HANDBOOK FOR THE SUBJECT CLASSIFICATION AND FILING OF CORRESPONDENCE RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04718A000800240001-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 101
• Document Creation Date: December 9, 2016
• Document Release Date: August 9, 2000
• Sequence Number: 1
• Publication Date: October 30, 1953
• Content Type: REGULATION

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HANDBOOK FOR THE
SUBJECT CLASSIFICATION AND FILING
OF
CORRESPONDENCE RE>/ORDS
CENTRAL INTELLIGENCE AGENCY
OCTOBER 1953
Document No. --------------------------------
No Change In Class. W00"
Declassified , .,
Class. Changed to: TS $C
~:~+
Next Review Date:
Asth.: HIL70-3
rte: By:
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Records serve as the "memory function" of an office. They
record the history, policies, programs, procedures and administra-
tive experiences of an organization. The importance of records
does not need to be emphasized. It is obvious that information
accumulated in the records of any organization, public or private,
is essential to its efficient and continued operation. Whether an
office maintains a large volume of records or merely a few drawers
of them, they should be kept in such a manner that persons can
readily obtain them when needed in connection with their activities.
Further, the records of an office should remain usable regardless
of personnel or organizational changes. It is necessary, therefore,
that some organized plan be used for filing material so that a
"key" to the records will always be available and the file
arrangement will be understandable to all persons who have to use
them.
The purpose of this manual is to provide employees of the
Central Intelligence Agency who may have the responsibility for fil-
ing or finding correspondence records, with a standard system for
their orderly arrangement and maintenance. The use of this stand-
ard system throughout all offices of the Agency will increase; the
administrative usefulness of our records; expedite the disposition
of records when they are no longer needed; facilitate the preserv-
ation of records having permanent value; and simplify the training
of employees.
Every effort has been made to make this system a practical
and usable tool. However, its successful operation will depend
upon the complete cooperation of everyone who uses it.
Acting Deputy Director
(Administration)
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PART ONE - GENERAL INSTRUCTIONS Page
Section I. INTRODUCTION
A. Scope ............ ......................... 1
B. ResponsibilLty .............. ............. .. 1
C. Definitions........ ........................ 1
Section II. TYPES OF FILES
A. General Subject Files... ................... 3
B. Case or Project Files ....................,. 3
C. Alphabetical Name Index .................... 3
Section III, STANDARD FILE CLASSIFICATION SYSTEM
A. Description ................................ 5
B. File Classification Guide .................. 5
C. Classifying Papers for Filing .............. 5
Section IV. CROSS REFERENCES
A. When and How to Prepare Cross References... 10
Section V. FILING THE RECORDS
A. Assembling the Papers for Filing........... 11
B. Folder and Guide Arrangements... .......... a 11
C. Placing Material in the Files............... 13
D. File "Cut-off" Periods and Retirement...... 13
Section VI. FINDING AND CHARGING-OUT THE RECORDS
A. Finding the Records.......... .............. 15
B. Charging-out the Records.. ................. 15
EXHIBITS
Subject File Copy .................................... Exhibit A
Alphabetical Name Index Copy ......................... Exhibit B
Correspondence Cross Reference., ... oo.toesoo .... oo.** Exhibit C
Correspondence Continuity Reference.................. Exhibit D
Arrangement of Folders, Guides, and Labels........... Exhibit E
Rules for Alphabetic Filing .......................... Exhibit F
Correspondence Charge-Out Card........,....,.,...,.., Exhibit G
Case File Charge-Out Card....... ... .................. Exhibit H
PART TWO - FILE CLASSIFICATION GUIDE AND INDEX
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A. Scope. The Standard File Classification System and the attend-
ant procedures described herein are prescribed for use in fil-
ing and maintaining the correspondence records of the Central
Intelligence Agency. Although the system is designed to permit
a certain amount of flexibility to meet the specific require-
ments of various offices, it is essential that the basic pattern
provided herein be followed carefully if an adequate degree of
standardization is to be maintained. Further subdivision of any
of the subjects listed is permissible to provide for the nec-
essary detail which may be required by some offices. "Case" or
Rproject" files may be established under any subject as required.
B. Responsibility. The Records Management Staff of the General
Services Office, through subordinates and designated Area Records
Officers in other organizational elements, has technical custody
and responsibility for the proper maintenance and disposition of
official records of the Agency. The Records Management Staff
will furnish to operating offices maintaining official records
all assistance possible in the establishment of their files, in-
eluding procedures for maintenance, servicing and retirement of
the records.
C. Definitions.
1. Official Records. The term "records" as defined in the Act
of July 7, 1941 (57 Stat. 380, as amended; LtI U.S.C. 366),
includes "all books, papers, maps, photographs, or other
documentary materials, regardless of physical form or char-
acteristics, made or received by any agency of the United
States Government in pursuance of Federal law or in connec-
tion with the transaction of public business and preserved
or appropriate for preservation by that agency or its legit-
imate successor as evidence of the organization, functions,
policies, decisions, procedures, operations, or other activ-
ities of the Government or because of the informational value
of data contained therein."
Each file containing the official record copies of any mate.
rial defined above shall constitute an "official file" and
should include the original incoming communication and the
initialed yellow copies of outgoing and inter-office cor-
respondence; original or action copies of reports, executed
forms, maps, photographs, and other documentary materials.
The official record copies shall not be maintained in any
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organizational unit not specifically designated as an
Official File Station,
Reference material consisting of printed or duplicated
copies of publications, extra copies of communications
used as reading files, and other material considered as
temporary working papers are not included in the definition
of official records, and such non-record material shall not
be inter-filed with official records.
2. Official File Stations. The term "Official File Station"
shall be construed to mean any specifically designated
organizational element of the Central Intelligence Agency
where the official record copies of correspondence and other
documents are maintained. The physical location of official
file stations shall be determined by the heads of the
individual Offices and Staffs, with the
technical advice of the Records Management Staff.
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A. General Subject Files. The General Subject Files are consider-
edlthose types of paper records which ordinarily include cor-
respondence, reports and other documents which may be classified
and filed under all or many of the subject categories included
in the File Classification Guide. The general subject material
is distinguished from that which is ordinarily identified as, "case'f
or "project" files as described in the next paragraph.
B. Case or Project Files. A case or project file is described as a
file comprised of material relating to a specific action; trans-
action, person, organization$ location or thing... yet may cover one
or many subjects pertaining to the specific case or project.
Types of case or project files may include voucher files., contracts.,
loan cases, construction projects, leases, litigation cases, and
many similar types. Case or project files may be included as a
apart from such files. As a general rule the volume and use ma~
of these records should dictate their arrangement,
C. Al habetical Name Index. The Alphabetical Name Index is a finding
medium through which correspondence and other documents filed by
subject may be located when the available source of identification
is the name of the correspondent, the name of the author of a
document.. or the name of an individual or organization referred to
in correspondence or documents. It is not always necessary or
advisable to establish a name index to the subject file, Therefore,
careful consideration should be given to the actual need for such
an index before establishing one. In other words, the Alphabetical
Name Index should not be established at any Official File Station
1. the quantity of material filed by subject is so small that no
difficulty will be encountered in locating it by subject;
2. the type of records filed is susceptible to an alphabetical
arrangement by names within the subject files; or
the type of material can be located easily by case or project
symbol, number, or other means of identification., without the
aid of an alphabetical index,
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If the Alphabetical Name Index is used it shall be composed of
extra copies (pink tissue) of out going correspondence. and CIA
Form 36-150 or 36-l3OA., "Correspondence Cross Reference."
Section V paragraph B-3 describes the arrangement of folders and
guides for the Alphabetical name Index.
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Section III
STANDARD FILE
CLASSIFICATION SYSTEM
A. Description. onon. The file classification system adopted for use
in tie Central Intelligence Agency is known as the "Subject-
Numeric System of Classifying and Filing." This system is an
.adaptation of both the simple subject and.numerical coding
systems. It retains the simplicity of the alphabetical arrange-
ment of subject titles, brings together related subjects and
provides file designations consisting of a combination of des-
criptive subject titles., with related subjects organized as sub-
divisions of the primary subjects. The subdivisions of the
primary subjects are assigned simple Arabic numerals to reduce
time and effort in marking material for filing and to make it
easy to memorize the filing designations,
B. File Classification Guide. The file classification guide contain-
ed in Part Two of this handbook is divided into two parts, as
follows:
1, A subject list consisting of a group of alphabetically arrang-
ed primary subject titles with their related secondary and
suggested tertiary subdivisions.
2. An index consisting of an alphabetical listing of all of the
subject titles and other appropriate references. It serves
the same purpose as an index'to a book.
C. Classifying Papers for Filing. The process of classifying in-
vo .ves the analysis of correspondence or other documents to
determine the subject by which they should be filed, and the
placing of file designations on material to show where it should
be placed in the file.
1. Importance of the Process. Papers received for classifying
and filing may cover a wide variety of subjects. Also a
number of papers involving one particular subject may be inter-
mingled with those of other subjects. The file classification
system is designed so that all of the papers on related sub-
jects will be consistently and logically brought together in
the files. However,, sound judgment and careful attention
must be given to the procedures which follow if the classifica-
tion process is to be accomplished satisfactorily. THE
ABILITY TO LOCATE PAPERS PROMPTLY AFTER THEY ARE FILED DEPENDS
LARGELY UPON THE CARE USED WHEN CLASSIFYING MATERIAL BEFORE
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2. Method of Classifying, The following are the normal
procedures to follow when classifying material for filing.
a. Read and analyze the correspondence or other material to
determine the most outstanding or prominent subject,
that is, the subject by which the papers will most
likely be requested.
b. Select the proper file designation by referring directly
to the subject list or index of the File Classification
Guide, in the following manner: (1) determine the
appropriate primary subject category, such as TRAVEL,
PERSONNEL, etc. For example, a letter concerning
recruitment of personnel would fall under the primary
subject PERSONNEL. (2) select the appropriate sub-
division under the primary subject, if any. For
example, a letter concerned with budget estimates would
be classified by the secondary subject BUDGET ESTIMATES,
a subdivision of the primary subject APPROPRIATIONS.
Similar reasoning'is applicable for the selection of
tertiary subjects.
If no appropriate subdivisions of the primary subject
have been provided, the primary subject self is used
as the file designation.
c. Stamp or write the file designation in the upper right
corner of the subject file copy (yellow tissue), as
shown in Exhibit "A" or in the same position on any in,
coming correspondence which did not require a reply.
The file designation consists of the full primary sub-
ject title followed by the Arabic numeral or numerals
representing the subdivision of the primary subject.
For example: The file designation ACCOUNTING 1 denotes
the proper file classification for material to be filed
under the primary subject "ACCOUNTING," and the
secondary subdivision "Accounts Current".
d. Mark the Alphabetical Name Index Copies (if the index is
5eing employed) at the same time the file designation is
placed on the subject file copy, by placing the same
file designation by which the subject copy is to be filed,
in the upper right corner of the pink copy as shown in
Exhibit "B". This file designation will indicate where
the material is located in the subject file. Also after
the file designations are placed on the file copies, the
name, title, etc., under which the name index copies are
to be filed should be underscored on such copies. The
following are examples of how the papers should be
marked:
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(1) Correspondence addressed to private individuals
should be filed by the last name of the
individual addressed. Example of marking:
Mrs. Mary Brown
1220 Ivy SST
Seattle 5, Washington
(2) Correspondence addressed to officials of commerical
concerns should be filed under the name of the
company or organization. Example of marking:
x
Mr. John Doe, Manager
American Machine Corporation
Chicago 12, Illinois
(3) Correspondence addressed to officials within the
agency should be filed under the name of the
principal organizational unit addressed, disregard-
ing such terms as Office of. Example of marking:
Memo to: U. R. Wright, Records Services Division
General Services Office
(L) Correspondence addressed to individuals in other
Federal agencies should be filed under the name of
the agency. Example of marking.
X
Mr. Joseph Black
Chief., Aeronautic Branch
Department of Commerce
Washington 25, Dom`. -
e. Indicate the cross references to be prepared in the
o lowing manner.-
(1) For the Subject Files. If the material being
c assified involves one or more additional sub-
jects by which it is likely to be requested, or
a single subject with more than one interpreta-
tion, select the file designation for the addi-
tional subject(s) and stamp or write it imme-
diately below the file designation already shown
for the main, most prominent subject. In such
instances, a cross mark "X" should be placed at
the left of the file designation to indicate that
a cross reference is required, as follows:
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RECORDS 4
(2) For the Alphabetical Name Index, If the
alphabetical name index copy is to be filed in
the name index by the name of an organization,
indicate by placing a cross mark "X" above the
first letter of the last name of the individual
addressed, that a cross reference is to be made
for filing by the name of the individual. Like-
wise, indicate cross references to be prepared for
any names of persons or organizations referred to
in the body of the correspondence or document.
f. Note earlier material to be brought forward and consol-
idated wi ater correspondence. an indication of
earlier correspondence or documents is discovered, this
fact should be noted on the correspondence to indicate
that the earlier material should be removed from the
file and consolidated with the material of the later
date. See Section IV paragraph A-2 for instructions
regarding preparation of CIA Form 36-151, "Correspondence
Continuity Reference."
3. Helpful Hints to the Classifier.
a. While some analytical ability is desirable, the knack of
noticing essential key phrases and ideas in correspond-
ence elps to select correct file designations. However,
if the subject cannot be easily determined, it is helpful
to consider the correspondence in this light: "Why was
it written - What reason was there that prompted the
writer to write it?" Usually it will be found that the
purpose for writing suggests the subject under which it
should be filed.
b. It is helpful at times to refer to previous correspond-
ence already on file to verify a tentatively selected
file designation.
c. In unusual cases the subject of correspondence is so
vague that it is difficult to determine the proper file
designation. In such cases, there need be no hesitancy
in going to the dictator or other authoritative sources
to obtain a sufficiently clearer conception of the sub-
ject matter, so that the material may be properly clas-
sified. This extra effort will permit more accurate
filing and facilitate finding the material.
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d. The subject line frequently appearing above the body
of correspondence should not be relied upon too heavily
in determining the subject under which the correspond-
ence should be filed. It may be vague, misleading or
even remote from the real subject of correspondence
concerned,
e. Persons responsible for classifying and filing records
should study the organizational and functional structure
of the Agency and keep currently informed regarding
policies, procedures, programs and projects. Such knowl-
edge is required in the selection of correct file des-
ignations for filing some papers.
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Section IV
A. When and How to Prepare Cross References. The use of appropriate
cross references in the file or index can be an invaluable aid in
locating material quickly when needed. Care should be taken,
however, to avoid making and filing unnecessary cross references
which will consume time in preparation and space in the files.
The following are normal conditions under which cross references
should be made.
1. When More Than One Subject is Involved. For those documents,
which cover one or more additional subjects as indicated in
Section III paragraph C-2-e, an extra copy of the document, if
available, should be used or CIA Form 36-150 or 36-150A,
"Correspondence Cross Reeference,'t should be prepared, as shown
in Exhibit "C".
2. To Consolidate Related Material. When it is necessary to bring
it
d
ate
forward earlier correspondence or documents and consoli
with subsequent material as explained in Section III paragraph
C-2, CIA Form 36-151, "Correspondence Continuity Reference,"
as shown in Exhibit "D", should be prepared.
To Provide Alphabetical Name References. When incoming letters
are file without replies or extra copies of correspondence are
not available for filing in the alphabetical name index, name
references should be made on CIA Form 36-150 or 36-150A. Also,
such references may be prepared for names of individuals or
organizations referred to in the body of the correspondence.
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A. Assembling the Papers for Filing. After correspondence and
documents are marked with the correct filing designation, they
should be properly assembled preparatory to filing. Each unit
of material consisting of two or more papers relating to a
particular transaction should be arranged in chronological order
with the latest date on top. Such papers should be fastened
together with staples in both upper corners of the assembly, or
with pring fasteners if the unit of material is too thick for
staples.
B. Folders and Guide Arrangement. The orderly appearance and
efficiency of any file depends to a large extent upon the careful
preparation, use and arrangement of folders and guides in the
file drawer. Folders are necessary to keep the papers together
and in order. Guides serve as 'tsign posts" to help speed up
filing and finding operations. The incorrect use of either folders
or guides will retard, rather than aid, these operations. To
provide for uniformity as to types of folders and guides and their
arrangement, the following standards should be adhered to, as far
as practicable;
1. General Subject File.
a. Folders and File Des' nations. Kraft folders, 11-point
weight, square-cut,, without reinforced tabs meet
requirements of the General Subject Files. Such folders
should be prepared only for those subject titles for
which there is a definite current or anticipated need.
If there is little or no need for the use of subdivisions
of some of the primary subjects, folders for those sub-
divisions should not be placed in the files. If an
occasional piece of correspondence is classified under
a secondary or tertiary subject, the material should be
placed in the primary subject folder. When a primary
subject folder contains ten or more file units with the
same secondary or tertiary designation, a separate folder
should be prepared for the material.
File designations may be typed directly on the folder
tabs if a long carriage typewriter with special type
larger than the elite or pica style is available. If
such a typewriter is not available, gummed labels may be
used. In either case the file designations (or labels,)
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for any primary, secondary or tertiary subjects
contained in the File Classification Guide should be
placed uniformly on the folder tab beginning one-half
inch from the left. Labels or file designations for
case or project files established within the General
Subject File, should be placed in the center of the
folder. See Exhibit "E" for an illustration of the
correct method of preparing and placing file designa-
tions on folders.
b, Guides. Pressboard Guides, with metal angular tabs, one-
rd-cut, should be used in the General Subject Files.
Tabs will be used in the following manner: SECOND posi-
tion for all primary subjects; and THIRD position for
secondary subjects. See Exhibit "E" for illustration of
proper arrangement of guides and the correct method of
writing designations on guide inserts.
c. Arrangement Within the File Cabinets. Folders and guides
should be arranged in the file drawer in the exact se-
quence in which the primary, secondary and tertiary sub-
jects appear in the File Classification Guide, starting
from the front of the drawer, with the guides preceding
the related folders. The sequence of the drawers should
be from top to bottom of the cabinet.
2. Case or Project Files. Kraft folders, 11 point weight, square-
ou reinforced tabs., with fasteners may be used for case or
project files, but their arrangement may vary according to
types. Case or project files may be established within the
General Subject Files or physically separated depending upon
the type and specific reference needs of the organizational
element.
3. Alphabetical Name Index.
a. Folders and Guides. The same type of folder and guide
described for use in the General Subject Files should be
used for the Alphabetical Name Index. Alphabetical
captions may be typed directly on the folders, or labels
may be used if a suitable typewriter with large style
type is not available for typing on the folder. If it
is difficult to determine in advance how large the
index will be, it is advisable to start first with a
folder for each letter of the alphabet and make folders
for subdivisions of these letters as the file grows.
Special folders for common names, such as "Smith,"
"Brown," "Adams," etc., and names of organizations or
individuals with which the organization has frequent
correspondence may be made as required.
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b, Rules for Alphabetic Filing. Exhibit "F" is a
conk e e set of rules for alphabetic filing. All
persons having the responsibility for filing records
should thoroughly familiarize themselves with these
rules, so that, regardless of who does the filing there
will be consistency in the arrangement of the index
references.
C. Placing Material in the Files. After material to be filed has been
classified and marked for filing, the papers should be segregated
as to types of files preparatory to actually placing them in the
files. For example, General Subject File material should be
arranged alphabetically by the primary subject categories appearing
on the documents. Index references for the Alphabetical Name Index
should be arranged in alphabetical order before proceeding with the
filing operation,
1. Arrangement Within the Folder. When filing the material, place
each assembly within t He proper folder with the left side of
the papers down. Units of material for filing should be
arranged in the folder in chronological order with the latest
date forward, unless a different arrangement will facilitate
its use. All material should be filed loose in the folders
except for case or project material which should be fastened
to the folder.
Folders should not be overfilled. Three-quarters of an inch is
the normal capacity of a folder. When the capacity of the
folder has been reached, additional material on the same subject
or case should be placed in another folder and arranged with the
folder containing the more current records in front. The date
period of the material should be shown on the tab of each of the
earlier folders.
2. Breakin Down Voluminous Case or Project Files. The amount of
material accumulating in connection with a single case or
project may become too voluminous for filing in one folder,
Rather than file the papers pertaining to the project or case
in two or more folders, chronologically, the reference use of
the material comprising the complete case may be facilitated
by dividing the material into several action phases of the case
and filing it in separate folders under the project or case
designation. A voluminous single project requires too many
individual folders to afford easy reference to the material if
filed in straight chronological order from the date of the
first document to the latest.
D. File "Cut-off" Periods and Retirement. The termination of filing
activity in a series of records at a predetermined point and the
starting of a new series of records of the same type with currently
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dated material is termed "cut-off" procedure. The purpose
of applying a cut-off procedure to record series is to
facilitate retirement of the older records. To facilitate
the application of a cut-off procedure folders should bear
the year, in which the material was created, on the right
side of the tab, ending approximately one-half inch from
the right side of the folder. Cut-off periods., such as "1
year of accumulation," "Remove from current file upon comple-
tion of transaction," shall be established for each file series
in order to prevent accumulation of files beyond the actual
current needs of the officials referring to the material.
When each cut-off series will be retired to the Records Center
shall also be established. During this holding period cut-off
of files, material necessary to current functioning may be
brought forward and interfiled with material in the new file.
However, after expiration of the established holding period,
the remaining cut-off portion of the file shall be transferred
to the Records Center. When material is withdrawn from the
cut-off portion of a file for continued action, CIA Yorm
36-151, "Correspondence Continuity Reference," should be used
to identify the material brought forward and indicate the
filing location in the current file.
The above cut-off and retirement procedure is prescribed in
order that office space and equipment requirements will be held
to a minimum.
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FINDING AND CHARGING-OUT
THE RECORDS'
The primary purpose of any filing system is to provide an orderly
method of arranging and putting documents away so that they may be
produced quickly when'needed. Therefore, the successful operation
of any system depends upon the ability to locate records promptly.
In this connection, the following procedures and techniques are
given, which if followed by the searcher, will contribute to the
efficient operation of the file system.
A. -Finding. the Records.
1. Receivin the Request. The person receiving the request
for the file should endeavor to obtain as much informa-
tion as possible from the requestor to enable the searcher
to identify the needed record, The amount of information
required to locate a specific file will depend upon the
type of file requested. For most general correspondence
files the subject matter and date of the material is most
important. However, the name of any individuals, comet
panies, organizations, agencies, etc., identified with the
correspondence will assist in making the search.
2. Making the Search. As a general rule, material in the
General Subject File may be located by going directly to
that file, if the requester has supplied adequate informa-
tion regarding the subject of the material. If the searcher
if not sure of the file designation by which the records
may be found., he should consult the File Classification
Guide before going to the file. If only name references
are given, or if the subject information is not adequate,
the searcher should refer to the Alphabetical Name Index
(if one is being used) to determine the location of the
record in the subject file?
Because of the numerous types of project or case files,
and since they are more easily identified and located than
general subject material, no specific suggestions are given
concerning the searching for such records.
If the material requested cannot be found in the files, a
search should be made of any unfiled records.
B. Charging-Out the Records. To insure proper use of records, to
prevent their loss and misplacement and to keep informed at all
times of the location of records, it is necessary to maintain
?15-
Approved For Release 2000/08/28 : Ql&i i94718A000800240001-8
Security Information
 Approved For Release : CIA-RDP78-04718A000800240001-8
Security information
control of all material withdrawn from the files. This
control is accomplished through a charge-out system. Indi-
viduals to whom records have been charged should be held
responsible for their custody and prompt return after the
records have served their purpose.
1. Removing Individual Records from the Subject File.
Each time a record is removed from this file, a corres-
pondence charge-out card, as shown in Exhibit "G", should
be filled out and placed in the folder in the exact posi-
tion from which the material was removed. When the charged
record is returned to the files,, the charge-out card is
removed and cancelled.
2. Removing Case 'Files. Case files are always charged out in
their entirety - entire folders are removed and delivered to
the requestor. Upon such removal, fill out CIA Form 36-152,
"Case File Charge-Out Card," as shown in Exhibit "H", and
file in the exact place from which the folder was removed.
When this charged folder is returned to the files, the
charge-out card is cancelled and placed horizontally in the
folder. This will eliminate the necessity of preparing a
new charge-out card each time the case file is withdrawn.
3. Checking the Files for Charged Records. The files should
be inspects regularly to insure the return of charged
records. The charge-out forms are taller than other ma-
terial in the files and can be distinguished readily by a
casual inspection. When such inspections reveal that
material has not been returned, assure yourself that the
material is still in use.
Approved For Release 29)j
M
ej#IAL,k 78-04718A000800240001-8
 Approved For Release 2000/08/28 : CIA-RDP78-04718A000800240001-8
These Exhibits A and B are included herein to
represent copies of correspondence properly classified
and marked for filing. Exhibit A shows the placement of
the file designation in the upper right corner of the sub-
ject file copy (yellow), including the correct method of
indicating what cross references should be made.
CXpz
S~8 J~ 5e uOtj' Tnf?rma to
CT FILE n
FILE L)FS/GNq aNY
Mr. John Doe, Manager
American Machine Corporation
Chicago 12, Illinois
Exhibit B shows where to place the file desig-
nation on the alphabetical name index copy (pink), as well
as how to underscore the appropriate name reference for
the name index.
You will find the detailed procedures for classi-
fying and marking correspondence explained in paragraph
III C of the general instructions.
L'26 C XYZ/ABC:mef (1 July 1953)
Robert R. Brown
Deputy Director
Distribution:
Orig. & 1 - Addressee
1 - Official File /
1 - Name Index
0
CoNF~ENT14L
X_ i~rko z
Approved For Release 2000/08/28 : CIA-RDP78-04718A000800240001-8
 roved For Release 2000/08/28 : CIA-RDP78-04718A000800240001-8
x
Mr. John Doe, Manager
American Machine Corporation
Chicago 12, Illinois
Seep ,t 'V7 A io
a
These Exhibits A and B are included herein to
represent copies of correspondence properly classified
and marked for filing. Exhibit A shows the placement of
the file designation in the upper right corner of the sub-
ject file copy (yellow), including the correct method of
indicating what cross references should be made.
Exhibit B shows where to place the file desig-
nation on the alphabetical name index copy (pink), as well
as how to underscore the appropriate name reference for
the name index.
You will find the detailed procedures for classi-
fying and marking correspondence explained in paragraph
III C of the general instructions.
Distribution:
Orig. & 1 - Addressee
1 - Official File
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