REGULATIONS OF THE GENERAL SERVICES ADMINISTRATION TITLE 3 FEDERAL RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100130004-4
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 34
• Document Creation Date: December 12, 2016
• Document Release Date: April 15, 2002
• Sequence Number: 4
• Publication Date: December 1, 1951
• Content Type: REGULATION

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?"..
EULATIN OF
GENERAL S R Y
CES _ D 1I q
JIUN
TITLE
F AL C ! DS
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W A Sr A 1 .4 < ; : W& 2-f,, 1). C.
DIZECIMBER 195i
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Rep,ulations
of the
General Services Administration
?
?
General. Regulations prescribed by the Administrator of General Ser-
v comes pursuant to the provisions of Public Law 152, 81st Congress, as
amended, and other law, having continuing application to Government
agencies and to the public will be codified into a five title edition
entitled "Regulations of the General Services Administration." These
Regulations will include all policy directives, procedures, general
delegations of authority, GSA and Standard Forms and similar regula-
tory material.
Title Numbers and Sub ect . When completed the codified edition of
the Regulations will Dons et of the following:
Title 1
Title 2
Title 3
Title 4
Title 8
Personal Property Management
Re
al Property Management
Federal Records
Energenoy Procurement
Contract Settlement
Method of Issuance. Codified Regulations are issued in loose leaf
form to permit the insertion or removal of pages upon which additions
to, or deletions or revisions of, regulatory statements are made
necessary by changes in policy or fact. Revised or added pages will
be issued as needed, and the material under each Title shall be kept
up to date by all persons who are responsible for the operation of
any phase of an agency program which is effected by the Regulations
of the General Services Administration..
Internal Numbering 8 stem. Titles are divided into numbered and aha
denote tion theomain titlelinea-
Parts, sections and subsections are identified by a five digit number-
ing system. The first digit identifies the part; the second and third
digits identify the section; and the fourth and fifth digits identify
the subsection. For purposes of reference a subsection will be identi-
fied by using the title number, the chapter number and the full section
number. For example, the first subsection of the first section under
Chapter II of, Title 2, will be referenced as GSA Regulation 2-11-201.01.
The first number identifies the title and the second number identifies
the chapter. Paragraphs and subparagraphs are identified by small
alphabetical letters and by arabic numerals respectively: for example,
paragraph as subparagraph 1. Thus a paragraph and subparagraph under
section 201.01 of Part 2 will be referenced for identification pur
poses as subparagraph a.l. of GSA Reg. 2-II-201.01, or GSA Reg.
2-II-201.01x.1. Further subdivisions, when necessary, will be identi-
fied in order by letters and numerals in parentheses, e.g., (a) and (1).
Pages are identified in the upper right or left corner to show the
title, chapter, part, section and subsection in which they .belong.
For example, a page bearing the identification "GSA Reg. 2-II-201.04"
belongs in Chapter II, Part 2, Section 1, subsection 4, of Title 2,
Real Property Management. The identification shown at the top of the
page will be the number of the first subsection beginning on that
page. When a subsection extends beyond one page, the continuation
page is further identified by "(Cont'd- )" appearing after the sub-
aeotion number at the top of the page; for example, (Cont'd-2).
(Cont'd-3), etc.
After the original issuance of material under a title revised or added
pages will be identified by the following statement in the upper right
or left corner immediately below the page identification (Revised (date))
or (Added (date)).
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Transmittal Letters. The original issuance and revised and added
material will be promulgated and distributed to agencies under cover
of a series of consecutively numbered transmittal letters for each
title. The transmittal letters will be designed to serve the follow-
ing purposes:
1. Transmit as an attachment the pages to be substituted or added
and give instructions for insertion,
26 State the purpose of the new regulation or the change in policy
involved.
3. Give such nonrecurring, instructions as may be necessary to effect
the new or changed regulation and the date such regulation shall
be made etfectived
For reference purposes transmittal letters should be retained, and may
be placed in the back of the cover for the particular title; or may be
detached and filed separately.
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A U T H E N T I C A T I O N
In accordance with the authority vested in the
Administrator of General Services, I hereby declare
that the Regulations of the General Services Admin-
istration, Title 3, Federal Records, shall be the
Regulations governing the management of the records
of Federal agencies until modified by order of the
Administrator or by law.
JESS LARSON
Administrator
 TITLE 3 FEDERAL RECORDS
TABLE OF CONTENTS
CHAPTER I GENERAL PROVISIONS
Section 102.00 Agency Records Management Programs
`.04
.05
:06
.07
CHAPTER II CREATION OF RECORDS
Program Content
Creation of Records
Organization, Maintenance, and Use of Records
Disposition of Records
Liaison Offices
Annual Statistical Summary
CHAPTER III
ORGANIZATION, MAINTENANCE,
AND USE OF CURRENT RECORDS
Section lO1.00 Records Control Schedules
?01 Records Scheduling Progra.
.02
?03
.04
.05
*,,Section 102.00
Basic Elements in Records Scheduling Programs
Formulation of Records Control Schedules
Provisions of Records Control Schedules
Application of Records Control Schedules
General Retention and Disposal Standards
Standards for the Selective Retention of Records
General Retention and Disposal Schedules
Authority
Approved General Disposal Schedules
Reproduction of Permanently Valuable Records
Authority
$tandards
Destruction of originals
Agency Disposal Authority
?01 Authority
.02,,,Submission of Disposal Requests
 GSA Regs.
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,03 Certification
,014 General Ac&ounting Office Clearance
.05 Approval of Requests for Disposal Authority
.06 Extension of Retention Periods
Section 107.00 Emergency Authorization for the Disposal of Records
.01 General
.02 Menaces to Human Health or Life or to Property
.03 State of War or Threatened War
PART 2 DISPOSAL OF RECORDS
Section 201.00 Methods of Disposal
?01 Authority
?02 Sale or Salvage
?Oj Donation for Preservation and Use
.014 Destruction
PART 3 TRANSFERS OF RECORDS
Section 301.OO Transfer of Records from the Custody of One
Executive Agency to that of Another
.01 Authority.
.02 Approval
.03 Agency Request
904 Agency Concurrences
.O$ Records of Terminated Agencies
.06 Equipment
.07 Costs of Transfers
.08 Restrictions on Use of Records
.09 Exceptions
Section 302,00 Transfer of Records to Federal Records Centers
.01 Authority
?02 Procedures for Transfers to Federal Records Centers
.03 Surveys of Records Available for Transfer
.04 Release of Equipment
.O5 Restrictions on Use of Records
.06 Disposal Clearances
Section 303.00 Transfer of Records to the National Archives
.01 Authority
.02 Tranatero via Records Centers
.03 Direct Transfers
.04 Release pf Equipment
X05 Restrictions on Use of Records
.06 Disposal Clearances
PART 4 AOENCX B1QRD5 CENTERS
Section 401.00 Establiahmegt
.01 Authority
?02 Existing Records Centers
.03 Requests. for Authority to Establish or
Relocate Records Centers
.04 Annual Agency Records Center Report
Appendix A - Exhibits
+- - To be issued later
.2..
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 Approved For Release 2002/06/10 : CIA-RDP72-0045OR000100130004-4 GSA Rcg. 3`"I-101`01
TITLE 3 FEDERAL RECORDS
CHAPTER I GENERAL PROVISIONS
PART 1 INTRODUCTION
SECTION 101.00 GENERAL
101.01 ose. The Regulations in this Title prescribe policies
and methods for the economical and efficient management of records
of Federal agencies.
101.02 Authority. The Regulations in this Title are issued pursuant
to the authority contained in the so-called Records Disposal Act, as
amended (44 U.S.C. 366-380), the Federal Property and Administrative
Services Act of 1949, as amended (41 U.S.C. Supp. 214, 44 U.S.C.
Supp. 367, 369), and the Federal Records Act of 1950 (41 U.S.C.
Supp. 281-290).
101.03 Applicability. The Regulations in this Title apply to all
agencies in the executive, legislative,, and judicial branches of
the Government, except the Senate, the House of Representatives,
and the Architect of the Capitol and any activities under his
direction, to the extent provided in the Federal Property and
Administrative Services Act of 1949, as amended.
 GOA F:'iC;.
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SECTION 102.00 AGI,,NCY R'GCOPtOS MAMGE RENT PRCCf.41C i
1111100
102.01 Authority. Section 506 (b) of the Federal Records Act of 1950
requires the ho-ad of each Federal -gency to establish and nia.intain an
active, continuing program for the economical and efficient management
of the records of the agency.
102,02 ro.ram Content. Agency programs shall, among other things,
provide for:
a. Effective controls over the creation, the organization, maintenance
and use, and the disposition of all agency records.
b. Cooperation with the Administrator of General Services in develop-
ing and applying standards, procedures, and techniques designed to
improve the management of records, assure the maintenance and
security of records of continuing value, and facilitate the segre-
gation and disposal of all records of temporary value.
c. Compliance with the provisions of the Federal Records Act of 1950
and with the regulations issued thereunder.
102.03 Creation of Records. Adequate records management controls over
the creation of agency records shall be instituted to insure that im-
portant policies and decisions are adequately recorded; that routine
operational paper work is kept to a minimum; and that the accumulation
of unnecessary files is prevented. Effective techniques to be applied
in this area include the application of systems for the control of
correspondence, forms, directives and issuances, and reports; the mini-
mizing of duplicate files; and the disposal without filing of transitory
material that has no value for record purposes.
102,Olt Or anizatim Maintenance, and Use of Records. Provision shall
be made -or the continued analysis and improvement of such matters as
mail handling and routing, record classification and indexing systems,
the use of filing equipment and supplies, the reproduction and trans-
portation of records, and work production standards relating thereto,
to insure that records are maintained economically and efficiently and
in such a manner that their maximum usefulness is attained.
102,05 Disposition of Records. Provision shall be made to insure that
records of continuing value are preserved but that records no longer of
current use to an agency are promptly disposed of or retired. Effective
techniques for accomplishing these ends are the development of records
'-control schedules; the transfer of records to records centers and to
the National Archives; the microfilming of appropriate records; and the
disposal of valueless records.
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GSA Reg. 3.1-102.06
102.06 Liaison Offices. Responsibility for the development of the
records management program shall be specifically assigned to an office
or offices.within each Federal agency. The office to which the major
responsibility is assigned shall be reported for liaison purposes to
the National Archives and Records service.
102.07 Annual tatietical Summary. Each Federal agency within 60 days
after the W of of t fiscal year 1952 and each year thereafter shall
submit to the National Archives and Records Service a statistical
stmnaary of records holdings on GSA Form 467 (Exhibit 1,.Appendix A).
Instructions for the preparation of the report are set forth on the form.
The statistical summary may be consolidated for the entire agency, or,
if more practical, individual reports may be submitted for bureaus or
comparable organizational units.
 GSA
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CWr-TER TV DISPOSITION OF FED8,E0, RECORDS
ART 1 RECORDS CONTROL SCHEDULES AND S TAND4.RLi3
SECTION 101.00 RECORDS CONTROL SCHEDULES
101.01 Records Scheduli programs. A records scheduling program is
essential to promote a prompt and orderly reduction in the quantity of
records in each Federal agency in accordance with the provisions of
section 505 (a) of the Federal Records Act of 1950,
of the agency.
The formulation of policy as to the disposition of each type or
series.ot records and its statement in the form of a records
control schedule.
101.02 Basic Elements_in Records Scheduling _roirams, Three basic
e1e,nents are present~n~records scheduling program:
a. The taking of a complete inventory of the records in the custody
a. The application of the records control schedule to effect the
elimination or removal of records.
101.03 Formulation of Records Control
c dales. The following steps
shaall be taken in development o records control schedules:
a. Each Federal, agency shall compile a records control schedule for
all major groups of records in its custody having importance in
terms of content, bulk, or space and equipment occupied. For
all Federal agencies in existence on June 30, 1951 (other than
the judiciary, for which special arrangements will be made), such
records control schedules shall be completed by June 30, 1954.
For all, Federal agencies created after June 30, 1951, such
schedules shall be completed within one year after the creation
of the agency.
'o. Schedules shall clearly identify and describe the series of records
covered, and shall contain instructions that, when approved, can
be readily applied. Schedules must be readily adaptable to use
along organizational lines, so that each office will have standing
instructions for the disposition of records in its custody.
o. X.1 schedules shall take into account the actual filing arrangements
ial existence, so that disposition of records can be pbysically
a,3oomplished in the largest blocks possible.
for convenience of reference, stocks of processed documents,
preliminary worksheets, and ELM-' '-r papers that need not be made
d. N`,nrecord materials, such as extra copies of documents preserved
a matter of record, shall not be incorporated in the official
files of the agency. To the maximum extent possible, material
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 GSA Reg. 3-Iir.:1G1..04
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not required for record puap;o-.- s shall be disposed of; it should not
be sent to file. In cases s,here transitory files of such oaberl is
are establisind and maintained in filing equipments such files ini.l
be controlled by mane of inst uetions in the records control scheedule.
e. Schedules shall be reviewed at least once annually to effect c1:n:ges
necessary to maintain their current status.
101.04 Provisions of Records Control Schedules. Records control schedulce
shall provide for:
a. The disposal after minimum retention periods of those records not
having sufficient value to justify their further retention.
Procedures for obtaining disposal authorization are prescribed
in aeotions 104.00 and 106.00 of this chapter.
b. The removal to a Federal Records Center (or to an agency records
center approved under the provisions of section 401.00 of this
chapter) of those records which cannot be disposed of immediately
but which need not be maintained`in office space and equipment.
Such records will be maintained by'the records center pending
their transfer or disposal
c. The retention as current records in office space and equipment of
the minimum volume of records consistent with efficient operation.
101.05 Anvlication of Records Control Schedules. The head of each
Federal agency shall take necessary action to obtain the application.
of records control schedules to provide for the maximum economy of
apace, equipment, and personnel.
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104.01 Authority. Section 505 (b) of the Federal Records Act of 1950
directs the Administrator to establish standards for the selective
retention of records of continuing value. The Records Disposal Act
prescribes that no records of the United States Government shall be
alienated or destroyed except in accordance with the provisions of
the Act. This Act also authorizes the Administrator to submit to
Congress schedules proposing the disposal, after the lapse of speci-
fied periods of time, of records of a specified form or, character
common to several or all agencies that either have accumrlated or
may accumulate in such agencies and that apparently will not, after
the lapse of the periods specified, have sufficient administrative,
legal, research, or other value to warrant their further preservation
by the United States Government.
These achadrtl,es when reported upon favorably by the Joint committee
on the Disposition of Executive Papers constitute authority to
dispose of the records included therein. Agencies may apply this
authority subject to approval of the Comptroller General of the
United States when required by section 9 of the Records Disposal
Act. Such disposal authority is permissive and not mandatory.
104.02 Approved General Disposal Schedules. Pursuant to the
authority cited in section 104.01, general disposal schedules
governing the retention and disposal of the types of, records listed
below shall continue in effect until superseded by amendment of
this section.
a. Civilian Personnel Records, issued by Federal Records
Regulation No. 1, dated November 2, 1951.
b. Deferment Records (World War II), issued by National
Archives Circular Letter No. 46-2, dated March 13, 1946.
c. Records of Informational Services and Relations with the
Public, issued by National Archives Circular Letter No.
46-4, dated May 23, 1946.
d. Mail and Postal Records, issued by National Archives
Circular Letter No. 47-1, dated August 7, 1946.
e. Fiscal and Accounting,Records, issued by National Archives
Circular Letter No. 47-2, dated August 7, 1946.
f. Bankruptcy Records, issued by National Archives Circular
Letter No, 48-1, dated July 7, 1947.
 GSA Reg. 3-Iv-105.01
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*00 SECTION 105.00 REPRODUCTION OF PERMItNENTLI VALUABLE RECORDS
105.ql Authority. Pursuant to the provisions of section 2 of the Records
Disposal Act, the Administrator of Goneral Services is required to estab-
lish standards for thi reproduction of records by photographic, micro-
photographic., or other processes, when such reproductions are to serve as
permanent records.
105.02 Standards. In making reproductions of permanently valuable records
zn order to dispose, of the originals, the follovd ng standards shall be
,-taintainedt
a. The integrity of the original records shall be preserved on the copies.
The preservation of the integrity of the records implies that the
copies will be adequate substitutes for the original records in serving
the purposes for which such records were created or maintained, More
specifically, the term "integrity of the records" is defined to mean:
1. That the copies will be so arranged, identified, and indexed
that an individual document or component of a records series
can be located with reasonable facility] and
2. That the copies will contain all significant record detail
needed for probable future reference.
The film stock used in making photographic or miorophotographio copies,
and the processing thereof, shall comply with the specifications of
h
t
e National Bureau of Standards for permanent records.
The provisions for preserving, examining, and using the copies of
the original records shall be adequate.
11hensver the agency deeme that the original photographic or micro.
photographic negative or master reproduoing copy of permanently
valuable records is deteriorating or will deteriorate as a result
of use or other oauses, the agency shall maw a du
licat
f
p
e Copy
ar
its own use, it necessary and shall deposit the original photo.
graphic or mieroopphotographjo negative or master reproducing copy
with the National Archives.
105,03 Dee rant~~ 0 of QaBin_a1r Authority to dispose of the original
records must to obtained in accordance with section 106.00 of this chapter.
In order to avoid the possibility of approval being withheld because of
Lailurs to 'comply with the above standards, Federal agencies proposing to
'preserve permanently valuable records on microfilm or by other reproduc..
tion processee'shall request authority to dispose of the originals before
the reproduction project itself is actually undertaken.
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 a. Approval will be facilitated if a statement of procedures to be
adopted in order to comply with the above standards accompanies
the request.
b. Technical advice and assistance may be obtained, upon regvost,
from the National Archives and Records Service, Records LLauage-
went Division.
 03A Rel.: -3V-106.01
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106.01 Authority. The Records Disposal Act prescribes that no records
of the United States Government shall be alienated or destroyed except
in accordance with the provisions of the Act. It further requiroa the
Administrator of General Services to establish procedures to be followed
by Federal agencies in compiling and submitting lists and schedules of
records proposed for disposal.
106.02 Submission of Disposal Requests. Requests for authorisation to
dispose of record,; shall be initiated by Federal agencies by submitting
records disposal lists or schedules to the National Archives and Records
Service on Standard Forms 115 and 115a, Continuation Sheet, as revised.
Samples of these forms and instructions for their preparation are attached
as Exhibits 2 and 2a, Appendix A. Existing stocks of Standard Fora 115
and 115a will be used until exhausted. Standard Form 115 may be used for
submitting either a list or schedule, by checking either A or B. respec-
tively, under entry 6. Authority contained in an approved list is limited
to records already in existence, and should be used only when records of
the types described are no longer accumulating. A. schedule gives contin-
uing authorization, and will be used in all cases where the types of
records described in the request will continue to accumulate.
106.03 Certification. The signing of Standard Form 115 by a properly
authorized agency representative shall constitute certification that the
records described do not have, or will not have after the expiration of
the retention period indicated, sufficient administrative, legal, or
fiscal value to the agency itself to warrant further retention. Appraisal
by the National Archives and Records Service will be limited to review for
possible value to other agencies of the Government, and for research or
historical value.
106.04 General Accounting office Clearance. Each Federal agency shall
obtain the approval of the Comptroller General of the United States, as
required by section 9 of the Records Disposal Act, for the disposal of
certain classes of records relating to claims and demands by or against
the Government or to accounts in which the Government is concerned.
Such approval shall be obtained either prior to or concurrently with the
submission of the disposal request to the National Archives and Records
Service.
106.05 Approval of Requests for Disposal Authority. After review by the
National Ar ci.vea and .Records Service, the request, with the Archivist's
recommendation, is transmitted to the Congress as required by the Records
Disposal Act. It the ,joint Conuuittee on the Disposition of Executive
papers makes a favorable report on the request, the Archivist shall notify
the agency thereof by returning one copy of completed Standard Form 115.
This consituteF the disposal authorization, which is mandatory. Such
authorized disposal shall be accomplished as prescribed in section 201,00
of this chapter.
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105.06 Extension of Retention periods. In cases of emergency or when
it is in the interest of economy, the head of a Federal agency may
retain records authorised by Congress for disposal after the specified
retention period. When records are so retained, a copy of the directive
authorising such retention shall be furnished to the Administrator and
euch'records shall be disposed of as soon as is administratively prac-
tical.
 GSA R:g.:)4 1-07.01
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ShXTION 107.00 EIJIERGENCY ATJTHORIZATIO11 FOR THE DISPOSAL OF RECORDS
107.01 General. Under certain conditions records may be disposed of
without regard to the provisions of section 106.00 of this chapter.
107.02 ?v,;naces to Human Health or Life or to Property. ;;action 10 of
the Records Disposal Act authorizes disposal whenever it is determined
that records constitute a continuing menace to human health or life or
to property. 13henever the head of an agency has determined that records
constitute such a menace lie shall notify the National Archives and Records
Service, specifying the nature of the records, their location and quantity,
and the nature of the menace. If the National Archives and Records Service
concurs in the determination, the immediate removal of the menace by
destruction of the records or by other appropriate means will be directed.
107.03 State of War or Threatened War. Section 11 of the Records Disposal
Act authorizes the destruction of records outside the territorial limits
of the continental United States whenever, during the existence of a
state of war between the United States and any other nation or when hostile
action by a foreign power appears imminent, the head of the agency that has
custody of the records determines that their retention would be prejudicial
to the interests of the United States, or that they occupy space urgently
needed for military purposes and are without sufficient value to warrant
continued preservation.
Within six months after the disposal of any records under this authoriza-
tion, a written report describing the character of the records and stating
when and where the disposal was accomplished shall be submitted to the
National Archives and Records Service by the agency official who directed
the disposal.
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PART 2 DIU);'.10SAL W PIECORPS
201.01 Authority. Under the provisions of the Records Disposal Act,
Federal agencies are required to follow regulations issued by the
Adminiftrator of General Services governing the methods by which records
authorized for disposal are to be disposed of. Only the methods set
forth in this section shall be used in effecting the disposal of records,
whenever Congress shall have authorized their disposal.
201.02 Sale or or--ge. Paper records to be disposed of than normally,
and during the present shortage of paper, to the maximum extent prac-
ticable, be sold as waste paper; provided that, unless the records have
been treated to destroy their record content, the contract for sale shall
prohibit their resale or use as records or documents, Outside Washington,
D. C., where quantities involved do not warrant bale, paper records
authorized for disposal may be donated for salvage purposes to local
public or nonprofit institutions or agencies; provided that precautions
are taken to insure that the materials are not resold as records or
documents, and that the interests of the United States and of private
individuals are protected. Records other than paper records (film,
plastic, etc.) may be salvaged by the agency concerned or sold under the
same conditions that govern the sale of paper records. All ealee shall be
on a competitive basis as required by the provisions of law applicable to
the selling agency.
201.03 oration for Preservation and Use. Whenever it is believed that
the public interest will be served thereby, a Federal agency may transfer
records authorized for disposal to a government, organization, institu-
tion, corporation, or person that has made application for them; provided
(a) that the applicant agrees not to sell the records as records or docu-
ments; (b) that the transfer is made without cost to the United States
Government; (o) that no transfer shall be approved if the records contain
information the revelation of which is prohibited by law or would be con-
trary to the public interest; (d) that no transfer to a foreign government
shall be approved unless such government has an official interest in the
records; and (e) that no transfer to a person or business corporation
shall be approved unless the records are necessary to the operation of
of properties acquired from the Government.
a-,. wort of Donation of Disposable Records to Non=Federal Custody.
Each donation of.records under this authority shall be reported to
the National Archives and Records Service. This report shall contain=
1. The new of department or agency and the name of the major and
minor subdivision thereof concerned.
2. The name and address of the recipient of the records.
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3. A list of the records by item wr.+her, with an r.ccurrts ic?ont.ifi-
cation of the series of records trznsferred, the incj.usivc dates
of the records, and the National Archives and Record.aa Service
job and item numbLx(s) of the disposal authorization(s) as
indicated on Standard Form 115, or other disposal authority,
201.04 D=struction, If the records cannot advantageously be sold or
etherrrise salvaged* or if, in the opinion of the agency concerned, de-
struction is necessary to prevent the disclosure of information that
might be prejudicial to the public interest, the records may be destroyed
by maceration, burning, or other appropriate means.
 GSA Reg. 3..1v-30l.O1
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111111104
PART 3 TRANSFERS OF RECORDS
provides that, subject to applicable provisions of law, the Administrator
of General Services shall issue regulations governing the transfer of
records from the custody of one executive agency to that of another.
301.02 ravel. No records shall be transferred frame one executive
agency to~the custody of another without the prior written approval of
the National Archives and Records Service except as provided in section
301.09 of this chapter.
301.03'! ano RA ueet. The head ofrany?executive agency may request the
transfer of re' oord to or tram his agency. Approval shall be requested
by letter addressed to the National Archives and Records Service, in which
on the recordsI'with information as to the agencies and persons
using the records and the purpose of ouch use;
eft ..
:k atat nez&cf the. pumjmrof. persons, if, any, assigned to the
Fin v
e. A statemeat ot'ihe number of reference requests per month made
the volume in cubic feet=
b. A stoateme of %he,restrlotione,imposed on the use of records;
a. A concise description of the records to be transferred, including
a. A'statement of the current and proposed physical and organisa-
Information as to why the proposed transfer is in the beet
interests of theGoverment; and
A justification for the transfer of records more than five years
old.
301.04 Agency gonourrences. Copies of the concurrence or nonconcurrence
in the transfer by the heads of any agencies concerned shall be attached
to the agency request.
301.05 Records of errminated Agencies. Transfers of records of executive
agencies whose functions are terminated or are in process of liquidation
are expressly subject to these regulations and no such transfers shall
be made except in accordance with their provisions.
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 GSA Rog.,3-IV-301.05
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the records contain d therein in accordance with ar-r?n[; mento previously
agreed to by the agencies concerned.
301.07 Costs of Transfers. Approved transfers shall be made 41thout
reimbursement to the agency of original custody for any costs Inv o]v d,
except. when such reimbursement is previously agreed to by the agencies
pgncern@d, .,
301.48 Restrictions on Use of Records. @lhenaver any records that are
transferreare subject to restrictions upon their use, imposed pursuant
to statute, Executive order, or agency determination, such restrictions,
ehail,,pontinue in effect after the transfer. Restrictions imposed by
agency determination may be removed by agreement between'the.agencies
concerned.
$01.09,. Exc tions. Prior written approval of the National Archives
aid }or4i 'Service is not required:
i."M'- lit ni
a. When records are transferred'to the Federal Records Centers or
the National Archives in accordance with sections 302.00 and
OOl;of this chapter.
b. When records are loaned for official use.
a. When the transfer of records or !unctions or both is required
bbyy,statute.. Executive order, or Presidential reorganization
plan, or by specific determinations made thereunder.
d. 'when the continuing transfer of records has heretofore been an-
thotized under the provisions of Executive order 9784, September
25 1946 (11 F.R. 10909). Revisions in such authorizations re-
quire the approval of the National Archives and Records Service.
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 GSA Rn..g. 3-1V-302.01
Approved For Release 2002/06/10 : CIA-RDP72-0045OR000100130004-4
SECTION 302.00 TRANSFER OF RECORDS TO FEDERAL RECORDS CENTERS
302.01 Authority. Section 505 (d) of the Federal Records Act of 1950
authorizes the. Administrator of General Services to establish, maintain,
and operate records centers for the storage, processing, and servicing
of records for Federal agencies. Such centers are known as Federal
Records Centers. A list of Federal Records Centers showing the areas
send thereby is attached as Exhibit 3, Appendix A.
302.02 Procedures for Transfers to Federal Records Centers. The follow-
ing procedures will govern the transfer of records to Federal Records
Centers:
a. Federal Records Centers will accept for transfer any records offered
by Federal agencies, subject to the follorIng conditions:
1. That the records are not authorized for immediate disposal; and
2. That facilities for housing and providing reference service
on the records are available.
Priority will be given to the removal of records from office space,
from space convertible to office use, from leased space, and from
filing equipment vhich can be reused,
b. Transfers may be initiated by either oral or written request to the
Deputy Regional Director for Records Management in the General
Services Administration region in which the records are located.
Requests shall specify the nature and quantity of the records
proposed for transfer.
o. Transfers of records on an agency-wide basis may be initiated by
central or headquarters offices of agencies by either oral or
written request to the Records Management Division, National
Archives and Records Service, National Archives Building, Washington
25, D. C. Requests shall specify the nature and quantity of the
records proposed for transfer.
d. Federal Records Centers will furnish agencies with a receipt
acknowledging the transfer of records,
302.03 Surveys of Records Available for Transfer. Surveys will be con-
ducted by the regional Records Management Service of the records accucdu-
lations of field offices of those agencies not operating approved records
centers for the purpose of recommending records for transfer to Federal
Records Centers. Such recommendations will be submitted to the field
office concerned and to the National Archives and Records Service for
 GSA Peg. 3- ; V'-302.0%
Approved For Release 2002/06/10 : CIA-RDP72-0045OR000100130004-4
coordination vith the appropriate agency headquarters. Surveys of records
of agency headquarters will normally be made by the Records Management
Division, National Archives and Records S,wide.
302.04 Release of Equipment. Equipment received with the transfer of
records to a Federal Records Center will, when emptied and if needed, be
returned on request to the agency from which the records were received.
If the return of such equipment is 'not required, it will be disposed of
in accordance with applicable excess property Regulations.
302.05 Restrictions on Use of Records. Restrictions lawfully imposed
on the use of transferred records will be observed and enforced by the
Federal Records Centers, subject to the provisions of section 507 (b)
of the Federal Records Act of 1950.
302.06 Disposal Clearances. No records of a Federal agency still in
existence shall be disposed of by a Federal Records Center except with
the concurrence of the agency concerned.
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 GSA liag.
Approved For Release 2002/06/10 : CIA-RDP72-0045OR000100130004-4
SECTION ,303.00 TRANSFER 01" RECORDS TO VD, NATIONAL ARCHIVES
303.01 Autlhorit,Y_. The Administrator of Ocn;,ral Services is authorized
by section 507 (a) of the Federal Recut'ds Act of 1950 to accept for
deposit with the National Archives of the United States the records of
any Federal agency or of the Congress of the United States that are
determined by thn Archivist to hava sufficient historical or other value
to warrant their continued preservation by the United States Government.
303.02 Transfers via Records Centers. Records will normally be trans-
ferred to the National Archives from a Federal Records Center or an ap-
proved agency records center. When such transfers are made, the agencies
concerned will be furnished an inventory of the records transferred.
303.03 Direct Transfers. The classes of Federal records listed below
may be offered for direct transfer to the National Archives. Such
transfers shall be initiated by Federal agencies by written request to
the National Archives and Records Service, specifying the nature and
quantity of the records proposed for transfer. Existing arrangements
for the transfer of records of the Congress of the United States will
be continued.
Presidential Boards, Commissione, and Committees
b. Records of the Congress of the United States
c. Records of the Supreme Court of the United States
d. Audiovisual records (motion pictures, still photographs,
sound recordings, etc.)
f. Series of records of unquestionable value that are not susceptible
to screening or other processing (such as microfilming) to reduce
their bulk
g. Records that have been in existence 25 or more years and that
are considered to have enduring value
303.04 Release of Equipment. Equipment received with the transfer of
records to the National Archives will, when emptied and if needed, be
returned on request to the agency from which the records were received.
If the return of such equipment is not required, it will be disposed of
in accordance with applicable excess property Regulations.
 Approved For% ease 2602/ObTf6 5CIA-RDP72-004508000100130004 4
303.05 Restrictions on Use of Records. Restrictions lawfully imposed
on the use of transferred records will be observed and enforced by the
National Archives and Records Service, subject to the provisions of
section 507 (b) of the Federal Records Act of 1950.
303.06 Disposal Clearances. No records of a Federal agency still in
existence shall be disposed of by the National Archives and Records
Service except with the concurrence of the agency concerned.
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 GSA we.
3~1u. /Ot..01
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PART 4 AGENCY REL:O:WS CENTERS
SECTION 401.00 ESTABLISHMENT
401*01 Authority. Section 506 (c) of the Federal Records Act of 1950
authorizes Federal agencies to maintain and operate records centers
for the storage, processing, and servicing of records that are appro-
priate therefor, when such centers are approved by the Administrator
of General Services. Such centers operated by Federal agencies are
referred to herein as 'agency records centers,"
401.02 Ex,istina Records Centers. Agency records centers in operation
as of the date of this Regulation are provisionally approved, pending
their inspection by the General Services Administration,
401*03 -Rtaue,sts for Authorit to Establish or Relocate Records Centers.
No agency records center shall be established or relocated from one city
to another without the prior 'written approval of the General Services
Administration.
a. Rsolusions. For purposes of this section the term "agency records
center excludes;
1. Staging areas containing less than 5,000 square feet of apace
used by agencies for the temporary storage of materials pre-
paratory to their transfer to a records center or other
disposition; provided that no records are held in the staging
area in excess of five years.
2. Areas of less than 5,000 square feet used solely for the
storage of records to which occasional reference is made
but on which no processing activity (screening, microfilming,
etc.) is performed.
on gat __of Regneeta. Requests for authority to establish or re-
ocate an agency records center shall be submitted in writing to
the Administrator of General Services.. Such requests shall, apecify;
1. Proposed location of the agency records center
2. Space to be occupied in gross square feet
3. Nature and quantity of records to be stored
Total personnel to be employed
5. Justification of the proposed center
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 A ]+A. 3-IV-401.04
Approved or ease 2002/06/10 : CIA-RDP72-00450R000100130004-4
o. Approval of Requests. Requests for the establishment or relocation
of an agency records center will be approved by the Administrator
of General Services when greater economy or efficiency can be
achieved through its operation than by use of a Federal Records
Center "ratedby the General Services Administration.
401.04 Annual Agency Records Center Report. Each Federal agency
operating one or more agency records .certers shall submit to the
National Archives and Records Service, within 60 days after the close
of the fiscal year 1952 and each year thereafter, a report on GSA
Form 468 (Exhibit 4, Appendix A), for each center.
 1NRMS AND OTHER EXHIBITS
Arranged in numerical order by Exhibit number)
 GSA FORM +167
~fl $ dIFEA512elease
Ap
(NEPAL SERVICES ~Q6/~~A;~C f~e7 A QR OW DIN6S
DM INI STR ATI OX
This form (original only) I. to be submitted by each Federal agency within 60 days
after the close of each fiscal year to the National Archives and Records Service,
General Services Administration, Washington 25, D. C. See instructions below.
3. Volume of records on hand at the beginning of the
fiscal year (cubic feet)
. Volume of records disposed of during the fiscal
Year (cubic feet) (Do not include records cleared
for die osal in Federal. Records Centers)
6, Volume of records transferred to agency records
centers during the fiscal year (cubic feet)
6. Volume of rocordq transferred to other agencies
during the fiscal year (cubic feet) (Including
Federal Records Centers or the National Archives
7. Volume of records on hand at end of fiscal year
(cubic feet)
S. Percentage of the records a wn in 7 above wh c
are echedul ed for disposal (including general ached-
es formally adopted b the a enc
9. Percentage of the records shown in 7 above which
are considered as permanent records.
10# Percentage of the records shown In above which
are not yet scheduled for disposal (item 8) not
considered as permanent records. item 9)
11. DATE
EXHIBIT 1, APPENDIX A
GSA REG. 3-1-102.07
1. FISCAL YEAR ENDING
2. DEPARTMENT OR AGENCY
AGENCY
DEPARTMENTAL
F I E L D
RECORDS CENTER
T 0 T A L S
(A)
lal
-(C:
(DI
-
?yf?~'F ~~
.
~
,; .},
:;:,:?, ,?;~:'j,; {.;;
-'? ~^`?t-r
13? SIGNATURE
12 TT ITLE OF PERSON SIGN. NG REPORT
INSTRUCTIONS
Records of an agency transferred to the General Services Administration in years prior to the fiscal
year covered by the report will not be reported. Non-record material will be included in volume and per-
centage totals if agency practice calls for statistics on this class of material.
The term "Departmental.' (column A)
field activities, if any, but excluding
means the headquartersof the agency,
records centers as defined below.
The term "Field" (column f3) means the agency's offices other than those included in the departmental
headquarters and other than records centers as defined below.
"Agency Records Center," (column C) is described in GSA Regulation 3-IV-401.01 and 3-IV-401.03a.
NOTE: For purposes of this report, cubic feet may be calculated according to the following table of
equivalents:
Letter sized filing cabinets (full but workable) - 1% cu. ft. per drawer
Legal sized filing cabinets (full but workable) - 2 cu. ft. per drawer
Tabulating cards - 10,000 per cu. ft.
3 x 5 Filing case (full but workable) - 1/10 cu. ft. per 12 inch drawer
4 x 6 Filing case (full but workable) - L/6 cu. ft. per 12 inch drawer
5 x 8 Filing case (full but workable)- 'A cu. ft, per 12 inch drawer
''op cases and other outsized equipment cubic measurement of inside of containers
" justments for partially filled cabinets should be made.
*ere exact figures can not be given, an estimate that is as nearly accurate as possible may be sub-
stituted, S%here this is done the figur should be receded b at." It is expected that items 8, 9, and
Apl~bo~(1e Fbq r Rlmetfes?002/06/10 : CIA-RoP72-00450~t0001001004 4
 STANDARD. FORM 115
REVISED DECEMBER 1951
APPICAS ~Uk4f 20021/AA9 cRX-rF iP&99W M0013000
TO DISPOSE OF RECORDS
(See Instruction, on reverse)
TO: THE GENERAL SERVICES ADMINISTRATION,
NATIONAL ARCHIVES AND RECORDS SERVICE, WASHINGTON 25, D.C.
1. FROM (AGENCY OR ESTABLISHMENT)
3. MINOR SUBDIVISION
EXHIBIT 2. APP?9161x; A
GSA REG. 3-Iv-ta S-r?
LEAVE BLANK
CONGRESSIONAL AUTHORIZATION
IIOUSE REPORT HE CONGRESS DATE
I SESSION
NOTIFICATION TO AGENCY
CONGRESS HAS AUTHORIZED DISPOSAL OF ITEMS MARKED
"DISPOSAL APPROVED" IN COLUMN 10.
8. CERTIFICATE OF AGENCY REPRESENTATIVE:
I hereby certify that I sin au horized to act for the bead of this agency In mutter, pertaining to the disposal of record,, and that the records described In this Het or
schedule of .__ pages are propca' c' for disposal for the reason indicated! ("X" only one)
A
The reeord, have
IL" ceased to have
clan value to warrant
further retention.
8. DESCRIPTION OF ITEM
(WITH INCLUSIVE DATES OR RETENTION PERIODS)
9.
SAMPLE OR
JOB NO.
O The records will cease to have ruffclent value
^ to warrant further retention on the expiration
of the period of time indicated or on the occur-
rence of the event specified.
 C`+taral Inatruotio-n: Ueo.St'na1:trd Ibrane 115 ~3nd 1.15a, obtainable frc,n Su p:iy of
A t Fditp~dp?a"s~1~0 /p82 oS l~Efk04fi[1~60~t4T0,L30894{ obtain abc'?iui ity to (AG-
Of rocordn. Sul it four wpica, all of which should bn signed and d:ahed, to the c
Idonal Arohivo3 and Records Servico. Indicate the number of pages involved in the di.AIR
pcza1 rccluust under entry 6. Copy 4 of the standard form Trill be returned to the agency
w not,9l'icntion that Congress has authorized disposal of the items marked !'approved.'"
ccific Instruct nst
Entries 1 th 2,& should show what agency has custody of the records that are
Idantifie on e fo.m, and should contain the name of the department or indopond.nt
agency, and its rnjor and minor subdivisions.
Exutrieo 4 and 5 should help identify and locate the person to Thorn inquiries regard-
ing the records should be directed.
try 6 should show v&O kind of authoriZatl2n is requested. Only one of two
kinds of authorizations may be requested an a particular form.
Eox A should be marked if immediate disposal is to be made of past accumu
laticros of records, and the completed form thus marked is a list.
Box B should be marked if records that have acownulated or will continue
to accumulate are to be disposed of at some definite future time or
periodically at stated intervals, or if disposal is to be made of micro-
photographed records after it has been ascertained that the microfilm
copies were made in accordance with the standards prescribed in GSA Regu-
lations 3-IV-105.00; and the completed form thus marked is a schedule.
Antrr 7 should contain the numbers of the items of records identified on the form
in sequence# i.e. 1, 2, 3, 4, etc.
should show what records are proposed for disposal.
Center headings should indicate tat off era records are involved if all records S
described on the form are not those o t e same office or if they are records
created by another office or agency.
An identification should be provided of the types of records involved if they are
other than textual records, for example, if they are photographic records, sound
recordings, or cartographic records.
An itemization and accurate identification should be provided of the series of
records that are proposed for disposal. Each series should comprise the ]argent
practical grouping of separately organized and logically related materials that
can be treated as a single unit for purposes of disposal. Component parts of a
series may be listed separately if numbered consecutively as la, lb, etc., under
the general series entry.'
A statement should be provided showing ten the records were produced or when dis-
posal is to be made of the records, thuss
If Box A under entry 6 was marked, the inclusive dates during which the records
were produced should be stated.
If Box B under entry 6 was marked, the period of retentionshould be stated. The
retention period may be expressed in terms of years, months, etc., or in terms
of future actions or events. A future action or event that is to determine the
retention period meet be objective and definite. If disposal of the records
is contingent upon their being microfilmed, the retention period should reads
"Until ascertained that microphotographio copies have been made in accordance
with GSA Regulations 3-IV-105.00 and are adequate substitutes for the paper
records." '
Entry 9 should show -chat samples of records were submitted foreach item, or with
what jobnumber such samples were previously submitted. Samples of types of records
other d4ti Woe P?i9 i4BI?if91X~QP 2-~~$ ~bt10IM 3 -ated,
Entry 10 should be left blank.
 STANDARD FORM 115e CIDIBIT 20, PH LiUIX A
REVISED D MB 951 GSA RCG q?IY^70 G.02
At flovet ADMINISTRATION ease 2002/06/10 : CIA-RDP72-0045OR000100130004-4
Job No.
"R
w REQUEST FOR AUTHORITY TO DISPOSE OF REC0RDS-Coxltinrlatiozc Shoot
8. DESCRIPTION OF ITEM
(WITH INCLUSIVE DATES OR RETENTION PERIODS)
9.
SAMPLE OR
!oa NO.
10.
ACTION TAKEN
pprove or .__ L_. 1
ur cop ea, !ne u in8 oriQln to be submitted to the National Archives and Records Service
 1.1; 3, app as l!.c A.
r, G. 3-IV-302.0-1
Approved For Release 2002/06/10 : Cl
Washington, Oregon, Idaho, Montana,
and the Territory of Alaska
o
, ssachueetts
General Services Administration
Room 1800, Federal Office Building
Kansas. City, Missouri
General Services Administration
909 First Avenue
Seattle 4, Washington
*Transfers limited at present to types of records specified in GSA Circular No, 9,
as amended,
C8&
ItmLon Area Served
2 Now Yorks Pennsylvania,
Now Jersey, and Delaware
7; i Oi~S (1 Ni'P 1. ,004-4
3 District of Columbia, Maryland,
West Virginia, Virginia, Puerto
Rico, and the Virgin Islands
4 North Carolinas South Carolinas
Tenaaassee, Mississippi, Alabama,
Georgia, and Florida
5 Kentucky, Illinois, Wisconsin,
Michigan, Indiana, and Ohio
7 Tens, Louisiana, Arkansas,
and Oklahoma.
8 Colorado, Wyoming, Utah, and
New Mexico
California, Arisonas Nevada,
and the Territory of Hawaii
General Services Administration
250 Hudson Street
New York 13, New York
General Services Administration
GSA Regional Office Building
Washington 25, D. C.
General Services Administration
50 Whitehall Street, S. W.
Atlanta, Georgia
General Services Administration
Room 528, Court House
219 South Clark Street
Chicago 4, Illinois
General Services Administration
1114 Commerce Street
Dallas 2, Tens
General Services Administration
Bldg. 111., Denver Federal Center
Denver, Colorado
General Services Administration
630 Sansome Street
San Francisco, California
GSA RECORDS DEPOSITORIg*
Maine, Vermont, New Hampshire, General Services Administration
Massachusetts, Connecticut, and Post Office & Courthouse
Rhode Island Bost
n 9 U-
6 Missouri, Kansas, Iowa, Nebraska,
'North Dakota, South Dakota, and
Minnesota
 '4
GSA FORM 468
1. REPORT FOR FISCAL YEAR ENDING
GEEMOER 1951
AGENCY RECORDS
CENTER
GENERAL SERVICES
------- ------------- ----
ADMINISTRATION ANNUAL REPO
RT
2. DEPARTMENT OR AGENCY
1i05fflfA(,.TICNYS: This form (original only) is to be submitted
3. LOCATION OF RECORDS CENTER (Street, city, end State)
wIthln 60 days after the close of each fisc
al year to the
General
National Archives and Records Service,
Services Admin-
-
I strat Ion,. Washington 25, D:C-~ for eac AgDnc
Records Ce ter..
.
4, Volume of records on hand at the begin-
9.
Avenge number of personnel employed by
ning of the fiscal year (cubic feet)
the center during the fiscal year
6. Volume of records accessioned during
10.
Average amount of apace occupied by the
the fiscal year (cubic feat)
center during the fiscal year (sq. ft.)
f6 r~Volume of records dl spoeed of during
.
11.
Number of 40 T drawer units of steel
filing equipment utilized at the end
1. fee
l
VOl umo of record, tranaferr ad from the
12.
Number of steel transfer cases
utilised at the end
I
center durin the fiscal year cu. It.)
g ( )
of the fiscal year
f
'
B, volume of records on hand at the end of
13.
Total number of reference services
the fiscal year (cubic feet)
during the fiscal year
14. DATE
16.
SIGNATURE
9. TITLE OF PERSON SIGNING REPORT..
IWTE: Non-record material Is to be included in the volume totals.
*Reference services comprise (1) each file Item furnished. on loan or for reproduction or for reference use in the center
and ($) each occasion on which information is furnished from the records (orally or written). A file item may he a
.single document, a folder, 'a bound volume, etc., depending upon the physical manner in which the records are sterod,
removed and furnished to the Inquirer. If the request is for one document or several documents filed separately, each
document constitutes a file item. If the request Is for certain folders, each folder constitutes an item, etc.
EXHIBIT 4, APPENDIX A
GSA REG. IV-401.04