REQUEST FOR CONTINUING AUTHORITY FOR RECORDS CENTER TO DESTROY DCS HARD COPY SOURCE FILES SUBSEQUENT TO MICROFILMING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000400020004-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 19
• Document Creation Date: December 19, 2016
• Document Release Date: September 16, 2005
• Sequence Number: 4
• Publication Date: April 16, 1973
• Content Type: MEMO

', E r rL ved Foroease 2005711/21 CCIA-RDP78-0048 0400020004-4
TO
FROM
SUBJECT:
Memorandum
Chief, Records Administration Branch, DCI
DCS Records Management Officer
DATE: 16 April 1973
Request for Continuing Authority for Records Center to Destroy
DCS Hard Copy Files Subsequent to Microfilming
1. The Domestic Contact Service is currently engaged in a
program to microfilm its Files (Item 36a,
Schedule 25.041-70) retire at the Agency Records Center. The
DCS Records Control Schedule is now being revised to provide for
the destruction of the hard copy files after they have been
microfilmed and the microfilm record has been suitably verified
for completeness, accuracy and legibility.
2. In the meantime, it is requested that the Records Center
be authorized on a continuing basis to destroy the hard copy
files at such time as the microfilm is deposited in Vital Materials,
and upon written certification by the DCS Records Management Officer
that the microfilm is suitable in all respects.
25
25
25
"PROVED:
econ s mleiafration Draact
25
Approved For Release 200 ~R[9P78-00487A000400020004-4
Buy U.S. Savings Bonds Regularly on the Payroll Savings Plan
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020004-4
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020004-4
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS f
Approved For Release 2005/11/21: CI
fWTO(
487AOOO 400020004-4 SEP 1970
J
b. 1tBtt File - Consists of material on individual
30
Temporary. Destroy after ten years.
and organizations who do not meet the criteria
Annually purge and destroy the segment of
for inclusion in the Terminal Digit File but who
the'file which becomes ten years old.
nevertheless are of interest to DCS. This file
consists primarily of miscellaneous related
correspondence and information sheets. Filed in
chronological order by year and Julian Date that
he
number is assigned. (1965 to date)
Approved For Release 2005/1/21 CiA
lgr)p7g-()()
LFt7AnnnAnnn2nnnA-A
FORM NO. ~39 a USE PREVIOUS (41)
1 JAN 56 EDITIONS. RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 '3 6'
SEP 1970
five years, transfer to Records Center and
r9Petrnv cavPn yearn thereafter. __
Temporary. Hold in current files area fir-L E (3
d. Inactive Material File
40
Consists of miscellaneous documents being held
for file in jackets currently in Records Center.
Material is filed in the applicable jackets as
they are recalled to Headquarters. Arranged
numerically by assigned number. (1947 to date)
A forerunner of the "B" File (see b. above)
except for a difference in the method of number
assignment. Input discontinued in 1965 in favor
of the "B" File. (1948 to 1965)
f. Inactive "97" File
Consists of material on individuals made
inactive which was retained in Headquarters be-
cause of the relatively low volume of material
in each jacket.
g. "D" File
Individuals and organizations on which documen~,
tation is retained by Services/Control but who
have never been (as indicated by the documents)
contacted and which do not meet the criteria for
any of the other file series.
28
45
SECRET,,
ORM NO. 139a USE PREVIOUS
1 JAN 56 EDITIONS.
Temporary. Destroy when related source
jacket is destroyed, if4jacket recalled from
Record Center prior to destruction, purge
material from file and place in jacket.
a
Temporary. Destroy entire file five years
after date input discontinued.
Temporary. Destroy entire file seven years
after input discontinued.
Temporary. Destroy after five years. Purge
annually and destroy the segment of the file
that becomes five years old.
Approvea For Release 200511 112 1 . CIAME - UV004-114
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
1 FILES IDENTIFICATION
DISPOSITION INSTRUCTIONS ?Z 3
_78-00
87A6R04 $020004-4
37/
SEP 1970
s
Temporary. Destroy after 11 years.
Tr-msfer to RecCtr 1 yr after file closed
80
Destroy - years after deposit in Records
Center. ,v"/!~ 3 .
Excluded from this item: A representative
sa lin o the following type cases:
erational support, an
A sampling will be a en 5
e ore retirement to the Records Center.
.1
Temporary. Destroy after a case has been
established or an IBM card prepared.
1
Destroy when no longer needed for reference.
38J-
Permanent. Archival Material
21
39J
PROCESS SHEET FILE
Consists of the number five copy of the process
6
Temporary. Destroy semi-annually when the
sheet (Form 25) for all DCS reports. Filed by
machine listing of reports and related
report number. (current)
information is received.
RET
FORM NO. 139 a USE PREVIOUS
I JAN 56 97 EDITIONS.
 roved For Release 2005/11/21 : W-R78-00487A60100020004-4
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 ITEM NO.
40
-114- 77]
SEP 194
41,/
42
Approved For Release 2005/11/21: CIA-
Consists of DCS Case Ledger Cards (Form 2610)
prepared for each case established by DCS. Con-
tains information on the inator of the case,
requirements ctivated, summary,
and sources ze a to prepare machine
cards and for reference purposes within DCS.
Filed by case number. (1947 to date)
a. Flexoline Alphabetical listings of all
individuals or-organizations on whom DCS has
retained information in the source files. List-
ing also contains the source number and indicates
whether source is active or inactive. Used as a
central reference, locator, and identifier file.
(1947 to date)
b. Case Cross Reference File - Consists of 3x5
cards which serve as cross references to the
cases by subject. Information recorded on these
cards include the subject and area, case number,
case officer and specific sources, if any. Filed
alphabetically. (1948 to date
CARD INDUS TILT
Consists of a num ri.ca!1 375 card file: which is
set up when branch is notified to c .nc6)l R number
prcviously '.ssignn.d. Cancellaations occur through
morgprs,, duplications or when nam' sp,jllings ,,r^
changed. Used for r fnr-:nc' purposes.
current
FORM NO. 139 a USE PREVIOUS
I JAN 56 J EDITIONS.
84
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
Temporary. Destroy when no longer needed for
reference purposes.
Permanent. Retain all strips with "A" number.
Temporary. Destroy when obsolete or no
longer needed for reference purposes.
To-mporaryr. Destroy when no longer
needed for _rif-rence rnirpos"5s.
(Geq DCS memo 29 Oct 70)
ie6 .
 ?
ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21: CIA
RDP78-0
487A000400020004-4
43-
SOURCE INFORMATION SHEETS. File discontinued.
k, SEP 1970
44
INDEX TO INFORMATION REPORTS
0
Consists of machine listings of:
a. DCS
12
Permanent. Retain in current work area for
~p o sec i 1.o s o ime.
reference and record.
(1947 to date)
b. DCS Cases in an open status and cases closed
1
Temporary. Destroy when an updated listing
for specific periods of time. (current)
is received for each month.
139,,(
CANCELLATION CARD FILE
Consists of a numerical card file which records
3
Temporary. Destroy when no longer needed.
the cancellation of one source file and indicates
the new file to which the material is assigned.
Used for reference purposes. (1948 to date)
1164
14
Temporary. Maintain a six months level;
destroy when six months old.
A roved For Release 2005/11/21: CIA
RDP78-0
87A000400020004-4
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21: CI
RDP78-0
487A000400020004-4
?120J
INACTIVE JACKETS LISTINGS
a. Inactive Source Jacket Listings - Consists
2
Temporary. Destroy when replaced and
of machine listings of source jackets which
superseded by the next annual listing.
are in retirement at Records Center. Also
included is information on the box and job
number under which each jacket was retired, the
type of retirement, and pertinent remarks entered
by Control personnel. (current)
b. Inactive Case Listing - Consists of machine
1
Temporary. Destroy when replaced and
listings of cases which are in retirement at
superseded by the next annual listing.
Records Center. Also included is the box and
job number under which each jacket was retired
and pertinent remarks entered by Control
personnel. (current)
c. Transactions/Shelf Listings - Lists consist
.3
Temporary. Destroy when obsolete or no longer
of changes (additions and deletions) to the
needed for reference purposes.
master file of Contact and Source, and Case
files (Items 36 and 37b) on deposit in the
Records Center. This is supplemental to and
serves as a means of confirming the accuracy
of Items 120a and b above.
31!
LIBRARY MATERIAL
Consists of registers, directories, atlases,
25
Temporary. Return to CIA Library when no
and other publications which are used for
longer needed.
miscellaneous reference purposes by DCS
personnel'.
Approved For Release 2005/11/21: C14
RDP78-Od
487AO00400020004-4
FORM
i JANN56 139a EDIT~ONS.O05 RECORDS CONTROL SCHEDULE -CONTINUATION SHEET (41)
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21: CIA
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487A000400020004-4
1171}
SENSITIVE DOCUMENTS FILES
These files consist of Sensitive memoranda and
cases which are segregated from their related
files asa security control for protection of
information contained therein.
a. Sensitive Memoranda File - Consists of copies
1
Temporary. Integrate into the related
of all incoming and outgoing memoranda designated
Source File (Item 36) folder at the time
as Sensitive by the originator. A cross reference
it is retired to the Records Center.
sheet for each document is prepared for the source
jackets to which the document relates. Filed in
numerical sequence by assigned Sensitive Document
Number. (1965 to date)
b. Sensitive Case File - Consists of closed
6
Temporary. Combine with non-Sensitive
cases which contain Sensitive documents. Filed
closed cases at the time it is retired to
in numerical sequence by case number.
the Records Center (see Item 37b, page 23).
(1965 to date)
Approved For Release 2005/11/21: CIA
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487A000400020004-4
FORM
JAN NO.
EDITIONSIOUS
I
13ga RECORDS CONTROL SCHEDULE - CONTINUATION SHEET (411
 ITEM NO.
FILES IDENTIFICATION
eaftm
DISPOSITION INSTRUCTIONS
120
App roved For Release 2005/11/21: CIA
roved
,
INACTIVE
A
.
-
,
J
CKETS
SEP 1970
a. Inactive Source Jacket Listings - Consists
2
Temporary. Destroy when replaced and
of machine listings of source jackets which
superseded by the next annual listing.
are in retirement at Records Center. Also
included is information on the box and job
number under which each jacket was retired, the
type of retirement, and pertinent remarks entered
by Control personnel. (current)
b. Inactive Case Listing - Consists of machine
1
Temporary. Destroy when replaced and ?.
listings of cases which are in retirement at
superseded by the next annual-listing.
Records Center. Also included is the box and
job number under which each jacket was retired
and pertinent remarks entered by Control
personnel. (current)
31
LIBRARY MATERIAL
Consists of registers, directories, atlases,
25
Temporary. Return to CIA Library when no
and other publications'. which are used for
no longer needed.
miscellaneous reference purposes by DCS personnel
117
SENSITIVE DOCUMENTS FILES (i 6"", a
S_~'-:')
These files consist of Sensitive memoranda and
cases which are segregated from their related
files as a security control for protection of
information contained therein.
a. Sensitive Memoranda File - Consists of copies
1
Temporary. Integrate into the related
of all incoming and outgoing memoranda designated
Source File (Item 36) folder at the time
as Sensitive by the originator. A cross referent
it is retired to the Records Center.
sheet for each document is prepared for the sourc
jackets to which the document relates. Filed in
numerical sequence by assigned Sensitive Document
Number. (1965 to date)
b. Sensitive Case File - Consists of closed
6
Temporary. Combine with non-Sensitive
cases which contain Sensitive documents. Filed
closed cases at the time it is retired to
in numerical sequence by case number.
the Records Center (see Item 37b, page 23).
(1965 to date
A000400020004-4
I JAN 56 'A,a EDITIONS. RECORDS CONTROL SCHEDULE - CONTINUATION SHEET (41)
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020004-4
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CONCURRENCE
OFFICE. DIVISION. BRANCH
SIGNATURE SEP 1910
DOMESTIC CONTACT SERVICE/SERVICES DIVISION/Message Center
TITLE DATE
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
45,9
DCS Sus ICE
These are copies of selected correspondence
6
Permanent. Disposal not authorized.. Cut
received and sent by DCS. Serves as a central
off at the end of each calendar year; retain
subject reference file for the Office. Filed
for two years and transfer to the Records
according to Agency Subject Manual.
Center.
(1964 to date)
464
CHRONOLOGICAL READING FILE
Extra copies of non-sensitive correspondence
16
Temporary. Destroy after one year. Cut off
received or dispatched by DCS. Filed chrono-
file at the end of each year, held in current
logically and maintained for reference.
file area and destroy one year later.
(current)
47v
COMMUNICATIONS CONTROL RECORDS
a. Couriers Classified Mail Receipt (Form 240)
4
Temporary. Destroy after one year. Maintain
Used to record the dispatch of all classified
a 12 month level, purging the file monthly.
material to addressees within the Agency.
L
(current)
b. Message Center Routine Slip (Form 46) - Used
4
Temporary. Destroy after three years. Cut
for locating and identifying documents routed
off file at the end of each year; retain in
within DCS. Filed organizationally by originator
current files area for three years and destroy
and numerically thereunder. (1967 to date)
c. Reports Receipt Log (Form 898a) - Used to
.5
Temporary. Destroy after six months.
record the receipt of printed reports from Printing
Services Division. (current)
,O I
Approved For Release 2005/11/21: CIA-
DP7$-00
87A000400020004-4
FORM . 139 EDI w~OE-vr-ous
I 7AN55- a EDITIONS._._
 0
?
48-
24J
FILES IDENTIFICATION
Approved For Release 2005/11/21: Cl
d. Pouch Manifests (Form 255b) = to record
the contend, tr'' ipt' ouches
to and from DCS 968 to da
e. Document ReceiptForm 615) - Copies of
receipts for SECRET doaments transmitted outside
of the Agency. (1968 to datel
f. Document Receipt for NIPS (Notice of
Intellice Potential) - Receipts for NIPS trans-
mitted to?lected offices within and outside of
the Agency. (1968 to date)
g. Document Control Lo ;:(Form 311) - Used to
record the receipt of selected incoming material.
(current)
REFERENCE PUBLICATIONS FILE - File discontinued.
The file reflects information such as publication
titles, routing instructions, records of issues
received, etc. Maintained for reference and
convenience of routing. File alphabetically by
publication title. (current)
headquarters components and DCS
This file consists of 5x8 cards on publications
regularly received in DCS for distribution to
Fe)
DISPOSITION INSTRUCTIONS
487A000400020004-4
SEP17at~
Temporary. Destroy after one year. Cu
off file at end of each year; retain in
current file area for one year and destroy.
Temporary. Destroy after two years. Cut
off file at the end of each year; hold in
current file area for two years and destroy..
Temporary. Destroy after two years. Cut
off file at the end of each year; hold in
current file area for two years and destroy.
Temporary. Destroy after one year. Cut
off file at the end of each year; retain in
current file area for one year and destroy.
Temporary. Destroy after one year. Cut off
file at end of each calendar year; retain in
current files area for one year and then
destroy.
PECRETJ
NO 139a USE PREVIOUS
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
 25. J
a Extra ccoies of
FILES IDENT I C ION
REFERENCE PUBLIC-"TIONs
Fi e tinuecl
b. Copies of CCI Deily and Weekly publication:~
zrhich hove 'peer rcutec'. throughout DCS for in-
formation En' ret rn.ed for disposition or re-
ference purp,ses. (current)
FORM NO. 13('8 USE PREVIOUS
I JAN 56 1 ~~77 EDITIONS.
Temnc:rcr . Destroy r'-ter one aonth.,
ritein one cr_thV _e;e~_ estrc -ore-
vicU cr ~. rvop ,_.
Approved For Release 2005/11/21: CIA[RFd487A000400020004-4
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ,?W46002000J. 041-68
0
DOMESTIC CONTACT SERVICE/SERVICES DIVISION/Teletype
ITEM
NO.
FILE IDENTIFICATION
(TITLE, DESCRIPTION, A$RANGEMENT, AND INCLUSIVE DATES)
49?J
50.
Consists of printed teletype copies of in-
coming sages and Form 172 (originator)Ries
of outgoinssages. Printed teletype copies of
these messages are also filed in the source, case
administrative and subject files to which they
relate. File is maintained for reference and
verification. Filed chronologically and
numerically. (current)
RECORDS OF ACCOUNTABILITY (current)
a. Form 111 - Transfer in Report - Used as a
receipt for cryptographic material transferred
to the office, which is accountable for the
material until a destruction of transfer out
report has been submitted. Filed chronological
b. Form 111 - Destruction Report and Transfer
Out Report - Prepared as necessary to report the
destruction of or transfer of cryptographic
material to O/Commo. Filed chronologically.
c. Semi-Annual Inventory Report - Issued semi-
anyly as a machine listing by O/Commo showing
crypts aphic material for which the station
is accountable. Filed chronologically.
Approved For Release 2005/11/21 : CIA'
FORM NO. .13 9 USE PREVIOUS.
1. JAN 56 EDITIONS
VOLUME
(CUBIC FT.)
Temporary. Maintain a two year level.
Destroy when two years old.
Temporary. Destroy after the material
is transferred or destroyed or after the
material is listed on a semi-annual inventory
report, whichever is sooner.
Temporary. Destroy each form after a
semi-annual inventory relieves the office
of accountability for the items listed
thereon.
Temporary. Destroy after the succeeding
inventory has been received, satisfactorily
reviewed, and, if necessary, adjusted.
 Approved For ease
20/21 : CI
STATISTICAL REPORTS (1965 to date)
a. Daily Report - Prepared from message number-
ing log indicating the breakdown of messages
sent via the Langley Signal Center. A daily
tabulation is made of the number of messages
and groups sent and received for each addressee
over this circuit. Used for compiling a mon-
thly'ort.
b. Mon ,? art - Prepared for the O/Commo
showing the volume of messages and groups.,for
each circuity. Amore detailed version of'_the
report is prepared and retained in the operating
office.
MESSAGE NUMBERING LOGS (1965 to date)
a. Check"Number Logs - Forms 816 and 817 used tc
record the Incoming and Outgoing messages number
assigned to check numbers for messages sent and
received from each agency station. Filed num-
erically and chronologically.
b. Station Serial Number Logs - Form 854 used
to record the station serial number, date, check
number,and group count for each message sent
and received over each circuit. Filed chrono-
logically.
c. Outgoing Message Number Log - Form 1847 used
to record the assignment of outgoing message
numbers. Indicates message number, check number
addressee, classification, time transmitted and
significant remarks. Filed numerically and
chronologically.
487A000400020004-4
Temporary. Destroy after completion of
each monthly statistical report.
Temporary. Destroy after three years.
Temporary. Destroy after two years.
Temporary. Destroy after one year.
Temporary. Destroy after two years.
iRf TA`
I NO - 139a EDITIONS1O0S RECORDS CONTROL. SCHEDULE - CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
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Approved For Release 2005/11/21: CIA
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87A000400020004-4
FORM NO. 139a USE PREVIOUS
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
I JAN 56 1 J EDITIONS.
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020004-4
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020004-4