(SANITIZED) FILE SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83-00764R000300030072-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 2
• Document Creation Date: December 22, 2016
• Document Release Date: April 30, 2012
• Sequence Number: 72
• Publication Date: February 19, 1964
• Content Type: REGULATION

Declassified in Part - Sanitized Copy Approved for Release 2012/04/30: CIA-RDP83-00764R000300030072-8
25X1
25X1
ENO. 70-2
Records and Correspondence
19 February 1964
File System
1. A file system has been established for____ and while a lot of
work is yet to be done on the individual files progress is being made
in the direction.
a. The system is divided into four parts:
(1) The Log: The log is maintained by the Admin Section
and is a written record of all correspondence (both in-
coming and outgoing) and shows internal distribution of the
documents.
(2) chrono wiles: A copy of all correspondence entering
or leaving 0 is filed, chronological order by point of
origination in the chrono files.
(3) Subject Files: The subject files are the working
files of the Division which show the posture of the subject
being considered.
(4) The Index: The index shows the location and titles of
.all subject files. One copy of the index is provided for
each officer.
b. Routing: Wher a document arrives in the Admin Section, it
is recorded in the log and routed, one copy going to the chrono
file for a reference copy, the action copy, after appropriate
action has been taken by the Action Officer, to the subject file
as a working copy and a temporary copy put on the reading board.
These reading board copies are extra and their absence from the
filing system will create no void.
c. Charge out of Files: If a file is to be removed from the
safe, a charge-out sheet, placed on each safe, must be filled
out and put in place of the file. If a document is removed from
the file itself, for any reason whatsoever, other than for pur-
poses of refiling, a document sign-out sheet must be filled out
a n d put in place of the document. The latter action should oc-
cur orL y ~ in the c. ^ c n,^., .. ,. pro' zrable papers. Otherwise,
Thermofax copies must be made to avoid having an incomplete file.
Any deviation whatsoever, to any degree, for any reason, from
the procedures listed. will completely invalidate the whole file
system.
Declassified in Part - Sanitized Copy Approved for Release 2012/04/30: CIA-RDP83-00764R000300030072-8
 Declassified in Part - Sanitized Copy Approved for Release 2012/04/30: CIA-RDP83-00764R000300030072-8
70-2
19 February 1964
d, Paper and documents may be refiled at any time as long as
the action is coordinated with the Admin Section. This co-
ordination is imperative since the location of the document is
carefully cross-referenced. Futhermore, new files may be
created at any time; files may be changed by location, title,
or number, since the system has unlimited flexibility built-in;
but again this action must be coordinated with Admin. The Master
File Index, which can be found in drawer 2 of safe 47, must be
posted and kept current at all times. Each person is encouraged
to check his index against this Master. When changes become too
numerous and complicated, new pages will be published individually,
reflecting the new order.
3. Responsibilities: The a File System is the ultimate responsi-
bility of the Admin Section, but completely dependent upon the cooperation
and discipline of the entire Division.
Declassified in Part - Sanitized Copy Approved for Release 2012/04/30: CIA-RDP83-00764R000300030072-8