- JAN 1Ji7
56
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 -
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7A000100230.003-5
5.
SUPERGRADE RECORDS t gy
a. Supergrade Review Board Files contain
1.0
Permanent. When no longer needed for current
agenda, minutes of meetings and recommendations
reference, transfer to Records Center.
of-the Board. Filed numerically by meeting
number. This material is of historical value -
Board no longer in existence.
(1955-1961)
b, Supergrade case files contain approvals
1.0
Permanent. When no longer needed for current
and supporting data for all supergrade actions.
reference, transfer to Records Center.
Filed chronologically. These files are a con-
tinuation of "a" above.
(1962 -. )
C. Official Personnel Folders of GS-18
8.0
Temporary. One year after separation of
personnel.
employee, forward to OP/File Room for
disposition.
6.
PUBLIC SERVICE AID SOCIETY
a. Consists of Articles of Incorporation,
1.0
Permanent. Screen periodically and destroy
r
By-Laws, policy directives, special studies and
rent files
valueless papers. Retain/inmcr
reports, and publicity items accumulated in the
area until no longer needed for current
establishment and administration of the Public
reference. Then retire to Records Center.
Service Aid Society. Also included in this file
are minutes of meetings.
b. Financial records connected with the
.8
Temporary. Cut off file at end of each year.
Public Service Aid Society. (Fund raising
Retire to Records Center after audit and
material - see Item 9b, OC/BSD).
clearance. Destroy ten years thereafter.
c. Case files contain Form A-1, PSAS
2.3
Temporary. Upon disposition of case, place
Request for Assistance, correspondence pertaining
in inactive file. When no longer needed for
to the handling of the request, including the fin
l
current reference, forward to Records Center
disposition of the case.
and retain for ten years. Then return to
originator for disposition.
d. 3x5 card file containing pertinent
.1
Temporary. Disposal not authorized. Retain
information regarding individuals applying for
in immediate work area.
assistance from the Public Service Aid Society.
Card contains name, grade, office of assignment,
nature of re qu
roeJ c f For Release 2005/11/21 : CIA-
~. ~ ~ '
dP, - .
7A0 -
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 CIA-
DP78-00
87AO00100230003-5
7.
MAIL LOG
Consists of log books reflecting the receipt
.1
Temporary. Destroy when one year old.
and dispatch of all mail, including legislative
material and regulatory issuances. Also included
is a record of Executive and DDS Registry contro
numbers.
8.
REFERENCE MATERIAL
a. Consists of U. S. Code Annotated,
70.5
Temporary. When no longer needed for refer-
Comptroller General Decisions, Federal Personnel
ence purposes,. dispose of as appropriate.
Manual, legislative material, miscellaneous
regulatory issuances from Dept. of State, Dept. o
Defense and other Federal agencies as well as
periodicals, books and other material concerned
with personnel management and administration.
b. 3x5 card file used as an index to "a"
.4
Temporary. Destroy when material is no
above.
longer being retained by Office of D/Personne
.
c. Contains Agency regulatory issuances,
3.5
Temporary. Destroy when revised, obsolete,
OPi4s, support bulletins, Studies in Intelligence,
or no longer needed except Studies in In-
and other material of a classified nature main-
telligence which will be returned to DCO/OP
tained for background and reference.
when no longer needed.
Schedule 40-64 Office of Director
Concurrence for disposition of Item 6
has been obtained from Audit Staff.
2
126.6
Dzate
CIA eecrC.J .dla'","Va :,o (if
Approved For Release 2005/11/21 CIA-R
)P78-004
7A00010023 -
FORM IOUS 1 JANNO 139a EDITION. (41)
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
 SCHEDULE NO.
R E f FWLP 8WWje05/11 /21 : -p '8-00
Cw
87AQOO64O230003-5
,
OFFICE. DIVISION. BRANCH
S
Office of Personnel, Administrative Staff
4 OCT I
Chief s
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1.
ADMINISTRATIVE STAFF SUBJECT FILES
a. Consists of Office of Personnel planning
2.8
Temporary. Screen periodically and destroy
papers, including Operation Alert files and other
valueless papers. Retain remainder in
material dealing with emergency evacuation. Also
immediate work area.
included in this file are survey reports, organi-
zational charts, material dealing with ceiling and
strength, cover, promotions, etc.
(1946- )
b. Consists of correspondence and memoranda
1.5
Temporary. Cut off annually. Destroy when
concerning parking space allocation, space alloca-
two years old.
tion, maintenance, construction, equipment, supply
and requisitions as well as material related to
fund drives, T&A records and other matters of a
routine administrative nature.
(1962 - )
2.
CAREER MANAGEMENT WORKING FILES
a. Consists of agenda, and minutes of
.3
Permanent. Cut off annually. When no longer
career service board meetings, reports and support
needed for current reference, retire to
ing papers documenting the activities of the Per-
Records Center.
sonnel Career Service Board. Also included is
material used in coordinating and planning assign-
ments and training for personnel with SP career
service designations.
(1963 - )
b. Consists of biographic profiles on all SP
1.3
Temporary. Destroy upon change from SP career
career service designees used as reference at
service designation or separation of the
career service board meetings.
employee.
e
~~i~
Approved For Rel
ase 2005/11/21 :
X78-00
7A~O
,O~O
O 3-5
FORM NO. 13 9 USE PREVIOUS
1 JAN 56 EDITIONS.
 a. Consists of case files on employees
with SP career service designation as well as
individuals assigned to OP. These files contain
copies of personnel actions, career development
plans for the individual, biographic profiles,
training requests and records, fitness reports,
commendations and special awards, recommendations
of SP Career Service Board and miscellaneous
correspondence. (Copies of pertinent papers are
placed in Official Personnel Folder.)
b. Four flexolines consist of 5x8 cards.
These cards contain information already in SP
designee case files excluding training.
6.0
.3
Temporary. Destroy upon change from SP
career service designation or separation of
the employee.
Temporary. Destroy upon change from SP
career service designation or separation of
the employee.
Consists of copies of correspondence dealing
with training, security, and career management
originating in the Administrative Staff.
(1962 - )
.7
Temporary. Cut off annually. Hold in office
area for two years. Then retire to Records
Center for one year. At the end of this
time, destroy.
Consists of Form 64+2, Personnel Emergency
and Locator Record, used as an employee locator
on OP personnel only. Card contains employee
name, address, phone, etc. along with pertinent
data on emergency addressee. Arranged alpha.
(Current)
Temporary. Upon transfer or separation of
employee forward to gaining office or ADPD
as appropriate.
Consists of copies of operating budgets,
preliminary estimates, narrative and statistical
statement of requirements and related work papers
used in preparation of Office of Personnel budget
including reports from OP offices. Also included
5.3
Temporary. Maintain material for current
year as well as two previous years in im-
mediate work area. At end of fiscal year,
retire material of the oldest fiscal year
to Records Center. Hold one year and destroy.
Approved For Release 2005/11/21 : CI4~ Pt8=004
FOR 1 JANN56 139a EDITIONS.??S RECORDS CONTROL SCHEDULE -CONTINUATION SHEET ""
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11121-: CIA-
P78-004
7A000100230003-5
are advice of allotment authorizations, allot-
meet requests and liquidated and unliquidated
obligations. Filed by FY.
(1962 - )
7.
RECRUITER INVENTORY FILE
Consists of accountability records for all
.5
Temporary. Destroy upon final clearance and
Agency recruiters. File includes information
separation of employee.
regarding all items charged to the individual.
Filed alphabetically.
(Current)
8.
RECORDS A,IMINISTRATION FILE
These files consist of material relating to
1.0
Temporary. Screen periodically and destroy
the Records Management and Vital Materials
valueless papers. Retain remainder in
Programs of the Agency. -Included in these files
immediate work area.
are schedules, annual inventories, procedures
and all correspondence relating to both programs.
Also included are lists of all items presently
being stored at the Records Center and Vital
Materials Repository.
9.
SPECIAL PRINTING FILE
Consists of files covering special printing
.8
Temporary. Screen periodically and destroy
requests.' Included in these files are reproduc-
material no longer needed. Retain remainder
tion requisitions and miscellaneous material
in current files area.
relating thereto. Filed by division.
10.
FORMS CONTROL FILE
Consists of case files maintained on all
1..0
Temporary. When form is discontinued, super-
forms used and pertaining to the management of
seded or obsolete, screen and destroy value-
Agency personnel. These files contain samples,
less papers. Place in inactive file and
concurrences, copies of requests for revision,
hold in immediate work area. When no longer
reproduction requisitions, and all working papers
needed for future reference, destroy.
pertaining to that particular form. Arranged
numerically by form number.
Approved For Release 2005/11/21 : CIA-
P78-004
7A000100230003-5
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
11
Approved For Release 2005/11/21
i
P
-
7
003-5
.
TO
SECRET CONTROL FILE
a. Consists of cards recording receipt
.2
Temporary. Destroy ten years after document
and dispatch of TS material. Filed by TS number.
is downgraded, destroyed or sent outside
control point.
b. Consists of Top Secret documents.
1.0
Temporary. Return to originator when no
Included in this file are Cold War Plans, certain
longer needed.
tables of organization, and various agreements
with other Government agencies.
12.
REFERENCE MATERIAL
Consists of OTR Bulletins, Support Bulletins
2.0
Temporary. Destroy when superseded, obsolete,
supply catalogs, regulatory issuances, and ad-
or no longer needed.
ministrative-type handbooks as well as training
rosters, tables of organization, and various
other IEM listings dealing with personnel
statistics used for reference purposes.
27.8
Approved For Release 2005/11/21 CIA-R
DP78-004
17AO00100230003-5
FORM NO. 139a USE PREVIOUS
I JAN 56 J EDITIONS.
 SCHEDULE NO.
RE iffKILRg @P05/11/21: CIA-RDP78-00
87A000100230003-5 40-60
CONMIRMCE
OFFICE. DIVISION. BRANCH
SIGNATUR 2
Personnel, Office of the Director
TITLE
ITEM
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
NO.
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
(CUBIC FT.)
ECREI
1
OFFICE SUBJECT FILE
Consists of correspondence, reports, and
6.0
Permanent. Disposal not authorized.
other papers which document the policy and
(Cut off at end of every other year
procedures pertaining to the preparation and
and transfer to the Records Center
execution of the Agency's Personnel Manage-
2 years thereafter.)
ment Program. File also contains program
material documenting particular phases of
personnel management activities and special
briefing material prepared for various
committees. Filed alphabetically by subject.
(1957-1960)
2
EMPLOYEE SUGGESTION FILE
Consists of case files maintained on employee
1.0
Temporary. Destroy when 3 years old.
suggestions received by the Office for review
(Cut off at end of each year; destroy
and comment. Files contain copies of com-
3 years thereafter.)
ments prepared by the Office, transmittals,
pertinent bulletins, circulars, Executive
Orders, and similar material. Filed
numerically by suggestion number.
(1957-1960)
3
CONVENIENCE FILE (Reading)
Consists of extra copies of outgoing
2.0
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.)
(1957-1960)
Approved For Release 2005/11/21 CIA-
4
7A000100230003-5
FORM NO. 139 USE PREVIOUS
_-_-__EDJ_TIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
p{t?(
87A000100230003-5
4
PROGRESS REPORTS FILE
Consists of semi-annual and annual reports
.2
Permanent. Disposal not authorized.
which are submitted to the Director of
Retire to Records Center when 3 years
Personnel. These reports document the
old.
activities of the Division and Staff
elements of the Office and provide statistics
and information on program requirements for
preparation of the budget. Filed chronolo-
gically by fiscal year.
(1957-1960)
5
OD/PERS WORKING FILES
Consists of policy directives, laws, OGC
4.O
Temporary. Cut off file at end of each year;
decisions; organizational charts function
destroy when of no further reference value.
and procedural statements documenting the
Staff studies, OP141s, personnel policy
responsibilities of D/Pers; special studies,
decisions evolving from this working file are
surveys and miscellaneous materials accumu-
filed in appropriate subject file in OD/Pers
lated in developing and administering the
or other Agency component depending on scope
personnel program for the Agency. Filing
of coverage. (D/Pers, EXOP and DEXOP
arrangement varies with each file.
personal working files)
6
SUPERGRADE REVIEW BOARD
Consists of policy papers, agenda, minutes
of the meetings and recommendations of the
Supergrade Review Board; and Official Person-
nel Folders for GS-18 Personnel.
a. Supergrade Review Board Files.
1.0
Permanent. Disposal not authorized. Retain
Filed numerically by meeting number.
in immediate work area as long as required;
retire to Records Center when of no longer
need for frequent reference.
b. Official Personnel Files (GS-18)
5.0
Temporary. Upon separation of employee,
transfer Official Personnel Folder to TRB/RSD
(File No. 3) for disposal as appropriate.
FORM NO. 139a USE PREVIOUS
I JAN 55 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
87A000100230003-5
7
EYES ONLY FILE
Consists of sensitive papers relating to
3.0
Permanent. This file is subject to annual
individuals, personnel statistics, and
screening to remove items of no further
policy matters to which access must be
interest. (Such papers will be destroyed or
strictly limited.
placed in subject files as appropriate.)
8
PUBLIC SERVICE AID SOCIETY
Consists of Articles of Incorporation, by-
laws, policy, directives, special studies,
and reports accumulated in the establishment
and administration of the Public Service Aid
Society; agenda, transcripts, and minutes of
the meetings. Also contains Form A-l, PSAS
Request for Assistance, and publicity items
and pledge cards used in annual fund drives.
(PSAS is an independent, tax exempted organi-
zation; Agency officers fill several Trustee
positions.)
a. Public Service Aid Society Meeting and
.5
Permanent. Disposal not authorized. (Cut
Case File. Contains minutes of the meet-
off file at end of each year; transfer to
ings, cases considered, recommendation,
Center 5 years thereafter.)
and precedents established by the Society.
(1957-1960)
b. Annual Fund Drive. Consists of pledges,
1.0
Temporary. Destroy 4 years after audit and
reports and other records accumulated
clearance. (Cut off file at end of each
in conducting the Drive.
year; transfer to Records Center 1 year
thereafter.)
9
MAIL LOG
Consists of a loose-leaf binder containing a
.2
Temporary. Destroy when 2 years old.
record of the receipt and dispatch of mail,
legislative material, regulations, notices,
etc., received and dispatched by OP/Pers.
Also contains record of Executive Registery
and DDS Registery Control numbers.
FORM NO. j39a USE PREVIOUS
I JAN S6 X7.7 EDITIONS.
RECORDS CONTROL SCHEDULE =
I
CONTINUATION SHEET ,II
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
87A000100230003-5
10
CABLE RECEIPT FILE
Consists of copies of all cable receipts
.2
Temporary. Destroy when 1 month old.
noted to reflect distribution within Office
of Personnel.
11
REFERENCE PUBLICATIONS FILE
Consists of regulations, notices, OPM's,
2.0
Temporary. Destroy when no longer needed
OGC Opinions, Handbooks, etc., maintained
for reference purposes.
for reference purposes.
12
OD/PERS REFERENCE LIBRARY
Consists of U. S. Code Annotated, Comptroller
57.0
Temporary. Destroy or return to CIA Library
General Decisions, Civil Service Rules and
(or private owner) when no longer needed for
Regulations, Federal Personnel Manuals,
reference purposes.
miscellaneous regulatory issuances published
by Department of State, Department of Defense,
Veterans Administration and other federal
agencies. Also contains miscellaneous books,
periodicals,reports, etc., concerned with
personnel management and administration.
13.
RYBAA FILE
Consists of papers normally maintained in the
1.5
Disposal not authorized. detain in
official personnel folder (see item 3 TRB/RSD)
current files area indefinitely.
but maintained separately because of security
reasons. Filed alphabetically by name.
(current)
(Item transfrd from OC/RSD _ 25 Jan 63)
y
P78-00487A 100230003-5
THROUGH Chief, Benefits & Services Division/OP
SUBJECT : Records Control Schedule 40-66 for OP/BSD,
Retirement Branch
REFERENCE : Records Control Schedule 40
RESCINDS . Records Control Schedule 40-64 for C/BSD/OP, Item
5 only
1. Attached hereto is Records Control Schedule 40-66 for the
newly established Retirement Branch under the Benefits & Services
Division/Office of Personnel. This schedule reflects all current
functions of the branch. It not only rescinds Item 5 of Records
Control Schedule 40-64 for C/BSD/OP but all other portions of that
schedule and the one for Benefits & Counseling Branch which deal
with Civil Service retirement.
2. It is requested that this schedule be approved and that
it be included in Records Control Schedule 40 with other schedules
falling under the jurisdiction of the Benefits & Services Division.
28 February 1966
Attachment:
RCS 40-66 for
OP/BSD/RB
R0 10-P
25
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APPRO I /" /9~
pproVeTFor Release 2005/11/21 CIA-~6 78-00487AOQ01002300&3-5
 Approved For ase 2005/11/21 678-00487100230003-5
14 May 1965
SUBJECT : Revised page 2, Records Control Schedule 40-63,
Incentive Awards Branch, BSD/OP
RESCINDS : Page 2 of above schedule dtd 17 Dec 63
1. Attached hereto is revised page 2 to Records Control
Schedule 40-63 for Incentive Awards Branch, BSD/OP.
2. This page was rewritten in order to change the disposi-
tion instructions for Item 4a2, Honor and Merit Award Case Files.
These files contain recommendations, notices of award presentation,
and background correspondence on individual cases, some of which
are of a sensitive nature. All inquiries relating to honor and
merit award cases are directed to the Incentive Awards Branch which
feels that this material has lasting historical value and should be
retained indefinitely.
3. Since there is material awaiting retirement at present,
your approval of this amendment in the near future would be
appreciated.
Attachment:
Page 2, amendment
to RCS X40-63, IAB/BSD/OP
CIA Records Administration Unicer,
Approved For Release 2005/11/21 : CIA-RIDP7`8-00487 000100230003=5
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2
D 40'e
 RECAP p8OW017WtRWWM12D05/11/21 -'}J0~7' 78-00
SCHEDULE NO.
87Ab096 02300 -
-_._.-
OFFICE, DIVISION, BRANCH
I
Office of Personnel,
Transactions & Records Branch
I t 1
Chief, OP/POD/ B
ITEM
FILES IDENTIFICATION
VOLUME
DISgpSITION INSTRUCTIONS
NO.
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
(CUBIC FT.)
1.
BRANCH SUBJECT FILES
Consists of monthly reports, correspondence
2.0
Temporary. Screen periodically. Destroy
and procedures dealing with salary, pay adjust-
material no longer needed. Retain remainder
ments, personnel processing, service computation,
in immediate work area.
hiring of certain categories of personnel and
other material accumulated in the over-all ad-
ministration of the branch.
(1956 - )
2.
FITNESS REPORT MACHINE LISTINGS
ADPD Job 184 reflects information regarding
2.5
Temporary. Destroy when six months old.
fitness reports. Information includes individual
s
name, serial number, DOB, SD, occupation, grade,
office of assignment, type of report due, etc.
Arranged by office of assignment, grade there-
under. Monthly.
(196 - )
3.
OFFICIAL PERSONNEL FOLDERS
a. Consists of official personnel folders
1097.5
Temporary. Upon true separation, screen and
containing papers which completely document the
destroy duplicate documents and place in in-
service of an?employee - staff employees, con-
active file. From time to time files will be
sultants, and part-time employees paid on a
retired to Agency Records Center after screen-
"when actually employed" basis. Filed alpha.
ing each file for that portion documenting
by name.
prior Federal Service which will be trans-
ferred to Federal Records Center along with a
notation regarding individual's Agency employ-
ment unless individual has transferred to
another Government agency and that Agency has
requested the individual's file. The CIA por-
I
' file will then be forwarded to the
Approved For Release 2005/11/21: Choi-
'DP~8-00
7DOD2 6603-5
 Transactions & Bacords Branch
Item 14. Superseded by Item 3 of
Placement Div. Schedule dtd 1 May 68
Item 6 superseded by Item 6 of
Placement Div schedule dtd 1 May 68
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21
IA-RDP78
0487A000100230003-5
OFFICIAL PERSONNEL FOLDERS (Cont'd)
Agency Records Center and destroyed
75 years
after birth of employee or 60 years
after date
of earliest document in the folder if date of
birth cannot be ascertained, provided employee
has been separated or retired for at least 5
years; or destroy 5 years after death of
employee whichever is sooner.
{ n se atio
ency
to Agency
Records
Center In entirety. Upon receipt of notifica-
tion of termination of
return folder to active file or handle as true
separation as appropriate.)
b. Consists of official folders containing
8.0
Temporary. Upon termination of individual's
papers which document the employment of native
employment, place in inactive file and retire
personnel by OO/FBID. Folder includes applicatio
in entirety to Agency Records Center upon
for employment, employee agreement, anti-strike
accumulation of one foot or more. Retain for
affidavit, and personnel actions. Filed by Burea
same period of time as prescribed in "a" above
and alphabetically by name thereunder.
APPLICANT CONTROL FILE ,Q.,
G
y
l
on all indi-
These 3x5 cards are n ained
7.0
Temporary. Cards will be held two years and
viduals who have applied for Agency employment.
destroyed on those files forwarded to RID.
Card is used for control purposes and charge-outs
All other cards will be destroyed when appli-
during active processing and denotes pertinent
cant folder is destroyed EXCEPT for the follow
information such as any security disapproval,
ing which will be retained indefinitely in
special interest and other information of impor-
immediate work area:
tance regarding the applicant, including date
file sent to RID if applicable or job and box
5.
LOCATOR FILE
a. Strip file on all retired official per-
.1
Temporary. Retain in immediate work area
sonnel files. Strip contains name, DOB, employee
until file is no longer at Records Center.
serial no., Records Center job and box number.
Used for recalling OPF. Filed alphabetically.
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
25X1
25X1
25X1
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approve For Release 2005/11/21
d
b
C
f
t
d
78-004
A000100230003-5
ee
.
onsis
s o
ex car
s maintains on
3.6
Temporary. Disposal not authorized. Retain
Agency employees past and present containing name
in immediate work area.
of employee, office of assignment, blocking in-
formation, etc. Used as reference to PI records
and as a guide in answering inquiries of credit
reference, salary, etc. Color of card indicates
amount of information which may be divulged.
Filed alphabetically by name.
6.
OFFICIAL APPLICANT FOLDERS
p
t
Consists of official a
plican
folders on all
312.0
Temporary. Material in official applicant
individuals who have applied for Agency employ-
file becomes a part of the official personnel
ment. Folder includes various items of informa-
folder should individual enter on duty. Can-
tion, such as correspondence and resumes, applica-
celled applicant files will be retained as
tion for employment, report of interview, personal
outlined below. (Should file be recalled
history statement, and request for security
because of recontact, it will be done so on a
clearance. There are three categories as follows:
permanent basis.)
From time to time files will be retired to
Agency Records Center and held for a period
of two years. At the end of that time, files
will be destroyed.
File will be forwarded to RID for disposition
at time reject letter is sent to applicant.
Retire to Records Center from time to time. 5
Hold for five years and forward to Exec. As.
to D/Pers. for review. If file is still con-
7.
SERVICE RECORD CARD FILE (SF-7)
Consists of copies of SF-7, Service Record
18.8
Temporary. Disposal not authorized. Upon
Card, maintained on each staff employee, Q
termination of individual, transfer to in- 25
and consultant. File provides picture of
active file and continue to retain in im-
1 organizational segment and shows such
mediate work area.
Approved For Release 2005/11/21 : Cie-R,
P7 -004 181
. A000100230003-5
FORM No USE PREVIOUS
. 139a EDITIONS.
I JAN 5 6
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 FILES IDENTIFICATION VOLUME DISPOS
A pproved For Release 200 `;I,,,' P78-004 7A000100230003-5
information as location of employee, vacant ;`=
pending actions, and names of incumbents of posi-
tions. File also provides a summarized record
of the employee's service. Service record cards
on staff employees and staff agents maintained
organizationally; service record cards on con-
sultants maintained alphabetically.
EMPLOYEE INQUIRY AND ACTION FILE
Consists of Form 81, Record of Inquiry and
Data Released, containing a record of information
on employees furnished in response to inquiries
directed to the Agency. Filed alphabetically
by name.
PERIODIC STEP INCREASE SUSPENSE FILE
a. Consists of Form 560, Notification of
Pay Change, which has been preprinted with name
of employee, organizational assignment, and effec-
tive date of PSI.
b. Consists of machine run listing all in-
dividuals by organization due for PSI. This
listing accompanies Forms 560.
a. Consists of lists used to transmit
copies of Form 1150, Notification of Personnel
Action, to Office of Finance. File is in two
parts - one consisting of retained copies of the
transmittals and the other containing the returne
signed copies.
(1965 - )
b. Consists of all copies of Form 1150.
PROGRAM TAPES
These tapes reflect type of action and data
needed for computer. These are used in cutting
all Forms 1250.
Temporary. Upon termination of individual,
transfer to inactive file and continue to
retain in immediate work area for five years.
At the end of that time, destroy.
Temporary. Release to Office of Finance one
week prior to effective date of PSI.
Temporary. Hold six months and destroy.
Temporary. Destroy when three months old.
Temporary. Hold two months and destroy.
Temporary. Hold until replaced by new
system.
Approved For Release 2005/11/21 a rCIA-ROP78-0048~A000100230003-5
REVIOUS
FORM NO; 09a %E,'
I JAN 56 IIONS.
(41)
 Consists of listings of EODs containing
name of employee, serial number, EOD data,- office
of assignment, grade, salary, funds, etc.
(1964- )
Consists of Form 240, Courier Receipt and
Log Record, used to record receipt and dispatch
of classified mail.
Consists of Agency regulatory issuances,
FFMs, salary tables, machine listings (combined
alpha., name changes, and others) as well as
miscellaneous material used for background and
reference.
13.5
Temporary. Cut off at end of each year.
Destroy one year thereafter.
Temporary. Destroy when three months old.
Temporary. Destroy when revised, obsolete,
or no longer needed except machine listings
which will be returned to Chief, SRB/OP when
replaced with new listing.
25
1cer
1468.7
Approved For Release 2005/11/21 : CIA-R P78-00447A000100230003-5
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
(41)
 7
Approved For ease 2005/11/21
2 Miff
rg?i78-??487i?100230003-
31 July 1963
SUBJECT Amendment to Records Control Schedule 40-60,
Benefits and Services Division/Benefits and
Counseling Branch
RESCINDS : RCS 40-60, page 26 dtd 10 August 1962
1. Attached hereto is an amendment to Records Control
Schedule 40-60, BSD/BCB.
2. Item 3.5 has been added to the schedule in order that
Department of Labor files on Bureau of Employee Compensation
claims involving Agency personnel may be retired to the Agency
Records Center. At the present time this material is in safes,
provided by the Agency, at the Department of Labor but storage
space is becoming a problem. These cases are sensitive in
nature and, since they involve Agency personnel and are there-
fore classified, must be stored in a secure area. The Depart-
ment of Labor does not have such a facility.
3. In order that this material may be retired in the very
near future, it is requested that you approve the enclosed
amendment at the earliest possible date.
4. The rest of the schedule remains unchanged.
Attachment:
Amendment to RCS 40-60
f, Excluded -
Approved For Release 2005/11/21: Cry- -00487 00 ? _ S 4 4_5
25
 RE01)M\1 fffLR J ,Q05/11/21 C1 I P78-00
SCHEDULE NO.
87A000100230003-5 1+0-60
CONCURRENCE
OFFICE. DIVISION. BRANCj C p U
}J
SIGNA 2
4
Personnel, Reece ~
Uu
Transactions and Records Branch
~
TITLE
+
I
Chief, TRB/RSD
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
SECRET
1
BRANCH SUBJECT FILE
Consists of correspondence, reports, and
1.0
Temporary. Destroy when 2 years old.
other papers accumulated in the general
(Cut. off at end of each year; destroy
administration of the activities of the
2 years thereafter.)
Branch. Filed alphabetically by subject.
(1958-1960)
2
~7~/~~~7 T~ ? ILE
LEAVE RECORD
Consists of SF 1137, Leave Record, maint ne
.l
- Destroy when leave balance
for each 1o e of the Branch as a o d
is transr far or employee
of leav taken nd accrued. F'l abe '-
5 the Division.
tally y surr~
3
OFFICIAL PE 0 F0
/
Consi is of o icial pe el folders
92
?5
(Item 353, RCS X40-57)
conta ning pap IS w completely document
the s rvice of employee. Each folder
consi is o o sections; a section com-
prisin ermanent documents filed on the
i t side of the folder, and a section
comprising temporary records, filed on
the left side of the folder. Filed alpha-
betically by name.
(Current)
a. Staff Employee Folders
Temporary. Dispose of in the following
manner:
1. Upon true separation.
a. Screen and destroy duplicate documents
l
eu
on left side of folder.
Approved For Release 2005/11/21 : CIA-
gg
~
7A000100230003-5
FORM NO. 139 USE PREVIOUS
1 JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
OFFICIAL PERSONNEL FOLDER FILE (Continued
b. File folders alphabetically by name
Approved For Release 200/l 1/21 :
IA-RDP7
-00487AQ0a11Q00 file.
c. Cut off inactive file when no longer
RET
required for frequent reference and
transfer to Records Center. (Portion of
file documenting prior Federal service
will be transferred to Federal Records
Center 30 days after separation of
the employee . *
d. Destroy at Records Center 75 years after
birth of employee or 60 years after date
of earliest document in the folder if
date of birth cannot be ascertained,
provided employee has been separated or
retired for at least 5 years; or destroy
5 years after death of employee which-
ever is sooner.
2. Upon true separation when employee trans-
fers to another Federal Agency.
a. Remove portion of file documenting
Agency service and prepare a transcript
of service with CIA. The CIA file will
OFFICE OF PERSONNEL - Records Control Schedule
be placed in inactive file pending
W-60 (Revised)
transfer to Records Center.
POD.TRB Perso 3
b. File covering prior Federal service
(documented to indicate transcripts for
Approved:
CIA service will be available upon
Date V...
request) will be held 30 days pending
request from gaining Agency. If no
APPROV OFFICER,
DS
request is received the file will be
sent to the Federal Records Center.
Appro
(This is in accordance with Special
Date
Reference Serv-Ice Agreement dated
14 Sept 1962 signed by Mr. Ev Alldredge,
Deputy Asst Archivist for Records
Management.)*
ECRET
FORM
(41)
I 58 I39a EDITIONS. App" 9rrplpMe 9@At1)>J/g1.: Q6"Q1a7*jQQ QsTAQQ0100230003-5
 b. Consultants Folders
Consists of official folder containing
papers which document the affiliation
of individuals with Agency as overt
consultants. File includes corres-
pondence and related form records
pertaining to the justification for
consultant, contract and contract
agreements, security clearance, and
consultants status. Filed alphabetically
by rame.
(Current)
c. W.A.E. Folders
Consists of official folders containing
papers which document the part-time
Agency employment of individuals paid
on a, "when actually employed" basis.
Filed alphabetically by name.
(Current)
d. Control Record - Retired Official
Personnel Files
Consists of 3 x 22 Wheeldex cards on
Official Personnel Files Retired to
the Records Center. Card contains name
of the employee, deposit number and box
number. The information is used for
recalling OPF for temporary loan.
87A000100230003-5
3. Upon separation to Staff Agent Status
a. File folder alphabetically in in-
active file of separated employees.
b. Upon receipt of notification of
termination of Staff Agent status,
return folder to active file or
handle as true separation as
appropriate.
Temporary. Upon termination of consultants
services, place folder in inactive file
and dispose of as prescribed in disposition
instructions for Official CIA Personnel Files.
Temporary. Upon final termination of
individual's employment place folder in
inactive file and dispose of as prescribed
in disposition instructions for CIA Official
Personnel Files.
Temporary. Retain in immediate work area
until file is destroyed at the Center.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
Approved For Release 2005/11/21: CIA-
OFFICIAL PERSONNEL FOLDER FILE (Continued)
 OFFICE OF PERS L?vechEP6 I ?gg5gc~jglul~I~ 004
40-60 (Revised) ffiff
PERSONNEL FOLDER LOAN REQUEST FILE
Consists of copies of Form 198, Certified
Request for Loan, and Form 198a, Certified
Report of Transfer. These 3" x 5" cards
are used in the charge out and control
system for Official Personnel Folders.
Arranged alphabetically by name. (Current)
NATIVE EA'PLOYEES FOLDER FILE
Consists of official folders containing
papers which document the employment of
native personnel by OO/FBID. Folder
includes application for employment,
employee agreement, anti-strike affidavit,
and personnel actions. Filed by Bureau
and alphabetically by name thereunder.
(Current)
APPLICANT FOLDER FILE
Consists of case files on individuals who
have applied for employment with the Agency.
Folders include application for employment,
report of interview, personal history state-
ment, and request for security clearance.
Documents from these folders become a part
of the Official Personnel Folder upon
entrance on duty of individual. File also
contains cases on selected "Fulbright"
students. Filed alphabetically by name.
(Current)
312 .0
87 T[2@~
Approved:
Date
63)
2
Temporary. Destroy upon return of folder
to which card relates.
Temporary. Upon termination of individuals
employment, place folder in inactive Native
Employee file and dispose of as prescribed
(Item 355, RCS 40-57)
- -5
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 : Cl
0
87A000100230003-5
~
OFFICE OF PERSONNEL - Records Control Schedule
POD /Tip Pers )
2
40-60 (Revised)
Approved:
Date (0 J
6
APPLICANT FOLDER FILE (Continued)
a. Consists of (1) complete applications from
The files will be retired to Records Center
individuals 21 years old and younger, (2)
under a single deposit each year between six
short form applications (Form 444a), and (3)
months and a year after date of last contact.
correspondence and resumes from potential
They are to be destroyed 31 December two
applicants, all of whom have been rejected.
years from the end of the calendar year in
Documents from these folders become part of
which deposited. (All deposits will be so
the official personnel file should the
marked.) If a file is recalled because of
individual enter on duty.
recontact with the applicant, it will be
deleted from that deposit and redeposited
under subsequent deposit as appropriate.
b. Consists of (1) complete applications from
The files will be retired to Records Center
individuals over 21 years old, (2) special
under a single deposit each year between six
interest applications (Congressional, White
months and a year after date of last contact.
etc.), and (3) security, medical and
House
They are to be destroyed 31 December four
,
panel disapprovals, all of whom have been
years from the end of the calendar year in
rejected. Documents from these folders
which deposited. (All deposits will be so
become ;part of the official personnel file
marked.) If a file is recalled because of
should the individual enter on duty.
recontact with the applicant, it will be
deleted from that deposit and redeposited
under subsequent deposit as appropriate.
c. Consists of coded applications from
The files will be retired to Records Center
individuals deemed to be of potential future
once each year in a single deposit during
interest to the Agency in either a staff or
the third year from date of last contract.
contract status. Documents from these
Five years from date of deposit, the complete
folders become part of the official personnel
deposit is to be returned to OP/POD/TRB for
file should the individual enter on duty.
review by OP/POD/QAB to determine whether
the files should be retained in a coded
Approved For Rplpanp 2QQ_1;1 1121 - r.13
tBU1_QQ4
status or deleted and destroyed.
1zAQ4= 011 -3 -0 003-5
FORM N56 139a EDITIONS. I JAN
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET `41
 40
ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
87A000100230003-5
7
SERVICE RECORD CARD FILE
Consists of copies of SF-7, Service Record
Card, maintained on each Staff employee,
staff agent, and overt consultant. The file
provides a current picture of each Organiza-
tional segment and shows such information as
location of employees; vacancies pending
actions;. and names of incumbents of positions.
The file also provides a summerized record of
the employees service.
a. Service Record Cards on staff employees
23.0
Temporary. Destroy when 10 years old.
and staff agents. Filed organizationally.
Upon separation of employee, transfer to
(Current)
inactive file and retain in immediate work
area for 10 years.
b. Service Record Cards on overt consultants.
.1
Temporary. Destroy when 10 years old.
Filed alphabetically by name.
Upon termination of consultants services,
(Current)
transfer to inactive file and retain in
immediate work area for 10 years.
8
POSITION IDENTIFICATION STRIPS
Temporary. Destroy when position is
cancelled or new strip is prepared.
9
APPLICANT CONTROL FILE
This card file is used for control of
44.3
Applicant Files during active processing
period and shows ultimate disposition of
the File.
a. 3 x `i cards are prepared when file is
Temporary. Destroy upon EOD of the
established and is used for Control
applicant or preparation of Form 37,
and Charge-outs during active processing
Record of Destroyed Applicant File.
of the applicant.
11111 Col I
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-
~}a
87A000100230003-5
9
APPLICANT CONTROL FILE (Continued)
VIA
b. Interview Report Card.
Temporary.* Screen cards in file and
destroy all except those which contain
sufficient information to indicate:
(1) a possible security problem
(2) a marked personality problem
(3) that applicant possessed potential
qualifications or abilities required
by the Agency.
c. Form 37, Record of Destroyed
Temporary.* Screen cards in file and destroy
Applicant File
all except those which indicate:
(1) security disapproval
(2) medical disapproval
(3) panel disapproval
(!.) high-level interest, either inside
or outside Agency
d. Form 38, Contact Letter Control
Temporary. Destroy when 3 months old if no
reply to correspondence has been received.
10
APPLICANT TICKLER FILE
Consists of 3" x 5" cards prepared on selected
.1
Temporary. Destroy after folder has been
applicants and used as a follow-up. The
forwarded to appropriate office.
cards are prepared in response to requests
from offices which desire to have an appli-
cant's folder forwarded at a specified
future date. Filed chronologically by
date of follow-up.
(Current)
* The cards retained will be destroyed at
Appm -r] Fnr Palancim 9nn-jul 1191 - ri,&_i4
I=9
end of 10 years.
LA0GQjZUznnnz_jz
FORM NO. t39a USE PREVIOUS
I JAN S6 ~i77 EDITIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
Wffl,
87A000100230003-5
11
EMPLOYEE LOCATOR FILE - Wheeldex
Consists of cards maintained on employees
6.0
Temporary. Disposal not authorized;
of the Agency containing name, office to.,,
retain in current files area indefinitely.
which assigned, etc. Cards are used as
basic reference to PI records in locating
office of assignment and as a guide in
answering inquiries on credit references,
salary, etc. The color of the card indicates
the amount of information which can be di-
vulged. Filed alphabetically by name.
12
EMPLOYEE INQUIRY AND ACTION FILE
Consists of Form 81, Record of Inquiry and
1+.0
Temporary. Destroy when 10 years old.
Data Released, containing a record of infor-
Cut off file at end of each year; retire
mation on employees furnished in response
to Records Center 1 year thereafter.
to inquiries directed to the Agency. Used
This file is to be made available to
to determine what information has been fur-
authorized members of Central Cover
nished previously. Filed alphabetically by
Division upon request.
name.
(1956-1960)
13
PERSONNEL ACTION FILE (Status Unit)
Flex-o-writer tapes which are cut when
8.0
Temporary. Destroy upon preparation of
Personnel Action is prepared for use in
new tape.
automatically pre-printing subsequent
action cn an employee. These tapes contain
personnel data which will be transcribed to
the "From" section on the personnel action
change. Tapes are placed in a special holder
and filed alphabetically.
(1958-1960)
q 98298009 r)
OFO!MNNO 139a EDITION. US RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
I
 Approved For Release 2005/11/21: CIA-R
Consists of lists used to transmit copies
of Form 1150, Notification of Personnel
Action, to the Office of the Comptroller.
The file is in two parts; one consisting of
retained copies of the transmittals and
the other containing the return signed copies.
(1959-1960)
Consists of correspondence, reports, and
other papers accumulated in the general
administration of the Position Inventory
Section. Filed alphabetically by subject.
(1958-1960)
Consists of Form 560, Notification of
Pay Change which has been pre-printed
with name of employee, organizational
assignment and the effective date of
the PSI. These forms are retained and
released to the appropriate Pay Roll
Section for processing the PSI at a
specified time. A listing by organization is
also received with the pre-printed forms.
17
Consists of special lists, rosters, etc.,
which are used by TRB as reference material
in accomplishing the responsibilities of the
Temporary. Destroy when 6 months old.
Temporary. Destroy when 2 years old.
Cut off at end of each year; destroy
2 years thereafter.
Temporary. Hold two months, then release
to Pay Roll Section, Office of the Comp-
troller unless otherwise instructed. The
IBM listings are destroyed 2 months after
effective date of the PSI.
Temporary. Destroy when superseded or
obsolete.
Name Change Listings, Combined Alphabeti-
cal Rosters, Position Control Register,
Organizational Codes, Accessions and
Separations, etc. Zn"
FORM N0. i39a USE PREVIOUS
I JAN 66 ?7 E.I,IONS.
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 REQX I%\#ITWLR6ftFAU2d05/11/21: CIA-1DP 0
SCHEDULE NO.
60
CONCURRENCE
OFFICE. DIVISION. BRANCH
Personnel, Records and Services Division,
SIGN
2
Transaction and Records Branch,
P
TITL
Correspondence Section yj'
CY
G~
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1
CORRESPONDENCE SECTION SUBJECT FILE
4RC
Consists of correspondence, reports and
1.0
Temporary. Destroy when 2 years old.
other papers accumulated in the general
(Cut off at end of each year; destroy
administration of the activities of the
2 years thereafter.)
Branch. Filed by subject.
(1958-1960)
2
CORRESPONDENCE FILE
Consists of one copy of each letter prepared
6.o
Temporary. Destroy when 6 months old.
by the Section in the performance of its
(Maintain a 6 month level; thereafter
correspondence function for the Office of
destroy oldest month after filing current
Personnel. This correspondence is of a
month.)
routine nature, such as notifications of
processing, requests for additional infor-
mation, and notice of rejection. These copie
s
are maintained for convenience of reference,
the record copy being maintained in the
appropriate case file. Filed in two categori
s
(applicant cases and processing cases), and
alphabetically thereunder by name of addresse
e.
(1959-1960)
3
SELECTED CORRESPONDENCE FILES
Consists of copies (in addition to those in
.5
Temporary. Destroy when no longer
the Correspondence File) of correspondence
needed for reference purposes.
selected for possible later use as guides in
the preparation of similar letters. The
majority of this correspondence was prepared
for personnel signature of the Director of
Personnel, the DCI and DDCI. Filed
chronologically.
(1958-1960)
FORM NO. 139 USE PREVIOUS
1 JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
4
Approved For Release 2005/11/21 : CIA-
87A000100230003-5
SAMPLE BOOKS
Consists of loose-leaf binders containing
1+.0
Temporary. Destroy when superseded
copies of sample letters used as guides in
or obsolete.
preparing routine correspondence. A refer-
ence copy of these guides is maintained by
each person responsible for correspondence
preparation. Filed numerically by code
number assigned each letter.
(Current)
5
ACTIVITY REPORTS FILE
Consists of daily, weekly, and monthly
.4+
Temporary. Destroy daily reports every
Branch activity reports. The daily report
3 months; destroy weekly and monthly
serves as a worksheet for the preparation
reports when no longer needed for reference
of the weekly report which is in turn
purposes.
summarized in the monthly report. Filed
by type of report and chronologically
thereunder.
(1959-1960)
6
FLEXOWRITER TAPES
Consists of Flexowriter tapes used in pre-
2.0
Temporary. Destroy when superseded
paring routine letters. Also includes
or obsolete.
some Robotyper rolls used for the same
purpose. Arranged numerically by code
number assigned to each letter.
(Current)
7
LIBRARY MATERIAL
Consists of bound library books, dictionaries
, 2.0
Temporary. Return to Library when no
guides, manuals, etc., maintained for refer-
longer needed for reference purposes.
ence purposes.
8
REFERENCE PUBLICATIONS FILE
Consists of published material such as CIA
1.0
Temporary. Destroy when no longer
Regulations and Notices, OP Memorandums,
needed for reference purposes.
and similar reference material.
FORM NO. 139a USE PREVIOUS
1 JAN 55 EDITIONS.
 ~+~(~
SCHEDULE NO.
RE 1DI'y \Whf"LR%lGMtq05/11/21 : CIA-R~~
7A000100230003-5 4o-60
21
OFFICE. DIVISION. BRANCH
,
G1
Personnel, Personnel Division
Recruitment Branch
~
TIT
Z
~-s-G Ce
C
O
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1
BRANCH SUBJECT FILE
Consists of correspondence, reports, and othe
r 2.0
Temporary. Destroy when 3 years old. (Cut
papers pertaining to the operation of a
off at end of each year; transfer to the
recruitment activity in the specialized
Records Center 1 year thereafter.)
profession, technical,
(Item 91, RCS 4+0-57)
and JOT Program.
(1958-1960)
2
CONVENIENCE FILE (Reading)
Consists of extra copies of outgoing corres-
.5
Temporary. Destroy when 1 year old. (Cut
pondence maintained for convenience of
off at end of each year; destroy 1 year
reference. Filed chronologically.
thereafter).
(1958-1960)
3
ADMINISTRATIVE ISSUANCES FILE
Consists of copies of CIA Regulations and
1.0
Temporary. Destroy when superseded or
Notices, POD, SRB memorandums. Filed
obsolete.
chronologically or numerically as appropriate
.
4
PERSONNEL REQUISITION FILE
Consists of copies of Form 1078, Personnel
.5
Temporary Destroy when request is filled
Requisition Inventory Card. These 3 x 5
or cancelled.
cards represent recruitment requests initiate
d
by the various Offices and are used in
furnishing copies to recruiters to serve as
guides for recruiting. Arranged by requests
office and numerically thereunder.
(1958-1960)
Approved For Release 2005/11/21 CIA-
DP78-00
7A000100230003-5
FORM NO. 139 USE PREVIOUS
I JAN 56 EDITIONS.
I
 Approved For Release 2005/11/21: CIA-
Consists of case files on consultants
affiliated with colleges and universities.
Contain justification for consultant, perso 1,
service contract, request for personnel acti n,
travel voucher, travel expense record, and
related. correspondence. This irfformation is
utilized in the administration of consultant
who serve as referral agents or "spotters" i
the search for promising students for possib e
Agency employment. Filed alphabetically by
surname.
(Current)
Consists of correspondence, reports, and
other papers pertaining to the utilization o
university consultants including recommen-
dations for FY 1960. This file is related t
the above item and contains subject matter
too broad to be filed individual consultant.
Filed by subject.
universities. Contains correspondence,
reports of interview, reports of contact on
leads or sources, and other papers pertainin
to the utilization of specific college leads
and sources. Filed alphabetically by name o
college.
(1957-1960)
Consists of case files on colleges and I 4.0
UNIVERSITY I:EAD/SSURCE FILE
Temporary. Destroy 5 years after termination
of services. (Place in inactive file upon
termination of services and destroy 5 years
thereafter unless file is reactivated).
Temporary. Destroy when 1 year old. (Cut
off at end of each year; destroy 1 year
thereafter.)
Temporary. Destroy when 3 years old. (Cut
off at end of each year- transfer to the
Records Center 1 year ti'iereafter.)
(Item 101, RCS 10-57)
A"Feved Fail Release Si 11 f2l . elA-Rl5ffl! M;1? AUUU 1002713073
F
IOJANN56 139a EDITION!'DIIS RECORDS CONTROL SCHEDULE CSNNUATION SHEET
 Consists of case files on SRB recruiters.
Includes correspondence to and from the
recruiter, notes on telephone conversations,
assignments, activity reports, and other
papers pertaining to the recruiters activitie
Filed alphabetically by surname of recruiter.
(1957-1960)
Temporary. Destroy when 3 years old. (Cut
off at end of each year; transfer to the
Records Center 1 year thereafter.
(Item 105, Rcs )+0-57)
Temporary. Destroy 3 years after receipt of
completed request. (Cut off "completed"
file at end of each year; destroy 3 years
thereafter.)
Temporary. Destroy when 1 year old. (Cut
off at end of each year; destroy 1 year
thereafter.)
Consists of extra copies of Form 182, Report
of Interview, prepared by the recruiter on
each contact interviewed. Provides a record
of all interviews conducted by each recruite
Filed alphabetically by recruiters name and
thereunder by name of contact.
(1959-1960)
Consists of Form 491, Request for Indices
Check, requesting security clearance to
contact an individual for possible Agency
employment or to use an individual as a
lead/source. Filed by status of the request
(pending or completed) and thereunder
alphabetically by surname.
(1957-1960)
Consists of copies of foreign language
reading tests used by recruiters for testing
field contacts. Include both the foreign an
English texts. Filed alphabetically by
language.
 ITEM NO.
FILES IDENTIFICATION
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
7A000100230003-5
12
RECRUITERS' TRAVEL FILE
Consists of case files on recruiters travel.
1.0
Temporary. Destroy when no longer needed
Includes travel orders, travel vouchers,
for reference purposes.
mileage! work sheets, statement of accounts,
requests for advance of funds, and re]kted
papers. Filed alphabetically by surname of
recruiter.
(1958-196o)
13
PERSONNEL FOLDER LOG
Consists of 3 x 5 cards which contain a
.1
Temporary. Destroy when 1 year old. Cut
record of the receipt and dispatch of
off at end of each year; destroy 1 year
Personnel Folders charged to the Branch.
thereafter.)
(1957-1960)
14+
RECRUITERS' WORKCNG FILES
Consists of copies of correspondence,
1.0
Temporary. Destroy when no longer needed
interviews, tests, college brochures,
for reference purposes.
regulations, newsletters, and other papers
collected and maintained by individual
recruiters. Files maintained for background
information and reference purposes. Filing
arrangement varies with each file.
(1957-1960)
200851 119:1
 At
R -
RE IIf1b81R61E G0(ZQU5/11 j:4
SCHEDULE NO.
7A000100230003-5 40-60
OFFICE. DIVISION. BRANCH ,J if
-
1'
SI
Personnel, Personne Division
f
T Rec tment Branch,
n
TI /
W
c1
2-
b a
ITEM
NO.
FILES IDENTIFICATION
(TITLE. DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1
SECTION SUBJECT FILE
Consists of correspond.4hce, directive report
, 1.0
Temporary. Destroy when 3 years old. (Cut
and other papers pertaining to the operation
off at end of each year; transfer to the
of a recruitment activity for Agency clerica
Records Center 1 year thereafter.)
positions . Filed alphabetically by subject
(Item 114, RCS 40-57)
2
APPLICANT SUSPENSE FILE
Consists of case files on possible employees
.7
Temporary. Transfer to CAB if individual
Includes Form 1152x, Request for Personnel
is active candidate for employment or
Action; Form 377, Request for Security
returned inactive to R & SD; destroy all
Clearance; Form 444 Personal History Stateme
t,
others.
and related papers. Serves as a suspense fil
e
until determination is made as to whether or
not individual is an active candidate for
employment. Filed alphabetically by name of
recruiter and thereunder by surname of applic
ant.
(1959-1960)
3
REPORT OF INTERVIEW FILE
Consists of Form 182, Report of Interview,
1.0
Temporary. Destroy when 1 year old. (Cut
memorandas and related papers which provide
off at end of each year; destroy 1 year
a record on each contact interviewed and the
thereafter.)
disposition of each case. Filed alphabetical
ly
by recruiter and by name thereunder by name
of contact.
(1959-1960)
Approved For Release 2005/11/21 : CIA-
D
7A000100230003-5
 RECRUITERS' woRI?Lor Release 2005/11/21: CIA-~
Consists of case files on recruiters' activi y
and schedule. Includes travel orders, travel
vouchers, mileage work sheets, statements of
accounts, requests for advance of funds, and
related, papers. Filed alphabetically by nam
of recruiter.
RECRUITERS' ORIENTATION FILE
Contains pertinent memorandums, directives, 1.0
qualification standards, guide lines,
salary rates, recruitment publicity,
instructions and blank forms used in field
recruitment. This material is prepared in
sets of 12 to 15 copies for use in recruitme t
conferences and in orienting new recruiters.
(Current)
CONVENIENCE :FILE (Reading)
Consists of extra copies of outgoing corres-
pondence maintained for convenience of
reference. Filed chronologically.
(1958-19%)
Consists of pflb]hished materials such as
regulations, notices, handbooks, OPM's, etc.
maintained for reference purposes.
LEAD/SOURCE :TILES
Consists of 5x8 card files giving data on
sources used in recruitment of personnel.
Filed alphabetically by state and thereunder
alphabetically by city and source.
(Current)
4.0
Temporary. Destroy when 1 year old. (Cut
off at end of each year; destroy 1 year
thereafter.)
Temporary. Destroy when superseded or
obsolete.
Temporary. Destroy when 1 year old. (Cut
off at end of each year; destroy 1 year
thereafter.)
Temporary. Destroy when superseded or
obsolete.
Temporary. Additional information
added annually. Destroy when obsolete.
FORM NO. 139a USE PREVIOUS
I JAN 55 EDITIONS.
RECORDS CONTROL SCHEDULE - CO orv SHEET
 (Q
S
SCHEDULE NO.
.
REG ~ 14fI~LR~ 0 /21 ? R
87A000100230003-5 4o-6o
OFFICE. DIVISION. BRANCH
SIGNATU
Personnel, Personnel opena-4 -_is ivis on,
Deem. 1 Recruitment Bmn -
TITLE
L.yL
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
REPORT OF INTERVIEW FILE
Consists of Form 182, Report of Interview,
8.0
Temporary. Destroy when 2 years old. Cut
Form VITA, and related papers which
off at end of 1 year, destroy 1 year
provide a record of all applicants interview
thereafter.
and the disposition of each case made by the
Branch. The file contains copies of Form 18
on applicants who are acceptable, and Form 1
on those rejected. Filed alphabetically by
surname.
(1958-1960)
2
PERSONNEL REQUISITION FILE
Consists of copies of Form 1078, Personnel
.3
Temporary. Destroy when cancelled or
Requisition Inventory Card. These 3 x 5 cards
superseded.
represent recruitment requests initiated by
the various offices and serve as a guide for
recruiting. Consists of three sets filed by
serial number, unit code, and specialization
code.
(Current)
3
APPLICANT FOLDER LOG
Record of the receipt, and dispatch of all
.2
Temporary. Destroy when 1 year old. (Cut
applicant folders charged to the Branch.
off at end of each year; destroy 1 year
Contains name of applicant, name of requestor
thereafter.)
disposition, and date. Filed alphabetically
by name of applicant.
(1957-1960)
Approved For Release 2005/11/21: CIA-
7A000100230003-5
FORM NO. 139 use PREVIOUS
I JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
ME
DISPOSITION INSTRUCTIONS
4
Approved For Release 2005/11/21 : CIA- R
TIME AND A
END
ow ILI
7A000100230003-5
TT
ANCE FILE
Consists of a record of overtime worked and
.2
Temporary. Destroy when 1 year old. (Cut
leave taken by employees of the Branch.
off at end of each year; destroy 1 year
Filed alphabetically by surname.
thereafter.)
(1958-1960)
5
RECRUITERS' WORKING FILES
Consists of copies of correspondence,
2.0
Temporary. Destroy when no longer needed
regulations, notices, statistical reports,
for reference purposes.
test material, and other papers collected
and maintained by individual recruiters.
Files maintained for background information
and reference purposes. Filing arrangement
varies with each file.
6
REFERENCE PUBLICATIONS FILE
Consists of published material such as CIA
2.4+
Temporary. Destroy when no longer needed
Regulations and Notices, PPD Memorandums and
for reference purposes.
Newsletters, and brochures.
7
LIBRARY MATERIAL
Consists of bound library books, dictionaries
.4+
Temporary. Return to Library when no longer
guides, manuals, etc. maintained for referenc
needed for reference purposes.
purposes.
r%
'7
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE . E U ION SHEET
 Approved For ease 2005/11/21 :' CIA-RDP78-00487A.100230003-5
3 May 1966
MFMORANDUK FOR: CIA Records Administration Officer
SUBJECT : Name Change and Transfer of Clerical Assignment
Branch, PD/OP
RICE : Records Control Schedule 40-64+
Effective 20 April 1966 the Clerical Assignment Branch was
transferred to the Recruitment Division and was redesignated the
Clerical Staffing Branch. It is requested that this change be
reflected on Records Control Schedule 40-64.
Distribution:
Orig & 1 - Addressee
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100230003-5
 ~r./. If.
Approved For Release 2005/11/21 CIS,R[D,P78-00487A000100230003-5-~-
8 May 1964
MEMORANDU . FOR: CIA Records Administration Offi-cer
THROUGH Chief, Personnel Operations Division/OP
SUBJECT Records Control Schedule 40-64 for OP/POD/Statistical
Reporting Branch
RESCINDS Records Control Schedule 40--60, pages 112-117
1. Attached hereto is Records Control Schedule 1i-0-64 for
OP/POD/Stat;-stica? Reporting Branch.
2. This schedule was rewritten to reflect the current cate-
gories of records maintained by the branch. Disposition instructions
on certain items have been changed where deemed appropriate. Since
the Statistical Reporting Branch is the office of record of all
Agency statistical material, permanent retention has been made of
certain items.
3. It will be necessary to recall two of the jobs presently
stored at Records Center for review and resubmission where neces-
sary upon approval of this schedule since categories with different
/sposition instructions are presently stored under the same job
10
i /number. In order to accomplish this, your approval of this schedule
!~ would be appreciated as soon as possible.
Attachment:
RCS 40-64 for OP/POD,/SRB
RAOJOP
~~c~i~d d ii? i Eait9fIIati
Approved For Release 2005/11/21: CIA-RDP78-004 70601b .04;'J0003-5
0003-5
 SCHEDULE NO.
S
R E r% P-RM X005/11 /21 :
8-00
tl+.
2
OFFICE. DIVISION. BRANCH
n I
Office of Personnel, Pe e rn~ G ~t~z= =~~?n
Chief, PRD/OP ' V1 i'~
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1.
DIVISION SUBJECT FILES
a. Consists of inter-office memoranda,
11.7
Temporary. Screen periodically. Retain in
monthly statistical reports as well as special
current files area as long as needed.
reports and studies, Agency recruitment advertise-
ments and current working papers pertaining to the
over-all operation of recruitment including the
JOT and one-hundred universities programs.
(1960 - )
b. Consists of requests for administrative
2.0
Temporary. Destroy when two years old.
services, budgetary estimates, chrono files and
other routine administrative material.
2.
APPLICANT SUSPENSE FILE
a. Consists of case files on applicants
3.0
Temporary. Upon receipt of all information
that have been referred to recruiters for further
from recruiter, return file to interested
information. Filed alphabetically by recruiter.
component.
(Current)
b. Consists of 5x8 cards which contain a
.7
Temporary. Destroy upon cancellation or
record of receipt and dispatch of applicant files
entrance on duty.
charged to the division.
c. Consists of 3x5 abstract slips which
.2
Temporary. Destroy when one year old.
serve as cross reference to 2b. These abstracts
are filed by office of interest.
d. Consists of 3x5 abstract slips which
.1
Temporary. Destroy when two years old.
serve a ese abstracts
are fil
l
:APPROVE f~l
tr~ ?-~ _a
EY.OLt:CJ tf 1 automatic
-
.0 , if
"
v h
ni :il
 ITEM NO
. FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/2 e'
P78-004
7A 0230003-5
3.
REPORT OF INTERVIEW FILE
11.8
a. Consists of Form 1667a, Report of
Temporary. Cut off each year. Destroy
Interview, prepared by recruiter on each candi-
when two years old.
date that has completed application forms. This
file provides a record of all recommended candi-
dates. Filed alphabetically by applicant's name.
b. Consists of Form 166Th, VITA, used by
Temporary. Destroy upon receipt of applica-
Washington Recruitment Office-in interviewing all
tion forms. Otherwise, destroy after
applicants. Filed alphabetically by applicant's
eighteen months.
name.
4.
RECRUIIMENT REQUISITION FILE
Consists of Form 1078, Recruitment Requisi-
.2
Temporary. Destroy when request is filled
tion. This form is used in furnishing recruiters
or cancelled.
guides for recruiting. Filed by office.
5.
UNIVERSITIES PROGRAM FILE
a. Consists of case files on university
1.5
Temporary. Upon termination of associate,
associates. Files contain justification for
forward file to OP/File Room for disposition.
associate, personal service contract, request for
personnel action, travel vouchers, travel expense
records, and related correspondence. Filed
alphabetically.
b. One hundred universities reports consist
1.8
Temporary. Retain one master copy of every
of re qurements, background information as well
report in current files area. Destroy extra
as final report prepared by associates and senior
copies upon issuance of new report.
Agency officials evaluating various colleges and
universities. Filed by geographic location.
6.
RECRUITER FILES
a. Consists of correspondence, memoranda,
.5
Temporary. Screen upon reassignment or
and other papers pertaining to field activities
termination of recruiter. Destroy material
of individual recruiter. Filed alphabetically.
no longer needed. Transfer remainder of
material to appropriate file.
(17
r~z
IA-
C
D078-00
7A000100230003-5
FORM NO. ~3ga USE PREVIOUS
1 JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 Approved For Release 2005/11/2 RIIt~
b. Consists of travel case files on fit
re-
cruiters. Included are travel orders, vouchers,
statement of accounts, requests for advance of
funds and related papers. Filed alphabetically.
c. Consists of logistical files for each
recruiter. Included in this file is all equip-
ment and supplies charged to each individual.
d. Consists of Form 548, Recruitment Cost
Activity Record, on each recruiter. This form
reflects the productivity and expense record of
each recruiter. Monthly reports are furnished
to Chief, PRD from this information.
LEAD/SOURCE FILE
Consists of case files on colleges and
universities, technical, secretarial and high
schools. Contain correspondence, reports of
contact and other papers pertaining to the
utilization of specific leads and sources.
Consists of 3x5 cards on individuals who are
referred to the Agency by Congressmen, the White
House, and other high echelon requiring special
attention.
Consists of 3x5 card file with pertinent
data on former Agency employees with a speciality
who may be contacted in case of national emer-
gency. Filed by recruiter and alphabetically
thereunder.
MACHINE LISTING - Job 157
Consists of information with regard to aRp1i-1
Temporary. Screen periodically. Destroy
material no longer needed.
Temporary. Hold in current files area.
Temporary. Hold in immediate work area.
Temporary. Retain for six months and destroy.
FORM N56 139a EDITIONS1OU9
I JAN RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
P78-00487A000100230003-5
.8 I Temporary. Destroy material more than two
years old.
Temporary. Screen upon reassignment or
termination of recruiter. Destroy material
no longer needed. Transfer remainder of
material to appropriate file.
Temporary. Destroy one year after termination
of individual.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
DP78-004
7A000100230003-5
11.
TEMPORARY FIELD SECRETARIES FILE ~P-), :
T
Consists of case files on individuals b eing
.5
Temporary. Upon cancellation or termination
processed for employment,i
of individual, forward file to CPD for its
offices as well as files o r ently
disposition.
employed.
(Current)
12.
HANDICAP MATERIAL
This file consists of brochures and pamphlet
.5
Temporary. Screen periodically. Destroy
and other material dealing with the President's
material which has been superseded, obsolete,
Committee on the Handicapped. This material is
or no longer needed.
maintained by this office as a member of the
division is on the Presidential Committee.
13.
REFERENCE MATERIAL
Consists of certain Agency regulatory
7.2
Temporary. Return library books to OCR
issuances as well as Office of Personnel issuance ,,
p
Library when no longer needed. Destroy other
brochures, guides, library books and other pub-
material when superseded, obsolete, or no
lished material used as reference material.
longer needed.
x+6.5
Approved For Release 2005/11/21
: `eIA
78-004
7A0001 00230003-5
.FORM NO. 139a USE PREVIOUS
I JAN 56 1 J EDITIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 CIA-F
[1 70
7A000100230003-5
3.
OFFICIAL PERSOI E.L FOLDER FILE (Continued)
~L(s L
b. File folders alphabetically by name
in an inactive file.
c. Cut off inactive file at end of each
year and transfer to Records Center 1 year
thereafter. (Portion of file documenting
prior Federal service will be transferred
to Federal Records Center 30 days after
separation of the employee.)*
d. Destroy at the Records Center 75 years
after birth of employee or 60 years after
date of earliest document in the folder if
date of birth cannot be ascertained, pro-
vided ..emplpyee has been separated or retire
for at least 5 years; or destroy 5 years
after death of employee whichever is sooner
2. Upon true separation when employee trans-
fers to another Federal Agency.
a. Remove portion of file documenting
Agency service and prepare a transcript
of service with CIA. The CIA file will
be placed in inactive file pending trans-
fer to Records Center.
b. File covering prior Federal service
and transcript covering CIA service will
be held 30 days ending request from
gaining Agency. If no request is received
the file will be sent to Federal Records
Center.*
*NOTE: Underlined portion is procedure
now being followed by OP, however, this
is still under advisement by the Records
Management Staff.
Approved For Release 2005/11/21 CIA-
~P7z '
7A000100230003-5
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
3
OFFICIAL F'ERS T~ Hu ID l~e(~6$5~1 ): CIA-Fl
k
Im"
87A000100230003-5
b File folders alphabetically by name
in an inactive file.
c. Transfer to the Agency's Records
Center 30 days after separation.
d. Destroy at the Records Center 75 years
/j
after birth of employee or 60 years after
date of earliest document in the folder
if date of birth cannot be ascertained, pro-
vided employee has been separated or
y
retired for at least 5 years; or destroy
an
5 years after death of employee which-
,
ever is sooner.
2
Upon true separation when employee trans-
fers to another Federal Agency.
a. Remove portion of file documenting
Agency service and prepare a transcript
of service with CIA. The CIA file will
be placed in inactive file pending
transfer to Records Center.
b. File covering prior Federal service
and transcript covering CIA service
will be held 30 days pending request from
gaining Agency. If no request is
received the file will be sent to
CIA Records Center.
SECRET
r'
4 124
FORM NO. 139a USE PREVIOUS
I JAN 55 EDITIONS.
RECORDS CONTROL SCHEDULE CONTINUATION SHEET
 Approved For Release 2005/11/21: CIA-
487A000100230003-5
PERSONNEL FOLDER LOAN REQUEST FILE
Consists of copes of Form 198, Certified
Request For Loan, and Form 198a, Certified
Report of Transfer. These 3" x 5" cards
are used in the char out and control
system for Official Pe sonnel Folders.
Arranged alphabetically byyname.
(Current) \
Consists of official folders containing
papers which document the employement of
native personnel by OO/FBID. Folder,
includes application for employment,
employee agreement, anti-strike affidavit,,
and personnel actions. Filed by Bureau
and alphabetically by name thereunder.
(Current)
Consists of case files on individuals who
have applied for employment with the Agency.
Folders include application for employment,
report of interview, personal history state-
ment, and request for security clearance.
Documents from these folders become a part
of the Official Personnel Folder upon en-
trance on duty of individual. File also
contains cases on selected "Fulbright"
students. Filed alphabetically by name.
(Current)
FORM NO. i39a USE PREVIOUS
I JAN 56 .J7 EDITIONS.
2.5
1338.0
Temporary. Destroy upon return of
folder to which card relates.
Temporary. Upon termination of individuals
employment, place folder in inactive Native
Employee file and dispose of as prescribed
for Official Personnel Files.
(Item 355, RCS 40-57)
Temporary. Screen annually and destroy
those indicating a period of ears since
date of last interest, except those whose
qua,ifications have been coded or those
with'a suspense notation for retention due
to security, medical or congressional
interest factors, which will be destroyed
5 years after date of last contact unless
otherwise noted.
(Item 356, RCS l+0-57)
Apprniled _GIA R_ Mi
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 14 May 1968
SUBJECT : Records Control Schedule 40-68 for Placement
Division, Office of Personnel
RESCINDS : Records Control Schedule 40-64 for OC/POD/OP 'f
Records Control Schedule 40-64 for PB/POD/OP
Records Control Schedule 40-64 for TRB/CD/OP,
Items 4 and 6 only
1. Attached hereto is revised Records Control Schedule for
Placement Division, Office of Personnel.
2. The Placement Division schedule was rewritten to reflect
the up-to-date functions of the branch, including the recent trans-
fer of the applicant files, and to combine schedules formerly main-
tained at the branch level. At present the division is comprised
of the following offices:
Approved For lWase 2005/11/21 : CIA-RDP78-00487W0100230003-5
Applicant Selection Branch
Correspondence and Applicant Files Branch
CTP Selection Branch
Employee Assignment Branch
3. Early approval of this schedule will be appreciated.
Attachment:
RCS 40-68 for
Placement Division/OP
15
t' Approved For Release 2005/11/21 :' CIA-RDP78-00487A000100230003-5
RAW OP
25
 SCHEDULE NO.
l
~
REQ1BPi 6"dTR&LR&WM2005/11/21 : A-l bp78-00
Z
87
A '
..=C.i JU.i d
OFFICE. DIVISION. BRANCH
Office of Personneh
_on
~p_
Chief, SWD/OP
ITEM
NO.
FILES IDENTIFIC TION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1.
DIVISION SUBJECT FILES
a. Consists of policy planning documents,
10.3
Temporary. Screen periodically. Retain
reports, staff studies, ant oche a ors used in
material of continuing need in immediate
the administration of the`a`g~ivision.
work area until no longer needed for current
Included in this file is correspondence, copies
reference. Retire to Records Center and hold
of directives and laws involving supergrade
for five years. Then return to originator for
positions, wage administration and the Agency's
review and resubmission if necessary.
program of position evaluation.
b. Consists of weekly activity reports
3.5
Temporary. Cut off annually. Destroy one
prepared by branches containing statistics on
year thereafter.
position audits, T/O changes, etc. as well as
chrono files, requests for administrative support
and services and other routine matters.
(1963 - )
2.
POSITION DESCRIPTION FILE
a. Consists of Forms 387 and 2139, Position
32.5
Temporary. When position is abolished or
Description forms, on all positions, including
description becomes obsolete, destroy extra
supergrade. Filed organizationally and by grade
copies. Place obsolete job description in
thereunder.
inactive file and hold for five years. Destro
(Current)
at the end of this time.
b. Job Information File consists of corres-
13.3
Temporary. Cut off annually. Retire to
pondence relating to position descriptions, in-
Records Center when five years old and hold
cluding requests for upgrading, transfers, etc.
for five additional years. At the end of this
as well as background information such as job
time material will be returned to originator
comparisons and statistics. Filed organizational
for review and resubmission if necessary.
and chronologically.
Approved For Release 2005/11/21: CIA-
DP78-00
7AOOd'l-IU0=i3?OO3-5
FORM NO. 139 USE PREVIOUS
I JAN 56 EDITIONS. _(41)
 Approved For Release 2005/11/21: CIA- DP78-00 87A000100230003-5
ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
'
Approved For Release 2005/11/21 IA-
4P78-00
87A000100230003-5
.
~.
POSITION AND QUALIFICATION STANDARDS FILE "
a. Consists of "Occupational Handbook of
3.0
Temporary. Retain one copy for historical
Classification Titles and Codes." Handbook was
purposes. Destroy remaining copies when
developed to serve as a working media for assign-
reissued.
ment of standard titles and codes to Agency posi-
tions for the occupational coding of employee
qualifications and as a reference to position
statistics. Arranged by occupation code number.
Also included. are reproduce _on negatives for the
occupational handbook.
b. Consists of copies of Agency position
1.5
Temporary. Hold in current files area in-
and qualification standards. These standards
definitely.
were developed to serve as working guides for
determination of title, occupational code, grade
of Agency position and for determination of
appropriate qualifications of individuals assigned
to positions. Arranged by occupational code
number.
4.
MACHINE LISTINGS
a. Consists of information on Agency grade
1.0
Temporary. Destroy upon receipt of new
utilization and number of incumbents in each
listing.
grade. Listing is used for comparison of grade
structure in this Agency with that of other
agencies and for preparation of statistics on
grade average by position.
b. Consists of occupational categories of
.5
Temporary. Destroy upon receipt of new
Agency positions. Listing reflects standard
listing.
Agency titles, code numbers, and grade range.
Used as working media in comparing Agency titles
and codes wit:a those of Civil Service Commission
for possible Agency conformance. Published
quarterly.
FORM NO. 139a USE PREVIOUS
i JAN 58 EDITIONS.
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
.VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 SIR
DJ78-00
87A000100230003-5
c. Contains information which identifies
.2
Temporary. Destroy upon receipt of new
the position number, organizational location,
listing.
and classification of each posit_i_on on the Agency
T/O. Maintained to facilitate reference to Agency
positions and. for assigning numbers to new
positions.
d. Consists of Agency Position Control
3.3
Temporary. Retain six months and destroy.
Register which contain rosters of approved Agency
positions and. names of incumbents. Published
monthly. Distributed quarterly.
e. Listing of supergrade positions used in
.2
Temporary. Disposal no; authorized. Hold
furnishing information to Deputy Directors and
in immediate work area indefinitely.
Director of Personnel on utilization and status
of each position. Filed organizationally and
chronologically.
5.
STAFFING CO1,4FLHv NT CHANGE AUTHORIZATION, FORM 261
a. Consists of signed copies of Form 261
4-I-.5
Permanent. Place in file of completed re-
along with authorizing document. Filed by
quests upon final authorization. Upon ac-
office chronologically.
cumulation of one foot of completed requests
(1961 )
two years or older; retire to Records Center.
b. Consists of a loose-leaf binder contain-
.1
Te(,iporary. Destroy when one year old.
ing a record of the receipt and dispatch of Form
261. Filed chronologically.
6.
SURVEY REPORTS FILE
Survey reports file consists of working
5.0
Temporary. screen upon completion of survey
papers, functional statements; anal ys-i_s of posi-
and destroy working papers. Reports will. be
tion grade structures and pos_t_i.on titles, brief
held in immediate work area until. complete
:mtatements of duties and responsibilities as well
report is replaced by current material at
as ;SUD recommendations. Actual report is used as
which time superseded report will be
reference and serves as a basis for preparation
destroyed.
of position descriptions. Filed alphabetically
by office.
A roved For Release 2005/11/21: CIA-
DP78-00
0003-5
7A00010023
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 FILES IDENTIFICATION VOLUME DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21: CIA-
WAGE IMIPTIS`. RAATION FILE
DP78=0048
Consists of copies of wage schedules, copies
of notifications of approval of shedus, lists
of pay rates forwarded t and re-
lated correspondence. Information includes
locality wage rates for specific occupations such
as trade or craft, consultants, indigenous labor,
etc. Wage schedules are reviewed and approved
for Agency use. Filed organizationally.
(1954 - )
Consists of library books, Agency regulatory
issuances as well as OP memoranda, the FPM, CdC
position classification standards, material re-
lating to supergrade structure in other Government
agencies as well as other guides used as backgroun
and reference.
46.8
Temporary. Destroy extra copies when super-
seded or obsolete. Retain one copy for
reference purposes of all schedules which
will be retired to Records Center when at leas
six years old. Hold at Records Center for
twenty gears and return to orginator for re-
view and disposition.
Temporary. Library books should be returned
to OCR when no longer needed. Destroy other
material when obsolete, superseded or no longe
needed.
128.7
Approved For Release 2005/11/21 : CIA- .
FORM I NO 139 a EDITION81O03
RECORDS CONTROL SCHEDULE CONTINUATION SHEET (41)
 SCHEDULE NO.
R E&NIy , ROLReJRRp#Ag05/11/21: CIA-RDP78-00
87A000100230003-5
OFFICE. DIVISION. BRANCH
Personnel, Salary and Wage Division, Intelligence and Support
Branch
T I TLE DATE ~/7/1 14K
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
SECRET
1
BRANCH SUBJECT FILE
Consists of correspondence, reports,
1.5
Temporary. Destroy when 2 years old.
studies, wage board reference material,
(Cut off at end of each year; destroy
and other papers accumulated in the
2 years thereafter except current policies
general administration of a program of
and procedures which will be placed in
position evaluation and wage administration
current files.)
for the DDS & DDI Area. Filed alphabetically
by subject.
(1958-1960)
2
CONVENIENCE FILE (reading)
Consists of extra copies of outgoing corres-
.3
Temporary. Destroy when 1 year old.
pondence maintained for convenience of
(Cut off at end of each year; destroy
reference. Filed chronologically.
1 year thereafter.)
(1958-1960)
3
TABLE OF ORGANIZATION FILES
Consists of extra copies of the Agency
2.0
Temporary. Destroy upon verification of
T/0 Position Evaluation Officers used as
revised T/O.
working copies. The T/0's are used for
reference! to official position titles,
position numbers, unit strength, etc.
Authorized changes to the T/O's are
noted on these copies for use in
verifying the revised T/O.
(current)
Approved For Release 2005/11/21 CIA-
87A000100230003-5
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
El
87A000100230003-5
4
POSITION DESCRIPTION FILES
Consists of Form 387, Position Description,
with related correspondence and reports.
The files contain the record copy of the
description and other information on each
position in the DDS and DD/I area.
a. Current Files. Consists of the current
14.0
Temporary. When position is abolished or
position descriptions and related papers
description becomes obsolete, place in
maintained by the individual position
Obsolete File and destroy related papers.
evaluation officer. Filed organization-
ally and by position number thereunder.
(1952-1960)
b. Obsolete Files. Consists of the position
.5
Temporary. Disposal not authorized. Retain
descriptions removed from the above file.
1 copy of all superseded descriptions and
Filed organizationally and by position
descriptions of positions abolished after
number thereunder.
September 1, 1950. Retire to Records Center
(1958-1960)
when 1 year old. (Item 257b and 270b RCS
x+0.57)
5
POSITION NUM M REGISTER
Consists of machine listings containing
.1
Temporary. Destroy upon receipt of current
.information which identifies the position
listings.
number, organizational location, and class-
ification of each position on the Agency T/O.
Files are maintained to facilitate reference
to Agency positions and for assigning numbers
to new positions.
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-
q
7A000100230003-5
6
POSITION EVALUATION SURVEY FILES
Consists of correspondence, survey reports,
3.0
Permanent. Disposals not authorized. Cut
functional statements, drafts, etc., accumu-
off file at end'of each year. Retire to
lated by the Position Evaluation Officers
Records Center 2 years thereafter.
while conducting surveys. Information
includes analysis of position grade structure
s
position titles, statements of duties and
responsibilities, etc. Files serve as refer-
ence and as a basis for preparation of Form
387, Position Description. Filing arrange-
ment varies with each file.
(1958-1960)
7
POSITION EVALUATION OFFICER'S WORKING FILES
Consists primarily of copies of correspondenc
e 6.5
Temporary. Destroy when superseded or
on special projects, office notices, pamphle
s
obsolete.
etc., not contained in the survey files.
Those files are maintained by the Position
Evaluation Officers for reference purposes.
Filing arrangement varies with each file.
(Current)
8
WAGE ADMINISTRATION FILE (VA Type)
Consists of copies of wage schedules, copies
2.5
Temporary. Destroy when superseded or
of notifications of approval of schedules,
obsolete.
lists of pay rates forwarded to field office E
,
and related correspondence. Information in-
cludes locality wage rates for specific
occupations such as trade or craft, consult-
ants, indigenous labor, etc. Wage Schedules
are reviewed and approved, for Agency use.
Filed by geographic area.
(1953-1960)
Release 2005/11/21 : CIA
87A000100230003-5
',-JAN";6 i39a E~~T~",;: ? RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET (?')
 ITEM NO
. FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
7A000100230003-5
9
REFERENCE PUBLICATION FILE
Consists of published material such as
16.0
Temporary. Destroy when no longer needed
CIA Regulations and Notices, OP Memorandums,
for reference purposes.
Position Classification Standards, and
similar reference material.
FORM NO. +39a USE PREVIOUS
I JAN 36 EDITIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
(41)
 SCHEDULE NO.
RE IDS lf"LR pl {~05/11/21 : CIA-RDP78-00
87A000100230003-5 40-60
OFFICE. DIVISION. BRANCH
SIGNA
Personnel, Salary and Wage Division, Clandestine Services
Branch
T I TL E
c - v
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
SECRET
1
BRANCH SUBJECT FILE
Consists of correspondence, reports, and
Lo
Temporary. Destroy when 2 years old. (Cut
other papers accumulated in the general
off at end of each year; destroy 2 years
administ^ation of the activities of the
thereafter except current policies and
Branch. Filed alphabetically by subject.
procedures which will be placed in current
file.
2.
CONVENIENCE FILE (Reading)
Consists of extra copies of outgoing
.3
Temporary. Destroy when 1 year old. (Cut
correspondence maintained for convenience
off at end of each year; destroy 1 year
of reference. Filed chronologically by
thereafter.)
fiscal year.
(1958-1960)
3
TABLE OF ORGANIZATION FILES
Consists of extra copies of the Agency T/0
2.0
Temporary. Destroy upon verification of
used as working copies. The Tb0's are
revised T/O.
used for reference to official position
titles, position numbers, unit strength,
etc. Authorized changes to the T/O are
noted on these copies for use in verifying
the revised T/O. Arranged organizationally.
(Current)
REI
Approved For Release 2005/11/21 : CIA-
87A000100230003-5
FORM NO. 139 USE PREVIOUS
I JAN 56 EDITIONS.
 FILES IDENTIFICATION
Approved For Release 2005/11/21: CIA-
T/O CHANGE FILE
Consists of retained copies of Form 261,
Staffing Complement Change Authorization,
and copies of requests for changes; con-
currences, etc. Files are maintained by
the Branch for reference purposes, the
record copies of Form 261, concurrences,
etc., are maintained in the Office of the
Chief. Files are arranged organizationally
or by Project as appropriate and chronologi-
cally by date of approval thereunder.
(1958-1960)
STATUS FILE OF PENDING REQUESTS
Consists of 3 x 5 card file containin&
notations of action required, office, and
status of each request. Used by Branch
Chief to evaluate workload, prepare accom-
plishment reports etc.
(1959-1960)
Consists of Form 387, Position Description,
with related correspondence and reports. The
files contain the record copy of the descript-
ion and other information on each covert
position in the Agency.
a. Current Files. Consists of the current
position description and related papers
maintained by each Position Evaluation
Officer for his area of responsibility.
File organizationally and by position
number thereunder.
(1954-196o)
FORM NO. +39a USE PREVIOUS
I JAN 56 i7 EDITIONS.
ease 2005111/21
Temporary. Destroy when 2 years old.
Temporary. Destroy 6 months after action
completed.
Temporary. When position is abolished or
description becomes obsolete, place in
Obsolete file and destroy related papers.
"'--c-L.AOOO - . 31TuQ3 5
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 4r
ITEM NO.
FILES IDENTIFICATION
VOLUME
D;SPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
MR9
87A000100230003-5
l
6
POSITION DESCRIPTION FILES (Con't)
b. Obsolete File. Consists of the obsolete
.5
Temporary. Disposal not authorized. Retain
position descriptions removed from the
1 copy of all superseded descriptions and
above file. Filed organizationally and
descriptions of positions abolished after
by position number thereunder.
September 1, 1950. Retire to Records Center
(1958-1960)
when 1 year old. (Item 288 RCS 1+0-57)
7
POSITION EVALUATION SURVEY FILES
Consists of case files containing correspond-
1.6
Temporary. Destroy when no longer needed
ence, survey reports, functional statements,
for reference purposes.
etc., accumulated by the Position Evaluation
Officers while conducting surveys. Informa-
tion includes analysis of positions, grade
structures, position titles, statements of
duties and responsibilities, etc. Files
serve as reference and as a basis for prepa-
ration of Form 387, Position Description.
Each file is arranged organizationally by
division..
(current)
8
POSITION EVALUATION OFFICER'S WORKING FILE
Consists primarily of correspondence on
7.0
Temporary. Destroy when no longer needed for
special projects, wage schedules, office
reference purposes.
notices, pamphlets, etc., not contained
in the survey files. These files are
maintained by the Position Evaluation
Officers for reference. Filing arrangement
varies with each file.
(1958-1960)
FORM NO. (39a USE PREVIOUS
1 JAN 56 3JJ EDITIONS.
 Approved For Release 2005/11/21: CIA-
REFERENCE PUBLICATIONS FILE
Consists of published material such as CIA
Regulations and Notices, OP Memorandums,
CSC Position Classification Standards,
and similar reference material.
7.0
Temporary. Destroy when no longer needed for
reference purposes.
SECRETI
Appi;woed r-9F Release 2@86M qf2q . em*- I M66 M 00230003-0
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 SCHEDULE NO.
RE Kpproved or RNWA605/11/21: CIA-~
- 40-6o
OFFICE. DIVISION. BRANCH
Personnel, Salary and Wage Division, Office of the Chief
ATE
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC-FT.)
DISPOSITION INSTRUCTIONS
1
DIVISION SUBJECT FILE
Consists of correspondence,.reports, staff
2.5
Temporary. Destroy when 3 years old. (Cut
studies, and other papers pertaining to the
off at end of each year; transfer to the
operation and administration of an Agency
Records Center 1 year thereafter except
program of position evaluation, wage admin-
papers pertaining to policies and procedures
istration) and the development of position
which will be retained in current files
standards. Filed alphabetically by subject.
area indefinitely.) (Item 240 RSD 40-57)
(1958-1960)
i
2 V
ACTIVITY REPORTS FILE
Consists of weekly activity reports covering
1.7
Temporary. Destroy when 1 year old. (Cut
the activities of the individual position
off at end of each year; destroy 1 year
Evaluation Officers and Branch activities.
thereafter.)
These reports contain statistics on the
number of position audits, number of position
descriptions allocated, number of table of
organization changes authorized, supergrade
positions prepared for review, etc. Filed
chronologically.
BACKGROUND & PRECEDENT FILE
3
Policy Planning documents, correspondence,
6.0
Temporary. Destroy upon completion of
directives, etc. used by C/SWD in admin-
required action except papers pertaining
istration of the Salary and Wage activity
to policies and procedures of permanent
for the Agency.
interest will be transferred to the
(Current)
Approved For Release 2005/ 1/21 CIA-
11
Ink-
Division Subject File.
7A0001 nn2nnnn-,ux;
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
-Airmar
RE{
87A000100230003-5
4
CONVENIENCE FILE (Reading)
Consists of extra copies of outgoing corre-
.7
Temporary. Destroy when 1 year old. (Cut
spondence: maintained for convenience of
off at end of each year; destroy 1 year
reference. Filed chronologically.
thereafter.)
(1958-1960)
5
TABLE OF ORGANIZATION FILES
Consists of copies of Agency Position
Control Registers; signed copies of
Form 261;, Staffing Complement Change
Authorization; and concurrences, justi-
fications, and comments pertaining to
the changes. These files are used by
the Division in coordinating all actions
affecting the T/0 and in maintaining a
current Agency T/0 as required by Regulation.
a. opies of Position
2.0
Temporary. Destroy when 1 year old. (Cut
Control Registers contain rosters of
off at end of each year; destroy 1 year
approved agency positions and names
thereafter.)
of incumbents. Filed chronologically.*
(1958-1960)
b. Signed copies of Form 261, Staffing
1.0
Permanent. Disposal not authorized. (Place
Complement Change Authorization, and
in a file of completed cases upon final au-
concurrences, justifications, and
thorization; cut off completed case file at
comments pertain to the changes.
end of each year and transfer to the Records
Filed by project or organizationally
Center 2 years thereafter.)
and by position number thereafter.
(1958-1960)
6
T/O CHANGE LOG
Consists of a loose-leaf binder containing
.1
Temporary. Destroy when 1 year old.
a record of the receipt and dispatch of
Form 261, Staffing Complement Change Author-
ization, received by the Division, Filed
Chronologically.
(1959-1960)
* RSD is Office o Recor f R's '
FORM
JANN 56 139a USE PREVIOUS
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
87A000100230003-5
7
SUPER-GRADE FILE
Consists of correspondence, laws and
directives, reports and background
material on super-grade allocation;
activities of the Super-Grade Review
Board, etc., accumulated in administration
of the Agencies super-grade personnel.
a. Consists of agenda of meetings,
3.0
Permanent. Disposal not authorized. (Cut
listings of super-grade positions,
off at end of each year; retire to Records
and activities of the Super-Grade
Center 2 years thereafter.
Review Board, Board recommendations
(Item 247 RCS-40-57)
on review cases; super-grade structure
in other agencies, etc., and are used
in furnishing information to the Area
Deputy Directors and the Director of
Personnel on the utilizations and
status of each position. Filed
alphabetically by subject.
(1951-1960)
b. Consists of Form 387, Position Description
3.0
Permanent. Disposal not authorized. When
on super-grade positions with related
position is abolished or description becomes
correspondence and reports. The files
obsolete, remove from active file and retire
contain the record copy of descriptions
to Records Center 2 years thereafter.
and other information on each super-grade
position. Filed organizationally.
(Current)
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
 ITEM NO.
8 POSITION STAND
Consists
staff stu
papers ac
Y
position
a. Consi
grade
manpo
pay l
devel
tion
b. Consi
surve
and C:
used
stand
Book j
9 CAREER SERVICE
Consists o
and backgr
administer
authorizat
in accorda
includes c
Staffing A
subject or
10 PERSONNEL REQUI
Consists o
Changes pr
which are
requiremen
Filed orga
FORM NO
SE PREVIOUS
1 JAN $. 139a
s EDITIONS.
ED
FILES I ENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA
M 0
87A000100230003-5
ARDS WORKING FILE
of copies of correspondence, reports,
dies, pay schedules, and related
cumulated in the development of
standards.
sts of special organization and
3.5
Temporary. Destroy when no longer needed
classification structural surveys,
for reference purposes.
wer control systems, competitive
evels, point plans, etc., used in
opment and administration of posi-
standards.
sts of special classification
1.0
Temporary. Destroy when no longer needed
ys, directives, correspondence,
for reference purposes.
Lvil Service rules and regulations
as a basis for revising position
ards published in Occupational Hand-
cor guidance of personnel officers.
STAFFING AUTHORIZATION FILE
f policy directives, special reports
2,0
Permanent. Disposal not authorized. (Cut
ound papers used in developing and
off file at end of two years; transfer to
ing Agency ceiling and position
Records Center 1 year thereafter.
ion under the Flexible T/O Concept
nce with provisions of R 20-250;
opies of Form 1723, Career Service
uthorization Plans. Filed by
organization as appropriate.
REMENTS PLANNING REPORTS
f Form 1724, Summary of Planned
2.0
Temporary. Destroy at end of 10 years.
epared by the Career Service Boards
(Cut off at end of each year; transfer to
used to compile annual personnel
Records Center 2 years thereafter.)
ts and to compute average grade.
nizationally by Career Service.
(Current)
Annr vpd For Release 2005/11/21 - CIA
SEMO
k87A000100230003-5
RECORDS CONTROL SCHEDULE CONTINUATION SHEET
 Approved For Release 2005/11/21 : CIA- 1=10t 87A000100230003-5
STAFFING AUTHORIZATION WORKING PAPERS
Consists of Agency regulations, General
Schedule Pay Plans, preliminary work sheets,
computations, etc., used by technician in
connection with CSSA activity. Filed by
subject.
(Current)
12 OCCUPATIONAL HANDBOOK FILE
13
Consists of copies of the "Occupational
Handbook of Classification Titles and
Codes" and the reproduction negatives for
the handbook. This handbook was developed
to serve as a working media for the assign-
ment of standard titles and codes to Agency
positions, for the occupational coding of
employee qualifications, and as a reference
to position statistics, etc.
a. Occupational Handbook of Classification
Titles and Codes. Arranged by occupation
code numbers.
b. Reproduction negatives for the occupation
al handbook.
POSITION AND QUALFICATION STANDARDS FILE
Consists of copies of Agency Position and
Qualification Standards. These standards
were developed by the Division and serve
as working guides for the determination
of title, occupational code, and grade of
Agency positions and for the determination
of appropriate qualifications of individuals
assigned to positions.
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
Temporary. Destroy when obsolete or super-
seded.
Temporary. Destroy when superseded or
obsolete.
Temporary. Destroy when superseded or
obsolete.
II _ 1I?7A0001AA22Aflf14 r,
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
2.5
.4
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
M I MY
87A000100230003-5
13
POSITION AND QUALFICATION STANDARDS FILE (Con't)
a. Background and policy material.
6.0
Temporary. Destroy when six months old.
When material becomes obsoleted or superseded
transfer to inactive file. Cut off inactive
file at end of six months and destroy.
b. Position and Qualification Standards,
2.7
Temporary. Destroy when superseded or
arranged by occupational code number.
obsolete.
c. Reproduction negatives for Position and
.7
Temporary. Destroy when superseded or
Qualification Standards,
obsolete.
Ditto copies of Position Standards for
2.0
Temporary. Destroy when superseded or
distribution upon request.
obsolete.
14
OCCUPATIONAL CODE CLASSIFICATION FILE
Consists of duplicate copies of approved
8.0
Temporary. Destroy when superseded or
Job Descriptions, Form 387, filed by
declared obsolete.
occupational code and by GS grade there-
under.
15
GRADE UTILIZATION TABULATING FILE
Consists of a machine listing; contains
.1
Temporary. Destroy upon receipt of revised
information on Agency grade utilization
listing.
and the number of incumbents in each
grade. Listing is used in developing
position standards, for comparison of
grade structure in this Agency with that
of other Agencies, and for the preparation
of statistics on grade average by position.
(Current)
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 CIA-
ZVI
87AO00100230003-5
16
OCCUPATION SERIES FILE
Consists of a machine listing of
.3
Temporary. Destroy upon receipt of revised
occupational categories of Agency
listing.
positions. Information contained
on listing reflects standard Agency
titles, code numbers, and grade range.
Listing is used as a working media
in comparing Agency titles and codes
with those of the Civil Service Com-
mission for possible Agency conformance.
(Current)
17
DIVISION PERSONNEL FILES
Consists of copies of Form 1150,
.2
Temporary. Destroy when 1 year old. (Cut
Notification of Personnel Actions,
off at end of each year; destroy 1 year
training requests, etc.; also Time
thereafter or when employee is transferred
and Attendance records maintained
or separated, whichever is sooner.
on sick, annual, and overtime worked;
and other related papers accumulated
in the administration of Division
Personnel. Filing arrangement is
alphabetical or chronological as
appropriate.
(1959-1960)
18
REPRODUCED COPIES OF AGENCY ADMINISTRATION DATA
Consists of reproduced copies of selected
1.0
Temporary. Destroy when superseded or
articles and publications by USCSC and
obsolete.
other government agencies concerning
position and qualification standards,
position evaluation, etc. This file is
used for orientation of new employees.
Approved For Release 2005111/21 - CIA
MF
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
LT
87A000100230003-5
19
LIBRARY MATERIAL
Consists of bound library books, diction-
1.5
Temporary. Return to Library when no
aries, guides, manuals, etc., maintained
longer needed for reference purposes.
for reference purposes.
20
REFERENCE PUBLICATIONS FILE
Consists of published material such as
8.0
Temporary. Destroy when no longer needed
CIA Regulations and Notices, OP Memorandums,
for reference purposes.
Position Classification Standards, and
similar reference material.
Appr vpd Fnr Rplpa-qp 200-5/11 /21 - r.1A_
=_E11
7AanfLjfn"nnn,%_r%
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 :
-00487A000100230003-5
21
HISTORICAL BACKGROUND MATERIAL
Consists of historical papers, T% 0's,
2.0
Temporary. Transfer to DDP Historical
documents, etc., covering OPC and OSO
Section for screening and inclusion
predec ssc of DDP; includin Special
as reference material is appropriate.
Report ated 1952,
and OPC Regulations nua and Organization
NOTE: This disposition recommended by
Material.
Records Management Staff and
approved by SWD.
SECRET
FORM NO. 139a USE PREVIOUS Appkg$gq Sorb %I! je 56''L/?1 : CIA-RDP78-00487A000100230003-5 (,,)
I JAN ss EOITION7. CONTINUATION SHEET
 SCHEDULE NO.
REO B9bvQ I LR6Wfifsl~12H05/11/21 :CIA-$ 78-00
87A000100230003-5 1.o-60
~~))
CONCURRENCE
OFFICE. DIVISION. BRANCH) - A 9
yr~ ("f I/
SIGNATURE 2
aad=49~_
Personnel, Vic- ,
Statistical R
ti
B
h
TITLE
ng
epor
ranc
Chief, Statistical Reporting Br. 1 JUL i9so
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1.
BRANCH SUBJECT FILE
SECRE
Consists of correspondence, reports and
1.5
Temporary. Destroy when 2 years old.
other papers accumulated in the general
(Cut off at the end of each year; destroy
administration of the activities of the
2 years thereafter.)
Branch. Filed by subject.
(1958-1960)
2.
CONVENIENCE FILE (Reading)
Consists of extra copies of outgoing
.5
Temporary. Destroy when 2 years old.
correspondence maintained for convenience
(Cut off at end of each year; destroy
of reference. Filed Chronologically.
2 years thereafter.)
(1958-1960)
3.
PERSONNEL REPORTS FILE
Consists of periodic and special reports
required on the various phases of personnel
administration. Filed by type of report
and chronologically thereunder.
a. Annual Personnel Statistical Review.
2.0
Permanent. Disposal not auth4~'rized.
(1953-1960)
(Maintain a 10 year level; thereafter
transfer oldest year to the Records
Center after filing current year.)
b. Monthly Personnel Statistical
10.0
Permanent. Disposal not authorized.
Review and supplements thereto.
(Maintain a 10 year level; thereafter
(1953-1960)
transfer oldest year to the Records
Center after filing current year.)
'"J '(~t i1l
Approved For Release 2005/11/21 CIA-
DP78-00
87A000100230003-5
FORM NO. 139 USE PREVIOUS
I JAN 56 EDITIONS.
 ITEM NO.
, FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 CIA-
7A000100230003-5
CONTINUED
f tKtL
c. Quarterly Consultant Report.
.5
Permanent. Disposal not authorized.
Contains names and amount and rate of
(Cut off every other year; transfer
pay of all. consultants utilized by the
to the Records Center 2 years there-
Agency. (1958-1960)
after.
d. "Eyes Only" Strength Report.
1.0
Permanent. Disposal not authorized.
Contains statistical information sub-
(Retain in current files area
stantially duplicated in the Monthly
indefinitely.)
Personnel Statistical Review.
(1947-1960)
e. Monthly Report of Separations. Con-
5.0
Temporary. Disposal not authorized.
tains statistical information on personnel
by this schedule. Cut off file at
separations by separation factor and in-
end of five years; transfer oldest
eludes copies of Form 971, Report of Separation
year to Records Center after filing
prepared by the Employee Relations Branch.
current year.
(1957-1960)
(Item 388 a, b, c, d, e, RCS 40-57)
4.
MACHINE LISTINGS (STATISTICAL TABULATIONS)
a. Consists of listings containing
13.0
Temporary. Destroy when 10 years old.
statistical information on personnel
Note: Some of these tabulations may
activities which are prepared from
be destroyed upon receipt of current
Machine Record cards. These tabulations
issue depending on the use, content,
are used primarily in the preparation
and availability of info from another
of summary recurring strength reportse
source.
Most of the tabulations are issued on
(Item 339 RCS 40-57)
a monthly basis. Filed chronologically
by type of report.
(1953-1960)
b. Comptroller's Report - Monthly tabulation
2.0
Permanent. Maintain in immediate work area
showing personnel strength by type in Tb0
as reference document.
Sequence. One page summary is prepared and
(Item 339 RCS 40-57)
forwarded to Office of Comptroller for Budget
Control Purposes.
(1947-1960)
FORM NO. 139a USE PREVIOUS
I JAN 56 E.ITIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 Approved For Release 2005/11/21: CIA RDP78-00
MACHINE LISTINGS (ROSTERS)
Consists of rosters of positions and ppersonne
which are prepared by ADPD. Frequency of publica-
tions vary according to conterits, use, recurring
and special reporting requirements.
a. Position Control Register (ifonthly report 11.5
(ADPD Job 140)
(1957 - )
b. Combined Alphabetical Listings covering
Agency strength. Also included are
serial number listings.
(ADPD Job 105)
(1953 - )
c, Recurring Listings consist of DOG, or-
ganizational code, longevity, computation
dates, occ. series, career service desig-
nation, consultants, applicants, super-
grades, staff agents, contract, and
military personnel published periodically
Filed chrono by type of- report.
(ADPD Jobs 106, 107, 109,' 1.20, 121, 122,
172, and 135)
140 , 157, 170, 171,
(1957 - )
d. Summary Annual Listings consist of name
changes and separations.
(ADPD Jobs 115 and 101)
(Current)
e. Monthly rosters involving EODs, lanLraage,
separations, personnel locator, fitness
reports, LWOP, name changes, etc.
(ADP= Jobs 101, 102, 111, 114, 115, 121,
123., 151, 184, 189, and 960. Also
special requests; 700 series.)
(1953 - )
FORM NO. 139a USE PREVIOUS
I JAN 5S EDITIONS.
Permanent. Quarterly reports one year or
older in-1-1 be forwarded to Records Center
upon accvmulati_a of one foot. Destroy extra
copies in immediate work area after two years.]
Permanent. Quarterly reports one year or
older will be forwarded to Records Center upon
accumulation of one foot. Destroy extra
copies in immediate work area after.three
years.
Temporary. Listings one year or older will
be forwarded to Records Center upon accumula-
tion of one foot. Hold at Records Center for
additional nine years and return t? ?riginat, 7 -tA-4 C~1-
Chief, SAB BSD O
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1.
BRANCH ATh4INISTRATIVE SUBJECT FILE
a. This file documents background and
.8
Temporary. Screen periodiszlly. Retain in
activities of the Suggestion Awards Program,
current files area.
monthly reports, policies, procedures, publicity,
rosters of award winners plus other material
describing the activities of the Suggestion Award
Branch.
b. These files are maintained to reflect
2.7
Temporary. Cut off at end of each year.
the administrative activities of the Branch. In-
Destroy when three years old.
cluded in this file are requisitions, budget
estimates, etc.
2.
LONGEVITY PROGRAM
Consisting of machine runs of these individ-
1.0
Temporary. Disposal not authorized. Retain
uals with ten and fifteen years Agency service as
in current files area indefinitely.
well as material relating to the history, policie
and procedures, certificates, and ceremonies for
the program.
3.
SUGGESTION AWARD CASE FILES
a. Consists of the following types of case
files:
1. Pending cases. Filed numerically.
1.0
Temporary. Place in appropriate file (ap-
proved and disapproved) when ease is closed.
2. Approved cases. Filed alphabetically
. 2.0
Temporary. Disposal not authorized. Hold in
office area for two years after close of the
case. Retire to Records Center and hold for
At the end of this period, return
Amoroued Ear Release 200-51 1/21 -
r disposition.
~: "Cl:'SIiiC2(t00 (41)
IFOjRM
5 139 EDITIONS.
 "FILLS $0ENTKICAT1ON
(rifs._ MSSCWMX.-ANUMMINIPff. All! IAKifVVS Mt )
ITOt
No.`
43
Qa"a . ? tiled
b. Apparc dl` oases., Iliad A1~abetiss
139 ass rssrlovs
/ s?,,io?s.
F*"**
STM Atffi~I PII8
?ais fi3,t- the Actt6ittas ' per!Urus+
bpr the. saggestion Awrds Stan and. ecusists. art ^
policy files, '**Ot ra` of award viaatrs, reports
-to - D, S,. Cam', - R Bttn. tiled in
ecoaacdsnot with Ajpn~op- `pile ) n ael.
Approved For Release 2005/11/21 CI C,
RECORDS CONTROL SCHEDULE
J 1960)
keuerw r T.
am- ill/ rnm
The"- tiles n e- agate used to reflect the ad-~
ministrative activities of the Staff. tile. can-
. stets at requi.itioeoss purebese orders aM report
files to the Civil. Service cowlotoe Burman of
the Budgetis b get estimates and repostt.
by subjects according to the Ageney Wool.
(1953-1960)
J30T 07[>!a BUGMCST CASS FU
This file ocesisis of folders utilised to
centrally maintain all pertinent documents of an
employee a aggeati . i.? Ipcludes oarletuaU sat oap-
tes at %0%-* .spoadmzice and farm au- seas such
sat ttal ~of sen ggssticaes Propossle ltot' .
gvalttatift, ? bariefia4e sad aaseib rlasRls i;.
k 11r ? '".; I'
DI$POS I T I OtI.1NSTRtJCT /OMS
D rposa : not satha~4~ L*0. ;
er.a j 3 ?
0111111113 o a r a s ' l r D e s t M * ' & 0 ' n 3 Y e s = old . -(ft't
off at end of each year; transfer to. R.qdartbtll
Center 2. years thereafter..)
 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100230003-5
BEST COPY
Available
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100230003-5
 45
A-0 ro. ed For Release 5/1 ,3 P 30A03-5
FILES IDEM?1FICATION
c.. Ddsappro ed ce.ees. Filed
. Alphabet UwT
(1952 -1961)
47
,late.`fO tat of that portion of ZM-
`ploy4ss' latalstldes Fc a that is drtaehsble and
utilised to auntl imd-rsflsat tbt status of *tbe
d-ttiao. a6 its *ooessing 0 Cle. Filed
al s~astl~as3 - by sq tor 's ms 1 and serves
a cross-r+rlrio ase to aberical case fius.
(19w ..1961)
SOi TT AWA116 WIN
Ibis ft U- sorisiets of a register of ooutrol
nudbsrs assigod to.ssb sugitstioo. Includes
names Offisi Nvisiop, Branab and grade.of Sug-
gesteri date. of receipt of docix ent,, log to and
from evaUstors seed final disposition.
-(1952 - 1961)
Oonslats of 3s5 card files giving pertinent
intorest oe regarding t sdb3ect of suggestion,
utilized solslj- for oooienience of operations to
obeck for .dsplest4:tsstiocul. Filed alphabet-
ioally by s1b3set.
(1958 = 1961)
1011 wi~Aitffi OOIMQ418 AfiBdDAB
feet' of the staff copy of the
tioarittrs ip sea 1=1M 4s summary of evalua-
tioas rseo~i oidait-ioos fw Ruidaaoe of comittees
d iut+o tY?stlaons of.00 avmsittee's delibers-
~toole YY t __
t ?I... t. Y/
oJAI Nt{S 139a [.1
Appwiosd
Temporary. At. end of one year transfer
Records C*nter..- Destroy 2 years tt>ierla!'l s r.
__ _ msposal .n t 40AWrIz td
of r7 Did osal not avtttio '.
iN : east files area indefinitely
ftimporary.- Destroy individual wards 2-tea
Ps!#siltt . Cosa 1 not authorised..
Wit' t f" lui =irea for one . Year and t 6iia
 4-11 W
A r ti Fof Release 2005/11 /21--CIA- DP7 O
'?
saes vxrposso.
Qoasisir of poll" and ASMW Rsgulstiosos,
IIattosa, SwAbooke, eft .v sasiatsizsrd for setae.
peape ao 0 smisaos of s tt .
aaos o,o, Pr s., utilised for vof .
sad ppbliosaslas fr Caw* Ooh s ioI
TIM . la a per uotimat a. b
lit -~ o
lstivi
P t,1CATA FUZ
lids nu " of wwon . sUMs.
139a r.t I.t fit. Yt
'0'""o
6S f.itl.r..
Approved or Release 2005/11/21 : CIA-RDP78-00487A000100230003-5
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 RE IFWLR6 JQ605/11/21 : CIA-Rap
87A000100230003-5
OFFICE. DIVISION, BRANCH Mobilization and
Personnel, Military Personnel Division, Office of the Chief
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1
SUBJECT FILE
Consists of copies of correspondence, reports
, .5 )
Temporary. Destroy when 3 years old.
studies, machine listings, and similar
(Cut off at end of each year; destroy
material pertaining to the procurement, r
3 years thereafter.)
assignment, administration, and dispositi
of Military Personnel-and ope ,tin
cedures and policy MDH'D a ion.
Filed alphabetically 'y subjec
(1958- 60)t, ~1