RECORDS MANAGEMENT.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00728R000100020037-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 46
• Document Creation Date: December 14, 2016
• Document Release Date: October 24, 2002
• Sequence Number: 37
• Publication Date: October 31, 1949
• Content Type: REGULATION

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Executive Registry
_
13 October 1949
MEMORANDUM FOR: MANAGEMENT OFFICER
ATTENTION: Deputy Management Officer
FROM: Executive Assistant Director OCD
SUBJECT: Proposed Administrative Instruction Regarding
Records Management
1. The attached proposed Administrative Instruction has been
developed byl I the CIA Library with the advice and
consultation of In my opinion, they have covered all
of the essential e program is well conceived.
2. It would be appreciated if this Administrative Instruction
could be issued at your earliest convenience so that this aspect of
the recent Management Improvement Activities for CIA. may be put into
effect.
,Z4
CONMENT1,\
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DRAFT, 7 October 1949
?Vt 4,)Lb
CENTRAL INTELLIGENCE AGENCY
Washington, D. C.
Proposed
ADMINISTRATIVE INSTRUCTION
NO.
SUBJECT: Records Management
(This rescinds Administrative Instruction
13 July 1948)
dated
1. Each agency of the Federal Government is required to
maintain adequate controls over its records to insure
that valuable records are preserved and useless records
promptly disposed of as provided by law. Executive
Order 9784 dated 25 September 1946 requires, among other
things, that the head of each agency establish and
maintain an active continuing program for the effective
management and disposition of its records and for the
maintenance of physical custody over and retention of
only those records that are needed in the conduct of
current business.
2. Records of CIA are defined to include all books,
papers, maps, photographs, films, recordings or other
documentary material,regardless of physical form or
characteristics,made or received by any portion of
CIA in pursuance of Federal law or in connection with
the transaction of public business and preserved or
appropriate for preservation by CIA or its legitimate
successor as evidence of the organization, functions,
policiesiNdecisions, proceduresperations or other
activities or because of the infermational value of
data contained therein. Library and museum material
made or acquired and preserved solely for reference
or exhibition purposes, extra copies of documents
preserved only for convenience of reference, and stocks
of publications and of processed documents are not
included within the definition of the word "records"
as used in this Administrative Instruction. "Records"
and "record material" may be used interchangeably.
0A6P
3. There isAesta lished a records management program
for CIA which shall be a continuing, comprehensive,
agency-wide plan for the development and implementation
of policies and procedures for the efficient management
of all files and filing equipment, and for the establish-
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FigENTIM,
ment of controls for the creation, arrangement, use,
preservation and disposal of the agency's files. The
pro-ramJncludes the following basic features: at ,^,' ?
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i
a. Centralized supervision and overal control
of the program by a small agency records manage-
ment staff which operates through records officers
in each each Office and Staff in Implementing the
program.
b. Inventories of all files and filing equipment
to reveal the volume, types, filing arrangement,
record character and retention periods for docu-
ments and to determine the quantity, value and
effectiveness of use of filing equipment and space
occupied by files.
0. Designation of offices of record at points of
use to contain the record copies of documents.
d. Standardization of filing systems, filing
equipment and procedures for the maintenance of
files.
e. Development of disposal lists and disposal
tables for all file series to provide for the
systematic retirement of all files no longer
required.
C. Records Management surveys to obtain basic
data for recommending changes to promote efficient
operations relating to records.
g. Training courses for records officers Who will
execute the records management program.
h. Selection of labor-saving devices to assist in
reducing the costs of preparation and storage of
records.
i. Establishment of a Records Center to receive
from all parts of the agency and provide secure
storage of semiactive records of value for a
limited period and the CIA Archives for the
storage of records of enduring value.
j. Development of microfilming projects for records
which lend themselves to the process for the re-
duction of space required for storage, for assisting
administrative processes in the use of these records,
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or for preserving copies of documents as a security
mea,sure.
k. Advise on other matters relating to records,
including procedures for the downgrading of security
classifications of documents.
4. The division of responsibilites for the Records Management
Program is summarized as follows:
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a. The CIA Records Administrator directs the Records
Management Staff in formulating, defining and reviewing
progress on the various phases of the Records Manage-
ment Program, serves as the CIA Archivist and as the
CIA Liaison to the National Archives and other agencies
on records problems.
b. Each Office and Staff implements the Records
Management Program throughout?its offices. Each Office
or Staffrdev6ti cifthe CIA R-e-cord-d-Kaistrato,E)
designatesta records of leer to ict and supervne the
taking of 'inventories of records and other phases of the
Records Management Program in his Office or Staff.
c. Each Office and Staff destroys, in accordance with
law and Agency regulations, "non-record" documents which
are no longer required. The definition of "records"
and criteria for determining which documents are not
records or non-record materials are included in paragraph
2 of this Instruction.
d. 7ach Office and Staff transfers to the Records Center
or to the CIA Archives semiactive or non-current documents
no longer essential or necessary for retention in their
physical, custody.
e. The CIA Library Division, OCD, operates the Records
Center for non-current documents which must be retained
in the Agency for a limited period and the CIA Archives
for records of enduring value. Documents received in
either the Records Center or the CIA Archives are stored
in a secure manner and under any necessary restrictions
as to access approved jointly by the Office or Staff
having custody, the Inspection and Security Staff and
the CIA Records Administrator.
A strator. -
.?
merit Staff, ?CIA PW5.19n,
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STANDARD FORM NO. 04
(r. !Pi ti ire,
Office Memorandum
TO,
FROM :
SUBJECT:
UNITED STATES GOVERNMENT
DATE: 7 May 1948
Management Branch
Chief, Services Branch
Proposed Administrative Instruction
The attached proposed Administrative Instruction,
Subject, "Records Administration'', is forwarded to you per
our telephone conversation.
I understand that the Instruction is going to be
completely revised in view of the transfex of Central Records
to Reference Branch.
, r?
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STANDARD 'tom NO, 04
CONFIDENTIAL
ER- 7 s' 0
Office Memorandum ? UNITED STATES GOVERNMENT
TO, Executive for Administration & Management DATE: 1 3 JAN 1948
FROM Assistant Director for Collection & Dissemination
SUBJECT: Furnishing Information to Reference Center
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1. Pursuant to our conversation of last week, this office has revised
the draft submitted by your office concerning the processing of requests' for
intelligence material, and the new paper will be transmitted to you separately
for consideration.
2. As was agreed upon at the above-mentioned conference, the following
quoted paragraph which was in the original draft prepared by this office has
been omitted from the present paper, but is now called to your attention for
consideration as to the desirability of adopting it or a modification there-
of as a separate CIA instruction.
3. The pertinent paragraph follows:
"In order to be of maximum service to all CIA and agency requesters,
it is essential that the Reference Center have record of every piece of
intelligence material or information which is on file or received in any
part of CIA. Upon receipt of this memorandum each office will arrange
to inventory all such intelligence material and information which has
not been referred previously to the Reference Center and provide the
Reference Center with complete identifying data thereto. Similar ar-
rangements will be made to provide Reference Center with identifying
data on any new material or information which may be received in CIA
through means other than the OCD Reading Center procedures. When such
materials are no longer of immediate reference value to the holder they
will be forwarded to the Reference Center for file."
ap U. S.
Assistant Director for
Collection and Dissemination
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UNCLASSIFIED tErisRUTED CONFIDENTIAL S :ET
(SENDER WIL.0 CIRCLE CLASSIFICATION TOP AND BOTTOM) '
CENTRAL INTELLIGENCE AGENCY!
OFFICIAL ROUTING SLIP
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INITIALS
DAT
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FROM
INITIALS
DATE
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} 1APPROVAL I INFORMATION SIGNATURE
lACTION . 1 1 DIRECT REPLY I RETURN
E'COMMENT 1 EPREPARATION '
OF REPLY DISPATCH
CONCURRENCE I RECOMMENDATION L_____I FILE
REMARKS:
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SECRET CONFIDENTIAL RESTRICTED UNCLASSIFIED
FORM NO.
? SEP 1947
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STANDARD FORM NO. 04
COi\TILIDITiAL
,Office Memorandum ? UNITED STATES GOVERNMENT
TO
FROM
: Exec for Adm 80 Mgmt
(Thru: Chief, Services Br.)
:Chief, Central Records
DATE: 2 Jan 48
SUBJECT: Records Administration Program
1. The Records Administrator Central Records Division should
have the following responsibilities and authority:
a. Responsible for developing a uniform CIA file system,
training employees in use of system, and inspecting filing practices
to enforce uniformity.
b. Authoritur to designate offices of records to be
responsible for the filing of record material.
problems.
c. Responsible for advising CIA offices on general records
d. Authority to approve all requisitions for filing equip-,.
ment. Dis4pproval of such requisitions would be based upori the de?
termination by investigation that such an allocation of file material
would violate central control of files.
e. Serve as CIA Archivist.
f. Serve as operational liaison between CIA and the National
Archives and other agencies regarding transfer and destruction of
records.
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? STA404,-riD FORM NO, 04
Office Memorandum ? UNITED STATES GOVERNMENT
TO Executive Director
FROM : Executive for A&M
SUBJECT: Records Administration
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DATE: 13 July 1948
1. Attached directive is essential for central recording of and
responsibility for maintenance of our records.
2. Exceptions indicated below hay- been presented by Office Chiefs:
a. OCD - Wants all material received sent to OCD immediately
prior to any utilization. This would slow down use. Data for
recording provided by paragraph 5a of directive is sufficient.
b. ORE - (1) Wants "records" defined as "non-current" records.
This would defeat the whole intent of our directive.
(2) Objects to OCD setting standards for records
maintenance. We must have one system under a central control.
(3) Objects to inclusion of paragraph 5 in the
directive on the basis that it is a foreign subject. Actually
it is a part of the overall records problem and should remain.
c. 00 - (1) Requests definition of "CIA records.' 1 An
appropriate rigid definition would take two pages. Term is OK
as is and will not be abused by OCD.
(3) Makes other unimportant points which will take
care of themselves as program is developed.
3. We have had a major need for a centralized records administra-
tion program since CIA was organized, and this is our first attempt to
set it up. The Deputy Director has been pushing it for several weeks.
Any "bugs,1 vich show up will be corrected as they appear.
4. Recommend signature and return to me for publication.
Enclosures
Stencil -
Draft of
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STANDARD FORM NO. 64
4'4 ry,r7y
4 6 1/1 78
0 ffice Memorandum ? UNITED STATES GOVERNMENT
. _ TO Executive for Administration & Management DATE: JI.01 1 7 1948
FROM Assistant Director, Reports and Estimates
SUBJECT: Proposed Administrative Instruction re Records Administration
ILLEGIB
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1. This office concurs in attached Administrative Instruction
subject to the following provisions:
a. That the term "CIA records" (and related uses of the
term or collateral references to the term) applies solely to
"non?current records" for which the Archivist of the United
States and the agency concerned have certain mutual responsi?
bilities.
b. That each office of CIA will make its own determina
of the "non?rurrent record" status of its holdings.
c. That ORE be included in paragraph 7 as an excepted
office where for security reasons, compliance with subject
instruction is not possible.
d. That the last sentence in paragraph 4 be deleted.
2. It is recommended that the substance of .paragraph 5 be
deleted from this instruction and made the subject of another
issuance on the grounds that it is unrelated to the "records problem".
Attachment:
Proposed Administrative
Instruction re Records
Administration
A
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ADMINISTRATIVE INSTR
NO.
CENTRAL INTELLL3RNCE AGE=
Washington, D. C.
SUBJECT: Records Administration
Date:
DRAFT
20 May 1948
1. The Office of Collection and Dissemination will administer an agency-
wide program ,for the recording, preservation and disposition of all CIA rec-
ords and will provide evidence and assistance to all activities of CIA on rec-
ord matters.
2, All negotiations 'with National Archives, Bureau of the Budget and
other Federal and non-Federal agencies in connection with the transfer or
other disposition of records will be conducted by OCD.
3. The Foreign Documents Branch, CCI, will have primary responsibility
for internal storage and recommendations for the disposition of foreign-
language documents.
4. Offices and Staff Sections of CIA will maintain only those records
needed for daily current reference. All other records will be disposed of
in accordance with instructions from OCD. CIA activities will recommend to
OCD disposition of records which may be of possible value to other organize-
tions. Records retained in operating units will be maintained in accordance
with instructions from OCD.
5, a. Offices and individuals of CIA receiving intelligence informa-
tion other than through offiotal collection and dissemination channels
will at once provide OCD with one copy, or identifying data thereto which
will be followed by a copy (except material on loan to CIA) when it has
served the user's immediate purpose.
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b. The Foreign Documents Branch, 00, in the case of foreign-language
6. The Office of Collection and Dissemination will recommend to the
Executive for Administration And Management, specifications for record-keeping
equipment and supplies and will advise on individual requisitions for record-
keeping equipment to assure conformity with ostablished record-keeping policy
and procedures
7. The Office of Special Operations and. the Executive for Inspection
and Security are excepted from the provisions of this Instruction where for
security reasons compliance is not possible.
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE:
Asst. Director, OCD
Asst. Director, 00
Asst Director, ORE
LTS
Conourrenbilffin-conaurrence
Concurrence/Non-concurrence
,Concurrence/Wonr.concurrence
Chf.'Services Br. 'WA
I Concurrence/Non-concurrence
Tignature
Signature
gigra tun
Date
Date
Signature Date
ONEM
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NOV.9 1949
c o, 1\1.F I, D N: .T A L
CENTRAL INTELLIGENCE AGENCY
tiashingtok4"" , Ce
ADNINISTRATIVE INSTRUCTS OF
NO.?
SUBJECT: Records Management
REFERENCE:
RESCISSION: Administrative Instruction No.
7 November 1949
Executive Order No. 974, dated 25 Septmnber 1946.
dated 13 July 1948.
1. a. Records of CIA are defined to include .all books, papers,
maps, photographs, films, recordings or othef documentary material
regardless of physical form or characteristics, made or received
by any portion of CIA in pursuance of Federal law or in connection
with the transaction of public business and preserved or appropriate
for preservation by CIA or its legitimate successor as evidence of
the organization, functions, policies, personnel, decisions, proce-
dures, financial or legal transactions, operations or other activities
or because of the informational value of data contained therein.
b. Library and museum material made or acquired and preserved
solely for refm:.enee or exhibition purposes, extra copies of
documents preserved only for convenience of reference, and stocks
of publications and of processed documents are not included within
the definition of the wore. "records" as used in this Instruction.
? "Records" and "record material" may be used interchangeably.
2. There is hereby established a Records Management Program for
CIA. The Assistant Director for Collection and Dissemination is
charged with operational supervision of the Program throu:h a CIA
Records Officer designated by him and Records Officers designated by
each Office, and Staff Section.
3. The Program will cover, but not necessarily be restricted to:
a. Inventories of all files and filing equipment io determine
the volume, typos, filing arrangement) record character and reten-
' tion periods for documents and the quantity, value and effectiveness
of use of filing equipment and space occupied by files.
. b. Designation of offices of. record at points of use to contain
the record copioa of docurmts.
C. Standardization of filing systems filing equipment and
procedures for the maintenance of files.
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d. Development of'disposal lists and disposal tables for
all file series to provide for the systematic retirement of all
files no longer required by lay or policy.
e. Records Management surveys to obtain data for recommending
changes to promote efficient operations relating to records.
f. Training courses for Records Officers who will execute the
Records Management Program,.
?g. Recommendations for labor-saving devices to assist in
'reducing the costs of preparation and storage of records.
h. Establishment of (a) a Records Center to provide secure
storage of semi-active Agency records of value for a limited
period, (b) the CIA Archives for the storage of Agency records
of enduring value.
? i. Development of microfilting projects for records which
,lend themselves to the process for the reduction of space required
? far sterage, for assisting ad4nistrative processes in the use of
these records, or for preserving copies of documents as a security
? measure.
j.. Advice On other matters relating to records, including
procedUres for the downgrading of security classifications Of
,dOcuMents.
4...ROSponsiblities.for thq Records Management Program are defined
below:.
.a. The Management Officer will provide policy advice and
general guidance to the entire program.
b. The CIA Records Officer will formulate define, and review.
progress of the various phases of the Program) will serve as the CIA
Ardhiyist and as.the CIA Liaison to the National Archives, Bureau
of the Budget, and other agencies on records problems, through
prescribed ,liaison control channels.
?
co Each Office and Staff Section will implement the Pregram
internally, and designate a Records Officer for this purpose.
d. Each Office and Staff Section will destroy, in accordance
with lay and Agency regulations, "non-record" documents which arc
no longer required. The definition of "records" and criteria for
determining which documents are neither records nor record material
are included in paragraph 1 above.
? .
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e. Each Office and Staff Section will transfer to the CIA
Records Center or Archives semi-active or non-currant records
no longer essential or necessary for retention in their physical
custody.
f. The CIA Library, OCD, will operate the Records Center
for non-curront documents which must be retained in the Agency
for a limited period, and will maintain records of enduring value,
in the CIA Archives. Documents received in either the Records
Center or the CIA Archives will be stored in a secure manner and
under any necessary restrictions as to access approved jointly
by the Office or Staff Section having custody, the Inspection and
Security Staff and the CIA Records Ofacor.
Tho Assistant Director for Collection and Dissemination
will authorize the ultimate disposition of CIA records to the
National Archives,
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE:
DISTRIBUTION: A.
-3-
C ONFIDENTIAL
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STATI NTL
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=101
19 July 1948
In the applioation of Administratiwo instruction
reoonsondatioos as to disposition or 030 records will be mad*
to RUC through ORD.
FOR TIM A83/3TART DIRECTOR FOR SPECIAL OPERATIONS.
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CONFID,ENTLA L
CENTRAL INTELLIGENCE AGENCY
7ashingtoi4 D. C.
ADEINISTRATIVE INSTRUCTION
25X1A NO.
25X1A
7 November 1949
SUBJECT.: Records Management
REFERENCE: Executive Order No. 9784i dated 25 SepteMber'1946.
RESCISSION: Administrative Instructign dated 13 July 1948.
1. a. Records of CIA are defined to include all books, papers,
maps, photographs, films, recordings or other documentary material
regardless of physioal form or characteristics, made .or received
by any portion of CIA in pursuance of Federal law or in connection
with the transaction of public business and preserved gr appropriate
for preservation by CIA or its legitimate successor as evidence of
the organization, functions, policies, personnel, decisions, proce-
dures, financial or legal transactions, operations or other activities
or because of the informational value of data contained therein.
b. Library and museum ,material made or acquired and preserved
solely for reference or exhibition purposes, extra copies of
documents preserved only for convenience of reference, and stocks
of publications and of processed docummts are not included within
the definition of the wora "records" as used in this Instruction.
"Records" and "record material" may be used interchangeablY'.
2. There is hereby established a Records Management Program for
CIA. The Assistant Director for Collection and Dissemination is
charged with operational supervision of the Program throuch a CIA
Records Officer designated by him and Records Officers designated by
each Office and Staff Section.
3. The Program will cover, but not necessarily be restricted to:
a. Inventories of all files and filing equipment to determine
the volume, types, filing arrangement, record character and reten-
tion periods for documents and the quantity, value and effectiveness
of use of filing equipment and space occupied by.files.
b. Designation of offices of record at points of use to contain
,the reeord.opiee of docur.mts.
. .
c. Standardization of filing systems filing equipment ana
procedures for the maintenance of files.
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d. Development of disposal lists and disposal tables for
all file series to provide for the systematic retirement of all
files no longer required by law or policy.
e.. Records Management surveys to obtain data for recommending
changes to promote efficient operations relating to records.
f. Training courses for Records Officers who will execute the
Records. ianagemen?rogramt:
? g. Recommendations for labor-saving devices to assist in
reducing the costs of preparation and storage of records.
h. Establishment of (a) a Records Center to provide secure
storage of semi-active Agency records Of value for a limited
period, (b) the CIA Archives for the storage of Agency records
.of enduring value.
i. Development of microfiliing projects for records which
lend themselves to the process for the reduction of space required
for storage, for assisting administrative processes in the use of
these records, or for preserving copies of documents as a security
measure.
j. Advice on other.matters relating to records, including
procedures for the downgrading of security classifications of
documents. .
4. 'Responsiblities-for,tho Records. Management Program.ate,defined
below:
?. a.. The Management Officer will provide: policy advice and.
general guidance to the entire program.
b. The CIA Records Officer will formulate, define, and review.
progress of the various phases of the Program, will serve as the CIA
Ardhivist and as the CIA Liaison to the National Archives,.Bureau
of the Budget, and other agencies on records problems, through
prescribed liaison control chamois.
c. Each Office and Staff Section will implement the Program
internally, and designate a Records Officer for this purpose.
d. Each Office and Staff Section will destroy, in accordance
with lay and Agency regulations, "non-record" documents which arc
no longer required. The definition of "records" and criteria for
determining which documents ate neither 'records nor record material
are included in paragraph 1 above. '
-2-
CONFIDENTI.AL
-
ReleaSe;2003/03/1u':'CIA-RDP81-00728R000100020037-2
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C oNFIDF, N T A L
e. Each Office and Staff Section trill transfer to the CIA
Records Center or Archives semi-active or now-current records
no longer essential or necessary for retention in their physical
custody.
f. The CIA Library, 00D, will operate the Records Center
for non-current documents which must be retained in the Agency
for a limited period, and will maintain records of enduring value.
in the CIA Archives. Documents received in either the Records
Center or the CIA Archives will be stored in a secure manner and
under any necessary restrictions as to access approved jointly
by the Office or Staff Section having custody, the Inspection and
Security Staff and the CIA Records Of icor.
g. The Assistant Director for Collection and Dissemination
will authorize the ultimate disposition of CIA records to the
National Archives.
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE:
DISTRIBUTION: A.
aptain,
Executive
-3-
C ONFIDENTIAL
25X1A
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PROPOSED
ADMINISTRATIVE INS1RUCTION
SUBJECT: CIA Records Inventory
REF.: Administrative Instruction,
Management, dated 7 Nov. 194
Subject: Records
1. This Administrative Instruction establishes a workable, uniform procedure
for the inventorying of all files and filing equipment in the Offices, Staff Sections
and Field Offices of the Central Intelligence Agency. The inventory will be used as
the basis for establishment of retention periods and disposal tables for all agency
records, and to provide guidance for establishment of standards for filing equipment
and supplies.
2. Attachments A and B contain detailed procedural information for accomplish-
ment of the inventory.
FOR 11114 DIRECTOR OF CENTRAL INTELLIGENCE:
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Attachment A
to Adm. Inst.
T?ESTRICT9D
DEFINITIONS AND RESPONSIBILITIES
le Purpose:
It is the purpose of this Administrative Instruction to establish a procedure for
the taking of comprehensive inventories of records and filing equipment to facilitate
the establishment of Records Retention and Disposal Schedules, to provide complete data
on types, volume and arrangements of records, and to indicate the division of responsi-
bility for the inventory phase of the agency records program.
2? Definitions:
ao Records: Tile word records is defined as including all books, papers,
maps, photographs, or other documentary materials, regardless of physical
form or characteristics, made or received by any agency of the United States
Government in pursuance of Federal Law or in connection with the transaction
of public business and preserved or appropriate for preservation by that
agency or its legitimate successor as evidence of its organization, functions,
policies, decisions, procedures, operations, or other activities of the Gov-
ernment or because of the informational value of data contained therein.
b. Non-Records: Non-records or non-record materials are library and museum
material made or acquired and preserved solely for reference or exhibition
purposes, extra copies of documents preserved only for convenience of ref-
erence, and stocks of publications and of processed documents.
ae File Series: A file series is the major identifiable portion of an
organized file which can be described, handled, used and disposed of as a
unit. A filing unit may be all the papers in one folder, one binder, in
one drawer or in a series of drawers. A file series or filing unit is not an
individual paper interfiled with other kinds of papers, but is a. whole file
or part of a file, which requires a separate description by virtue of varia-
tions in arrangement of subject or subject content, retirement or disposal
characteristics, significant volume, or peculiar physical form of the papers
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them
ESTRICTED
d. Microfilming:
files).
Microfilming is the process of phouographing indi-
vidual documents or files of papers on continuous small size film, so
that the documents are too small to be read without magnification. Micro-
filming or microphotography offers a means of reducing the bulk of re-
cords by largely mechanical techniques and permits the making of enlarged
prints economically and at a rapid rate.
3. Interpretation:
The following general principles serve as a guide in deciding whether material is
record or non-record.
a. All file papers are presumed to be records. The mere fact that they
were prepared, retained and filed indicates that they were originally re-
garded as records. This premise does not mean that they are records, but
merely that they must be regarded as records until their non-record charac-
ter is established. In other words, the burden of proof is on establishing
the non-record character of material.
b. Papers which once have record character, always have record character.
Values must not be confused with characteristics. If papers are records
when they are filed, they remain records as long as they are in existence
even though they may not have any retention values. For instance, changes
in procedures quite often render obsolete the records prepared under the
old procedures. Their obsolescence is a good reason for disposal but no
reason at all for circumventing the legal procedures for disposal*
c. Nearly all non-records are determined on the basis of physical duplica-
tion. For example, if an organization has two files of purchase orders,
filed in the same way, and containing identical information, one of these
files is non-record. Following are qualifications to the physical dupli-
cation rule:
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RESIE.IC"-n
(1) Gfalemily, duplicates must have boon
.n,A, for con-
venience of reference to justify non-record interpretation.
It is not enough to say that exact roplos are retained by another
agency, or by another branch or division. It depends upon the pur-
pose for which the file exists and the use made of it.
(2) The fact that two files of exact duplicates in the same organi-
zation are filed differently may give record character to both of
them. For instance, in the same organization, both a numeric and
an alphabetic file of the same material may be records.
d. Duplication of essential content of files is not sufficient reason
to construe files as non-record. While such duplication may be good reason
for disposal, it does not mean the files are non-record.
4. Responsibilities for Implementation of Policy:
a. Each Office and Staff Section is responsible for inventorying all
file series in its custody. The physical inventorying of all files and
filing equipment is the responsibility of each Division, Branch and Section.
The Records Officer designated for the Office or Staff Section is respon-
sible for coordinating the work to insure that each file series and item
of filing equipment is included, and serves as liaison between the CIA
Records Officer and the Division, Branch and Section Chiefs.
b. Each Office and Staff Section identifies which of its documents are
"records" or "non-records" in accordance with the definitions and rules for
interpretation cited in preceding paragraphs of this Administrative In-
struction. The Office or Staff Section makes recommendations of retention
periods for each file series, both record and non-record. The Assistant
Director for Collection and Dissemination makes recommendations for publi-
cation of retention and disposal tables in Agency regulations.
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SEURET
ATTACHUENT 0
Belau Is an example of the arranLement to be used by individuals
submitting the pre-inventory lists of filo series and units of filing
equipment to the Records Officerst
DATE PREPAEED
10 Feb. 1950
POPARED BY
Llary A. Smith
TEL. EXT:
3456
FTT,P, SERIriS.
1. Administrative
Correspondence
2. Requests for Supplies
and 7quipment
Requirements Directives
DIVISION Industrial, Register
BRANCH Index
SECTION Coding and Files
UNIT Done
FILING FQUIFIVIT
NO. OF PIECES SIZE TYPE
SECRET
14
4 drawer
letter
4 drawer
letter
4 o:rawer
cap
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IA10?01
mstal, with
combo lock
with
bar or key lock
metal., with
combo. locs
Approved For Release 2003/03/10 : CIA-RDP81-00728R000100020037-2
RESTRICTa
INVENTORYING PROCEDURE
1. Scope of inventori:
All Offices and Staff Sections, including Field Offices, are included in the in-
ventorying procedure. The task requires a simple analysis of each file series. It is
necessary to make a complete inventory of all file series and file equipment at one
time.
2. Preparation for the Inventory:
a. Records Officers designated for each Office and Staff Section
direct the inventorying of files throughout each Office or Staff Section.
The CIA Records Officer will call meetings of Records Officers to explain
the results to be sought in the inventory and provide necessary informa-
tion as to procedures to be followed.
b. As the first step, each Records Officer must prepare a list of names
of all personnel in his area who will take portions of the inventory. Next,
he must call these persons together to explain the aims and procedures for
the inventory. The CIA Records Officer is available to assist in this orien-
tation. At these meetings the persons who will take the inventory are pro-
vided with necessary instructions and forms to complete the inventory.
c. ithin three working days following the orientation meeting, these per-
sons will submit to the Records Officer in his area typed, double-spaced
lists in duplicate of the various file series to be included in the inventory,
and showing the total number of units of filing equipment of all types in use.
The original lists will be forwarded to the CIA Records Officer. The carbon
copies are retained by the Records Officers for use in insuring that all of
the file series are inventoried. The lists will be helpful in planning the
order in which files are to be inventoried. On these pre-inventory lists the
following information should be shown: (1) Date prepared, (2) Name of
Division, Branch, Section and Unit reporting, (3) Name or title of each file
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IALolAit,It5u
the
physical inventory, and (5) the total number of of filing ?Tip-
ment of each type in use, listing the equipment by sizus and types as
requested in Items 14A and 14B of the Files Inventory Report, Form No.
60-74. Reporting on the Files Inventory Report in the actual inventory
of filing equipment relates only to eglipment required for the particu-
lar file series inventoried, whereas reporting on the pre-inventory lists
reveals the total number of units of equipment in use without regard to
the contents.
3. Taking; the Inventory:
a, Upon receipt of the pre-inventory lists the Records Officers for
each Office and Staff Section must prepare for the next step, comple-
tion of the Files Inventory Report, Form 60-74. The physical inventory-
ing of reoords and filing equipment should begin with the file series of
largest volume and greatest importance. The Records Officers will assist
those actually ma '.ng the inventory-to insure that the inventory is com-
plete and accur to
b. All file series are to be inventoried, whether records or non-record
materials, with the exception only of library books, magazines, journals,
newspapers or other library materials. Shelving or bookcases used for
housing such library materials, or for storage of supplies, et q are not
to be inventoried. However, if library or supply items are kept in filing
cabinets of any type, the cabinets are to be inventoried on Forms 60-74,
indicating under Item 2, very briefly the nature of the contents.
c. A separate Files Inventory Report is to be prepared for each file
series.
A copy of Form 60-74 may be used as a work-sheet to be retained
by the person taking the inventory.
d. The information collected is then transcribed from the work-sheet onto
other copies of Form .60-74, Files Inventory Report, making an original and
two carbon copies. All typed copies are given to the Records Officer for
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the Oiiare or The Records Officer retair ..zopy of eadh
Report and forwards the original and the other carbon copy to the
CIA Records Officer. Forms 60-74 must be completed with care as the
information will be used for many valuable purposes.
4. Completion of Files Inventor Re ort, Form 60-74:
The following paragraphs give specific instructions for completing each item on the
Files Inventory Report. The CIA Records Officer or the Records Officer for each Office
or Staff Section will give further explanation of requirements if necessary:
Item 1 - Form No. Show the CIA Form number. If the form has no identify-
ing number, leave this space blank. If the form is a Standard form used by .
all agencies of the Federal Government, write the letter "5" before the form
number. If the form is a Department of the Army, Civil Service Commission or
other agency form, write the accepted abbreviation for the agency before the
form number. If the file series is made ?up of a principal form and one or
more supporting or subsidiary forms, show only the principal form here;
show the supporting forms under Item 7, "Description of Record".
Item 2 - Title or Name of File. Show the title of the form, or the name
of the report, or the name by which the file is identified. The name of the
record ought to indicate the function which it serves or provide a sclear des-
cription of its contents. For example, Purchase Order, Receiving Copy; or
Request for Intelligence Information.
Item 3 - Organization Code. Show the code number for the Office, Division,
Branch or Field Activity reporting, using the Organization Code number from
the list, Attachment C to this CIA Regulation. If your unit is not included in
this list of Organizational Codes, leave this Item blank or contact the CIA
Records Officer for designation of a code.
Item 4 - Organization. Show organizational names, not just letters represent-
ing Divisions, Branches, Sections, Units, and Field Activities.. An exception
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not be used, In such cases, the authorizod alitirovi:...,.ons will be shown
in this item. However, the Records Officer for the Office or Staff
Section must insure that identification of these organizational units are
preserved and are available for reference if necessary.
Item 5 - Locations. Give the locations, city and buildings where the
records are filed. Include locations where portions of file series are
stored.
Item 6A - Prepared By. Give initials of individuals preparing the Files
Inventory Report forms. The lists made by the Records Officers of indi-
viduals designated to take the inventories will be preserved to identify
these persons.
Item 6B - Date. Show date the form is prepared.
Item 6C - Approved By. Show initials of Records Officer authenticating
completeness and accuracy of Form.
Item 7 - Description of Record or File. Enter a brief but adequate des-
cription of the file, telling its purpose and listing all forms, different
types of reports or other papers included. If the file consists of records
which warrant special protection, such as vital records state this fact and
suggest whether security copies of the records should be made for storage
in an area removed from the record copies. Occasionally, it may be necessary
to continue the description on an attached sheet of paper, 5 x 8 inches in
size.
Examples of entries under Item 7:
Administrative Correspondence File including original copies of
letters received, copies of letters sent and various supporting papers,.
fastened into heavy pressboard folders.
Requests for Supplies and Equipment including carbons of Forms 36-7
and memoranda approving or requesting action on purchases.
RESTRICTED
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1.4.DP81.-00728R000100020037-2
ILLEGIE
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RES Try .f Cieri
equest
for Intelligence Information, Forms 60-101, .(...%`..111uion Directive
form letters, logs of items received and related correspondence.
Item 8 - Size of Record. Check the proper box to show the size of the prin-
cipal papers in file.
Item 9 - Kind of Copy. Check the proper space to indicate the kind of copies
of the principle papers included in the file. If file includes different
kinds of copies, check the space marked "mixed".
Item 10 - Quantity of Records. Compress the papers in the file drawer or on
shelves and measure the thiCkness with a ruler. Show the number of linear
feet now in file. Show lesser quantities as fractions of linear feet. Show
also the number of filing drawers or shelves now required for the file.
Item 11 - Filing Arrangement. Show how the file is arranged, as alphabetically
by name of correspondent; or geographically by country and city; or numerically
by Purchase Order numbers; or subjectively by codes selected from the CIA Fil-
ing Manual, or from the CIA Library Intelligence Subject Code (ISC).
Item 12 - Dates Included. Show the span of the file series from the earliest
dates to the most recent. If the series is still accumulating write "To Date"
for the most recent date.
Item 13 - Annual Rate of Growth. Show the number of linear feet of growth per
year. Show lesser quantities as fractions of linear feet. If the file is
closed write the word "none" in this space.
Item 14 - Description of Show in the proper space from 14A
through 14G the full description of equipment in use for the file. If more
than one type of equipment is used for portions of the file, show the other
types on the second line under 14FI Remarks.
14A. - Size: Check the proper box which describes the size of equipment
containing the file series.
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ILLEG1B
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ment containing the file series.
140 - Kind: Check the proper box to indicate the construction of the
equipment.
141) - Number of Units: Show the number of filing cabinets or shelf
sections of each type in use.
14E - Drawers per Unit: Show the number of drawers in each unit of
equipment. If the item is a visible filing cabinet, show the number
of panels, or if shelving, show the number of shelves per section.
14F - Rows per Drawer: Shaw the number of rows per drawer if more than
one. For instance, 3 x 5 card cabinets often provide for two rows of
cards per drawer.
14G - Depth per Unit: Show the depth of the filing drawer in inches.
If shelving is used, show the length of the shelf.
14H - Remarks: Use this space for additional entries if the file series
is housed in more than one type of filing equipment, or if other nota-
tion need be made.
APPRAISAL OF RECORDS:
The items numbered 15 through 23 concern the value of the file series and recom-
mended period of retention. The specific items are listed below:
Item 15 - Official Authorization for Establishin or Maintainin the File. If a
specific authorizing directive requires the preparation and maintenance of re-
cords comprising the file series, make reference to the directive here. Most
files series are established as a natural product of the operations of the cre-
ating organization and no definite requirement' for the file series exists. If
there is no authorizing directive leave this item blank.
Item 16 - Security Classification. Check the highest security classification
included in the file series. If more than one security Classification is in-
cluded, check also in the space marked "mixed". Specify under the heading of
"Special" any unusual Security Classification identifications.
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RESTRICTFID
Item 17 - ReeJords Value. Check the appropriate 'pc... to show the reason
for retention of the file series, whether the documents have administra-
tive, fiscal, historical, legal, research, or merely reference value. If
none of these applies, check the space marked "other". In describing a
series which consists of vital records, the Records Value would be stated
as Administrative, Historical
Item 18 - Record Character.
is Record or Non-record,
to CIA Regulation
Research, etc.
Cheok the box to show whether the file series
as defined in Paragraphs 2a and 2b of Attachment A
, and as discussed further in Paragraphs 3a through
3d of the same Attachment. If the record character remains in doubt, check
in the box marked "undetermined".
Item 19 - Vital Records. Check the proper box to indicate whether the file
series has been designated as Vital Records, is under consideration for de-
signation, has been determined not to include Vital Records or its status is
undetermined.
Item 20 - Extent of File Duplication. Check the appropriate box to indicate
duplication of the file services. Fill in the location of files of exact
copies if known.
Item 21 - Frequency of Use. Check the proper box to show the relative activity
of the file series. Activity is based on the number of references per month re-
quired under normal operating conditions, or the number of additions which must
be made to the file series monthly. Inactive files may be either those on which
actions have been completed or a backlog of work on which active work has not
yet been undertaken. In either case, inactive files may be suitable for storage
in the Records Center. Semi-active files are not used daily by the collecting
office, and are usually suitable for transfer to the Records Center, provided
that the number and complexity of searches will permit transfer.
Item 22 - Recommended Disposition. Show, to the best of your ability by check-
ing the proper box, what disposition of the file series is recommended. Fill in
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recommending when
they should be transferred to storage or destroyed. Transfer or destruction
dates shown under this item do not authorize transfers to storage nor des-
---------
truction of records but will aid in the scheduling of transfers and in estab-
lishing retention periods as provided by law.
Item 22 - Recommending Officials. Enter here the names of officials recommend-
ing the transfer and retention periods under Item 22.
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3 Febraartt. 1950
IMIORANDIIN
TO x Racords OffloGrsy CIA
FROM Calef,', Records ZTranagemellt Branchv OCD
SUBJECT: Propos4A Mtrioistrativo Instruction Concerning the C/A
Recc,rds Inventory
it is requested that an expression or concurrence ,,vith
the proposed Mouinistrative Izletructionr ettached be furnithed
by each R.ecords Officer, The proposed Arbrtnistrative Instruct:imp
together Ili?Zth thq,-) attachments thoreto, should be reviewed by
you with special attention to rpm, responsibilities as the
closipated Recorda Offieor for tour Office or staff Section
This concurrence may be shown by siguirgi,in the space
provided on this sheet below, and by returning ono copy vritItin
five (5) working 4Ntyro to the Records Nanagement Bra..nchl, OCIDI, Room
.14 Quo Builaingo
STATft1TL 3? Tn the event there are special considerations uhich
will affect the taking of this inventoryr a memorandum to that
offset may ba attached.=
'et
signatura
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