OFFICE OF SECURITY DIRECTIVES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83B00823R000800130015-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 19
• Document Creation Date: December 9, 2016
• Document Release Date: August 30, 2000
• Sequence Number: 15
• Publication Date: June 17, 1971
• Content Type: MF

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1'7 JUUN 197%
MEMORANDUM FOR: Chief, Executive and Planning Division
THROUGH Deputy Director of Security, Personnel Security
SUBJECT Office of Security Directives
1. The Security Records and Communications Division has
reviewed the attached Directives as requested and we recommend
that the following be rescinded:
Directive No. Subject
64-5 Accountability of TS Material
63-3 SRD - Administrative - PSU
63-1 Designation of Restricted Data
Control Officer
62-10 Telephonic Requests for Indices
Requests
62-9 OS Administrative - File Charge
Slips
62-7 Title Designation
59-8 Files and Correspondence
59-5 Requests for Files and Indices
Searches
59-2 Indexing and Searching
GROUP I
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2. Although some of the Directives listed below require
minor changes, we do not feel that the changes are significant
enough to justify an update and rei.ssuance of them, therefore
we recommend that they be retained.
Directive No. Subject
63-4 OS Administrative - Form 745
62-11 SRD - Administrative - Purging
61-7 Personal Mail `~?1 ' W
59-6 Transportation
25X1A
Chief, Security Records and
Communications Division
Attachment:
As Stated
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CONFDENTAL
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3. Additional forms may be obtained from the BSO or by contacting
the Area Top Secret Control Officer, extension 7831.
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C-O-N-F-I-D-E-N-T-,T-A-L
20,.March .1963
OFFICE OF SECURITY DIRECTIVE NO. 63-3
FOR : All Office of Security Personnel
i ?
SLLB,JEC.T,~;.Security Records Division Administrative
'
.(Personalized Service Unit)
1. Effective 25 March 1963, the Personalized Service Unit of the Security
Records Division will be activated in.Room GE-13 to handle all telephonic and
personal-visit requests for indices searches, files and, where required, Set-
ting up of new file jackets.
2. The Personalized Service Unit will operate as follows:
a. Telephonic requests for files, indices searches, and/or the setting
up of new file jackets should be made on extension 6755 or RL 9446.
Telephonic requests should be limited to urgent matters not exceeding five
names at any one time.
b. Personal-visit requests should be limited to matters of the highest
urgency. These requests will be handled immediately by,SRD personnel
stationed at the service counter located in the reception area in Room GE-
3. The majority of requests are of such a nature that they should be han-
dled by the forwarding, through the regular courier service, of Forms 745,
744 and/oras required. These requests will be given prompt attention,
thus limiting the need for telephonic or personal-visit requests.
C-O-N-F-I-D-E-N-T-I-A-L
5 IS.;f 1`
declassification
.GROUP I
Excluded from auto-
matic downgrading and
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C-O-N-F-I-D.E-N
4. With the establishment of the Personalized Service Unit, the entrance
to the Security Records Division will be through the reception area located in
Room GE-13. The reception area will contain a-m~rof-thir-r
t?ion can--be-done by OS-employees, and to les and chairs
where files can be reviewed. There will also be a telephone available for the use
of visitors.
G~a I C-O-N-F-I-D-.E-]N,T-I-A-L
Lo 6
SO-sj V
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OFFICE OF SECURITY DIRECTIVE NO. 62-I 0
FOR : All Office of Security Employees
SUBJECT: Telephonic Requests for
Indices Searches
6 November 1962
1. In order to correct misunderstandings arising from telephonic
requests for Indices searches, effective immediately, upon the comple-
tion of the Indices search, Form No. 745 will be forwarded to the tele-
phonic requestor. It will then be the responsibility of the requestor
to ensure that the spelling of the name(s) printed on Form No. 745
coincide with the name or names which had been given over the telephone.
2. It is requested that telephonic requests be limited to urgent
matters not exceeding five names at any one time and that the requestox
indicate whether an all trace search or subject files only search is de-
sired. Files Section can readily furnish overt digit file numbers; how-
ever, the covert and miscellaneous numbers must be obtained from a
search of the OS Master Index by the Indices Section. The requestor
should indicate whether he wants the files resulting from the search or
he wishes to be advised only of the files numbers.
3. All employees are again reminded that there are nine Courier
and dumb-waiter runs a day as indicated in OS Directive No. 62-9
dated 14 September and that requests for immediate delivery of files
should be severely limited.
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FOR: All Office of Security 'E iiployees
SUBJECT: OS - Administrative
(Revised.File Charge-(Out Slip)
1. Effective this date, revised file Charge-Out Slip, Form No. 744,
will be used:to request and/or recharge files. This new form will require the
same information `as before and the requestor will designate in the approp-
riate space, below the file number, the type, of file desired.
2. Requests for files must be submitted in duplicate. , The original
will be used as a.charge-out slip, -while the copy will be utilized.as a routing
device to forward the file to the requestor. Should.the file be charged out,
the requestor's copy will reflect the name of the person to whom charged
.and .the date when charged. When there are two Subject files, an overt and a
covert, bearing the same file number, and one file is charged out while the
other is on the shelf, the requester will be charged with the available file
which is being forwarded' to him and will lap, advised of the location of the
other. file which is already charged out(t must be remembered that the. Files
Section can readily furnish overt digit file: number=- however, the covert and
miscellaneous numbers must-4p obtained from a search. of the OS Master
Index by the Indices .Section heneve.r the file number is available, it
should-always be furnished iri`order.to preclude unnecessary. searching and
to permit prompter service.
3. This new form will also serve as .a recharge slip.when approp-
riately marked by an X in the recharge block.. It will remain the responsibi.-.'..
lity 6f, the reqtiestor to.furnisha,recharge slip to the=,Security. Records_Divi-
si.oih.:'W'henthe file goes'9ut~ ide of normal processitvg. procedures. .,The Prom pt submittal of recharge slips will greatly assist lin the location of files
when they; ar.e not in the custody'of"the idiviclual shown. on the Charge -flu't
Slip.
It has~'become increasingly difficult to. handle` the. numerous
Office, It .should:be noted that the. Security 1~;ecor:ds.Division_has..5. internal
requests for immediate delivery of. files i'd the various sections within t h6
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courier runs at 9:00 A. M., 1.0:455 A. M. , ].2:45 P.M., 2 i ? P.M. and 4:30 P.M.,
as well a Dumb Waite 0
aM-=~' ,s~--~ 94~ ~y! -11:30 A M ---L-30
P. M. Unless there is an emergency situation requiring immediate delivery of
a file via the Dumb-Waiter, requests for files will be serviced in accordance
with the schedule set forth above. In view of the fact that over 1, 000 files have
to be pulled each work day, emergency requests should be kept to a minimum
in order that the Security Records Division may continue to render the best
service possible.
5. -Only personnel assigned to the Security Records Division are per-
mitted to pull or file case folders and correspondence. Any exception must
be approved in adva ce by the Deputy Director of Security (Investigations and
operational Support). When SRD personnel are not on duty, the Night Security
Officer on duty may pull case folders, whenever required for official purposes.
In such cases, he will prepare and file an appropriate Charge-Out Slip, Form
No. 744. If he transmitts the file to a second person, a recharge slip will be
prepared by him and forwarded to SRD to replace the original Charge-Out
Slip. It is recognized that during non-duty hours Senior Office of Security
Officials may require direct access to SRD records. In such cases, the Night
Security Officer on duty will permit such access and assist the official as
required.
6. a ds pertaining to the File Retirement Program v thinythe
Security Records Division have been transferred.to the Files Section. Re-
quests for retired files and related information can be obtained by calling
extensions 8 and 7239.
628' R ?'7d .
25X1A
Director of Security
C-O-N-F-I-D-E-N-T --I-A-L
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-I-A-L
14 August 1962
25X1A
OFFICE OF SECURITY DIRECTIVE No. 62-7
FOR : All Office of Security Personnel
SUBJECT: Title Designation
Effective immediately, the title the Security Records
Division Official responsible for th. Outside Agency Name Check
Program is"SECURITY RECORDS LIAIS,N OFFICER."
is the incumbent in this,'position.
25X1A
25X1A
Excluded from automatic
C-O-N-F-I-D-E-N-T-I-A-I, downgrading and
declassification
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FOR OFFICIAL USE ONLY
12 October 1959
OFFICE OF SECURITY DIRECTIVE #59-8
SUBJECT: Files and Correspondence
I. In order to account periodically fo
and covert security files, all such outstanding
to the holder approximately every ninety day,
Division will notify all Divisions and Staff
advance of the date set for returning or
of files which have been "permanently)
should assess their needs to deter
nite holding is necessary. Thos
holders thereof should be retu
are retained.
charge slips (Form 744 or 7
thereon.
outstanding overt
le s will be recharged
The Security Records
approximately one week in
echarging the files. Holders
or indefinitely charged out
ne whether "permanent" or indefi-
files which are not needed by the
ed promptly to the File Room. Re-
4a) must be submitted for all files which
2. The cooperation of all components is necessary to in-
sure the success of recharge program. In preparing a recharge
slip, the requesto/must indicate his component and room number
B. Correspondence
1. In order to insure that correspondence or other material
has been reviewed by an official before it is filed, each document des-
ignated for filing should be appropriately marked and initialed by the
official who has reviewed it.
STATINTL
Dire.'6r of Security
Distribution: .
All OS Personnel
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16 September 1959
OFFICE OF SECURITY DIRECTIVE NO, 59-5
FOR: All Office of Security Employees
.SUBJECT: Requests for Files and Indices Searches
1. The Security Records Division receives more than 200 telephone
calls each day asking for expedite indices searches or the pulling and
handcarrying of files. It is recognized that in some instances there is
need for immediate information or records from the Security Records
Division, and telephonic requests in such instances are justified.
2. Because the processing of the current large daily volume of tele-
phone requests retards the normal work in SRD connected with clearance
actions, all personnel are advised that telephonic requests for files or
indices searches must be limited only to those instances where expedite
handling is absolutely necessary. All other requests should be submitted
to SRD on appropriate forms as described below for routine processing.
SRD will be expected to process such requests and serve the requestor
normally within 24 hours.
3. On routine requests, when it is known that a subject file exists,
requests should be made on forme. `/y!
-Use Farm 744 (White Charge-out)
=o. For Overt files Use Form ?44a (Blue-Charge-outaSlip)-
4. When a subject file is not known to exist, Form 745 (Indices
Search Request) should be ,used in routine cases. If a record is found,
the file will be delivered to the request:or.
STATINTL
Director of Security
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12 March 1959
OFFICE OF SECURITY DIRECTIVE NO. 59-.2
FOR: All Office of Security Employees
SUBJECT: Indexing and. Searching
1. The consolidation of our Office of Security indices holdings into
a uniform master index is being initiated at this time in the interest of
increased efficiency of operation. In order to achieve uniformity, all index
cards will be standardized with regard to size, texture, information to be
included. thereon and the purpose for which they are used.
2. Effective 1 APRIL 1959, information to be indexed will be placed
on 3" x 5" hardback cards. A card which is used to index the name of the
subject of the security file will be known as a Primary Index Card (formerly
Subject index card). A card which is used to index any name or data other
than the subject of the security file will be called a Secondary Index Card
(formerly Reference or Asterisk index card). In order to distinguish a primary
index card from a secondary index card and also to distinguish whether in-
formation has been indexed to an overt or covert security file, a color system
of index cards will be used as follows:
a. Primary Index Cards:
(1) Blue - to index the subject of any overt
security file.
(2) White - to index the subject of any covert
security file.
b. Secondary Index Cards:
STATINTL ' (1) Salmon - any indexing to an overt security
file or record other than the subject of a file.
(2) Yellow - any indexing to a covert security fil
or record other than the subject of a file
e
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identifying data described above, a brief descriptive phrase may be placed
on a secondary index card, when appropriate. For instance, Illustra-
tion "B" indicates that William M. SMITH was a member of the Institute
of Pacific Relations in 1946. Other examples of descriptive data might
be the following: "Friend of Alger Hiss", "CP Nominating Petition
Signer", or "Dismissed from Commerce Department - Morals". This
information will then be included on the search sheet denoting the results
of the indices search and it can be used by requestors for identification
or elimination purposes if they so desire.
8. In order that index cards may be searched more readily and
may be uniform in appearance, it is requested that information on the
cards be located and spaced according to the illustrations. The sub-
ject's name should appear approximately one-quarter inch from the top
of the card and one-quarter inch in from the left-hand side. His last
name, which should be in solid caps, should be listed first, then his
first name, the middle name or initial. The first and middle names
should be typed in initial caps. The file number should appear in the
right-hand corner opposite the subject's name. Identifying informa-
tion should appear on the top half of the index card. The placing of an
asterisk in front of the file number on a secondary index card indicates
in Illustrations "B" and "C" that John J. DOE is the subject of that file
number.
9. If an individual other than the reviewer of the document is
going to prepare the index card, the reviewer should use the following
procedure in marking the document for indexing: The name of the in-
dividual, company, organization or other data. to be indexed should be
circled. The use of ink or colored pencil for the circling of a name
is optional. In the lower right-hand corner of the first page of the
document, the reviewer should place an "X" or an "Asterisk" stamp.
He should also similarly mark the lower right-hand corner of each
page of the document which contains names to be indexed. In the
event that the document is already filed, the reviewer should attach
a buck slip to the top of the file indicating that there is indexing to be
done in the file. He should then attach a 3"x5" slip of paper to the
right side of the first page of the document which has been marked for
indexing and he should place an "X" or an asterisk on the slip of paper.
This slip of paper should protrude about 2" from the side of the file in
order that it will serve as a flag for the location of the names to be
indexed. The individual who prepares the index cards will then remove
the slip of paper and will cross through the circled names as the index
cards are prepared. He.will also initial the "X" or "Asterisk" stamp
4
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at the bottom of the page to indicate that index cards have been prepared
on names listed for indexing on that page. In the event that an individual's
name appears several times in a document, it will. only be necessary to
circle his name the first time it appears. A notation should be made on
.that page, however, that the individuals name also appears on other
pages (listing page numbers) in the document. The index card will then
.indicate all of the pages on which information appears concerning that
individual. If the reviewer of the document is going to prepare his own
index cards, it will only be necessary for him to circle and cross through
the indexed names and to initial the bottom of the page signifying that he
has prepared the cards.
10. The question often arises as to whether a certain name or
item of information should be indexed. Ba,sic:ally, the determination as
to whether certain information should be indexed rests largely in the
discretion of the professional individual reviewing the material; however,
certain guide lines are set forth in assisting the individual in making his
determination:
a.. Security Records Division automatically prepares all
primary index cards since all files are established in
the Security Records Division. When a document is
sent to the Se~:uri.ty Records Division with a request
that a file be established and the ,:;object of the document
is not clearly evident, the requester should advise SRD
the name of the subject under which the file is to be set
up. Since the great majority of our files are established
under the proper name of an individual, this procedure
should be followed wherever possible.
b. In considering the Preparation of secondary index
cards, the determination sh01.11d be made as to whether
the information is or might be of current or future
intelligence, investigative or security value. In
other words, is it of sufficient importance to warrant
subsequent retrieval?
c. In the event that prior information already exists and
has been indexed in our files, the determination
should be made as to whether the current information
adds something new and different. to that which is
already indexed.
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d. Under the new uniform system for the operation of
the indices 9 copies of index cards will not be dis-
seminated. An index card becomes a permanent
integral part of the master indices to be used only to
locate information contained in some security file or
record. Therefore, no information other than identi-
fying information described above should be included
on an index card.
11. It might be beneficial at this time also to draw a distinction
between searching and indexing.. A search of the indices is generally
performed to ascertain and obtain info rmatiaona with regard to a parti-
cular case, or situation of current interest. If on the head" search
for subject files only is all that is desired, the search request form
should so indicate. If, on the other ha~.:ad, all available information is
desired, a complete search of both primary and secondary index cards
will be conducted. When information exists which is not only pertinent
to the instant case but which also has an actual or potential future in-
telligence or investigative value, that information should be indexed.
Selective indexing of information, as opposed to indiscriminate in-
dexing of all information, will increase the potential of the indices to
direct us to pertinent information rapidly and efficiently, thereby
enabling us to obtain maximum use and benefit from our resources of
security information.
12. The Security Records Division, upon request, will index any
name or other data which is marked for indexing. However, the project
of consolidating and unifying the indices in the Security Records Division
has placed a tremendous workload on that Divsiion. It is suggested,
therefore, that wherever possible index cards be prepared in the office
of the individual who reviewed the document using the uniform system
as set forth above. This will be extremely helpful in enabling the
Security Records Division to cope with the current workload since the
complete consolidation of the indices will extend over a period of
several months. Any particular problems encountered with respect
to indexing material should be referred to the Security Records Division
for assistance, advice or guidance.
STATINTL
Director of Security
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 ApproV
STATINTAppro
SENDER V'. I..L G
I
F1= O
O E
L
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
I
2
3
DDS PS
4
C/EPD 506 Ma g. Bldg.
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
RETURN TO SENDER
AND PHONE NO.
DATE
CONFIDENTIAL
-T--
8
SECRET
d
FORM NO.
237 Use previous editions
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