HANDBOOK FOR THE WRITING OF DDI, DDS&T AND DDS HISTORIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85B00803R000200050001-7
• Release Decision: RIFPUB
• Original Classification: S
• Document Page Count: 26
• Document Creation Date: December 16, 2016
• Document Release Date: November 23, 2004
• Sequence Number: 1
• Publication Date: January 5, 1967
• Content Type: REPORT

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HANDBOOK
FOR THE WRITING OF
DDI, DDS&T AND DDS HISTORIES
Prepared by: Historical Staff, O/DCI
5 January 1967
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3 January 1967
Page
CHAPTER I - Introduction . . . . . . . . ... . . . .. 1
CHAPTER II - Organization and Procedures . . . . . 3
CHAPTER III - Content and Treatment . . . . . . . . . . .7
CHAPTER IV - Style and Format . . . . . . . . . . . 10
CHAPTER V - Sources . . . . . . . . . . . . . . . . . 15
APPENDIX A - Outside Interviews . . . . . . . . . . 18
APPENDIX B - Reference Material
1. Reference Aids . . . . . . . . . . . . . 20
2, Dates of DCI's, DDCI's and DD's . . . . . . . 21
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CHAPTER 1. ,. Introduction
1. The Need for Histories
The need for a systematic record of the activities
and operations of CIA components has been recognized;
it is necessary for the orderly progression of future
planning. Historical programs in the Directorates for
Intelligence, Science and Technology, and Support* are
essential to place in true perspective the records of
their organizations, operations, activities, procedures,
successes, and failures; the concepts leading to the
formation of their various components, policy decisions
laid down for their guidance, and the authorities and
agreements under which they have conducted their activi-
ties. Such a systematic record of the past, stressing
"lessons learned," is basic to enlightened planning for
the future.
2. The Uses
Historical papers will provide:
a. A documented record of previous programs,
activities, and experiences (together with appropriate
*These will hereafter be referred to merely as "the
Directorates," excluding the Clandestine Services, which
has its own historical program.
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conclusions) as background for thpse.engaged in
operational, organizational, and policy planning.
b, A helpful summary for the orientation of
new office, division, or branch chiefs and other
key officers.
c. A historical frame of reference for initi-
ating new activities and resolving difficult prob-
lems.
d. A source of background material as required
by senior Agency management.
e. An aid to training.
f. Contributions'`to'"Studies in Intelligence."
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,CHAPTER II. Organization and Procedures
1. Organization
a. Historical Staff
The Historical Staff is part of the Office
of the Director of Central Intelligence. An Overt
Coordinator has been approved for this Staff to en-
courage and assist in historical programs for the
DDI, DDS&T, and DDS.
b. Historical Boards
Historical Boards have been established by
the three Directorates to set the terms of refer-
ence for the several historical programs, determine
what histories are to be written, establish priori-
ties, and provide continuing guidance and review in
the preparation of histories.
C. Historical Officers
Each major component of the three Director-
ates has designated a Historical Officer who will
be responsible for coordinating the historical pro-
gram within the component and will be the point of
contact for his Historical Board and the Coordinator.
The cooperation of all senior staff and
operating personnel in the historical programs should
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be encouraged. -Although perhaps not participating
directly, they should give all possible assistance
to the historical effort.
2. Procedures
a. The historical programs of the Director-
ates will include a.number of different types of
papers:
(1) A fairly lengthy chronological narra-
tive history of each component.
(2) Monographs or historical studies
dealing with special activities or operations.
These are suggested as separate papers so that
the logical flow of the narrative will not be
interrupted by lengthy dissertations on;specific
and often unusual activities,
b. In general it would be impractical to ask
staff officers to write lengthy narrative histories
of major components in addition to their other
duties. It is therefore suggested that:
(1) Each major component in a Director-
ate should identify capable staff employees who
intend to retire within six to twelve months.
In many cases such staff employees can be re-
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lieved of regular duties and assigned to
writing historical papers,
(2) To supplement, when necessary, the work
of prospective retirees, each major component
could contract with annuitants to write his-
torical papers. Whereas personnel ceilings are
tight, there may be sufficient funds for such
contracts if their number is held to a minimum.
c. Monographs or short historical studies could
well be assigned to personnel on duty who are inti-
mately acquainted with the subject, with the provision
that they write as time permits with no unreasonable
deadlines.
3. Review
Procedures should be established for the review of
each historical paper in draft form by one or more know-
ledgeable officers. In all cases a paper should be sub-
ject to a final review by the office director or his deputy.
4. Dissemination and Control
Each major component will determine the classifica-
tion of its own historical papers. When possible, classi-
fication should be no higher than secret.
One copy of each historical paper will be deposited
in the office of the appropriate Deputy Director and in-
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cluded in the catalog of the Directorate's histories.
The master copy will be retained in the office of origin.
Any further dissemination will be determined by the
office of origin. (It is suggested that a number of
copies of each paper be held in the office of origin to
meet any future need for additional dissemination.)
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1. Content
a. Some of the topics that should be included
in a historical paper are:
(1) Mission: How was the initial mission
or function of a component determined? What
changes have there been over the years? Were
these changes due to experience, policy guidance,
changing world conditions, addition of new func-
tions? Under what authorities and agreements
was the initial mission assigned and what
authorities and agreements controlled later
change and redirection of effort?
(2) Organization:. Original organization.
Changes in organizational structure: due to
experience, increased requirements, change in
scope of mission, or budgetary, manpower, or
space limitations?
(3) Relationships: with other Agency com-
ponents, USIB agencies, other Government depart-
ments and agencies, foreign governments, etc.
(4) Problems & Methods: Over the years,
what problems have arisen and what methods have
been used to resolve them? How was administration
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and management improved, or what new methods
were adopted to cope with broadening activi-
ties and increasing work load?
b. Some of the elementary musts for any paper
are the following (to be included on the cover, in a
foreword, or in the body of.the paper, as appropriate):
(1) Title Page (include date'of writing and
name and position of author)
(2) Table'of Contents (subheadings within
chapters if it is a long and complex history)
(3) Introduction
(4) Body (Ifmore than one operation,
activity or major grouping or trend of events,
treat in phases, parts or chapters)
(5) Constructive conclusions
(6) Pertinent attachments:
(a) Chronology, if the paper covers
an extended period.
(b) List of interviewed personnel and
other contributors:.(where_written debriefings
or historical reports are referred to in the
body of the paper, they should'be in the
Reference. List)
(c) Reference List (each referral to a
supporting document must be followed by its
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number on the Reference List; e.g., 12/)
(d) Index (names of individuals and
places, elements of government and organiza-
tions, specialized terms and titles =- if
warranted beyond the items in the Table of
Contents)
2. Treatment
A history should state not only what was done, but
how and why it was done. Normally the various facets of
subject matter should be woven into a chronological
narrative.
Using evidence in context, honest conclusions can
be drawn regarding the extent of success and failure and
the reasons therefor. But the factual narrative should
not be interlarded with editorializing, and personal
opinion should not be substituted for objective exposition.
Every writer has to use his own style, but unity in
writing, a singleness of effect, and a well-proportioned
product are promoted by outlining in advance and by
keeping the presentation chronological. Good judgment is
required as to the relative importance of material and
corresponding emphases in presentation.
The Historical Boards, assisted by the Historical
Officers of the various components, will provide guidance
in maintaining uniform standards of treatment and quality.
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CHAPTER IV. Style and Format
1. Style Conventions
a. Use third person, even when the writer par-
ticipated.
b. The first time an organizational abbreviation
occurs in a paper, it should be preceded closely by
the full title.
c. Dates and time: Preferred usage is day,
month, year (23 June 1953) and 24-hour time (2330
hours), specifying time zone where not evident.
d. Names, titles, and rank: The initial mention
of a true proper name should be in full, if known,
with rank or title. Only the first letter of the sur-
name should be capitalized.
e. Geographic names: When writing about small,
out-of-the-way places, use the approved Government-
wide geographic spellings. If exact locations are im-
portant, give reference map coordinates or latitude
and longitude,
f. Statistics: Tabulate where possible.
Ships and aircraft: Names of ships and air-
craft should preferably be enclosed in quotation marks.
h. Except as otherwise specified, the United
States Government Printing Office Style Manual may
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govern in matters of spelling, grammar, punctuation,
abbreviations, etc.
i. Anachronisms: Watch out for errors in chrono-
logy such as using place names or personal titles
which would be correct only at an earlier or later
period than the one under discussion.
2. Format
a. Physical Form
(1) Papers should be typewritten double-
spaced (except quoted passages, footnotes, and
other material that would be printed in small
type) on one side of letter-size paper (8" x 10i")
with 1" top and li" left-hand margins to allow for
fastening.
(2) The nature and sensitivity of the paper
will determine the number of copies to be pre-
pared. See 1I.4. above.
(3) Page numbers should be placed at the
bottom above the security classification.
(4) A distinctive cover designed for com-
pleted historical papers will certify that the
document so covered is a permanent part of the
History which may not be destroyed and
is indexed in the "Catalog of Histories."
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b. Security Classification and Controls
(1) All historical texts will bear the
appropriate security classification and will
be stamped with the GROUP 1 stamp on the first
page.
(2) If a history must contain incidental
code-word or sensitive material, this should,
when possible, be segregated in a separate text
and the reader referred to it by a footnote.
This will allow wider. use of the general paper
and still provide for the authorized custodian
of sensitive material to screen requests for it,
C. Documentation
Full and accurate referencing is fundamental
to historical writing. All challengeable points
and key information should be documented in source
notes or references,
(1) Source notes, referenced by number,
should normally be listed at the end of the paper
(or chapter of long papers).
(2) Source notes will usually refer to
either an interview or a document. They should
specify:
(a) Nature or source (cable, dispatch,
memorandum, intelligence report, interview, etc.)
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(b) Originator
(c) Addressee
(d) Date
(e) Control number and symbol
(f) Top secret or registration number
(g) Subject
(h) Present file location
d. References
The list of references at the end of each
paper may include source materials other than those
mentioned in the text.
e. Illustrations
Maps, charts, pictures, etc., may be placed
in the text or in appendixes, They should be clearly
marked as to source and security classification.
f. Appendixes
There is no limit to the variety of appen-
dixes that can be used. Examples include:
(1) List of references
(2) Chronology
(3) Source listing
(4) List of interviewees
(5) Copies of important documents
(6) Photographs, maps, charts, graphs, etc.
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(7) Sensitive materials for separate storage,
if necessary.
3. Index
The Index is a tool for the ready use of the histori-
cal paper, and nothing should be omitted from it which
the discriminating reader might wish to locate.
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CHAPTER V. Sources
1, General
The sources of material for histories are limited
only by the ingenuity, personal contacts, and dogged-
ness of the writer. Most intelligence officers who have
been chosen to write a segment of the history will be
knowledgeable of the appropriate sources of information.
The following paragraphs are offered simply as a check-
list.
2. Personal Sources
Dates, places, and people that may be hazy in the
writer's memory can sometimes be identified through per-
sonal documents:
a. Itineraries of travel, receipts, and person-
nel actions which may be in personal custody in the
office.
b. Letters, both received and sent
c. Diaries and journals
d. Photographs or slide collections
e. Maps and charts
3. Official Documents
A large number of papers regularly prepared within
the Directorates will quite naturally lend themselves to
historical exploitation. These would include annual
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reports to the President's Intelligence Advisory Board,
annual budget submissions, annual office reports, brief-
ings for Congressional hearings, meetings of USIB com-
mittees, etc.
4. Interviews and Debriefings
The historian usually begins by getting all he can
out of documentary records and then tries to get behind
the documents, as well as fill in between them, with
carefully chosen questions posed to knowledgeable persons.
Such interviews should be recorded and cited like other
documents. The historian of recent events can reverse
this procedure, getting the story from participants first
and then.checking and supplementing it with documents, if
he has too little first-hand knowledge of the subject to
get started or if the people are more readily available
than the papers.
5. Preservation of Documents
a. To preserve source references, writers of
histories will be provided a stamp as follows for
documents cited in their papers:
THIS DOCUMENT IS
A SOURCE REFERENCE IN
A HISTORICAL PAPER
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(It is recommended that at the time this stamp is
placed on a document, the writer also indicate the
title of the paper being written.)
b. Each Directorate should institute a further
comprehensive program for the preservation in the
future of documents of historical value. As each
such document is identified, it should be stamped:
HISTORICAL DOCUMENT
Destroy only with consent
of the Historical Officer.
Name:
Date:
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APPENDIX A
1. INSTRUCTIONS REGARDING OUTSIDE INTERVIEWS IN SUPPORT
OF HISTORICAL PAPERS
a. Normally it is anticipated that an indivi-
dual responsible for preparing a historical paper
will acquire the necessary information from exist-
ing documentation, both current and retired, from
interviewing personnel presently on duty, and from
the writer's own experiences relating to the subject
at hand.
b. There may, however, be gaps in information
from these sources which the writer must fill by
questioning at length one or more outside individuals
who were earlier connected with the Agency in some
capacity. Contacts with such persons will be made
only when their contribution is essential,
c. Prior to approaching such a person, the
writer will take the following steps;
(1) He will submit the name of the indivi-
dual and, if known, his address to the security
officer of the component having jurisdiction over
the paper being prepared. The security officer
will forward this data to the Deputy Director
of Security for Personnel Security for examina-
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tion as to security implications and approval for
approaching the individual..
(2) After receiving clearance for making
the contact, the writer, if he does not person-
ally know the individual to be approached, can
submit his name and address to the Domestic Con-
tact Service. The Service will make an appropri-
ate introduction and establish the bona fides of
the writer. (In many cases, this will not be
necessary.)
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APPENDIX B
1. REFERENCE TOOLS AVAILABLE IN THE HISTORICAL STAFF
The following is a list and brief description of
aids being compiled in the Historical Staff by the CS
Group that may be helpful to the writer of histories in
other Directorates.
a,. Knowledgeable Persons Finder
An alphabetical card index of persons known
to have a detailed knowledge of CS operations or
functions (on either an area or a functional basis)
and their specialty, and a subject index of organi-
zations, functions, and projects listing knowledge-
able persons by name,
b. Index to Source Documents
A cross index of abstract cards of existing
documents known to have historical significance.
These would include directives, regulatory issuances,
functional statements, organization charts, cables,
memoranda, dispatches, tabulations, graphs, books,
and maps. This material may be written, printed,
taped, or photographed. This index is arranged by
country, area, unit, and function.
c. Catalog of CS Histories
A card index, by area and function, of
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completed historical studies. These papers may be
quite broad in their coverage of a division, branch,'
country, or general function, or may be devoted
a specific operation. This index includes summary
notations with controls, location, and availability.
d. Chronology
A card index of CS organizational events
maintained by date and supplemented by charts re-
flecting approved reorganizations.
e. Historical Staff Papers (not purely CS)
Numerous and varied historical. studies and
histories of parts of the Agency and predecessor
organizations.
2. DATES OF DCI'S, DDCI'S, AND DEPUTY DIRECTORS
a. Directors of Central Intelligence
Rear Admiral Sidney W. Souers, USNR
23 January 1946 - 7 June 1946
Lieutenant General Hoyt Sanford Vandenberg, USA
10 June 1946 - 1 May 1947
Rear Admiral Roscoe Henry Hillenkoetter, USN
1 May 1947 - 7 October 1950
Lieutenant General (later General) Walter Bedell Smith, USA
7 October 1950 - 9 February 1953
Mr. Allen Welsh Dulles
26 February 1953 - 29 November 1961
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APPENDIX B
Mr. John Alex McCone
29 November 1961 - 28 April 1965
Vice Admiral William Francis Raborn, Jr., USN (Ret.)
28 April 1965 - 30 June 1966
Mr. Richard McGarrah Helms
20 June 1966 -
b. Deputy Directors of Central Intelligence
Mr.. Kingman Douglass
1 February 1946 - 11 July 1946
Brigadier General (later Major General) Edwin Kennedy Wright,
USA
July 1946 - 10 March 1949
Mr. William Harding Jackson
2 October 1950 - 3 August 1951
Mr, Allen Welsh Dulles
23 August 1951 - 26 February 1953
(also served as Deputy Director (Plans)
4 January 1951 - 23 August 1951)
Lieutenant General (later General) Charles Pearre Cabell,
USAF
23 April 1953 - 31 January 1962
Lieutenant General Marshall Sylvester Carter, USA
3 April 1962 - 28 April 1965
Mr. Richard McGarrah Helms
28 April 1965 - 30 June 1966
(also served as Deputy Director for Plans)
17 February 1962 - 28 April 1965)
Vice Admiral Rufus L. Taylor, USN
13 October 1966 -
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APPENDIX B
c. Deputy Directors
Deputy Director (Administration) (DD/A)
(established 1 December 1950)
Murray McConnel
1 December 1950'- 31 March 1951'.
Walter R. Wolf
1 April 1951 - 30 June 1953
Lawrence K. White
1 July 1953 - 3 February 1955
Deputy Director for Intelligence (DDI)
(established 2 January 1952)
Loftus E. Becker
1 January 1952 - 23 February 1953
Robert Amory, Jr.
23 February 1953 - 30 March 1962
Huntington Sheldon (Acting)
30 March 1962 - 23 April 1962
Ray S. Cline
23 April 1962 - 17 January 1966
R. Jack Smith
17 January 1966 -
Deputy Director for Operations (DD/0)
(established 1 December 1950)
Allen W. Dulles
1 December 1950 - 4 January 1951
Deputy Director for Plans (DDP)
(established 4 January 1951)
Allen W. Dulles
4 January 1951 - 23 August 1951
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Frank G. Wisner
23 August 1951 - 1 January 1959
Richard M. Bissell, Jr.
1 January 1959 - 17 February 1962
Richard M. Helms
17 February 1962 - 28 April 1965
Desmond FitzGerald
28 April 1965-
Deputy Director for Research (DD/R)
(established 19 February 1962)
Herbert Scoville, Jr.
19 February 1962 - 15 June 1963
Colonel Edward B. Giller, USAF (Acting)
15 June 1963 - 5 August 1963
Deputy Director for Support (DDS)
(established 3 February 1955)
Lawrence K. White
3 February 1955 - 5 July 1965
Robert L. Bannerman
5 July 1965 -
Deputy Director for Science and Technology (DDS&T)
(established 5 August 1963)
Albert D. Wheelon
5 August 1963 - 26 September 1966
S E C R E T
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