RECORDS MANAGEMENT PROGRAM SURVEY REPORT OF THE OFFICE OF THE DIRECTOR

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04718A000800240002-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 104
• Document Creation Date: December 9, 2016
• Document Release Date: August 9, 2000
• Sequence Number: 2
• Publication Date: April 1, 1953
• Content Type: REPORT

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CONFII~ENTf
RECORDS MANAGEMENT PROGRAM
SURVEY REPORT
OF THE
OFFICE OF THE DIRECTOR
w
Nest Nlevlew Date: ---
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Ait`_t NR 70-3
PREPARED BY:
Records Management & Distribution Branch
General Services Office
Central intelligence Agency
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APR 8 1953
MMEMORAii DUM FOR: Deputy Director (Administratio :)
SUBJECT: .e-port of Records ilanagoment Surve'~,T
Office of the Director
1. Accompanying this memorandum. '_s a Records Management
Survey Report which includes recorl:mendations to provide a
records :uaintonance and disposition program for the Office of
the Director. Also, it will contribute toward. the proper docu-
mentation of Agency records at this or'anizational level in
accordance with the legal requirements of the Federal Records
Act of 1950.
2. The survey started with a review of the records filed
in the Executive Registry Section. This indicated that generally
the more important correspondence for the Office of the Director 25X1A9a
is being filed in other locations.
of this office then proposed broadening the survey to include the
25X1A9a matter with II Colonel White, ion iHya
for the respective Deputy Directors. The value of such a survey
was recognized in these initial discussions and the records in
the office Qf the DD (k) were examined. In subsequent meutings
with representatives of the T)D(T) and the DD(P), it developed
that there were records in these offices which are too sensitive
to be opened to review by the Records Analysts. Decause of this
decision, it was necessary to develop the recor.m ended file manual
from other source material and the completion of the report has
taken somewhat longer than was originally anticipated.
3. The following is a summary of the reco,:~xendations which
are included in the report with an explanation of the purpose and
reason for each:
(1) Combine the separate files of the Director, the
Deputy Directors, and their immediate staffs and Pnintain
as a single subject file, except:
a. ?Material considered so sensitive that filing
must be done by the responsible official or one of .is
staff.
CONFIDE'N'TIAL
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b. Files of the Deputy Director (Plans) and
his staff because of their physical location.
(2) glace the combined files in a secured area and
use st 'nd.ard 5-drawer cabinets instead of 4-drawer cori; in-
at i.n lock cabinets.
(3) Include in the central files of the Office of the.
Director the original incoming communications and the
Official file copies for all cases in which the action has
been taken b the Director, the Deputy Directors, or their \
_i. Mediate staffs, and when the coI~resp mdence has bee pre-
pared at the operational office level for signature in the
Office of the Director.
(L{) Discontinue the maintenance of the present Acbmin-
i_strative File, which would not be required if recore:lend
ations (1) and (3) are adopted.
(5) Adopt the filing procedures described in Exhibit
A and the file manual included in this report as '::xhi,Jit B.
This systez,i also to be used in the maintenance of the
files listed as excebbtions in Recommendation 1.
(6) Adopt, as standard file supplies, metal ang..,lar
tab, 1/3 cut pressboard ,hides with standard g tide inserts,
and straight cot, plain tats non-reinforced heavy weiryiit
(11 point) kraft folders.
(7) Prepare yellow tissue copies of all correspondence
for 'use as the official file copies and file by subject as
o. provided in Recoarhcndation N 1.
( ) Prepare white tissuo copies of all correspondence
for use as a readinn file.
(fie) ^.dopt the correspondence control procedures do-
err-ibec_ 'n Exhi At C.
(10) Provide for priority handling in getting incoming
mail to action Jos! .
(11) Provide for a yearly c-LIt-off in all file; and at
le end of 5 years, retire them to the CIA Records Center
for permanent inactive storag=,e.
(12) Effectuate these recorimendations by the iss':~anco
of an Office Notice such as suggested in bxv'hib7 t D.
Ch 51
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(13) Approve the principles of these reco. rnendatior:s
as standard g Tides for adoption throughout the rency,
wherever annlica ble.
4. Because of the limitation placed on the survey, the
recom.uiended systems, if aaD:.xoved, will require some adaptations
to meet the office requirements. However, no particular pro.hlems
are anticipated and it is believed that installation and trai.ninc
can be completed within 6 weeks from the time of approval.
5. 1 recommend that you discuss this report with the Director
and each of the Deputies. I will assign a Records. Analyst to in-
stall the new proced-ores in accorda_-ice with a sched:_ile ibidh, will
be ac;reeable to each office.
a
Chief, General Services
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OFFICE OF TIE DIRECTOR
Background and Objective
RecoLamendations and Discussion
Filing Procedure
Subject List and Index
Correspondence Control Procedure
Proposed Memorandum to effectuate
the recommendations
Page 1
Page 3
Exhibit A
Exhibit B
Exhibit C
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The Federal Records Act of 1950 makes the institution of a '
Records Management Program mandatory for all Government Agencies
and places the responsibility for the program with the head
of the Agency. Although CIA is exempt from the provisions of
this Act, in the opinion of our legal staff, it was the desire
of Congress that CIA comely except where compliance would result
in the unauthorized disclosure of intelligence sources and
methods.
The responsibility of the Director of the CIA for such a pro-
gran has been delegated `.o the Records Management and Distribution
Branch of General Services, as prescribed in very general terms
in CIA Regulation
In the development of an Agency-wide program of this type, it
is believed that the initial installation of procedures and
practices, Tihich are expected to be made standards for the
Agency, should be made at the top level of the organizational
structure. Records Management is a consaratively new concept
of Administrative housekeeping and full acceptance of the pro-
gram requires selling. Therefore the successful installation
of the program at the level of he Director's Office and approval
of these principles by the Office as standard guides throunhout
the Agency will be the most effective way of gaining quick
acceptance at the lower levels. Consequently, Agency-wide
accomplishment of the efficiencies and economies, which Congress
has recognized and made a lec,al requirement for all Government
Agencies, would be greatly expedited.
The survey objectives in the'Office of the Director were as
follows:
1. Location
Determine the most appropriate location of he records
of the Director's Office considering the following
possibilities:
A. House and service the records from a central facility
in which case no official records will be maintained
in individual offices.
B. House and service all records in individual offices
in which case the reco-?ds would be maintained in
the office of creation and none ,.rill be maintained
in a central file; facility. This will require
periodic inspection of the records holdinrs by the
various offices to assure their maintenance in
accordance with established procedures and met'Uods.
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Arrangement of Record Material.
A. Regardless of location, develop and install a
system that will provide for .he orderly arrange-
ment of all record material. Such arrangement
should provide maximum utilization and protection.
B. Determine ,,ihich Agency records should be main-
tained in the Office of the Director. For example, should
correspondence prepared for the signature of the
Director and the Deputy Directors be included among
the official records of the Director's Office?
C. Determine the most efficient method for receiving,
recording and controlling incoming corcuunic-,.t ions.
Such method should provide adeciuate control and a
minimum delay in getting; communications to action
desks.
34 Retirement and Preg,_Arvation of the Director' Records.
The current records of the Director's Office will un-
questionably become the core of the most valuable historical
records of the Agency. Develop and adequately implement
appropriate retirement procedures.
4. Documentation of Agency Records.
The attainment of objectives 1 -through 3 will contribute
to the proper documentation of the records of the Office
of the Director. This is a legal requirement and is
important not only from the historical standpoint but
also because of the responsibility of incumbent officials
to have records which give their successors the advantage
of oast experience.
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1. COMBINE THE SEPARATE FILES OF THE DIRECTOR, THE DEPUTY DIRECTORS,
AND THEIR II DIATE STAFFS AND MAINTAIN AS A SINGLE SUBJECT FILE,
EXCEPT:
A. MATERIAL CONSIDERED SO SENSITIVE THAT FILING MUST IE
DONE BY THE RESPONSIBLE OFFICIAL OR ONE OF HIS STAFF.
B. FILES OF THE DEPUTY DIRECTOR (PLANS) ANND HIS STAFF BE-
CAUSE OF THEIR PHYSICAL LOCATION.
Generally speaking, it is desirable to centralize files to
include as many organizational segments as possible without
disrupting service caused by the distance of the files from
the persons who need to make reference to them. In the Office
of the Director the centralizing of files, except for those
indicated above, appears to +_.e desirable and is recommended.
The centralization of these files offers the following advan-
tages:
a. Eliminates duplication of effort because copies of a
considerable volume of material are included in each
of several files.
b. Provides faster and more complete reference, as all
material on the same subject will be in the same
file regardless of the fact that responsibility for
action may have been split between two or more sub-
ordinate offices.
c. Permits more efficient utilization of filing equipment
and the time of file clerks.
d. Is an aid to proper documentation because reference is
possible without a detailed knowledge of the delegation
of responsibilities.
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2. PLACE T COMBINED FILES IN A SECURED AREA AND USE STANDARD
CABINETS INSTEAD OF 4 DRAWER COMBINATION LOCK CAbINMTS.
This recommendation is made for reasons of security and economy.
The grouping together of a number of standard file cabinets in
one secured area is less conducive to security violations than
the same number of 4 drawer combination lock type cabinets where
the responsibility for locking up is shared by a number of per-
sons. Economically, the savings in adopting this recormiendation
are the difference in the replacement cost of the combination
lock cabinets less the cost of the required number of. standard
cabinets and the cost of securing the designated area.
In the Administration Buildin?' these savings are estimated as
follows:
a. Rerlacement co~.t of an
estimn bed 20 4 drawer
combination lock cabinets
0 r)235.00 each.
b. Cost of securin;* room 7
Cost of 16 standard
cabinets 9 '75.00 each.
(Reduction of S possible
because of better utili-
zation of combined files)
Net Savings
$4700.
$400.
$1200.
$160o.
' 1600`
$3100.
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3. INCLUDE IN THE CENTRAL FILES OF T-'E OFFICE OF THE DIRECTOR T
ORIGINAL INCOMING COI`N'-UNIC`ATIONS AND THE OFFICIAL FILE COPIES
FOR ALL CASES I1" WHICH THE ACTION HAS BEN' TAI:EN1 BY THE DIR.ECTi.iR,
ME DEPUTY DIR:ICTORS, OR THEIR Ih 4f DIA'TE STAFFS, AND WIEN TIlE
COR flESPOND: STCI HAS BEEN PREPA .E',D AT THE OPERATIONAL OFFICE LEV L
FOR SIGNATURE IN THE OFFICE OF THE, DIRECTOR.
Adoption of this recommendation will represent a substantial
change in the file location of much of the correspondence oore-
pared for the signature of the Director and Deputy Directors.
Under present practices throughout the A.ryeney, the complete
file of any correspondence case (the original incoming; and copy
of reply) is usually considered to belong in the files of the
originating office. This is contradictory to the'accented
principles of proper documentation of an agency's activities,
which provide for placing in the same file all material for an
area of responsibility regardless of by whom or where the action
correspondence was prepared.
Functions and responsibilities are continually changing with
changes in size and scope of the Agency. Therefore, under the
present system, instead of all the related material on a parti-
cular subject being brought together in a single subject file,
it may be spread out in any number of files. For example, much
of the policy and precedent material for the signatures of the
Director or Deputy Directors is,prepared and filed in office of
origin. In the event of a reorganization, under which a function
is transferred from one office to another, all or part of the
records related to the transferred functions are likely to be
retained, by the office originally having the responsibility
for it. As a result, a knowledge of the transfer would be
nocess~-.ry in order to locate and refer to records filed prior
to the transfer. Specific material included in this category
are staff studies submitted to the DD/A. The action on staff
studies renrosents policy decisions made by the DD/A; yet these
staff studies, with the action indicated by the DD/.A, are re-
turned to the operational offices for filing.
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4. DISCONTINUE TES FILES PR 1SMTLY KNOWN AS THE ADMINISTRATIVE
FILES WHICH ARE MAINTAINED BY TIE OFFICE OF GENEIL4L SERVICES.
Although the CIA Correspondence Manual refers to the use of
a yellow tissue for the Administrative Files copy, no require-
ments are given rc ardin? the type of correspondence for which
yellow copies should be prepared, or for the maintenance of
the files. A review of the file indicates that it is very in-
complete, usually does not include the incomin? letter, and
does not include ';he more irinortant and sensitive correspondence.
Practically all of these file copies are duplicated in the
office of ori7in where the incominfr letter is usually retained.
In the past seven months there has been an avera-e of only
22 reference requests per month for the entire Agency. It
appears thet most of ,hose requests result from the originating
office being unable to locate their own file copy or the re-
quest is for old material and the requestor does not know where
else to look. it is therefore recommended that the accumulation
of material be ulaced in inactive stora=?e in the CIA Records
Center and the practice of forwarding material to the files
presently known as the Administrative Files be discontinued.
In actuality, the administrative files are currently maintained
by each originating office and this should be continued. until
a more clearly defined picture is obtained following record
surveys of the respective offices.
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5. ADOPT THE FILING PROCEDURES DESCRIILD IN EXHIBIT A AND THE
FILE I-W-TUAL INCLUDED IN THIS REPORT AS EXHIBIT B. THIS SYSTEM
ALSO TO BE USED IN THE MkINTETANCE OF THE FILES LISTED AS
EXCEPTIONS IN RECO11,2 INDATION 1.
At the present time there is no standard filing system in the Office
of the Director. Practices vary in each office. In some cases
there has been an attempt-to file by subject but without guides
the development of subjects occurs as the need arises. The usual
result is: (a) many folders containing*, one or two pieces of corres-
pondence; (b) a large general or miscellaneous folder containing
a little of everything; (c) difficult training of replacement per-
sonnel; and (d) almost complete dependence for reference service
on t.e one or two individuals who developed the file or are
currently maintaining it.
IN
Most of the files in the Office of the Director appear to be in
chronological order by either the office of origin or the addressee.
This system precludes having a complete file on any subject in-
volving more than one addressee or office of origin. Therefore,
complete reference on a given subject requires a detailed knowledge
of who and what is involved and this cannot be expected of file
clerks, particularly when development occurred over a period of
some time. In later years it will be almost impossible for a
researcher to trace the development of policies because of per-
sonnel changes and reorganizations in both this and other affected
agencies. This recommendation is therefore made in the belief that
the adoption of a standard filing system is imperative and that
the one recommended is the best suited to over-all Agency needs,
It is essential that any system approved for use in the Office of
the Director also be used in the maintenance of files listed as
exceptions in recommendation #1. This will assure proper corre-
lation of the files when they are eventually retired.
To overcome the difficulties and deficiencies described above, a
Subject--Numeric System of classifying and filing is recommended.
Its simple structure makes installation easy, and lends itself to
speed, economy, and accuracy in coding, sorting, and filing. It
is readily understandable by inexperienced clerks and does not re-
quire long periods of training t,o acquaint employees with its operation.
Its flexibility makes the system adaptable to various types or
volumes of records and the facility for expansion or deletion of
subjects is unlimited. To provide quick reference by name of per-
sons or organizations, an Alphabetical Name Index may be maintained
in conjunction with this system and is recommended for the combined
files of the Office of the Director. C&
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6. ADOPT, AS STANDARD FILE SUPPLIES, METAL ANGULAR TAB, 113 CUT
PRESSBOARD GUIDES WITH STANDARD GUIDE INSERTS, AND STRAIGHT
CUT, PLAIN TAB NON-REINFORCED HEAVY WEIGHT (]1 POINT) KRAFT
FOLDERS.
Almost every variety of file folders and guides are presently
found in the Agency, with several types often used in the same
file. Standardization of supplies of this type permits economies
in procurement and procurement procedures; simplifies stocking
and warehousing problems; assures uniformity of supplies used
in the same file, resulting in a much neater and more business-
like appearance; and eliminates the use of either unnecessarily
expensive items or items that are too cheap and flimsy to afford
the service desired. The supplies covered by this recommendation,
were selected as the best for correspondence files by experts
of a number of Government Agencies who have had many years of
experience. A proposed Agency Notice establishing these stan-
dards has been concurred in by the Procurement and Supply Office
and is now being processed for further concurrences.
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7. PREPARE YELLOW TISSUE COPIES OF ALL CORRESPONDENCE FOR USE AS THE
OFFICIAL FILE COPIi7S M D FILE AS PROVIDED IN RECOIT1 E NDATION NO. 1
The use of yellow tissue copies for the Administrative Files is
a current re,iuirement statel in the Agency Correspondence Manual.
However, it is our opinion that the official file for the Office
of the Director is the one described in Recommendation #1 and
should, therefore, contain the yellow tissue copies of replies
as well as the original incoming communications. The use of
yellow copies for the official file facilitates the destruction
of extra or duplicate copies that nay find their way to the files
and eliminates the necessity of searching the files to determine
whether the copies received are duplicates.
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8. PREPA u ';'HI TL TISSUE COF I" OF ALL COQ SPUi,:i1.j CF; FOR USE AS
A READII;G FILE.
To assure that all staff members are fully informed, an extra
white tissue copy for use as a reading file should be made of
all correspondence prepared by the Director, Deputy Directors,
their immediate staffs, or prepared in the operational offices
for signature in the Cff:ico of the Director. These copies
would be accumulated by the Central Files and would include
all correspondence oxcept that :,hick is filed in individual
office files because of the sensitive nature of the subject
matter (See exception (a) under recommendation #1). The chief
of the Central Files should circulate and control each days
accumulation. Upon return to the Section the file should be
destroyed.
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9. ADOPT TH i CORIESPO.aD NCE CONTROL PROCE--URES DESC?JBED I IN
EXHIBIT C.
A central control on correspondence is desirable regard>s #
the organizational level of the responsible individuals, and
it is reco:..mended that the system described in E1;hibit C be
adapted to the re uiremen';s of the Office of the Director.
The system establishes a central control point where the routing,
current location, and eventual filing of any piece of controlled
correspondence can he determined. In addition, it will reduce
the amount o', secretarial time used in loCginr material classi-
fied up to secret. This is possible because a copy of the
Si:: part control form serves as the log at each correspondence
control point.
This system ~;as recently installed in the Office of Procurement
and Supply by the Records Management and Distribution Eranch
and is wcrklin* very ;satisfactorily.
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10. MAKE AMORE ` RAIN ONE . PERSON AVAILALLE AT EACH I SAIL CONTROL POINT
TO ASLURID' IMEDIATE HA;' DLING OF THE MAIL.
As the result of numerous, checks made by the Records Management
and Distribution Branch throughout the Agency on complaints of
delays in the delivery of mail, it has been determined and sub-
stantiated in a study made by Organization and Methods Service
that most delays occur at the point of delivery; i.e. the indi-
viduals receiving mail, both at the registry and the office
secretarial level, are so occupied with other duties that the
delivery of mail to action desks is often delayed. It is there-
fore recommended that the persons receivin7 mail be impressed
with the need for priority handling, and that more than one
person be availaile in order to prevent delays occurring be-
cause individuals are temporarily away from their desk or are
occupied with other work.
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Ll. PROVIDE FOR A YEARLY CUT-OFF IN ALL FILE'S AND AT THE END OF
5 YEARS, RETIRE TO THE CIA RECORDS CENTER FOR PERMANENT INACTIVE
STORAGE.
Permanent retention of all official file correspondence in the
Office of the Director is recommended. The basis for this re-
corrmendation is the presumption that any material requiring the
attention of the Director cr his staff is of sufficient impor-
tance to require permanent documentation. This is applicable
regardless of importance, if the matter was handled at this level.
Some system of cutting off files is necessary to permit the
orderly retirement of inactive material to Records Center dtorage.
Cutting, off of the files and installing new folders for the
each succeeding year is the simplest method, and yearly cut-offs
instead of every two or every three years is recommended because:
(a) it simplifies classification and finding by keening; the
number of subject headings at a minimum (the number of subject
headings needed increases in proportion with the volume of corres-
pondence to be included); (b) reference is facilitated by having
only material for the current year in the most used portion of
the file; and (c) yearly retirement reduces the amount of ex-
pansion space needed.
Retention of the Director's files in office space for 5 years
instead of for a shorter period, is an arbitrary determination
based on two factors; (a) the volume is limited so that such
a long retention period does not create a real space problem
and (b) at this organizational level, even infrequent reference
to older material should be as fast as conceivably possible.
Prior to transfer to the Records Center the files would be
screened to remove such non record material as printed copies
of administrative or operational issuances which would be
destroyed.
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12. EFFECTUATE THESE RECOINEND.ATIONS BY THE ISSUANCE OF AN OFFICE
M.'IL1ORAINDUM, SUCH AS SUGGESTED IN EXHIBIT D.
In order to docume:zt the approval of the recorm endations and
to assure compliance in the offices of the various Deputy
Directors., it is believed that a memorandum for the signature
of the Director will be necessary. Accordinly, such a
memorandum is included in the report as Exhibit D.
u 'r
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13. APPROVE THE PRINCIPLES OF THESE RECOIOMIDATIONS AS STANDARD
GUIDE'S FOR ADOPTION THROUGHOUT THEE AGENCY.
The approval of these recommendations for implementation through-
out the Agency would effect standardized practices in handling,
filing and disposition of records. This would result in more
valuable records, better control., more efficient utilization,
and quicker reference service. It would also facilitate and permit
placement of more of the burden of training in the Office of
Training instead of the operational offices. In addition, the
standards set forth for equipment and supplies would result in
considerable savings, neater presentation of the files, and would
facilitate consolidation of valuable records when transferred
to inactive storage. The use of secured areas for lar"er groups
of files would be more economical and aid in reducing the num-
ber of security violations.
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I FOREWORD
Records serve as the memory function of an office. They record the
history, policies, programs, procedures and administrative
experiences of an organization. The importance of records does not
need to be emphasized. It is obvious that information accumulated
in the records of an 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. In addition,
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
understood by all persons who need to use them.
The purpose of this manual is to provide employees of the Central
Intelligence Agency who may have the responsibility for filing or
finding correspondence records, with a basic plan for their orderly
arrangement and maintenance. The use of this basic plan throughout
all offices of the Agency will increase the administrative usefulness
of our-records, expedite the disposition of records when no longer
needed; assure the preservation of records having permanent value;
and simplify the training of employees.
Every effort has been, and will continue to be made, to make this
plan a practical and usable tool. However its successful operation
will depend upon the complete cooperation of all employees concerned
with the maintenance, use and disposition of the records of the
Agency.
II LOCATION OF RECORDS FACILITIES
When the records of an organizational unit are maintained in a
single area, they are known as centralized files. Ideally, this plan
precludes the maintenance of records in any other area of the unit.
In addition, this system provides for positive control of all record
material and the highest degree of security. Conversely, material is
furthest removed from the point of utilization.
Records maintained in several areas of an organizational unit are
known as decentralized files. This is the most common method of
records keeping, although the degree of decentralization varies
considerably. This plan requires close central control of certain
records keeping functions, such as the classification system used,
and periodic disposal and retirement activities. Careful training of
personnel is essential if any degree of uniformity is to be
maintained. Periodic inspection of decentralized files is a
necessity; otherwise, experience shows that such records lose their
identity with respect to the filing scheme in use and are difficult,
if not impossible, to process for ultimate disposition.
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Records most commonly decentralized are those reflecting the house-
keeping functions of an organization - business operations or
routine administration. Most of these records lend themselves to
relatively simple file arrangements and most of them ultimately are
classified as useless documents. Maximum utilization should be the
determining factor in establishing the location of a records facility
for maintaining and servicing this type of material.
Top level administrative, program and planning records are not
recommended for decentralization. They involve more or less complex
filing and generally possess a high degree of sensitivity. In
addition, these records are ultimately considered as possessing
considerable value. The highest degree of security should be the
determining factor in establishing the location of a records facility
for maintaining and servicing this type of material.
Regardless of the location of a records facility, the responsibility
for filing and maintaining record material should rest with one
person in each organizational unit where records are located. That
person should see that papers are kept currently filed; that they
are maintained in an orderly manner; prevent the unauthorized use of
the records; and see that material removed from the files is properly
charged out and subsequently returned.
III TYPES OF FILES MAINTAINED ON OFFICIAL RECORDS
The official records of the Agency shall be prepared on yellow
paper and shall be classified in accordance with the subjects
contained in the File Manual; they shall be filed in the SUBJECT FILE.
If individual needs require an index to the SUBJECT FILE, an
ALPHABETICAL NAME INDEX, may be maintained. This index, when used,
will consist of extra copies of correspondence and other papers-
prepared on pink paper and appropriate name cross reference forms.
Specialized files may be established to meet the needs of individual
offices.
This file shall consist of incoming correspondence, memoranda,
telegrams, reports and other official papers, yellow copies of
outgoing communications, and appropriate subject cross reference
forms,
The Subject File is the principal file in any records facility.
It is established and maintained for the purpose of systematically
collecting and holding available for ready reference data needed
for the transaction of everyday business. In addition, the
contents of this file is documenta evidence of how and why the
office carried out its day to day activities.
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The Subject File is arranged to conform with the File Manual in
that the subject designations are placed on the folders just as
they appear in the subject list. The folders, likewise, are placed
in the file drawers in this exact manner and sequence. Guides
should be used for primary subjects; use additional guides only as
needed -- just sufficient in number to serve as guide posts to aid
in placing record material in the folders.
The Subject File shall be maintained for a definite filing period
of one year. At the end of this period, the existing Subject File
will be closed and new folders prepared. This will facilitate
disposition at a later date.
B. THE ALPHABETICAL NAME INDEX
This file is established to provide quick reference to material
maintained in the Subject File when such material may be requested
by names of people or organizations addressed or referred to in
correspondence or other record material.
This index consists of pink copies of correspondence and appropriate
name cross references, which are filed alphabetically by name of
individuals or organizations to whom correspondence is addressed
or to whom it concerns.
The Alphabetical Name Index shall be maintained for the same period
of time as the Subject File.
C. CASE FILES
A Case File is a collection of papers relating to a particular
person, place or transaction grouped together in one folder. These
special cases or folders are filed alphabetically by name of
company , individual, item, etc., or numerically, which ever is
appropriate, in back of the general folder of like subject.
Chronological order should be maintained within the folder; latest
date on top. Secure all material in the folder with Acco's or
other appropriate fasteners.
IV FILE CLASSIFICATION PLAN
A. DESCRIPTION
The file classification plan adopted for use in this Agency is
known as the Subject Numeric System of Classification and Filing.
In this system the main designations under which records are
classified and filed are actual identifying words used as subject
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matter categories, with subdivisions of these categories assigned
n numerals. Primary subject categories are listed in alphabetical
order with related subjects grouped as subdivisions of the primary
subjects. The subdivisions of primary subjects are assigned
numerals to reduce time and effort in marking material for filing.
For example:
(Primary Subject)
ACCOUNTING
(Secondary Subject)
1
Accounts Current
(Tertiary Subject)
1-1
Depositories
(Primary Subject) APPROPRIATIONS
(Secondary Subject) 1 Allotments, Apportionments
Additional subdivisions of secondary and tertiary subjects may be
accomplished by the use of a dash and another numeral.
For specialized files consisting of large collections of information
on foreign countries a numerical code (Example 1) may be used to
designate the geographic areas. The code number will precede the
primary subject. For example, if the information is about Spain the
primary subject is preceded by the code number 9 as illustrated
below:
(Pri.mary Subject) 9 ARMED FORCES
(Secondary Subject) 1 Air Forces
(Tertiary Subject) 1-1 Facilities
(Primary, Subject) 9 MILITARY GEOGRAPHY
(Secondary Subject) 1 Coasts-and Lending Beaches
B. CLASSIFYING PAPERS FOR FILING
The process of classifying involves the analysis of correspondence
or other documents to determine the subject by which it should be
filed, and the placing of file designations on the 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 intermingled with those of other
subjects. The file classification plat is designed so that
all of the papers on related subjects will be consistently
and logically brought together in the files. However, sound
judgement and careful attention must be given to the
procedures which follow if the classification process is to
be accomplished satisfactorily. Your ability to locate
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papers promptly after they are filed will depend largely
upon the care you use when classifying material before it is
filed,
2. The Classification Procedure
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. Refer directly to the subject list or index of the
classification guide and select the appropriate file
designation 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 subdivision
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. If no appropriate
subdivision of the primary subject has been provided, the
primary subject itself 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), or in the
same position on any incoming correspondence which did not
require a reply. (See Example 2 for sample of classified
material.)
d. If a document has one or more additional subjects by which
it is likely to be requested, select the appropriate file
designation and stamp or write it directly beneath the
file designation already shown for the main, most prominent
subject. In such instances, an X should be placed at the
left of the designation to indicate that a cross reference
is, required as follows :
PERSONNEL 17
X SECURITY 7
e. In those instances where Case Files are established, or
further detailed subdivision of a ~3ub j ect in the Subject
I$st is required, write the name of the organization,
person, product, number, area, or detailed subject by which
the papers will be identified, directly after the file
designation, as follows:
BUILDINGS & GROUNDS 1 (Building J)
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f. When reading material to determine what file designation
to use, if you find that there has been previous
correspondence on the same transaction, you should see
that the earlier papers are taken from the files so that
they may be consolidated with the later correspondence.
In such cases, a continuity reference form should be
prepared as explained in Paragraph V, A, 2.
3. Helpful Hints To The Classifier
a. While some analytical ability is desirable, the knack
of noticing essential key phrases and ideas in corres-
pondence helps you to readily select the correct file
designations. However, there will appear from time to
time, correspondence and other papers, the subject of
which is not easily determined. In such instances, it
is helpful to consider the correspondence in this manner:
"Why was it written - what reason was there that prompted
the writer to prepare 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 correspondence
already on file to verify a tentatively selected file
designation.
c. In unusual cases the subject of correspondence is so
extremely vague that it is difficult to determine the
proper file designation. In such cases, no hesitancy
should be felt in going to the dictator or other
authoritative sources to obtain a sufficiently clear
conception of the subject matter to enable you to properly
classify the material. This extra effort will permit more
accurate filing and facilitate finding papers.
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 correspondence
should be filed. It may be vague, misleading or even
remote from the real subject of the 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 knowledge is
invaluable assistance in the selection of appropriate file
designations.
V. CROSS REFERENCES
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A. WHEN AND HOW TO PREPARE CROSS REFERENCES
The use of appropriate cross references in the file can be an
invaluable aid in locating material quickly when needed. Care
should be taken, however, to avoid making and filing unnecessary
cross references. The following are normal conditions under
which you should make cross references:
1. When More Than One Subject Is Involved
For those documents which you have decided have one or more
additional prominent or less prominent subjects of sufficient
importance to help as finding aids, you should prepare
Correspondence Cross Reference Form 36-150 or 36-150A as shown in
Example 4.
2, To Consoldiate Related Material
When it is necessary to bring forward earlier correspondence
and consolidate it with subsequent material, a Correspondence
Continuity Reference Form 36-151 should be prepared as shown
in Example 5. The form should be filed in the Subject File
under the date of the earlier correspondence to show that it
has been brought forward and filed with correspondence of the
later date. (The Correspondence Continuity Reference form is
required only when name or other index to the Subject File is
maintained.)
To Provide An Alphabetical Name Index
If an Alphabetical Name Index is maintained in your office,
at the same time you mark the file designation on the
Subject File copy, you should place the same file designation
on the name index copy in the upper right corner, to indicate
where the material is located in the Subject File. See
Example 3. If an extra copy of the communication is not
available for use in the name index, Correspondence Cross
Reference Form 36-150 may be prepared instead. See Example
4.
VI FILING THE RECORDS
A. ASSEMBLING AND FASTENING THE PAPERS
After correspondence and documents are marked with the correct
filing designation, they should be properly assembled and
fastened. Correspondence of the earliest date should be placed
on the bottom with the material of later date arranged in order
with the later date on top. The papers should be fastened with
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staples in both upper corners. If the file is too thick for staples,
use prong fasteners,
B. PLACING THE MATERIAL IN THE FILES
When material has been properly marked and assembled, you should
arrange it in alphabetical order by primary subject in order to
facilitate putting it away. Place each file in the proper folder
with the left side of the material down. The pieces of material
within the folder should be arranged so that the latest date will
be in front, unless conditions require some other order. If
successive folders containing material on the same subject are
necessary, the folders containing the latest dates should be kept
in front of the others. Material should not be fastened in folders
except in case files.
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 control of all material withdrawn from the files.
This control is accomplished through a charge-out system. Individuals
to whom records have been charged should be held responsible for their
custody and prompt return after the records have served their purpose.
A. REMOVING INDIVIDUAL RECORDS FROM THE SUBJECT FILE
Each time a record is removed from this file, a correspondence
charge-out card (See Example 6) should be filled out and placed
in the folder in the exact position from which the material was
removed. When the charged record is returned to the files, the
charge-out is removed and cancelled.
B. 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 Case File Charge-out Card Form 36-152
(Example 7) and file in the exact place from which the folder
was removed. When this charged folder is returned to the files,
the charge card is cancelled and placed horizontally in the folder.
This will eliminate the necessity of preparing a new charge card
each time the case file is withdrawn.
C. CHECKING THE FILES FOR CHARGED RECORDS
The files should be inspected regularly to insure the return of
charged records. The charge-out forms are taller than other
material in the files and can be distinguished readily by a
casual inspection. When such inspections reveal that material
has not been returned promptly, take appropriate action to assure
its return or assure yourself that the material is still in use.
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This table is intended to facilitate the selection of geographic areas
and the corresponding code designation when necessary to file information
by geographic location. See the National Intelligence Survey (NIS) for a
detailed description of area boundries.
AREA
CODE
Afghanistan
34
Alaska
65
Albania
20
Algeria
47
Angola
59
Anglo-Egyptian Sudan .
54
Arabian Penisula
32
Argentina
90
Australia
96
Austria
16
Belgian Congo
60
Belgium
5
Bolivia
93
Brazil
94
British East Africa
56
British Honduras
72
British Indonesia
44
British Possessions in the Caribbean
81
Bulgaria
23
Burma
38
Canada
66
Ceylon
37
Chile
89
China
39
Colombia
85
Costa Rica
76
Cuba
78
Cyprus, Malta and Gibraltar
25
Czechoslovakia
18
Denmark
7
Dominican Republic
80
Dutch Possessions in the Caribbean
82
Ecuador
87
Egypt
53
Equatorial Africa
52
Ethiopia, Eritrea and the Somalilands
55
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EXAMPLE 1
(CONTINUED)
Finland
12
France
3
French Possessions in the Caribbean
83
Germany
13
Greece
24
Greenland
67
Guatemala
71
Guianas (British., French & Dutch)
95
Haiti
79
Hawaiian Islands
98
Honduras
73
Hungary
19
Iceland
68
India
35
Indian Ocean Islands
63
Indochina
43
Indonesia
100
Iran
33
Iraq
30
Ireland
2
Italy
17
Japan
45
Jordan
29
Korea
41
Liberia
51
Libya
49
Luxembourg
6
Madagascar
62'
Mexico
70
Mongolia
40
Morocco
48
Mozambique
58
Netherlands
4
New Zealand
97
Nicaragua
75
North Polar Area
69
Norway
10
Pakistan
36
Palestine
31
Panama
77
Paraguay
92
Peru
88
Philippine Islands
99
Poland
14
Portugal
8
Rhodesia and Nyasaland
57
Rumania
22
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EXAMPLE 1 (CONTINUED)
Salvador
74
South Africa
61
South Atlantic Island
64
South Pacific Islands
103
Southwest Pacific Islands
102
Spain
9
Sweden
11
Switzerland
15
Syria and Lebanon
28
Thailand
42
Tunisia
46
Turkey
27
United Kingdom
1
Uraguay
91
U.S.S.R.
26
U. S. Possessions in the Caribbean
814-
Venezuela
86
West Africa
50
West Pacific Islands
101
Yugoslavia
21
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U. R. Wrig
Administrative Assistant
File Classification Procedure
1. This exhibit is intended to represent the file copy of
a memorandum which has been properly classified and marked for
filing in the Subject File. It shows the correct placement of the
file designation in the upper right corner. Although this
memorandum covers only one prominent subject, in order to
demonstrate the procedure for indication the need for a subject
cross reference, a second file designation COMMITTEES is shown
above, preceded by an X. This means that a cross reference
should be prepared for the additional subject. If, occasionally
you find it necessary to use a second cross reference, write the
appropriate designation below the others in the same manner.
Example 4 shows how to prepare the cross reference forms.
2. Large or complex files usually require some auxiliary in-
dexing medium to facilitate the location of material maintained
in the Subject File. The Alphabetical Name File provides such an
index. It is composed of extra copies of outgoing communications,
prepared on pink tissue, and appropriate name cross references which
are filed alphabetically by the name of individuals or organizations
to whom communications are addressed or whom they concern. See
Example 3 for the preparation of these papers for filing.
OGS/JD:mef (1 July 1952)
Distribution:
1 - Subject File
1 - Name File
~gg SECRET
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U. R. Wright
Administrative Assisi-an
File Classification Procedure
r',, EXAMPZE 3
T
X
1 July 1952
1. This exhibit is intended to represent the file copy of
a memorandum which has been properly classified and marked for
filing in the Subject File. It shows the correct placement of the
file designation in the upper right corner. Although this
memorandum covers only one prominent subject, in order to
demonstrate the procedure for indicating the need for a subject
cross reference, a second file designation COMMITTEES is shown
above, preceded by an R. This means that a cross reference
should be prepared for the additional subject. If, occasionally
you find it necessary to use a second cross reference, write the
appropriate designation below the others in the same manner.
Example 4 shows how to prepare the cross reference forms.
2. Large or complex files usually require some auxiliary in-
dexing medium to facilitate the location of material maintained
in the Subject File. The Alphabetical Name File provides such an
index. It is composed of extra copies of outgoing communications,
prepared on pink tissue, and appropriate name cross references which
are filed alphabetically by the name of individuals or organizations
to whom communications are addressed or whom they concern. See
Example 3 for the preparation of these papers for filing.
OGS/JD:mef (1 July 1952)
Distribution:
1 - Subject File
1 - Name File
a-'4' 44-~~ C?~
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DATE: 1 July 1952
TO: U. R. Wright
FROM: Administrative Assistant
SUMMARY: Explains file classification procedure
FILED: Records 4
INDEXER: A.B.C.
REMARKS
CORRESPONDENCE CROSS REFERENCE
Form Noe 36-150 SECRET
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EXAMPLE 5
CLASSIFICATION:
DATE :
TO:
FROM:
(Use these captions to identify the
file which is being brought forward
for consolidation with material of
a later date. File this form in place
of the material being brought forward.)
BROUGHT FORWARD TO
CLASSIFICATION:
DATE:
TO: (Use these captions to show where
the consolidated papers are now
FROM: located in the file.)
CORRESPONDENCE CONTINUITY REFERENCE
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SECURITY INFORMATION
1- Y
Q Q
r
z
w
H
This form is used to charge individual
records from the Subject File. It is
placed in the folder in the exact posi-
es
tion from which the record was removed
Q
and is cancelled and removed when the
Z
record is returned.
NOTE: Actual size lOxil 3/411.
0
z
w z
F- w
m
Z
Li
w
Z
It
0
0
Z
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CASE FILE (DESCRIPTION)
INSTRUCTIONS
PLACE CARD UPRI&NT IK PLAtr of CRait&EYOU1 F00M
I
CHARGED TO DATE
CASE FILE CHARGE-OUT CARD
;M NO
FEB 195. 36-152
(7)
NOTE: ACTUAL SIZE 8XIO'-z" SECRET
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 LABELS FOR STANDARD
FILE DESIGNATIONS
APPROPRIATIONS 2.1
EXHIBITS
APPROPRIATIONS 2
BUDGET ESTIMATES
APPROPRIATIONS 1
ALLOTMENTS
(OFFICE D)
APPROPRIATIONS 1
ALLOTMENTS
(OFFICE C)
f
APPROPRIATIONS 1
(OFFICE B)
APPROPRIATIONS 1
(OFFICE A)
ALLOTMENTS
APPROPRIATIONS 1
ALLOTMENTS
ACCOUNTING 2-1
PER DIEM
ACCOUNTING 2
ALLOWANCES
ACCOUNTING 1 (FIELD STATION X)
ACCOUNTS CURRENT
OF4886b-',Mb8oo240002-7
"
PRIMARY SUBJECTS
2ND POSITION GUIDE
LABELS FOR CASE FILES
OR DETAIL SUBJECTS
SECONDARY SUBJECTS
3RD POSITION GUIDES
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The Subject Id.st in this file manual was prepared for maximum utilization
in the maintenance of administrative correspondence files of the Agency.
This list is sufficiently inclusive to meet the needs of the Agency as it
pertains to all business matters, however, subjects relating to programs
or projects that are the responsibility of designated Offices may not be
developed to a degree that will satisfy their requirements.
To utilize this Subject List small activities can adapt it to their needs
by maintaining a minimum number of folders and arranging material within
these folders according to file symbols assigned. Files may then be
expanded by establishing additional file folders as required without the
necessity of changing the file symbols originally assigned to the correspond-
ence. Large central files and specialized activities can adapt this list
to their needs by establishing file folders for existing primary and
secondary subjects as required and by subdividing such subjects where needed.
While additions of new subjects to the Subject List will be made only by
Records Management, arbitrary subdivisions may be made by individual
activities as needs dictate. Such arbitrary subdivisions may be added to the
list in the proper places or additional pages may be added if necessary.
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This subject pertains to all fiscal accounting transactions involved in the
receipt, disbursement and other handling of appropriated funds.
ACCOUNTING
1 Accounts Current
(Depositories)
2 Allowances
(Per Diem - Quarters)
3 Audits
(Suspensions - Disallowances - GAO Exceptions - Claims
Inquiries)
4 Bonding of Employees
5 Certifying Officers and Agent Cashiers
6 Collections and Receipts
(Adjustments - Checks, except salary) - Money Orders -
Currency - Postage - Contributions - Deposits - Fees -
Interest - Refunds - Rents - Royalties - Schedules -
Summaries)
8 Disbursements
(Adjustments - Advices - Expenditures - Refunds - Schedules
Summaries)
Payrolls and Salaries
(Bond Deductions - Checks, salary - Powers of Attorney -
Retirement Deductions - Time and Attendance Reports, includes
overtime and leave records - Vouchers - Withholding taxes)
10 Reports and Statements
11 Systems of Accounting
12 Vouchers and Invoices
(Except payroll vouchers - See ACCOUNTING 9)
SECRET
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 Approved For Release 2002/ +, IA-RDP78-04718A000800240002-7
Security Information
APPROPRIATIONS (BUDGET)
This subject pertains to annual, deficiency and supplemental estimates and
appropriations; budget material; material regarding preliminary estimates;
Bureau of the Budget and Congressional hearings; preparation of exhibits in
support of estimates; copies of appropriation bills and committee reports; and
material regarding allotments, apportionments and transfer of funds.
Optional arrangement: Case file by organizational unit, program, fiscal year,
as required.
DO NOT use this subject for filing material relating to fiscal accounting
transactions involved in the receipt, disbursement and other handling of appropriated
funds - See ACCOUNTING.
APPROPRIATIONS (BUDGET)
1 Allotments, Apportionments, Transfers, Encumbrances-
2 Budget Estimates
(Exhibits - Justifications)
3 Hearings
4 Reports, Statements and Statistics
5 Supplemental
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : 1;P78-04718A000800240002-7
Security Information
This subject pertains to all segments of the Armed Forces; their relative
national and international position in terms of strength, state of material
and personnel, trends, commitments, general strategic plans and past
development and performance which provides necessary historical perspectives,
ARMED FORCES
1 Air Forces
1-1 Facilities
(Types - Size - Capabilities - Topography -
Climatology and meteorological services -
Utilization - Current Activity - Construction)
1-2 Logistics
(Procurement - Centers and sources of supply -
Shipment - Supply planning - Maintenance and
repair - Storage and issue)
1-3 Materiel
(Types - Utilization - Description - Evaluation)
1-4 Order of Battle
(Strength - Disposition)
1-5 Organization
(High and subordinate commands - Units - Districts -
Zones - Liaison)
1-6 Personalities
1-7 Personnel
(Characteristics - Morale - Procurement - Reserve -
Mobilization rank and pay - ',firm and insignia)
1-8 Strategy and Tactics
(Doctrines - Problems - Plans - Operations)
1-9 Training
(Content and quality of instruction - Organization -
Schools and facilities)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 C U 78-04718A000800240002-7
Security Information
ARMED FORCES (CONTINUED)
1-10 Air Defenses
2 Ground Forces
2-1 Facilities
(Types - Size - Capabilities - Topography -
Climatology and meteorological services - Utilization -
Current activity - Construction)
2-2 Logistics
(Procurement - Centers and sources of supply -
Shipment - Supply planning - Maintenance and repair -
Storage and issue)
2-3 Materiel
(Types - Utilization - Description - Evaluation)
2-4 Order of Battle
(Strength - Disposition)
2-5 Organization
(High and subordinate commands - Units - Districts -
Zones - Liaison)
2-6 Personalities
2-7 Personnel
(Characteristics - Morale - Procurement - Reserve -
Mobilization rank and pay - Uniforms and insignia)
2-8 Strategy and Tactics
(Doctrines - Problems - Plans - Operations)
2-9 Training
(Content and quality of instruction - Organization -
Schools and facilities)
2-10 Ground Defenses
3 Naval Forces (Includes Naval Air Arm and Marines)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02: ClhW'78-04718A000800240002-7
Security Information
ARMED FORCES (CONTINUED)
3-1 Facilities
(Types Sire Capabilities-- Topography -
Climatology and meteorological services - Utilization -
Current activity - Construction)
3-2 Logistics
(Procurement - Centers and sources of supply -
Shipment - Supply planning - Maintenance and repair -
Storage and issue)
3-3 Materiel
(Types - Utilization - Description - Evaluation)
3-4 Order of Battle
(Strength - Disposition)
3-5 Organization
(High and subordinate commands - Units - Districts- -
Zones - Id.aison)
3-6 Personalities
3-7 Personnel
(Characteristics - Morale - Procurement - Reserve -
Mobilization rank and pay - Uniforms and insignia)
3-8 Strategy and Tactics
(Doctrines - Problems - Plans - Operations)
3-9 Training
(Content and quality of instruction - Organization -
Schools and facilities)
3-10 Naval Defenses
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 CP78-04718A000800240002-7
Security Information
This subject is for general use only. Do not use for material that can be
classified under more specific subjects, such as:
See TRAVEL 2 for travel authorizations
See PERSONNEL 1 for appointment authorities
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 dA78-04718A000800240002-7
Security Information
This subject pertains to the acquisition, construction, operation and disposal
of office buildings and other structures and the grounds necessary to maintain
such installations, except:
See SECURITY 1 for material pertaining to the protection
of buildings and grounds from vandalism or possible sabotage.
Acquisition (Use BUILDINGS AND GROUNDS 9 for space assignments,
acquisition, use, etc.)
(Appraisal - Deeds - Titles - Mortgages - Recordings - Ease-
ments - Rights-of-Way - Permits - licenses - Grants - Cessions -
Leases - Loans - Purchase - Surveys - Transfer)
2 Damage and Protection
(Fire - Flood)
3 Design and Construction
(Alterations - Additions - Construction authorization - Plans -
Drawings - Specifications - Progress reports - Project proposals
Cost estimates - Sub-Projects - Work orders)
4 Directories, Signs and Bulletin Boards
5 Dispositions
(Abandonment - Deeds - Titles - Recordings - Demolition
Dismantling - Sale - Transfer)
6 Grading, Landscaping and Gardening
7 Maintenance and Preservation
(Painting - Repairing)
8 Reports and Data
9 Space
(Acquisition - Assignment - Use and release, including office,
storage and parking space)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : On P78-04718A000800240002-7
Security Information
BUILDINGS AND GROUNDS (CONTINUED)
10 Utilities and Services (Except Telephones - See
COMMUNICATIONS" 6)
(Trash collection and disposal - Heating - Lighting -
Power - Refrigeration - Air Conditioning - Water -
Sewage)
SECRET
Approved For Release 2001rffV ?04718A000800240002-7
 25X1A
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : 't4P78-04718A000800240002-7
Security Information
COLLECTION (CONTINUED)
11 Requirements
(Requests - Directives - Responsibilities)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002105/02; yV f P78-0147 8A000800240002-7
This subject is for general use only. Do not use for material that can be filed
under more specific subjects, such as:
See EQUIPMENT AND SUPPLIES for Boards of Surveys.
Optional Arrangement: Case file as required.
COMMITTEES
1 Memberships
2 Reports and minutes of committee meetings
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02: c G1 P78-04718A000800240002-7
Security Information
This subject pertains to material regarding all types of Agency communication
facilities and services, including procedures for handling mail, telegrams and
correspondence; installation of telecommunication facilities and systems.
See TELECOMMUNICATIONS for material pertaining to telecommunication
facilities and systems of foreign countries.
COMMUNICATIONS
1 Inter-Office and Public Address Systems
Mail and Correspondence
(Addresses - Postage Postal Laws and Regulations,
including penalty privileges - Procedure, includes
preparation of correspondence - Referred letters -
Insured and special delivery)
Messenger Service (Includes U. S. Official Mail and Messenger
Service)
4 Radio
5 Telegrams, Teletypes and Cablegrams
6 Telephones
(Installation and use - Lists and directories, including
individual telephone numbers - Toll calls)
SECRET
Approved For Release 2QJWQ-W3oR4718A000800240002-7
 25X1A
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : C , p78-04718A000800240002-7
Security Information
This subject is for general use only. Do not use for material that can be filed
under more specific subjects, such as:
See EQUIPMENT AND SUPPLIES 4 for material pertaining to contracts
for the procurement of equipment and supplies.
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05102: (MRW78-04718A000800240002-7
Security Information
This subject pertains to the requests for, and/or distribution of,
intelligence information by the Agency.
DISSEMINATION
1 Distribution and mailing lists
2 Materials (Media)
(Reports and surveys - Exhibits - Graphics -
Recordings - Newspapers and periodicals - Maps -
Charts - Speeches and lectures - Books - Press
and radio releases)
3 Planning and Coordination
4 Requests
5 Restrictions
(Censorship - Quantity Control)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 :Si pP78-04718A000800240002-7
Security Information
This subject pertains to the basic materials, energy resources, industries,
trade and finance as they affect the economic structure, potential and
development of an area, except-
See PETROLEUM for the economic aspects of petroleum.
Over-all Aspects
(Structure - Dynamics - Planning - Potential)
Agriculture and Food
Agriculture
(Areas - Crop yield - Farming practices,
equipment and supplies - Ownership -
Institutional and governmental factors -
Soils)
(Catches - Fishing areas and operations -
Utilization of catch - Ownership and control -
Government and industry policies)
2-1I Forests and Forest Products
(Resources- Industries - Policies and
programs)
3 Fuels and Power
3-1 Solid Fuels
(Production - Consumption - Deposits)
3-2 Electric Power
(Role in national economy - Production and
capacity - Sources of energy - Transmission
system - Coordination of interconnected systems -
Consumption - Industrial organization -
Developments)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : VP78-O4718AOOO8OO24OOO2-7
Security Information
ECONOMIC (CONTINUED)
4 Minerals and Metals
4-1 Ferrous Ores, Metals and Alloys
4-2 Iron, Steel, and Mill Production
4-3 Nonferrous Ores, Metals and Alloys
4-4 Nonmetallic Minerals
4-5 Construction Materials
5 Manufacturing and Industry
5-1 Industrial Machinery and Equipment
5-2 Motor Vehicles
5-3 Aircraft
5-4 Ships
5-5 Explosives
(Industrial and military)
5-6 Guns, Explosive Devices and Ammunition
5-7 Other Military Equipment and Supplies
(War gases and smoke preparations)
5-8 Telecommunications and Signal Equipment
5-9 Chemical
(Industrial chemicals - Chemical fertilizers)
5-10 Agricultural Processed Products
5-11 Fibers, Fabrics and Rubber
5-12 Construction Industries
5-13 Other Industries
6 Trade and Finance
6-1 Business Organization
SECRET
Se =08ti
Approved For ReleaseCf027U5/go -Ra78-O4718AOOO8OO24OOO2-7
 Approved For Release 2002/05/02 : Cl$G l8-04718A000800240002-7
Security Information
ECONOMICS (CONTINUED)
6-2 Domestic
(Pattern and trends-of trade - Financial
institutions - Government finance and fiscal
policy)
6-3 International
(Balance of payments position - Foreign
assets and liabilities - Government policies,
practices and institutions - Foreign trade
organizations)
6-4 Government Wartime Financing
SECRET
t
Approved For Release 200 ?05/0 CIAf ~2DP78o4718A000800240002-7
 Approved For Release 2002/05/02 SECUMP78-04718A000800240002-7
Security Information
This subject pertains to the employment of Non Federal personnel only.
See PERSONNEL for matters pertaining to Federal employees.
(Laws. - Strikes)
Positions (Includes endorsement by Government Officials)
Unemployment
Wages, Wage Rates
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : ?78-04718A000800240002-7
Security Information
EQUIPMENT AND SUPPLIES
This subject pertains to procurement, utilization, management and disposition
of equipment, supplies and materials, except:
See BUILDINGS AND GROUNDS for material pertaining to
acquisition, management or disposition of buildings
and grounds.
See VEHICLES for all matters pertaining to vehicles.
EQUIPMENT AND SUPPLIES
1 Classification
2 Distribution
(Allocation - Assignment - Rationing)
3 Installation, Maintenance and Preservation
(Repair - Painting)
4 Procurement
(Authorization and justification - Bid and performance bonds -
Catalogs, price lists and schedules - Discounts - Inspection
and testing - Open market - Priorities and expediting -
Purchase orders - Rental of equipment - Requisitions - Spec-
ifications, bids and contracts - Tax exemptions)
Property Accountability
(Inventories and identification - Loans and exchanges -
Loss and theft - Property passes - Receiving Documents)
6 Storage
7 Surplus, Salvage and Conservation
(Acquisition - Boards of Survey - Declarations -
Disposals - Excess lists - Sales authorization -
Transfer)
8 Utilization
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 @ P78-O4718A000800240002-7
Security Information
This subject pertains to the methods and procedures for the evaluation and
utilization of intelligence information collected by the Agency.
See COLLECTION for material pertaining to the collection
of information.
See DISSEMINATION for material pertaining to the distribution
of information.
EXPLOITATION
1 Analyze
2 Correlate and Evaluate
3 Describe and Portray
4 Edit
5 Estimate
6 Incorporate
7 Plan and Coordinate
(Policies - Responsibilities - Participants)
8 Translate
SECRET
Approved For Release 6! 763*/0-TfM - j3'8-04718A000800240002-7
 Approved For Release 2002/05/02 :,$ DP78-04718A000800240002-7
Security Information
This subject pertains to forms design, standardization, revision, clearance,
control, supply and issuance.
1 Control or Management
(Design - Standardization - Revision - Clearance)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : (P78-04718A000800240002-7
Security Information
This subject pertains to discoveries and inventions; copyrights of articles
or publications; applications for patents and trademarks for devices or
materials developed by Agency employees and associates.
Also include agreements permitting use of patents.
Case files may be established, as required. Classify by name of senior author
or other appropriate classification.
INVENTIONS
1 Patents, Copyrights and Trademarks
(Applications - Permission to use)
SECRET
Approved For Release iffi /O2 QCTR- Pl 04718A000800240002-7
 Approved For Release 2002/05/02: c eRE '78-04718A000800240002-7
Security Information
This subject is for general use only. Do not use for material that can be
filed under more specific subjects, such as:
See PERSONNEL 15 for personnel investigations.
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 25X1X4
Ilk Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
Next 1 Page(s) In Document Exempt
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 :S E P78-04718A000800240002-7
Security Information
This subject pertains to legislative proposals, copies of bills and resolutions,
committee reports, hearings, etc.
LEGAL
1 Claims and Litigations
2 Decisions, Opinions and Interpretations
(Attorney General - Comptroller General -
General Counsel)
3 Executive Orders
4 Laws and Regulations
(Code of Federal Regulations - Federal Register -
Foreign)
5 Legislation
(Federal, file by House or Senate Bill or Resolution
Number - State and Territorial)
6 Notaries
SECRET
Security Info t? n
Approved For Release 2002/05/02 : CIA-RDP~l~-04718A000800240002-7
 Approved For Release 2002/05/02 : (GRMP78-04718A000800240002-7
Security Information
This subject pertains to policies, procedures and agreements concerning
liaison with Individuals, States, Foreign Governments, Federal Agencies or
Organizations. This subject is for general use only, do not use for material
that can be classified under more specific subjects, such as:
See COLLECTION 9 for liaison regarding collection of
intelligence information.
See EXPLOITATION for liaison regarding evaluation and
utilization of intelligence information.
See DISSEMINATION for liaison regarding the dissemination
of intelligence information.
LIAISON (Includes Agreements and Memoranda of Understanding)
1 IAC Agencies
2 International
3 Intra-Agency
4 Other Federal Agencies-
5 State Agencies or Institutions
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 SECWMP78-04718A000800240002-7
Security Information
This subject pertains to the development, preparation and execution of the
Agency medical program and with providing required medical service and support
to Agency activities.
DO NOT use for any papers involving status or health record of an employee.
Such papers should be included in the designated "Health Record Case Files".
File alphabetically by name.
MEDICAL
1 Dentistry
(Dental treatment - Dental equipment and supplies -
Prosthetic dentistry)
2 General Medicine
(Diseases and injuries - Treatment - Rehabilitation)
3 Medical Equipment and Supplies
(Drugs - Hospital and medical laboratory equipment -
Medicines - Surgical instruments - X-ray medical
equipment and films)
Medical Specialties
(Dermatology - Gynecology - Neurology - Orthopedics -
Ophthalmology - Psychiatry - Radiology - Urology)
Physical Examinations
(Autopsies - Cultures - Medical surveys - Physical
standards and tests - Specimens - Temperature - X-ray
examinations)
6 Preventative Medicine
7 Surgery
(Surgical operations - Prosthetic devices)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/025.%RDP78-04718A000800240002-7
Security Information
This subject pertains to meetings, conferences, congresses, conventions, etc.
Do not use for material that can be filed under more specific subjects.
See COMMITTEES for material pertaining to committee meetings.
MEETINGS
1 Engagements, Invitations
2 Inter-Agency
3 Intra.Agency (File by Area, Organizational Unit, etc., as
required)
4 International
5 Reports and minutes of meetings
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002JO5c/0? PP778-Q447n18A000800240002-7
eAMI-Po
y
This subject pertains to the aspects of location, size and shape, surface
configuration, drainage pattern and characteristics, soil trafficability,
vegetable cover, coastal conditions, man made features and general climatic
conditions, as these effect the area's strategic potential, both offensive and
defensive.
MILITARY GEOGRAPHY
1 Coasts and Landing Beaches
(Sea approach - Coastal terrain - Major beach areas)
2 Dominant Geographic Elements
3 Oceanographic
(Tides and currents - Sea and swell - Sea water
characteristics)
4 Topography
(Shapes, heights and trends of mountains, plateaus,
hills and plains - Soils - Vegetation)
5 Urban Areas
(Distribution - Population - Functions - Types)
6 Waters
(Lakes - Bays - Rivers - Marshes - Streams)
7 Weather and Climate
(Moisture - Temperature - Pressure - Winds)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 gj DP78-04718A000800240002-7
Security Information
This subject pertains to the Agencyts activities and contributions to the
National Defense Program, except Intelligence Operations.
1 Civil
2 Conservation of Resources
(Essential or Raw Materials)
3 Construction and Housing
4 Foreign Economic Cooperation
5 Industrial Mobilization
'6 Manpower
7 Military
8 Price Control
9 Production
10 Wage Stabilization
11 Reports
SECRET A~
Approved For Relea eert l9/ I & 78-04718A000800240002-7
 Approved For Release 2002/0510E.RDP78-04718A000800240002-7
Security Information
This subject pertains to the executive or administrative structure of the Agency;
distribution or delegation of duties and functions; establishment or discontinuance
of offices or organizational units; emergency planning ; management policies;
procedures; and all administrative or authoritative issuances of the Agency, except
processed copies of Agency manuals which should be maintained separately.
1 Administrative Issuances (Policy and Procedural Orders,
Notices and Memoranda)
2 Improvement Program
(Suggestions and Honor Awards - Surveys and Studies)
3 Inspections (Field)
4 Emergency Planning
(Decentralization and Dispersal)
5 Establishment, Reorganization and Liquidation
(Authority, Delegation of - Functions, Delegations and
Statements of - Internal, file by name of organizational
unit, as required - Other Federal Agencies - Organizational
charts - Tables of organization)
6 Programs and Plans (General Only. Do not use this subject for
material that can be classified under more specific
subjects)
SECRET
Approved For R% 'ei 0 : f3 RDP78-04718A000800240002-7
 Approved For Release 20W/05/0 ? - P78-04718A000800240002-7
ecuri y ormation
This subject pertains to all phases of personnel administration, including
policies, programs, procedures, regulations, etc. Do not use for any papers
involving status or service record of an employee. Such papers should be
included in the designated "Official Personnel Folder". See Civil Service
Handbook 5812, "Basic Personnel Records and Files Systems for Federal Agencies".
PERSONNEL
1 Appointing Authority
2 Citizenship
3 Classification, Duties and Salaries
(Job Description - Standards - Wage Rates - Salaries)
4 Conduct
(Commendations - Complaints, Charges, Debts -
Disciplinary Actions)
5 Contributions (Solicitation of Funds) File by title of
campaign or organization, as required)
6 Court Attendance - Jury Duty
7 Detail, Assignment and Reassignment
8 Evaluation (Performance Ratings)
(Appeals - Instructions - Reports)
9 Employee Relations and Activities
(Awards and Citations, other than those based on work
improvement projects - Blood donors - Clubs and societies -
Counseling - Credit Union - Grievances - Health -
Political activities - Recreation and welfare - Unions)
10 Identification Cards (Do not use for building passes or security
identification - See SECURITY)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02: CLL . R 8-04718A000800240002-7
Security Information
PERSONNEL (CONTINUED)
11 Military
(Assignment to CIA - Selective Service and Training)
12 Policies and Procedures
(Agency - Dismissal on account of heat,, etc. - Fair
Employment Practices - Hours of duty - Leave - Holidays -
Outside work - Overtime,, to include authority to approve -
Personnel ceilings)
13 Promotions and Demotions
14 Records and Reports
15 Recruitment
(Applications and endorsements - Certification
Examinations and tests - Investigations, non-Security -
Qualifications - Reemployment - Reinstatement - Schools
and colleges)
16 Safety
(Accidents - First aid - Inspections and instructions)
17 Separations
(Exit interviews - Reduction-in-force - Removal for cause -
Resignations - Retirements)
19 Consultants (File here all papers pe-taining to the employment
of consultants by the Agency)
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : CIl8-04718A000800240002-7
Security Information
This subject pertains to the exploration and development., reserves., production.,
refining and processing., transportation., equipment and materials., requirement
and supply., economic and political aspects of petroleum and petroleum products'.,
including natural gas.
PETR.OIEUM
1 Exploration and Development
1 1 Geology and Exploration
(Geological and geophysical exploratory activities, -
Exploratory drilling - Evaluation of exploratory
development and research methods - Significant
factors affecting exploration - Concessions data)
(Crude - Natural gas liquids - Ownership)
2 Production
2-1 Historical Background
2-2 Crude Production
(Output and disposition by fields and by
companies - Productive capacity - Maintenance
and repair - Vulnerability of facilities)
Refining and Processing
3-1 Crude Refineries
(History - Crude or charge stock - Processing
pattern - Storage for crude and refined products -
Sources., quantities and supplies of power., fuel.,
water., chemicals - Refinery statistics - Plans
for capacity - Vulnerability of facilities)
Transportation
4-1 Transport Facilities
(Pipeline systems - Railway - Inland waterways -
Tankers)
SECRET
Se ty Information
Approved For Release 2002/05 0 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : G P78-04718A000800240002-7
Security Information
PETROLEUM (CONTINUED)
4-2 Terminal Facilities
(Storage facilities - Loading and handling
facilities - Administration and operation)
4-3 Vulnerability of Facilities
5 Equipment and Materials
5-1 Requirements
(Exploration - Production - Refining and
processin - Transportation,, storage and
terminals)
5-2 Availability
(Local - Imported)
6 Requirements and Supply
6-1 Petroleum Supply and Demand Balance
6-2 Crude Requirements
(For refineries - For export)
6-3 Production Requirements
(Domestic civilian - Military - Export)
6-4 Supply
(Crude - Products)
6-5 Factors Affecting Requirements and Supply
(Geographic - Economic and political)
7 Economic and Political
7-1 Economic
(Labor force - Ownership and finance)
7-2 Laws and Regulations
7-3 Evaluations of Programs., Policies., Attitudes
(Governmental - Corporate)
SECRET
Approved For Release 200E2IrCIMVMr&04718A000800240002-7
 Approved For Release 2002L05102 : C 78-04718A000800240002-7
ecurity ormation
PETROLEUM (CONTINUED)
8 Natural Gas
8-1 Importance to Domestic Economy
8-2 Sources
8-3 Resources
(Location - Reserves)
8-4 Production
(By field and company - Drilling and production
problems - Gathering, field storage and power
facilities - Geographic factors affecting pro-
duction - Evaluation of field development.,
technology and research - Productive capacity
of the fields)
8-5 Utilization and Consumption
(Industrial and commercial - Residential -
Repressuring of oil fields - As fuel in oil and
gas fields - For production of natural gas liquids)
8-6 Transportation
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 So pP78-04718A000800240002-7
Security Information
This subject pertains to the over-all significance of the political aspects of
the constitution, structure of the Government, locus of power, political
dynamics, public order and safety, national policies, intelligence and security,
subversion, propaganda and public opinion, and key personalities of the
country except:
See COMMUNIST ACTIVITIES (SUBVERSIVE) for Soviet and
Communist subversive and intelligence operations.
1 Personalities
(Career - Character - Personal History - Political
potentialities)
2 Constitution
(Origin and development - Ideologies - laws)
3 Intelligence and Security
(Domestic and foreign intelligence)
4 National Policies
(Domestic - Foreign - Military)
5 Political Dynamics
(Parties - Pressure groups - Planning)
6 Propaganda and Public Opinion
(Domestic and foreign consumption - Organization -
Functions - Aims - Control - Medium and form)
7 Public Order and Safety
(Penal and police systems)
8 Structure of Government
(Central - Regional - Local - Locus of power)
9 Subversion
(Covert and overt acts and activities)
SECRET
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Security Information
PRINTING AND REPRODUCTION
This subject pertains to printing and reproduction services.
PAINTING AND REPRODUCTION
1 Policies and Procedures
2 Programs
3 Reports
SECRET
Security Information
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 Approved For Release 2002/05/02 : C ${} 78-04718A000800240002-7
Security Information
PUBLIC RELAT IO1S
This subject pertains to general phases of public relations only.
See LIAISON for material involving relationships with organiza-
tions on a formal basis.
PUBLIC RELATIONS
1 Commendations, Congratulations and Greetings
2 Criticisms and Complaints (General only. Do not use for
material that can be classified
under more specific subjects.)
3 Petitions and Resolutions
4 Introductions
5 Representatives and Visitors
SECRET
Security Information
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 Approved For Release 2002/05/02 C%78-04718A000800240002-7
Security Information
This subject pertains to policies, procedures and systems for handling, filing
and disposing of records.
See SECURITY 2 for the security of records and communications.
RECORDS
1 Certified Copies
2 Disposition
(Disposal, by destruction, sale or transfer - Inventories
Reports - Transfer to Federal Records Center - Transfer
to National Archives - Transfer between Federal Agencies
Inter-Agency loans, temporary transfer, etc.)
3 Filing Systems and Procedures Manuals
4 Management
(Surveys-)
5 Microfilming
6 Vital Materials
(Inventories - Procedures and policies - Progress
and status reports)
SECRET
Security Information
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 Approved For Release 200/05/02 SYDP78-04718A000800240002-7
Security Information
This subject is to provide for the filing of non-Record, REFERENCE material
when such material is maintained in filing equipment. Idbrary and museum material
made or acquired and preserved solely for reference or exhibition purposes;
extra copies of reports and documents preserved solely for convenience of
reference; and stocks of publications and of processed documents fall into this
category.
SECRET
Security Information
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 Approved For Release 2002/05/02 : 1 P78-04718A000800240002-7
Security Information
This subject is for use in filing recurring reports such as weekly and monthly
activity or progress reports. Nonrecurring reports should be filed by subject
matter.
Optional Arrangements Case file as required.
SECRET
Security Information
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 Approved For Release 2002/05/02 s fd DP78-04718A000800240002-7
Security Information
This subject pertains to the fundamental aspects of scientific research and
development and, in substance, includes Air, Ground and Naval weapons, Atomic
Energy, Biology, Chemistry, Electronics, Medicine and Physics.
SCIENTIFIC
1 Aix, Ground and Naval Weapons
1-1 Aircraft and Aircraft Armament
(Airframes - Aircraft propulsion - Aircraft
ordnance - Other equipment)
(Guidance and control - Propulsion aerodynamics and
structure - Warheads and fusing - Research and
development organizations - Installations)
1-3 Antiaircraft Weapons and Equipment
(Guns and ammunition - Unguided rockets -
Fire control equipment)
1-4
1-5
Ground Weapons and Equipment
(Combat vehicles - General purpose vehicles -
Artillery - Infantry weapons - Mines and mine
clearance equipment - Stream crossing equipment -
Special arctic equipment)
Naval Weapons
(Hull designs - Ship propulsion - Underwater
ordnance - Surface ordnance)
Atomic Energy
(Governmental organizations for development and
control - Appropriations for research and production -
Government and privately sponsored programs to develop
technically trained personnel - Research facilities and
development - Supporting industrial firms - Sources
and production of basic materials - Production of reactive
materials - Application of knowledge to produce weapons,
power, isotopes, etc.)
SECRET
Security Information
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 Approved For Release 2002/05/02 C78-04718A000800240002-7
Security Information
SCIENTIFIC (CONTINUED)
3 Biology
(Research - Development - Testing - Biological
Warfare)
4 Chemistry
(Research - Development - Testing - Chemical
Warfare)
5 Electronics
(Radio communications - Navigation aids - Radar -
Infrared - Acoustics - Vacuum tubes - Components and special
devices - Electron countermeasures)
6 Medicine
Physics (except Atomic Energy - See SCIENTIFIC 2)
SECRET
Security Information
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 Approved For Release 2002/05/02 : CU78-04718A000800240002-7
Security Information
This subject pertains to the safeguarding of information and material, which,
in the best interests of National Defense and safety should not be disclosed
to unauthorized persons.
SECURITY
1 Buildings and Equipment (Protection)
2 Communications and Records
(Classification and reclassification - Cryptography -
Disposal - Filing and storage - Transmission and
receipt - Use and release of)
General Policy, Regulations and Procedure
(Censorship - Classification and reclassification -
Use and release of)
(Identification badges - Investigation and clearance -
Ioyalty and review - Orientation)
6 Reports and Data
SECRET
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Security Information
This subject pertains to the shipment and routing of equipment, materials
and supplies.
SHIPMENT
1 Freight and Express
(Bills of lading - Rates and traffic - Claims -
Personal effects)
SECRET
Security Information
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Security Information
This subject pertains to the general character, patterns and trends of the
human society and civilization on the social level.
SOCIOLOGICAL
1 Characteristics of the People
(Cultural and physical traits - Minorities)
2 Education
(Organization - Literacy - Content and quality of
instruction)
Health and Sanitation
(Nutrition - Environment - Water supply - Waste
disposal - Diseases - Medical care - Hygiene)
4 Manpower
(Labor market - Labor force - Mobility -
Legislation - Unions and management)
5 Population
(Vital statistics - Distribution - Migration -
Social structure - Problems)
6 Public Opinion
(Morale - Social values - Antagonisms - Traditions
Movements')
7 Public Welfare
(Social Security - Standard of living
problems - Recreation)
8 Religion and other Ideologies
(Organization - Aims - Personalities)
SECRET
Security Information
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 Approved For Release 2002/05/02 : C GRCF78-04718A000800240002-7
Security Information
This subject pertains to the development, operation and maintenance of
communications systems of foreign countries including telephone, telegraph,
radio and submarine cables.
See COMMUNICATIONS for material pertaining to Agency
activities and facilities.
(Communications - Broadcasting)
2 Telephone and Telegraph
(International facilities - Domestic facilities
Repair facilities)
3 Submarine Cables
(Facilities - Repair facilities)
4 Television
SECRET
Security Information
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 Approved For Release 2002/05/02 :fi~
Security Information
This subject pertains to the development and direction of all Agency training
programs.
TRAINING
1 Policies and Procedures
2 Facilities
3 Programs
(In service - Orientation - Career Service)
Reports
Outside Training (Colleges, Schools)
SECRET
Security Information
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 Approved For Release 2002/05/02 SUMDP78-04718A000800240002-7
Security Information
This subject pertains to the construction, maintenance and operation of
transportation facilities of foreign countries including railway, highway,
waterway, poi?t and marine facilities, merchant marine and civil air.
See TRAVEL for material pertaining to travel of Agency
personnel.
See SHIPMENT for material pertaining to the shipment and
routing of Agency equipment and supplies.
(Government control and policy - International
relations - Enterprises - Training - Services
and supplies - Facilities - Military potential -
Means of identification)
2 Highway
(Network characteristics - Government control and
policy - Operations - Equipment - Principle
highways)
Inland Waterway
(Characteristics - Government control and policy -
Operations - Equipment - Principle inland waterways)
(Organization - Shipping program - Routes and ports
of call - Operations)
(Classification - Berthing estimates - Military
potential)
6 Railway
(Network characteristics - Organization - Operations -
Equipment - Principle railways)
SECRET
Security Information
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 Approved For Release 2002/05/02 SSP78-04718A000800240002-7
Security Information
This subject pertains to the travel of employees or others on official
business, including policies, procedures and regulations. Case files by
name of traveler may be established as required and may be accomplished by
writing the name-of the traveler as part of the file designation, thus:
TRAVEL (Brown, Harry)
TRAVEL
1 Advance of Funds
2 Authorizations
3 Entry (Custom courtesiesi, etc.)
4 Foreign (Includes passports, visas, etc.)
5 Itineraries and Reservations
6 Policies and Regulations
7 Privately Owned Vehicles
a Transportation Requests
SECRET
Security Information
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 Approved For Release 2002/05/02 : #3QMP78-04718A000800240002-7
Security Information
This subject pertains to acquisition, utilization and disposition of
automobiles, trucks and other vehicles, including policies, procedures and
authorities for their use. Include also material regarding the procurement,
accountability, use and disposal of tires and tubes.
1 Accidents (Except claims of injured employees - See
PERSONNEL 16)
2 Assignment and Use
(Policies and regulations - Authority to use)
3 Credit Cards
4 Inspection
5 License Plates (Auto tags)
6 Loss, Damage and Theft (Except accident)
7 Maintenance and Repair
8 Marking and Identification
9 Permits to Operate
10 Procurement
11 Reports
12 Storage (Authority to store at private residence)
13 Surplus or unserviceable
(Disposal by sale, transfer or loan)
14 Tires and Tubes
15 Titles
SECRET
Security Information
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 Approved For Release 2002/05/02 IA-RECRETC DP78-04718A000800240002-7
Security Information
The word "See" indicates that the subject category is further subdivided or
that there are special instructions pertaining to its use. In such cases
the SUBJECT LIST should be consulted to obtain the appropriate file
designation.
Reference
File Designation
Abandonment, Buildings & Grounds ...................... BUILDINGS & GROUNDS 5-1
Accidents
Employees' Compensation Cases...... .............. PERSONNEL 16-1
Vehicles.. ....................................... See VEHICLES 1
Accounting ............................................ See ACCOUNTING
Accounts Current ...................................... See ACCOUNTING 1
Acquisition
Buildings & Grounds .............................. See BUILDINGS & GROUNDS 1
Equipment & Supplies EQUIPMENT & SUPPLIES 7-1
Additions to Buildings & Grounds ...................... BUILDINGS & GROUNDS 3-1
Addresses, Mailing .................................... COMMUNICATIONS 2-1
Adjustments in
Disbursements .................................... ACCOUNTING 8-1
Receipts ......................................... ACCOUNTING 6-1
Administrative Issuances .............................. ORGANIZATION & MANAGEMENT 1
Advance of Funds for Travel ........................... TRAVEL 1
Advices, Disbursement.. ACCOUNTING 8-2
Agency Policies & Procedures on Personnel., ...... o..** PERSONNEL 12-1
Agent Cashiers ........................................ ACCOUNTING 5
Air Conditioning, Buildings...... ..................... BUILDINGS & GROUNDS 10-3
SECRET
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Security Information
Reference
File Designation
Bids for Supplies & Equipment .........................EQUIPMEPII & SUPPLIES 411
Bills Ff Invoices .................... .................. AO00UNTING 9-6
Bills of Lading .............. ........ .................See SHI:Ih1ENT 1
Blood Donors ...................... .......... ..........IERSONNEL 9.,2
Boards
Review, Efficiency Rating.......,., ..............PFRSO:tNEL 8-1
Survey, Surplus Property.........................EQUIPN4N`i' & SUPPLIES 7-2
Bid or Perfoz~maxice ...............................EQUiPNENT & SUPPLIES 4-2
Bonding of. Employees........ .....................ACCOUNTING 4
Certifying Officer & Agent Cashiers ..............ACCOUNTING 5
Savings (Defense) Deductions...... ...............ACCOUNTING 9-1
Budget Estimates ......................................See APPROPRIATIONS 2
Building Passes .......................................SECURITY 5-1
Buildings........ ..... 0.9.9 ................. &**e**..*,See BUILDING S & GROUNDS
Security Protection of ...........................SE,CURITY 1
Bulletin Boards, Building... ..........................BJILDIIIGS & GRCT^fi'70 k
SECRET
Security Information
Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
TAB
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 SECRET
SECURITY INFORMATION
Approved For ReC 01BMM2,Oq]Ifp4R?PM4NM 8A000800240002-7
Sub-
Control
A. Prepare Form 35-1, a six-part snap out form and forward copies, 1, 4,
5, 6 with the communication.
B. File copy 92 alphabetically by source. This file serves as a finding
media for all recorded incoming communications. Copy 42 is replaced
by copy #1 when action has been completed (paragraph H).
C. File copy #3 by the date on which action is due to be completed.
Upon expiration of time allotted for action, contact by telephone
the Subsidiary Mail Control to whom the communication was referred
and establish new due date. Withdraw copy *3 and file by control
number when action has been completed (paragraph H).
D. Copies 1, 4, 5 and 6 received with the communication at the Subsidiary
Mail Control point.
F. When it is necessary to refer the communication to a second Subsidiary
Mail Control, note the referral on copies 1, 4, 5 and 8. Detach copy
#5 and forward to the Central Mail Control where it will be destroyed
after the information relative to the transfer is transcribed to
copy #2.
G. In case of a second referral, copies 1 and 6 are received with the
communication. Detach copy #6 and file in the same manner as
copy #3.
H. Copy 41 received with correspondence when all necessary action has
been taken. The correspondence will be classified by subject, filed, and
the reply dispatched. If correspondence is retained for filing and dis-
patch of the reply by the Subsidiary Mail Control, copy *1 is received
without attachments and bears notations as to subject classification,
action taken and "Retained by In both instances, copy
#1 replaces copy 42 which is to be destroyed. If a second referral was
not required, copies 5 and 8 are received with copy #1 and are destroyed.
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SECRET
Security Information
I The purpose of this instruction is to provide a basic procedure
which can be adapted to the needs of the Office. The control
system will be handled by a Central Mail Control for the Office.
II All incoming communications will be received and controlled by a
Central Mail Control. Upon receipt, incoming communications will
be recorded on Form 35-1, "File and Routing Slip" as follows:
A. Assign a control number to each piece of correspondence to
be recorded by stamping the number in the lower right corner
of the incoming communication and typing it in "Control No."
block of Form 35-1.
B. Prepare the 35-1, a six-part snap out form interleaved with
one-time carbon as follows:
1. Security classification of the document will be typed,in
the space designated "Sec. Class",
2. The name of the individual, business firm or organization
from whom the correspondence was received, will be placed
in the block designated "Origin",
3. The date of the correspondence will be typed in the space
designated "Date of Mat".
4. The date the communication was received will be typed in
block designated "Date Rectd",
5e The date action is due to be completed will be typed in
space designated "Date Out".
6. A brief digest of the subject matter involved in the
incoming correspondence will be included in the space
designated "Subject" and the number of enclosures also
indicated. If an incoming communication is a telegram,
registered letter, or other special type communication, an
appropriate notation of this will also be reflected.
7, The Subsidiary Mail Control to whom the correspondence is
forwarded for handling and the date forwarded is noted in
the first "Routing-Time Out" column.
SECRET
tt11
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SECRET
Security Information
EXHIBIT C (CONTINUED)
C. The following disposition will be made of the six part form:
1. Copies numbered 2 and 3 will be detached immediately and
filed in the Central Mail Control.
a. The number 2 copy should be filed alphabetically by the
name of the individual, firm or organization, from whom
the communication was received. This file will constitute
an alphabetical index and serve as the finding media of
all recorded incoming communications,
b. The number 3 copy is filed by the date on which action
is due to be completed (see paragraph E) to act as a
suspense copy and serve as a log. This file will be in
two parts "Action Completed" and "Incompleted". The
suspense copy will be placed in the "Incompleted".File
and will be used to follow up communications on which
action has not been completed within the allotted time.
When action has been completed the suspense copy will
be withdrawn from the "Incompleted" file and placed in
the "Action Completed" file by control number.
2. Copies numbered 1, 4, 5 and 6 will be securely fastened to
the upper left corner of the correspondence and forwarded to
the Subsidiary Mail Control shown in the routing column.
3. When received by the Subsidiary Mail Control clerk, the
communication will be referred to the proper action desk and
the referral noted in the "Routing Time Out" column. At the
time of referral the number 4 copy will be detached and filed
in the same manner as prescribed for copy number 3. Any later
referrals will be noted on this copy so that it will provide
information as to the location of the communication when
action has not been completed within the allotted time.
4. Copy number 5 is used when the correspondence is further
referred (to another Subsidiary Mail Control within the Office),
at which time it will be detached from the correspondence.
Referral reference will be placed in the "Routing Time Out"
column, and the slip returned to the Central Mail Control.
The information relative to the transfer of the correspondence
is transcribed to the number 3 copy by the Central Mail Control
and copy number 5 is then destroyed. The second Subsidiary
Mail Control point to which the correspondence is referred will
remove copy number 6 and file it as its control copy. If
additional referrals are necessary another set of copies 4, 5
and 6 of Form 35-1 will be prepared.
SECRET
Security Information
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 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7
SECRET
Security Information
EXHIBIT C (CONT INuED )
5. Copy number 1 shall remain at all times with the
comilnunication until all necessary action has been taken
and the correspondence returned to the Central Mail
Control for classifying by subject, filing, and dispatch
of the reply. The number 1 copy will replace copy number
2 which will be destroyed. If the file is retained for
filing and dispatch of the reply by the Subsidiary Mail
Control, copy number 1 should be detached from the
correspondence, the subject classification placed in the
block designated "File No.", action taken noted in the
proper block and the following notation made on the 35-1,
"Retained by ". Copy number 1 is then forwarded
to the Central Mail Control for filing.
D. For intra-office correspondence initiated within the Office,
which must be controlled, the following procedure will apply:
1. The originator will prepare Form 35-1 as follows:
a. Security classification of the document will be typed
in the space designated "Sec. Class.".
b. The Division preparing the communication will be
placed in the space designated "Origin".
c. The date of the correspondence will be typed in the
block designated "Date of Mat."
d. A brief digest of the subject matter involved in the
communication will be included in the space designated
"Subject".
e. The initial referral (to the Central Mail Control)
will be noted in the "Routing-Time Out" column.
2. The Subsidiary Mail Control will detach and file copy
number 4 chronologically, attaching copies 1, 2, 3, 5 and
6 to the communication and forward to the Central Mail
Control.
3. Upon receipt the Central Mail Control will:
a. Assign a control number to the communication and the
35-1.
b. Note the date received in the space designated "Date
Rec'd".
SECRET
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-3-
 Approved For Release 2002/05/02 :,q6 P78-04718A000800240002-7
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EXHIBIT C (CONTINUED)
c. Type the date action is due to be completed in the space
designated "Date Out".
d. Detach and file copies 2 and 3 as explained in paragraph C-1.
e. Forward communication with copies 1, 5 and 6 attached to
Subsidiary Mail Control point noted in "Routing-Time Out"
column.
E. All Congressional mail requiring an answer must be answered or
acknowledged within two work days, with certain exceptions all
other communications within five work days. The suspense file
in the Central Mail Control will be checked daily. Upon
expiration of time allotted for action, the Subsidiary Mail
Control to whom the communication was referred will be contacted
by telephone to ascertain the reason for the delay. If
additional time is needed the new date due, as indicated by the
action desk, will be noted on the suspense copy (number 3 of
35-1).
F. To insure successful operation of this procedure it is
essential that persons assigned mail control duties be
instructed that this is a priority function. More than one
person should be available for this duty at each control point
to insure immediate handling.
SECRET
Security Information
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TAB
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 Approved For ReleaseQQ/f~~~>~-"04T'f8A000800240002-7
Security Information
SUBJECT: Revision of Mail Control and Filing Procedures
1. The recommendations contained in the Records Management Survey
of the Office of the Director have been approved. The effective date
of the recommendations will be 4 May 1953, however, some time will
be required to complete the transition from the present to the proposed
system.
2. Records Analysts fron the Records Management and Distribution
Branch of Office of General Services will furnish the supplies and the
technical and clerical assistance required for conversion to the new
systems. They will also periodically review the system with responsi`Dle
officials to assist with any current problems and to assure the con-
tinuance of toe program.
3. A tentative schedule is shown below for Records Analysts to
assist the various offices in disposing of present accumulations of
records and to set up files listed as the exceptions in recommendation
one:
Director of Central Intelligence
4 May 1953
Dep. Director of Ce,itral Intelligence
6 May 1953
Dep. Director (Administration)
11 May 1953
Dep. Director (Intelligence)
13 May 1953
Dep. Director (Plans)
18 May 1953
Inspector General
20 May 1953
4. The adoption of these reco::mendations is a necess,:ry step in
establishing an adequate records manaryeraent pro:-,rail for the k:'eney.
Your full cooperation in making the change effective will be appreciated.
ALLMI DULLES
Director of Central Intelligence
CONFIDENTIAL
Security Inform,.tv'ni
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