HEADQUARTERS RECORDS REVIEW

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85B00236R000200040007-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 42
• Document Creation Date: December 16, 2016
• Document Release Date: July 22, 2005
• Sequence Number: 7
• Publication Date: September 8, 1981
• Content Type: MF

CONFIDENTIAL
MEMORANDUM FOR: Chief, Classification Review Division
Chief, Information and Privacy Division
Chief, Records Management Division
Chief, Regulations Control Division
Executive Officer, OIS
8 SEP 1981
25X1 FROM:
cting Director of Information Services
SUBJECT: Headquarters Records Review (U)
REFERENCES: A. Multiple addressee memorandum from DDCI
dated 9 July 1981; Same Subject (ER 81-7735/1)
B. Multiple addressee memorandum from DDA
dated 6 August 1981; Same Subject (DDA 81-1359/4)
C. Multiple addressee memorandum from DDA
dated 14 August 1981; Same Subject (DDA 81-1359/5)
1. References A, B, and C (attached) establish basic requirements
for the Headquarters records review. During this review, we will inventory
all of our records holdings and prepare a new records control schedule
for OIS. We also will modify our filing systems to incorporate the
disposition instructions from the new schedule, and make other improvements
to align our information handling procedures with our structure as an
Office. I consider these actions important to the management and operation
of OIS, and expect employees at all levels to devote the time necessary
to make a success of this effort. (U)
25X1 2. I have designated I as OIS Records Management Officer.
She will coordinate the review throughout the Office, assisted by Records
Systems Branch, RMD. Please designate to her this week, a representative
who will coordinate the work required in your area. The first requirement
will be a complete listing of all current files--including subject/title,
inclusive dates, and exact location. This listing will serve as a base
for developing file plans and records control schedule items. Additional
information will be obtained by examining files and discussing with your
personnel the need for and uses made of the information in the files. The
review will be conducted in one Division at a time; will coordinate
the timing with
you (C)
25X1
25X1
25X1
Attachments:
As stated
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CONFIDENTIAL
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9 J'ut_ 1981
l .i. `c ctol I:nte1 ,once C' ;;.~, .,;li ty Stta f
Director, : ati.onal 1 orei gn j~ssessi is n t Center
Deputy Director for 1l(Imrird.strat.ion
Deputy I)irc;ctor for Ope-rati olis
Dopu Ly Dir. ector for Sc:i c:nca arid 'l ccilrl(11og
Comptroller
General Counsel
Inspector. General.
1)i.:rector of Personnel_
Director of. Pol.i.cy and 1)lallni.rig
Director, Equal Lmplo}nilcnt Opport.ulii ty
Executive Secretary
l T:O`1: Deputy Director of Central. Intel l i `g10,31ce
STulhli_X'T: headquarters Records Review
1. "1'1: i s mieimo:ra.nclu n sets forth 1.`eC ui well?^.I''~ S for revi_er.d n r Our ho f dings
of ,)aper and o t1Jer hard copy records in headquarters area bu_i ldings, and
('; t.al).i:L :hes a Schedule for cclrryi.Ii. out this review.
2. The Agency beg mi a lorat -terrm p'rog~,a1;; in 1976 to d_islnosa of u,.mocdnc
records, impro1 011C., retrieval of those: retained, and genC:raH) i,1; 1c our
records mere Us IL ).J C'.. T1iroun11 the c:f f offs of records flan g E''1C' 't of"fivers
a )d many o her pe1'sel;;lcl, the :f .irst stages of this program- -prepa.r.ing
records control schedules acid applying the schedules at the
11r c11ix;':11 =}'
T o ~ c.;? C1v 1 '~ _ .e ssc_,1. nti e As
.ti c and Rc:c rc.:_ ally corln:loll As a
result., our records hold i...rg s at AA.RC are 25 percent. be l.o:~ th 1977 1
acid computer Sy31.C'.1i1: are now aiding in rct.riov.rng the records that. remain
there.
3. it 1.s now time to complete this program with the 2,255,0110 cubic
:feet of records in headquarters area building-;. This Ileadgllarters records
review j,?; .ill involve updating the records c on t.-rol schedules, as required
-rj-o , 1.v in. any case by 41 C V!)\ 101-11.401 , with a view to _fult.ll 1 reducing
the retention t i1:lc of temporary records. It also will i l.vo"l t, c; destroying
11 any of these re'_.co.'(ls, or in sonic cases transferring them to rlli~l., in
accordance with t.hC reduced retention periods, It will inc 1.ud ' improving
Agency f.ili.ng sysLoins and tying; the filing systems directly to the schedules,
thus avoiding; the need .for la:1' e scaLC rev.lcW in the future. It . also will
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 include reviewing our large collections of permanent records and asking the
National Archives and Records Service (NARS) to reappraise them in order
to reduce permanent holdings, where appropriate, through sampling or other
means.
4. The headquarters records review is a major undertaking, requiring
the efforts of many people to perform the surveys and make the necessary
decisions. It will require Agency employees to make time available so that
component and directorate records management officers can work with those
most knowledgeable of the information needs, work flow, and records content
of each office. The benefits in terms of space savings and improved access
to information will be well worth the effort.
5. Please initiate action to conduct the headquarters records review in
accordance with the following schedule:
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a.- By 31 August 1981 develop detailed component plans,
down to the branch level, for carrying out the review.
b. By 28 February 1982 update the records control schedules,
including reappraisal of permanent records and of the retention
periods for temporary records.
c. By 31 May 1982 destroy temporary records due for disposal
under the updated records control schedules, and transfer to AARC
the records scheduled for retention there.
d. By 30 September 1982 establish new filing systems in
accordance with iles Management (now in preliminary
coordination). e filing systems will identify each file with.'
the records control schedule instructions governing its ultimate
disposition.
STAT
6. In conjunction with the development of directorate and component
plans, the Deputy Director for Administration (DDA) will provide, by
separate memorandum, detailed instructions for conducting the review. In
addition, a Headquarters Notice will be published informing Agency employees
of the records review requirement. Deputy Directors and Heads of Independent
Offices may request exception to the above deadlines, where necessitated by
special circumstances in a particular component, by memorandum addressed to
the DDA.
Services, DDA, 1236 Ames Building, extension
7. Monthly progress reports from each directorate and from the DCI
Area are to be submitted to the DDA beginning with the month of August 1981.
Questions or requests for assistance may be directed to the Agency Records
Management Officer, Records Management Division, Office of Information
IsI D. F . 1a:raaTJ
B. R. IN~AM\
Admiral, U.S. Navy
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MEMORANDUM FOR: Director, National Foreign Assessment Center
Deputy Director for Operations
Deputy Director for Science and Technology
Executive Secretary
FROM: Harry E. Fitzwater
Deputy Director for Administration
SUBJECT: Headquarters Records Review
REFERENCE: Multiple addressee memorandum from DDCI
dated 9 July 1981, same subject (ER 81-7735/1)
1. Attached are guidelines for surveying records, amending records control
schedules,'and transferring and destroying records during the F=eadquarters records
review (paragraphs 5b and c of the reference). Directorate Records Management
Officers (RMIO's) , in coordination with the Agency KIN-10 and component Pa\IO's, will
establish procedures consistent with these guidelines for carrying out the review
in each component. Guidelines for tying filing systems to the records control
schedules (paragraph 5d of the reference) will be published before we reach that
stage of the review.
2. The FY 1981 Annual Records Inventory will be conducted as part of the
Headquarters records review. This will avoid the need to make an extra visit
to each office to collect information on records holdings.
3. In the first progress report covering the month of August 1981, I would
appreciate receiving the component plans that are to be developed by 31 August
(paragraph 5a of the reference).. Subsequent reports should cover the progress
made toward carrying out these plans and meeting the deadlines in
paragraphs 5b, c, and d of the reference. The final report submitted upon
completing all stages of the review should include a sunmaiy of results achieved.
Attachment :
As stated
ferry E. Fitzwater
iO
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GUIDELINES FOR SURVEYING, SCHEDULING
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1. DEVELOPING A RECORDS CONTROL SCHEDULE
a. General
b. The Inventory of Records
c. Evaluating Records Series to Determine Retention
Periods
d. Writing the Records Control Schedule
2. COORDINATION AND APPROVAL OF RECORDS CONTROL
SCHEDULES 7
3. AMENDMENTS TO RECORDS CONTROL SCHEDULES
4. THE RECORDS INFORMATION SYSTEM (TRIS)
5. RECORDS DESTRUCTION POLICY
6. PROCEDURES FOR DESTRUCTION OF RECORDS IN OFFICE
AREA
7. PROCEDURES FOR TRANSFERRING RECORDS TO THE AGENCY
ARCHIVES AND RECORDS CENTER (AARC) 16
a. Supplies Needed 16
b. Procedures 16
c. Distribution of Forms 3940a and 4034a and
Shipping Instructions 19
d. Instructions for Transferring Microfilm 20
Permanent Records Appraisal Guide
1. Form 138, Records Inventory Work Sheet
2. Form 139, Records Control Schedule
2a. Form 139a, Records Control Schedule Continuation Sheet
3. Standard Form 115, Request for Records Disposition Authority
4. Form 4016, Information Request Flag
5. Form 141c, Request for Authorization to Retain or Destroy
Questionable Records
6. Form 140, Records Retirement Request
7. Form 4034a, File Review Worksheet (ARCINS Input)
8. Form 14, Records Storage Box Label
9. Form 3940a, Record of Top Secret Documents Tranferred to
Agency Archives and Records Center
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1. DEVELOPING A RECORDS CONTROL SCHEDULE
The two basic phases in developing a records
control schedule are:
(1) An inventory to identify records series,
volume, and location
(2) A comprehensive records series evaluation to
determine retention periods.
The records inventory is a list of each type of
records within an office. It describes each records series,
its location, and other pertinent information. The inventory
is the heart of records scheduling and should be conducted
in a thorough manner by records officers. Each series of
records should actually be reviewed and measured. The
records management officer should not rely solely on the
existing records control schedule and oral descriptions by
operating personnel.
(1) Use Form 138, Records Survey Work Sheet (Figure 1),
which may be obtained from the Records Systems Branch, Records
Management Division, Office of Information Services, DDA, 1236 Ames
Building, exteng+on 2853.
(2) Use existing schedules and the General Records
Schedules issued by NARS (see para. c(1)) as guides in
collecting the information needed to develop revised schedules.
Work closely with the operating personnel responsible for the
records in order to obtain answers to questions about each
records series.
(3) Prepare Form 138 by hand, in one copy only, and
use a separate form for each records series identified. Each
records series and its component parts will usually constitute
one schedule item when later preparing the records control
schedule; some series may be combined into one schedule item.
(4) Use the instructions furnished in Figure 1
to complete Form 138.
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PERIODS
c. EVALUATING RECORDS SERIES TO DETERMINE RETENTION
(1) NARS has published General Records Schedules
covering predefined records series common to all Government agencies.
RSB has on file certain Congressional disposition authorizations
acquire4 from NARS and some Comptroller General (GAO) approvals
for special records series that are not included in the NARS
General Records Schedules. Both the General Records Schedules
and the Congressional authorizations must be consulted when
establishing disposition instructions for records series.
(2) Records series must be evaluated in order to
determine which records should be destroyed, which should be
preserved, and what retention periods are necessary. Retention
values for particular records are determined on the basis of
their administrative, fiscal, legal, scientific and technological,
evidential, historical, or informational value. Following this
basic evaluation, it also must be determined whether the records
serve a long or short term purpose. General evaluation
guidance is provided in NARS handbook ''Disposition of Federal
Records,'' Table 4, Permanent Records Appraisal Guidelines (attached).
d. WRITING THE RECORDS CONTROL SCHEDULE (FORM 139)
After the survey is completed and the records
evaluations are made, the records control schedule should be
prepared. Records control schedules provide for the systematic
disposition of record and nonrecord material either by
permanent preservation, destruction within the office area.,
transfer to another component, or transfer to the Agency
Archives and Records Center.
(1) General Guidelines
n,
(a) The fact that a system of records is published
in the Federal Register under the requirements of the-Privacy
Act of 1974 must be considered when preparing or amending
the records control schedule. Offices with published records
systems must ensure that the retention and disposal statement
in the Federal Register is consistent with the disposition
instructions in the records control schedule. Any substantive
difference must be brought to the attention of Chief, Information
and Privacy Division, OIS/DDA, so that the Federal Register
can be amended accordingly.
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(b) The following statement must be included in
parentheses at the end of each applicable records control
schedule description: (Published in the Federal Register,
Notification of Systems of Records, Privacy Act of 1974.
The Federal Register must be amended if this system is
changed or discontinued.)
(c) The records control schedule description
covering record copies should begin: ''Record copy of....''
An office maintaining duplicates of records for which another
office is the office of record should identify those records
in the description: ''Duplicate copies of... (AB is the
office of record.) ''
(d) Below are some questions that should be
answered in developing records series descriptions and
disposition instructions.
(1) Is this the office of record? If so, the
disposition instructions must provide for the record copy.
If not, the instructions must provide for the disposal of
duplicate copies, which usually have a shorter retention
period. Refer to paragraph (c) above.
(2) What purpose do the records serve--convenience,
reference, policy, housekeeping, management, research,
supplemental documentation?
(3) What does the term ''project file'' mean when
used to describe records in this office? Are the records:
(a) A gathering of data to produce a report,
publication, briefing, or some other published end product;
(b) A collection of data to develop ati invention
or material item other than a written product;
(c) A collection of data for use with any requirement
that may arise in a particular area (usually.background and
reference information); or
(d) Data used to monitor a specific event or
action without necessarily developing further action?
(These explanations will assist the appraiser in
determining the retention value of the many series that may be
described as ''project'' records.)
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(e) Below are some preferred terms or phrases
when writing records descriptions and disposition instructions.
(1)' ''Destroy'' rather than ''dispose.''
('2)* ''Transfer'' rather than ''retire, ship,
forward, or send. '
(3) ''Rec'ord copy'' rather than ''original.''
(4) Duplicates should be called ''duplicates''
and nonrecords should be called 'nonrecords '' rather than
''copies."
(5) ''Hold'' rather than ''retain.'
(6) ''Screen'' rather than ''purge . ''
(7) ''Sanitize'' rather than ''sterilize.''
(8) "Erase'' rather than ''degauss . '
(9) When describing logs or control cards use
as a general term ''control records.''
(2) Guidance for Completing Form 139, Records
Control Schedule (Figure 2) and Form 139a, Continuation
Sheet (Figure 2a)
All records control schedules are numbered in
accordance with the assigned office of Primary Interest (OPI)
number followed by the year of preparation (i.e., 00-80).
(b) Directorate/Office
Enter the appropriate office designation.
(c) Item Number
Beginning with number one, list and number each
records series consecutively, starting with series common to
the entire directorate/office and continuing with unique
records series for each component within the directorate/office.
(d) File Identification
Describe each records series precisely. If the
records are part of an automated data processing system, the
system alone may be considered a records series or the user
may view the system as belonging to a larger series of
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records. This series description must accurately identify
the records and help determine the prescribed disposition.
Each file identification consists of six elements:
(1) The title or name of the file.
(2) A meaningful description of the file.
(3) A-brief statement of the specific function or
operation for which the file is maintained.
(4) The file arrangement.
(5) Storage medium; i.e., microfilm, punchcards.
(6) The inclusive dates of the file.
(e) Volume
Enter the total volume in cubic feet of each
permanent file series and the estimated annual growth;
e.g., 120/10. Include all records in the series, whether
located in the office or in AARC. Fractions are rounded to
the nearest half foot.
(f) Disposition Instructions
Entries in this column are made only after careful
evaluation of the records series, based on guidance provided
in paragraph lc. The disposition instructions consist of.
the following elements:
(1) Preface each instruction with the word "PERMANENT"
or ''TEMPORARY,'' whichever is applicable. All disposition
instructions must specify the total retention period followed
by complete instructions for file cutoff, transfer, and
destruction. Examples:
Temporary. Destroy 2 years after cutoff. Cut off
at end of each calendar year, hold in current files area for
2 years and destroy.
Temporary. Destroy 3 years after cutoff. Cut off
at end of each calendar year, hold in current files area
for 1 year, then transfer to AARC for 2 years and destroy.
Permanent. Cut off at end of each calendar year,
hold in current files area for 2 years, then transfer to
AARC.
Permanent. Transfer to AARC when no longer needed
in the current files area.
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(2) Disposition instructions for microfilmed
records will provide for the disposition of the microforms
as well as the original records.
(3) The General Records Schedules, previous NARS
approva-1s, or any other officially established disposition
authority must be cited at the end of the disposition instructions
of the records to which they apply; e.g., (GRS 18-6a), (NC-
123-78-45), (GAO Title 8). If the: proposed disposition
differs from the authorized disposition, justification must
be provided on a separate sheet, cross-referenced'to the
schedule item citing the authority.
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a. Records Manage- Forwards draft of schedule to
ment Officer (RMO) RSB for review.
b. RSB Reviews schedule and discusses
any questions with RMO.
(1) Incorporates any changes
made to the schedule and
prepares final draft.
(1) Coordinates draft schedule
with Agency Archives and
Records Center.
(2) Contacts NARS
representative to?.arrange for
NARS review.
e. NARS Repre- Reviews draft schedule and
sentative recommends any changes to RSB.
f. RSB Coordinates changes recommended
by NARS representative with RMO.
g. NARS Repre- Reviews changes and approves
sentative final draft.
(1) Prepares final schedule
(see Figure 2 and 2a) and
SF 115, Request for Records
Disposition Authority. In
order to keep the SF 115
unclassified, records series
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are described by title only
followed by the appropriate
disposition instruction (see
Fiqure 3).
(2) Coordinates final sdh'edule
and SF 115 and obtains
signatures of IRMO and office/
directorate head, approving
content and security
classification; obtains OGC
concurrence where appropriate.
(3) Forwards original and
three copies of SF 115 to NARS.
(4) Forwards one copy of
records control schedule and
SF 115 to Office of Policy and
Planning (OPP) for transmittal
to the SSCI.
(5) Holds original copy of
records control schedule and
one copy of SF 115 with
coordination sheet until
approval received from NARS.
i. NARS If clarification is necessary
on an SF 115, notifies C/RSB.
(1) Hand-carries records
control schedule to NARS for
meeting.
(2) When approved SF 115 is
received from NARS, notes on
the original records control
schedule any changes made by
NARS.
(1) If any changes were made
by NARS, sends a copy of each
amended page of records control
schedule and SF 115 to OPP
for the SSCI.
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(2) Distributes copies of
records control schedule and
SF 115 as follows:
Form 139, 139a,
RSB (Office of
and SF
Record).
115--
1 of each--Responsible
RMO
(if other than directorate
RMO).
1 of each--Agency Archives and
Records Center.
Upon receipt of the approved schedule, the office
may transfer records to the Agency Archives and Records
Center as authorized by the disposition instructions. No
destruction may occur under the approved schedule until 60
days after receipt of the records control schedule and SF-
115 by the SSC2. RSB will inform the RMO of the expiration
of the 60 days in the transmittal memo covering their copy
of the records control schedule and SF 115. This procedure
also applies to amendments made to the records control
schedule.
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FPMR 101-401-3(e) requires that records control
schedules be reviewed annually and amended as necessary to
maintain currency. Amendments are necessary for such situations
as organizational changes, the creation of new file series,
conversion of a file series to microfilm, transfer or deletion
of existing file series, or substantive changes in item
identifications or disposition instructions. It is the
responsibility of the RMO's to ensure their records control
schedules are current.
a. When changes to a records control schedule
involve the addition of a new file series, conversion of a
file series to microfilm, substantive changes in item identifications,
or changes in retention periods, the procedures in paragraph 2
should be followed.
b. Amendments such as organizational changes,
discontinuance of file series, or transfer of files from one
office to another do not require resubmission of an SF 115 to
NARS. Requirements for effecting such changes are:
(1) Discontinued File Series or Organizational
Changes. RMO's are responsible for informing RSB by memorandum
of any discontinued file series or intradirectorate organizational
changes explaining the nature of the change and effective dates.
The original and one copy of the memo should be sent to RSB via
the directorate RMO, with one copy to AARC. RSB will retain the
original with the record copy of the records control schedule
and forward one copy to the SSCI via OPP.
(2) Transfer of Files. Interoffice transfers
of files are effected by memorandum signed by both the
transferring and the accepting office. It is the responsibility
of the RMO's of each office to amend their records control
schedules to reflect the changes. The RMO of the
gaining office should add the records series to the records control
schedule, identifying the losing office, old records control
schedule item number, and date received, and forward an original
and one copy of the Form 139 to RSB and one copy to AARC. RSB
will distribute the original and one copy as in paragraph 3b(1) above.
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a. An important part of the Agency's control over
records transferred'to the Agency Archives and Records Center
is a computer system called the Archives and Records Center
Inventory System (ARCINS). ARCINS is a subsystem of The
Records Information System (TRIS), a computer-based records
management system being developed by OIS.
b. All records transferred to AARC are entered into
the ARCINS system by job number, box number, folder number, folder
title, and inclusive dates. When completed, ARCINS will provide
an index to all file folders deposited in AARC.
c. After a folder-level inventory of the records is
created in the ARCINS computer file, a printout is given to
the Classification Review Division (CRD), OIS. This enables
CRD to select 20-year-old permanent records for systematic
declassification- review in accordance with Executive Order 12065.
Each item reviewed for declassification is indexed and entered
into the Declassification and Review (DARE) subsystem of TRIS.
d. Another subsystem planned as a part of TRIS is
the Records Center and Archives Management System (RAMS). it
is envisioned that this system will consist of a network
of online terminals connecting AARC with RMO's throughout
the Agency. The system is intended to reduce the paperwork
required in depositing, accessioning, maintaining, referencing,
servicing, and disposing of retired records by enabling
these transactions to be conducted via computer.
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5. RECORDS DESTRUCTION POLICY
a. Before destroying any records, each employee
must consult the component RMO and the custodian of the records
to ensure that the records are scheduled for immediate destruction
on an approved records control schedule.
b. Records relating to pending. Freedom of Information
Act (FOIA) or Privacy Act (PA) requests to the Agency are subject to
additional retention periods established by the Archivist
which are included in the records control schedules. Normally,
requested records are duplicated in their entirety at the
time of a request, and the duplicate copies are maintained
in accordance with the retention period for the related
request. However, if such duplication is not practical, the
records are instead flagged at the time of the request,
using Form 4016, Information Request Flag (see Figure 4),
and must be segregated from the records series at the time
the records series is being processed for destruction.
Alternatively, all records in process for destruction may be
checked against an automated index of FOIA/PA requirements.
c. It also must be determined that records being
processed for destruction are not related to actual or
impending litigation or to matters under investigation by
the Department of Justice or Congress. The initial determination
will be made by the component RMO and the custodian based on
their review of the records and on information provided by
the General Counsel and the Office of Policy and Planning to the
component RMO through the Agency and directorate RMO's. if
the initial review raises any question as to actual or
impending legal or investigative requirements for the records,
authority to destroy them must be obtained by routing Form 141c,
Request for Authorization to Retain or Destroy Questionable Records,
through the custodian and the component and directorate RMO's
to RSB. The Agency RMO will obtain the concurrence of the
General Counsel prior to approving the actual destruction of
the records. (If approval is denied, the Agency RMO must
submit to the Archivist a request for authorization to retain
the records longer than originally scheduled.)
d. RSB must be notified if any improper files on
United States citizens or resident aliens are identified using
the criteria of Executive Order 12036, 24 January 1978,
Section 2, Restrictions on Intelligence Activities (see HR 7-1).
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6. PROCEDURES FOR DESTRUCTION OF RECORDS IN OFFICE AREA
Records Custodian
Consults with RMO regarding
records to be destroyed.
(1) Verifies that records are
scheduled for immediate
destruction per the approved
records control schedule.
(2) If not, authorizes records
to be held until due for
destruction or prepares
amendment to the records
control schedule in accordance
with paragraph 3.
(3) If records are due for
destruction, checks the
records against the OGC-OPP
Records Retention Requirements
List. If records are free of
OGC and OPP interest and do
not contain records pertaining
to FOIA or PA requests, authorizes
destruction of records.
(4) If records contain
information related to an
item or items on OGC-OPP list
or information that might be
of possible interest to OGC
or OPP, prepares an original
and 4 copies of Form 141c
(see Figure 5).
(5) Forwards original and
four copies of Form 141c to
Directorate RMO.
Reviews request and if in
agreement, signs Form 141c and
forwards all copies to C/RSB.
-13-
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 Approved For Relapse 2005/08/02: CIA-RDP85B00236R0Qp~!100040007-2
Reviews and assigns number
to request, holds suspense
copy and forwards remaining
copies of Form 141c to OGC.
(1) Determines if records
should be retained or destroyed"
and checks appropriate box
on Form 141c. If further
retention required, recommends
proposed new disposition
instructions.
(2) Retains one copy of
Form 141c and forwards original
and remaining copies to
Chief, Records Management
Division, OIS.
Approves request based on OGC
review and forwards Form 141c
to C/RSB.
(1) If records authorized
for destruction, distributes
Form 141c as follows:
Orig. - RSB
1 - Directorate RMO
1 - Component RMO
1 - Requesting Office
(2) If some or all records
are to be retained:
(a) In coordination with
the Component and Directorate
RMO's and OGC, prepares a
letter requesting extension
of the retention period
and forwards to :JARS for
approval and one copy to
SSCI.
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(b) Forwards copy of
approved letter with copy
of Form 141c to component
RMO, directorate RMO, and
requesting office.
(1) If records are authorized
for destruction, destroys
records.
(2) If records are to be
retained, posts new disposition
date on file and index.
(3) if some records are to be
destroyed and others retained,
flags those records to be
retained with Form 4016. Posts
new disposition date on file or
index. Destroys remaining
records.
NOTE: If records authorized
for destruction consist of
material containing silver
or other precious metals
(e.g. microfilm, photo paper,
X-rays, etc.), contact Plans
and Programs Staff, Office of
Logistics, for disposition
instructions.
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7. PROCEDURES FOR TRANSFERRING RECORDS TO THE AGENCY
ARCHIV.ES AND RECORDS CENTER (AARC)
a. SUPPLIES NEEDED
(1) Boxes--records center boxes are available in
Building Services Branch (BSB). Check with RMO if special type
boxes are needed.
(2) Form 140, Records Retirement Request--available
in BSB (Figure 6).
(3) Form 4034A, File Review Worksheet--available
in BSB (Figure 7).
(4) Form 14, Records Storage Box Label--available
in BSB (Figure 8).
(5) Form 3940A, Record of Top Secret Documents
Transferred to Agency Archives and Records Center--available
in BSB. (figure
9).
b.
WHO
PROCEDURES
DOES
WHAT
1
(1)
Custodian
(a)
Checks
1
records
against
applicable items of records
control schedule to ensure
compliance with disposition
instructions.
(b) Prepares Part I of
Form 140. The description
in Part I should include name
of the file series, content
and arrangement of the records,
function or purpose for which
the file was created, inclusive
dates of the files, and media
of records (paper, microfiche,
magnetic tape, etc.).
NOTE: More than one series
of records may be transferred
under the same Form 140, but
only if the applicable records
control schedule items have
the same disposition date.
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(c) Forwards Form 140 to
component RMO. If Top Secret
(TS) or SCI material is
included in records to be
transferred, note either TS or
appropriate SCI system
designator on the form.
(2) Component RMO, (a) Reviews Form 140 for
completeness and verifies
that records are eligible for
transfer. Completes Part II
of Form 140.
(b) Forwards original and
four copies of Form 140 to
accessioning unit of AARC
with note if there are any
special circumstances
concerning the transfer.
(c) When copy of Form 140 with
job number is received from
AARC as authorization to
transfer records, notifies
custodian to prepare the records
for transfer.
(a) Removes and destroys
duplicates and ensures proper
filing arrangement of records.
Replaces pressboard folders
with kraft folders. Checks
labels for proper file titles
and inclusive dates.
(b) Packs the records in the
boxes without disturbing the
existing filing arrangement.
(To facilitate reference
service at AARC, files must be
placed in the boxes as follows:
viewing the label end as the
front of the box, place
letter-size files in front-
to-back order and legal size
files in left-to-right order.
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DOES WHAT
Leave room in the boxes so
that folders can be removed
easily for reference.)
(c) Numbers folders
consecutively within each box
(front-to-back or left-to-
right, as appropriate)
beginning with No. 001 for
each box. Numbers each folder
on the upper right corner of
folder tab or upper right
corner of documents not
contained in folders. (Odd-
size material such as
magnetic tapes, belts,
cassettes, microfilm cartridges,
or individual microfiche
should be numbered as file
folders. A tray of microfiche
may be numbered as one
folder if its content involves
a single subject; in this
case, reference service to
individual microfiche
within the tray will not be
provided--instead the entire
tray must be retrieved.)
(d) Completes Form 4034A,
File Review Worksheet, in
triplicate, following the
instructions printed on the back
of that form.
NOTE: AARC will-service
reference requests only to the
level at which they are entered
on Form 4034A; e.g., if you have
only one entry per box, you
must recall the whole box.
(e) Completes Form 3940A if
collateral TS documents are
included in the job.
(Individual TS documents will
be flagged so they can be
readily seen upon opening the
box. The Control and Cover
Sheet for Top Secret Documents,
Form 26, has a tab designed for
this purpose. Green, cardboard
tabs may be obtained from AARC
if needed.)
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(f) If SCI material is involved,
follows established security
and administrative procedures
furnished by RMO.
(g) Completes Form 14, Records
Storage Box Label, for each
box. Cites any access
restrictions on the Form 14.
Affixes label to the upper left
corner of the small seamless
end of the box.
(h) Contacts component RMO for
review of boxes and paperwork.
(4) Component RMO
C.
INSTRUCTIONS
Reviews files and paperwork for
completeness and furnishes
any special instructions
necessary.
Form 3940A, Record of Top Secret Documents
Transferred to Agency Archives and Records Center
Original and 2 - to AARC with records. (AARC verifies,
signs and returns Original to area Top Secret Control
Officer (TSCO) and forwards a duplicate copy to the Agency TSCO.)
AARC retains one copy.
1 - retained by custodian
1 - sent to Area TSCO prior to shipment of records
as suspense copy
(2) Form 4034A, File Review Worksheet
Original - Sent to Information Technology Branch (ITB),
RMD/OIS for input into ARCINS. (Once data is input and verified,
ITB will send two copies of computer-generated shelf list to component
RMO.)
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(3) Boxes of Records
(a) If the total number of records center boxes is
ten or less the boxes will be picked up during the regular courier
pickup.
(b) If there are ten or more but less than 50
boxes, call the Mail and Courier Branch, OL/LSD, to arrange
for a special pickup.
(c) If there are 50 or more boxes, the RMO will call
AARC to arrange for transport. The AARC needs:
(1) Number and type of boxes.
(2) Location where the records are to be picked
(3) Name and extension of custodian.
(4) Any other applicable information if the shipment
is unusual.
d. INSTRUCTIONS FOR TRANSFERRING MICROFILM
Basically the same procedures established in paragraph 7b
should be followed for transferring microfilm to AARC. Below are
some additional instructions to be followed for microfilm
records.
(1) Documentation, Verification, and Certification
(a) The fact that the records are on microfilm must be made a
part of the description on Form 140; i.e., ''records are on 16mm
microfilm,'' ''records are on microfiche,'' or a similar
statement that adequately describes the medium. If source documents
are destroyed, a certification statement that the microfilm has
been verified must be on the Form 140 and should read: ''The microfilm
described hereon has been verified and is a-complete and
accurate copy of the original record. '' All microfilm
of source documents must be verified against the original
records by the creating office.
(b) If the microfilm is a permanent record, the silver
original (or a silver duplicate) plus one copy (which may be
silver, diazo, or vesicular) must be transferred to AARC. Two
job numbers and therefore two Forms 140 are necessary for
permanent microfilm due to the separate storage locations of
the original and duplicate copies at AARC (see paragraph (3)
below). The original silver and duplicate must be transferred
in separate containers. The film should be arranged identically
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in each container. Each Form 140 should indicate whether
the microfilm is the silver original or the silver, diazo,
or vesicular duplicate. Two identical sets of Form 4034A
are required, one for each job number. NOTE: This procedure
is necessary because the silver original is not used for reference
purposes.
(c) The fact that the records consist of microfilm
must be recorded in the column headed ''Medium'' on the Form
4034A.
(2) Storage Containers for Microfilm
(a) Only microfilm storage containers meeting Federal
Property Management Regulations (FPMR) standards may be used
to store the silver original of permanent microfilm. ITB has
developed a storage/transfer container for microfiche that
meets the FPMR.standards for the silver original of permanent
microfilm and is inexpensive enough to use for all microfiche.
Since this box also makes maximum use of the shelf space in
AARC, it must be used for all transfers of microfiche.
This box is available from AARC.
(b) Foreign materials such as rubber bands, paper
clips, or string must not be used to confine film on reels
or cores. Only acid free paper strips may be used for this
purpose. Microfiche must be independently filed in acid
free envelopes in the storage containers without using paper
clips, rubber bands, or other items to bind them together,
Storage Facilities for Microfilm
Microfilm'that is temporary is stored in the
normal AARC stack areas. The silver original of microfilm
that is permanent, or used to produce additional copies for
supplemental distribution, is stored in the cool room. Duplicates
of the permanent silver original microfilm are stored in the
normal stack areas.
(4) Use of Microfilm
The silver original of permanent microfilm must
not be used for reference or verification purposes. Duplicates
must be used fo,r reference and verification. The silver
original may be used only to produce additional duplicates
as necessary.
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 Approved or else 2005/08/02 : - -
TABLE 4- PERMANENT RECORDS APPRAISAL complete set occasionally may be designated for permanent
GUIDELINES retention, particularly when the files have been captured in
The generic series descriptions listed below illustrate the
types of records normally appraised for permanent retention
by NARS. Because of the wide variety of records created in
the Federal Government and the complex nature of the.
appraisal process, this list cannot detail every type of series
that may be appraised for retention. In addition, the list
applies otily to current records whose life cycle has been
carefully controlled. Somewhat different standards apply to
records created in earlier periods of, our history when the
maintenance and disposition of Federal records were not as
closely regulated. Because many important 19th-century
records were inadvertently destroyed by fire, flood, and
general neglect, routine administrative and housekeeping
records are often preserved for this period to show the
functions of the Federal Government.
1. General Subject Files Documenting
Substantive Agency Programs.
Correspondence with other Federal agencies, Members
of Congress and congressional committees, the Executive
Office of the President, the President, private organizations
and individuals, internal agency memorandums, narrative
and statistical reports, budget estimates and justifications,
and a variety of other records concerning all substantive and
distinctive programs of the agency. These series represent
the basic system of records documenting the evolution. of
major policies and procedures and are frequently designated
for permanent retention when created at the following
levels: secretary; undersecretary; deputy secretary; assistant
secretary; administrators, chairpersons, commissioners, and
directors of administrations, bureaus, and services within a
department; and heads of independent Federal agencies
and their chief assistants. When the agency's important
programs are not documented in program correspondence
maintained at these higher levels, similar records created at
lower levels must be designated for preservation. The num-
ber of series selected from a given agency will depend on the
degree of duplication evidenced by comparisons among
files created at the various administrative levels. Where sub-
stantial duplication does exist, the file created at the highest
level will be chosen. Where little or no duplication exists,
series at all levels will be taken and in some cases at levels
lower than those indicated above.
2. Selected Case Files.
Many Federal records are created in the form of case files.
These records may include correspondence, memoran-
dums, periodic narrative reports, and similar materials which
relate to a specific action, event, person, place, project, or
other subject and provide complete documentation of an
agency's activities from initiation to conclusion. Although
most case file series are disposable at some future date, a
machine-readable form. More frequently, however, only a
portion of a case file series is selected for transfer to the
National Archives. Those chosen normally fall under one or
more of the following categories. The case:
a. Established a precedent and therefore resulted in a
major policy or procedural change;
b. Was involved in extensive litigation;
c. Received widespread attention from the news media;
d. Was widely recognized for its uniqueness by estab-
lished authorities outside the Government;
e. Was reviewed at leng;h in the agency's annual report to
the Congress; or
f. Was. selected to document agency procedures rather
than to capture information relating to the subject of the
individual file.
Categories a through e establish the exceptional nature of
a particular case file while category f relates to routine files
chosen because they exemplify the policies and procedures
of the creating agency. The types of case files selected for
permanent retention under the criteria established above
include, but are not limited to, research grants awarded for
studies; research and development projects; Investigative,
enforcement, and litigation case files; social service and
welfare case files; labor relations case files; case files related
to the development of natural resources and the preserva-
tion of historic studies; public works case files; and Federal
court case files.
3. Analytical Reports.
Analytical research studies and periodic reports prepared
by the agency or by a private organization or individual
under contract to the agency or in receipt of a grant from the
agency. Studies and reports selected for permanent reten-
tion may be statistical, narrative, machine-readable or au-
diovisual in nature. Regional reports prepared by field offices
and forwarded to the agency's headquarters are frequently
selected because they contain information relating to ethnic,
social, economic, or other aspects of specific geographical
locations. Excluded from selection are studies and reports
which are published and therefore widely available in public
libraries, as well as recurring periodic reports which are
summarized on an annual basis. (See item 13 for publica-
tions permanently retained.) in some Instances, only
selected studies and reports are maintained for future re-
search.
4. Formal Minutes of Boards and Commissions.
Minutes of meetings of boards and commissions of Fed-
eral agencies documenting substantive policy and pro-
cedural decisions. Frequently, the executive direction of a
Federal agency is provided by a board or commission rather
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than by a single appointed individual. Typically, these agen-
cies are regulatory bodies such as the Federal Trade Com-
mission, but also include organizations such as the Pension
Benefit Guaranty Corporation and the Commission of Fine
Arts. Minutes may be literal transcriptions or edited sum-
maries. Sound recordings of these meetings should also be
preserved.
8. Formal Directives, Procedural Issuances, and
Operating Manuals.
Formal directives distributed as orders, circulars, or in
loose-leaf manual form announcing major changes in the
agency's policies and procedures. Normally these are issued
with the authority of the head of the agency. Extensive
procedures are frequently detailed in lengthy operating
manuals.
5. Records of Internal Agency, Interagency, and
Non-Federal Committees.
Minutes, agenda, proposals submitted for review, and
final recommendations of meetings of ad hoc committees
as well as more formally established councils, conferences
(e.g., White House Conferences), and task forces attended
by senior agency officers. These meetings may be limited to
internal agency personnel or may include representatives
from other Federal agencies or even non-Federal groups.
Records selected for permanent retention to document in-
teragency meetings will be limited to the agency designated
as the group's secretariat. The minutes selected may be
summary in nature, verbatim transcripts, or audio or video
recordings.
6. Legal Opinions and Comments on Legislation.
Memorandums prepared by an agency's legal counsel or
program officers concerning interpretations of existing laws
and regulations or the effects of proposed laws and regu-
lations which govern the agency or which have a direct effect
on its operations. Records selected under this item concern
the agency's primary missions and normally exclude general
opinions and comments relating to other Federal agencies.
Included are formal comments on pending legislation pre-
pared at the request of the Congress or the Office of Man-
agement and Budget. Most of these records are permanent
when created in the offices of general counsels of depart-
ments and independent agencies. Excluded are copies of
bills, hearings, and statutes held for convenient reference.
Similar records maintained below the departmental level
may not be archival depending on their content and rela-
tionship with records of the departmental counsel.
7. Evaluations of Internal Operations.
Studies conducted to determine the effectiveness of the
procedures adopted to achieve established policy goals.
These may include evaluations of both program and admin-
istrative operations and may be made by the agency itself
(inspectors general) or by outside oversight agencies (Gen-
eral Accounting Office). Only those studies which recom-
mend significant changes in policy or procedural violations
are preserved. In addition, a complete record set of studies
prepared by oversight agencies are designated for preserva-
tion in the creating agency. All other copies are disposable.
9. Records on Functional Organization.
a. Organizational charts and reorganization
studies. Graphic illustrations which provide a detailed de-
scription of the arrangement and administrative structure of
the functional units of an agency. Reorganization studies are
conducted to design an efficient organizational framework
most suited to carrying out the agency's programs and in-
clude materials such as final recommendations, proposals,
and staff evaluations. These files also contain administrative
maps that show regional boundaries and headquarters of
decentralized agencies or that show the geographic extent or
limits of an agency's programs and projects.
b. Functional statements. Formally prepared de-
scriptions of the responsibilities assigned to the senior execu-
tive officers of an agency at the division level and above. If
the functional statements are printed in the Code of Federal
Regulations, they are not designated for preservation as a
separate series.
10. Briefing Materials.
Statistical and narrative reports and other summary mate-
rials prepared for briefings of recently appointed heads of
agencies and their senior advisors to inform them of the
current status of the agency. In addition, briefing books are
occasionally prepared to inform an agency head of the cur-
rent status of a major issue confronting the agency or in
preparation for hearings, press conferences, or major ad-
dresses.
11. Public Relations Records.
a. Speeches. addresses, and comments. Remarks
made at formal ceremonies and during interviews by heads
of agencies or their senior assistants concerning the pro-
grams of their agencies. The speeches and addresses may be
presented to executives from other Federal agencies, repre-
sentatives of State and local governments, or private groups,
such as college and university students, business associ-
ations, and cultural organizations. Interviews may be
granted to radio, television, or printed news media commen,
tators. The format selected may be paper, audio or video
tape, machine-readable tape or discs, or motion picture film.
b. News releases. One copy of each prepared statement
or announcement issued for distribution to the news media.
News releases announce events such as the adoption of new
agency programs, termination of old programs, major shifts
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in policy, an changes in senior agency personnel and may
be a textual record such as a formal press release or nontex-
tual record, such as film and video or sound recordings.
12. Agency Histories and Selected Background
Materials.
Narrative agency histories including oral history projects
prepared by agency historians or public affairs officers or by
private historians under contract to the agency. Some back-
ground materials (such as interviews with past and present
personnel) generated during the research stage may also be
selected for permanent retention. Excluded are electrostatic
copies of agency documents made by the researcher for
convenient reference.
13. Publications.
Formally prepared publications printed by the Govern-
ment Printing Office, the National Technical Information
Service, or the agency itself. Examples of such publications
include annual reports to the Congress; studies conducted
by the agency or under contract for the agency; procedural
brochures, pamphlets, and handbooks distributed for guid-
ance to other Federal agencies, State and local govern-
ments, and private organizations and citizens; Instructional
and educational materials on audiovisual formats (audio or
video recordings, motion picture, filmstrips and slide-tape
productions); maps; and film productions and television and
radio programs prepared to furnish information on agency
policies or promote agency programs and operations. The
availability of reference copies of audiovisual items in non-
Government depositories does not exclude retaining the
original production elements required to ensure the preser-
vation of the audiovisual items.
14. Visual, Audio, and Graphic Materials.
Agency-originated motion picture film, still photography,
sound and video recordings, cartographic materials, or ar-
chitectural drawings created to record substantive events or
information that cannot be or normally are not recorded in
written form. Examples of these materials are instantaneous
recordings or photographic coverage of significant scientific
or technological phenomena and significant nonrecurring
events, such as combat operations, lunar explorations, and
extemporaneous occurrences, discussions, and interviews;
maps recording topographic information for specific geo-
graphic areas; and architectural/engineering drawings rec-
ording the building program of individual Federal agencies.
15. Scientific and Technical Data.
Data resulting from observations of natural events or
phenomena or from controlled laboratory or field experi-
ments. These data generally are created at project or operat-
ing levels rather than at administrative levels. The data may
be recorded in either human-readable or machine-readable
format and be found In laboratory notebooks, completed
forms, tabulations and computations, graphs, microforms,
or machine-readable files. Scientific and technical data are
selected for permanent preservation if they are unique,
usable, and important. If these data are accurate, com-
prehensive, and complete, if they can and are likely to be
applied to wide variety of research problems, then they can
also be considered to have passed the test of usability. Data
which can be recreated because they document repeatable
activities may also be considered both unique and usable if
they constitute a definitive, critical, or standard reference
data set. The cost of data collection is one, but not the only,
measure of its importance. In assessing the importance of
any set of data, consideration should be given to its historical
as well as its scientific significance.
16. Socioeconomic Micro-Level Data.
Micro-level data collected for input into periodic and
one-time studies and statistical reports including information
filed to comply with Government regulations. The informa-
tion may cover such subjects as economic and tax informa-
tion, health care, demographic trends, education, discrimi-
nation, and other comparable social science areas. Although
agency reports and studies, briefing materials, and official
releases frequently summarize these data, the micro-level
information, usually in machine-readable form, is of perma-
nent value. Obviously, the data must be usable in their raw
state if they have not been converted to a machine-readable
form.
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 I Classification I
Approved?.For ReI (hp I( 1 36, 0040007-2
-1000 lI ra vszca-
C,) a
ID~JT'IFIcArt(4 / 7
I 1
.1PT'ION (2)
'TATS
Name of person conducting the survey.
Telephone extension of person conducting the survey.
Date the inventory is conducted.
Directorate, Office, Division, Branch and Section maintaining the files.
Person responsible for the files.
Room Number and Building where the files are located.
Brief title of record series.
A clear description including the function and value of the records is basic to the
success of the inventory and the schedule.
Arrangement of record series; i.e., alphabetic by subject, chronological, numerical
by case number, etc.
The years of the oldest and most recent documents in the series.
Note the media of the records; i.e., paper, audio-visual, magnetic cards, etc.
How often are files referred to? This information is pertinent in establishing
disposition instructions.
The office responsible for maintaining the official file for the Agency should be
noted for each record series.
Measurements should be as simple as possible; figures may be rounded to the nearest
half-foot.
or RECORDS
/I)
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 d F
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R2VISED SCHEDULE NO.
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OLD SCHEDULE
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VOLUME
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 OLD SCHEDULE
AND ITLM NO(S).
,FORM OR80LETE
. 1. 139a PRE Vf,0uS
NEW
ITEM
NO.
Approved Pon Release 20054 8?o!'CIN UP8,5QQL) 6 000200040097,746 r 1 ON I NSTRUCT I ONS
RECORDS CONTROL SCHEDULE CLASSIFICATION
CONTINUATION SHEET Figure 2a
Approved For Release 2005/08/02 : CIA-RDP85B00236R000200040007-2
 Approved For RQJefr 2005108/02: CIA-RDP85B00236Fji1Q00040007-2
REQUEST`FOR RECORDS DISPOSITION AUTHORITY
('See Instructions on reverse)
TO: GENERAL SERVICES ADMINISTRATION,
tiATUO?IAL ARCHIVES ACID RECORDS SERVICE. WASHINGTON, DC 20403
1. FROM (AGENCY OR ESTABLISHMENT) ,
2. MAJOR SUBDIVISION
S. CERTIFICATE OF AGENCY REPRESENTATIVE: .
I hereby certify that 1 am authorized to act for this agency in matters pertaining to the disposal of the agency's records;
that the records proposed for disposal in this Request. of page(s) are not now needed for the business of
this agency or will not be needed after the retention periods specified.
^ A Request for immediate disposal.
^ B Request for disposal after a specified period of time or request for permanent
retention.
7.
ITEM NO.
E. TITLE
S. DESCRIPTION OF ITEM
(With Inclusive Dates or Retention Periods)
9.
SAMPLE-OR
JOB NO.
10.
ACTION TAKEN
STANDARD FORM 115
Revised Ap,il,.1975
Prescribed by . General
Administration
FPMR 41 CFR) 101-1
Approved For Release 2005/08/02 : CIA-RDP85B00236R000200040007-2
In acco'nnce in the prrrisions of d. U.S.C. 3303a the disposal re
quest. including e?^3rdmerts. is app,vvveo except for items Prof may
be stamped "disposh not Aaproved- or ?'withdraon" in column 10.
 ~ tiL~~~ 'y~
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I
'f HIS FORM IS USED TO SAFEGUARD FROM INADVERTENT DESTRUCTION RECORDS THAT ARE INVOLVED IN FREEDOM OF INFORMATION
a AC"( OR PRIVACY ACT REQUESTS, LITIGATION, OR MATTERS UNDER INVESTIGATION BY THE DEPARTMENT OF JUSTICE OR CONGRESS.
IT MUST BE FILED IN'THE FRONT OF A FOLDER TO LIST ALL DOCUMENTS IN THE FOLDER RELATED TO A SPECIFIC REQUEST (oae for.."
for each request), OR AS A SINGLE ATTACHMENT TO EACH INDIVIDUAL DOCUMENT. IT MUST NOT BE REMOVED FROM THE DOCUMENT OR
FOLDER UNTIL THE RECORD SERIES IS DUE FOR DESTRUCTION IN ACCORDANCE WITH APPROVED RECORDS CONTROL SCHEDULES AT
WHICH TIME DISPOSITION OF FLAGGED RECORDS WILL BE CHECKED WITH THE COMPONENT RECORDS MANAGEMENT OFFICER AND
OTHER AUTHORITIES AND WILL BE DEPENDENT ON THE STATUS OF EACH REQUEST.
TYPE OF REQUEST
PRIVACY ACT
CONGRESSIONAL INVESTIGATIONS
OTHER (specify)
FOIA
DEPT. OF JUSTICE INVESTIGATIONS
LITIGATION
MANDATORY CLASSIFICATION REVIEW
REQUESTER
REQUEST NO.
SUBJECT OF REQUEST
DATE OF REQUEST
DOCUMENTS SUBJECT TO REQUEST - INCLUDE FILE NO.. SYMBOL, DATE AND SUBJECT
D CONTINUED ON SEPARATE PAGE
REMARKS
CONTINUED ON SEPARATE PAGE
DATE OF COMPONENT RESPONSE
DATE APPEALED (ifapplicable)
R.
OW =1
-'Alm MIL 5WERY" .219595~~~
. 1 095,
0-
FO ftM nf~?~C
9.77 '}~J10
-Figure .4 _
Approved For Release 2005/08/02: CIA-RDP85R00236R000200040007-2.
 SUBMIT ORIGINAL AND 4 COPIES TO ISAS
TO RETAMO
TO CTHRDirectorate Records M
Records Administrati o
Office of General Cou
TH
9Wk: CIA-RDP85B00
6 614fOTT'-TON No(As5;9rted
ESTIONABLE RECORDS
s Staff, DDA
FROM: (OFFICE DESIGNATION OF ORIGINATRI
er
anagement Officer
n Branch, ISAS/DDA
nsel
2. DATE PREPARED
E RECORDS IDENTIFIED BELOW ARE SCHEDULED FOR IMMEDIATE DESTRUCTION; HOWEVER, THEY MAY BE SUBJECT TO ACTUAL OR
IMPENDING LEGAL OR INVESTIGATIVE REQUIREMENTS. AUTHORIZATION IS REQUESTED EITHER TO RETAIN THE RECORDS OR TO
DESTROY THEM AS SCHEDULED. THE RECORDS ARE BEING HELD PENDING RECEIPT OF AUTHORIZATION. IF FURTHER RETENTION IS
REQUIRED, REVISED DISPOSITION INSTRUCTIONS MUST BE PROVIDED TO RECORDS ADMINISTRATION BRANCH, ISAS.
IDENTIFICATION OF RECORDS-
3. OFFICE
4. SCHEDULE NO.
S. ITEM NUMBER
6. INCLUSIVE DATES
7. VOLUME (Cu. ft.)
8, PROVIDE DETAILED DESCRIPTION AND LISTING OF RECORDS AND/OR ATTACH COPY OF FORM 140 AND 140A. MARKED TO INDICATE
WHICH RECORDS ARE QUESTIONABLE. EXPLAIN BASIS FOR DETERMINING THAT RECORDS ARE QUESTIONAB
E
.
L
I_ - p CONTINUED ON SEPARATE PAGE
4
9. TYPED NAME AND SIGNATURE OF CUSTODIAN OF RECORDS EXTENSION DATE
j
v,\
10. TYPED NAME AND SIGNATURE OF COMPONENT RECORDS MANAGEMENT EXTENSION DATE
OFFICER
11. TYPED NAME AND SIGNATURE OF DIRECTORAT
E RECORDS MANAGEMENT
EXTENSION
DATE
OFFICER
AUTHORIZATION TO RETAIN OR DESTROY RECORDS
RETAIN ALL L
12. TYPED NAME AND SIGNATURE OF GENERAL COUNSEL REPRESENTATIVE
EXTENSION
DATE
RETAIN PARTIAL tL
DESTROY ALL
13. TYPED NAME AND SIGNATURE OF CHIEF. INFORMATION SYSTEMS ANALYSIS STAFF
DATE
APPROVED
14. 1-1-PROVIDE JUSTIFICATION FOR CONTINUED RETENTION. ALSO PROVIDE PROPOSED NEW D[SPOSITION INSTRUCTIONS.
i?INDICATE UNDER SECTION 8 ABOVE WHICH RECORDS ARE TO BE RETAINED. THOSE NOT INDICATED FOR RETENTION ARE AUTHOR
.
IZED FOR IMMEDIATE DESTRUCTION.
FORM
9-77 14jl1C
- Figure 5 ; .. .
Approved For Release 2005/08102 : CIA-RDP85B00236R000200040007-2
 Approved For Rele se 2005/08/02 : CIA-RDP85B00236ROW200040007-2
RECORDS RETIREMENT REQUEST
JOB NO. ASSIGNED BY RECORDS CENTER
For Reference Service on Records Transferred to
Submit original and 4 copies to Records Center. Two copies will be returned to the originot-
ing?office. Additional copies may be prepared as indicated by your RMO.
Storage Complete Form 490 and Refer to Above
Job Number.
PART I (TO $E. COMPLETED BY THE RECORDS CUSTODIAN)
TO:
FROM: DEPOSITING OFFICE(DIV/BR/SEC)
DATE _ -,? -- - _ _.- .?
ROOM BUILDING EXTENSION
APPLICATION IS MADE FOR RETIREMENT OF THE RECORDS DESCRIBED BELOW
DESCRIPTION OF FILE SERIES-IN DETAIL. DO NOT CITE RECORDS CONTROL SCHEDULE DESCRIPTION. USE FORM NO. 4034 (000) OR
4034A. _
SHELF LIST INCLUOEO,IN TRANSFER
SCHEDULE NO.
ITEM(S) NO.
CLASSIFICATION/CODEWORD OF RECORDS
SIGNATURE OF RECORDS CUSTODIAN:
PART it (TO BE COMPLETED BY THE RECORDS MANAGEMENT OFFICER
CITE RESTRICTIONS ON USE OF RECORDS AND INCLUDE THE SAME RESTRICTION ON BOX LABEL (FORM 14) FOR EACH BOX IN .LOB
(If no restrictions write "None") .
DATE,-r.' - --??---?? _. -. _. ..__ _ _ .._ --. ... ..
SIGNATURE RECORD SMANAGEMEr4T OFFICER
PART III A (TO BE COMPLETED BY RECORDS CENTER)
DISPOSITION OF THE RECORDS DESCRIBED- HEREON HAS BEEN MADE AS FOLLOWS:
AUTHORIZATION: _. __. ~.__. _ _ .. - ..
WHOLE JOB DISPOSITION
PARTIAL JOB DISPOSITION .
DESTROYED
DESTROYED-BOX NOS. -
TRANSFERRED- TO--
TRANSFERRED-BOX NOS-
TO:
-
SEE ATT1ACHMENT(S) I
I
SEE REMARKS ON BACK
DATE
SIGNATURE CHIEF. DISPOSITION. AGENCY RECORDS CENTER
PART III B (TO BE COMPLETED BY ARCHIVES)
DATE ACCESSIONED- -- --~- - - -
SIGNATURE (Chief, Agency Archives) -- -
FORM 140 PREVIOUS EDITIONS OBSOLETE
9-79
Figure 6
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 Approved For Release 2005/08/02 : CIA-RDP85B00236R000200040007-2
TOP SECRET SECRET CONFIDENTIAL UNCLASSIFIED CL. VV; PACE OF
W41L,NAL DATE Or RCTIRCMCNT ANO 060 JOO I
JOO NO. NI
RECORDS SCNCD,/LC
OPI 11,
OIVIHON ISI
DAANCN I I
SECTION IN D.SnOS,T,ON OATC (AIMYY)
ITEM NO,
NO.
NO.
RES.
FILE NO.
FLO,
MCOIA
FILE TITLE
INO DATES
bOMMYT DDMMYY
COMPONENT RHO.
DATE a ,
10 77 40~34A
IPL EASE PRIMTI
DATE DATE
FILE REVIEW WORKSHEET 'So.
Figure 7
Approved For Release 2005/08/02: CIA-RDP85B00236R000200040007-2
 Approved r Release 2005/08/02 CIA-RDP85BQW36R000200040007-2
OFFICE
RECORDS STORAGE BOX LABEL
FORM NO. I I REPLACES FORM NO. 38-29a
I JUL 5d 't WHICH MAY aE USED.
Approved For' Release 2005/08/02: CIA-RDP85B00236R000200040007-2
 Approved For Release 2005/08/02 : CIA-RDP85B00236R000200040007-2
RECORD OF TOP SECRET DOCUMENTS
TRANSFERRED TO AGENCY ARCHIVES AND RECORDS CENTER
)ffice Responsible Area Top Control Office
JOB NO.
CiA T-S.
CONTROL
NUMBER
SOURCE
SOURCE
CONTROL
NUMBER
DOCUMENT
DATE
COPY
NUMBER
NO,
PGS.
ATTACH.
MENT
TO
DATE OF
RECEIPT/
DISPOSITION
CLASS
SCHED.
SUBJECT/TITLE
BOX NO.
FOLDER
NO.
it
FORM B40 A
9-79
Approved For Release 2005/(di
Date:
 Approved i- Release 2005/08/02: CIA-RDP85BOY66R000200
MEMORI1WUI%I FOR: Director of Communications
Director of Data Processing
Director of Finance
Director of Information Services
Director of Logistics
Director of Medical Services
Director of Security
Director of Training and Education
FROM: William N. Hart
Acting Deputy Director for Administration
SUBJECT: Headquarters Records Review
REFERENCES: A. Multiple addressee memorandum from DDCI
dated 9 July 1981; Same Subject (ER 81-7735/1)
B. Multiple addressee memorandum from DDA
dated 6 August 1981; Same Subject (DDA 81-1359/4)
C. TINT 70-43, Headquarters Records Review, dated
4 August 1981
1. References A and B (attached) set forth Agency-wide requirements and
guidelines for the Headquarters records review. Within DDA, this review will
be coordinated by Chief, Records Systems Branch, Records Management Division,
OIS, in his capacity as DDA Records Management Officer (PMO). He and his staff
will work with Office RXIO's - to plan and organize the review.
2. Please ensure that professional and clerical personnel will be able
to spend the necessary time working with our RMO's to accomplish this
important task. Their participation will help us attain the full benefit of
improved recordkeeping practices following the review. Many of the decisions
we have made in recent years concerning the filing and disposition of records
have required attention and time that otherwise might have been devoted to
our primary mission. As a result of the review, such decisions should become
a more routine part of our. records management program.
3. I would appreciate receiving your monthly progress reports by the
10th day following each month.
William N. Hart
Attachments:
As stated
Approved For Release 2005/08/02 : CIA-RDP85B00236R000200040007-2
 Approved For Release 2005/08/02: CIA-RDP85B00236ROW200040007-2
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Headquarters Records Review (U)
FROM:-]
Acting Director of Information
Services
TO: (Officer designation, room number, and DATE
building)
C/Classification Review
Division
JOAIJ - raL e
OFFICER'S
INITIALS
8 SEP 1981
STiT
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)
FORM 61 O USE PREVIOUS
1-79 EDI IONS
pproved For Release 2005/08/02 : CIA-RDP85B00236R000200040007-2