RECORDS MANAGEMENT PROGRAM HANDBOOK FOR SUBJECT FILING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200010010-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 125
• Document Creation Date: December 12, 2016
• Document Release Date: August 6, 2002
• Sequence Number: 10
• Publication Date: December 16, 1954
• Content Type: REGULATION

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=GONFEIDEM
RECORDS MANAGEMENT PROGRAM
7
SUBJECT FILING
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S MAINTENANCE
E ENey
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Reference: Handbook For Subject Filing
1. First, glance over the material in your present file (or simply
check the folder labels and note which of the 31 sub jccts on
Inge 33 of reference (a) apply, The alphabetical index begin-
ning on page 72 will alto help. Make up a file guide for each
aapplieaable subJest. Arrange Uese guides alphabetically in an
empty drover or_ other vacant murk space. A couple of boa will
do temporarily if cabinet- space to tight.
2. Next,, separate current miles from your non-current records.
( "Currant" ehouF6e"'Tnterpreted to mean Fe e'n the conduct
of current buaireas,, regardless of the date of the document."
Ho ever, in most cases current files will be those for the current
year.) Simply take one folder at a time, note Its contents and the
date of the material. If a folder contains both current and non-
current materiel, don't "break" the folder, transfer the Ire
folder to the new file you're setting tip. Place each folder
behind the imsary" guide that beat identifies the contents of
the folder g. Personnel, Liaison, Security, etc.). Again you
may wish to refer to the alphabetical index for guidance.
Folder by folder work your way through the entire file. Be sure
to write the primary classification on each folder in pencil, to
ensure its proper return You've it be charged out.
k
3. Nov you're In business. Sou've separated your active files from
the bulk of your inactive records. You've also grouped related
material together. In all probability you've found folders you
never knew existed. You may also find duplicate documents filed
in separate folders, or folders that have but one or two papers.
Your next step then is to set up the necessary folders to refine
your system.
To do this, first determine the secondary, and if necesstaary,
the tertiary classification of each pelee of current mterial
behind a primary guide. Examine each folder. Often all of the
material in one folder can be classified under one secondary
classification such as "Attendance and Absence" which is a
secondary heading tinder the priary, "PERSONNEL." In this ease
the entire folder can be classified. However, if a folder contains
miscellaneous, paapers, for exaamaple on personnel maatteru, you'll
need to classify each paper.
Make up the necessary folders that the volume and the number of
secondary or tertiary subjects require. For instance, if the
record volume is small, make a folder only for the primary subject,
even though you my have classified some papers according to a
secondary or tertiary Category. Later, if the primary folder
becomes full (20-30 pieces j., you can set up secondary folders.
Place the current material in the new folders,, and transfer the
balance of anyy.. noncurrent material y~yu}y~yesbgacky{ to the each subject category
until you've reworked your entire file. You'll find that this
can be done in spare moments without disrupting the orderliness
of your files.
Red Wd h
STAT
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FROM NINE TO FIVE -By Jo Fischer
"Sure we could cha?& a our filing sys-
tem. Mr. Wum , but it M ou only be a new
way of not finding thinr:a." _
FROM NINE TO FIVE ;-By Jo Fischer
~l.trsr~i+~E1~
"i asked for the watchmacallit the and
you bring me this thingama}ig!"
FROM NINE TO FIVE -By Jo Fischer
"That's the expert they brought in to
straighten out our filing system."
FAMOUS LAST WORDS
By Caplan
"if you're not sure where something goes,
just file it under miscellanteus."
.
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WHAT BUMS WREN YOU USX FA8TWI= AJ
UAVT DUTT' $'RESSBQARD TOLD
NO, OE FM
DRAMS
300 STANDARD FMS,
NO.FAS?EI 8 40 -W --W ~-ft -0 do 40 40 4
300 STANDARD FOLDZRS,
Oxt7ASTSJm-:m....4W..,...0 4213
300 PUSSB0A 7OLDU8,
507ASTiI S.-ft ..ft .- ..4 t
300
300 PU8SBCD Foams FAST= ... + .. abdo.. M ., ftS 9AO
30C PML48SOM 7OLt7WR5,
TMO 7ASTUZRS - _ ..... _ _ . n-,7
rte? N , y7
?44"--4 1 -
75
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P74-OOOO5KOOQ2O0O1OO1O-1
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WHEW WE PROPOSE FOR BRANCH ADMINISTRATIVE FILES
195+ AND PRIOR - DESTROY
1955 - TRANSFER TO THE RECORDS CENTER.
1956 - CUT OFF BUT LEAVE UNDER PRESENT ARRANGEMENT.
TRANSFER TO RECORDS CENTER AT END OF 1958.
1957 - CUT OFF BUT LEAVE UNDER PRESENT ARRANGEMENT.
TRANSFER TO RECORDS CENTER AT END OF 1959.
1958 - START NEW FILES USING SUBJECT-NUMERIC FILE
SYSTEM.
FOLDERS AND GUIDES WILL BE FURNISHED.
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What are Records Control Schedules?
An approved plan for the timely disposition of inactive records at specific
intervals by destruction or retirement to the Records Center. 1
Orr Records Control 99hedules
Prepared in early 1955 and approved by all responsible officials in ORR from
the Branch Chief up the line to the Assistant Director.
Branch Administrative Riles-- We are concerned with
Housekeeping and Personnel Administration
Substantive Administ
ti 1
ra
on
Gray area --- in between
An lysts Files
,zo
"4t 6~71-9~
Values of Administrative Records at Branch level
.
'Duplication at the Division, Area, and Administrative Staff level.
Duplication is necessary for ldirect supervision and administration----
No historical value in these files.
Major offices in Agency have the official Agency records -- Personnel, Fiscal,
Logistics, Training, etc.
Your Records Control schedule approves destruction of these records after 3 years.
Cut off procedure and techniques
Only economical way of eliminating inactive material.
Screening individual papers is time consuming and expensive
Terminate your files annually and start new ones
Bring forward to the current file that material from ithe old files only as it
it is used in the conduct of current business and not on the basis of
"I think I will need it". Thus when retention period expires on lthe
old file you can easily destroy it without screening as it is primarily
L,Zesidu whi~C~h not been used during the retention period.
Installation of the lsubject-numeric filing system
Handout on "How to install the 4gency subject-numeric filing system".
Generally we Will follow the same procedure as outlinedi n_ s handout
except that having set up several files in the As ~ A ", we feel
that we can take a few short cuts. Similarity of Eranch Administrative
responsibilities and Control itun has enabled us p to predict a large
percentage of-the subjects in your files
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How we propose to install lthe subject-numeric file system in your files.
At the and of this meeting, I Will schedule a day or more if necessary,
with each of you to accomplish the actual change over. I would suggest
that you select a day which will be convenient for you to devote time to
work on ithis change over as it would help you in learning the system. To
establish this file system without training the custodian of the file might
lead to difficulty in locating material When needed.
The first step in lthe change over is this----- Remove all material in your
present file that is dated prior to 1955 and destroy it. This will usually
cut the problem in half. There are exceptions such as policy, procedures# etc.
(although old) may be still lcurrenta and would naturally remain in the
current file. I would suggest that an attempt be made to accomplish this
before I am scheduled to come 3 to jour Branch so tt we ca, ote our
full time to the change over. (daP-cP:i,~~~~
To make the installation easier we have had the Typing Pool (Office of Personnel)
prepare file guides and folders on selected primary and secondary subjects
which we feel will take care of at least 75% of your material. These subjects
were selected by us after their continued zaamanx recurrence in administrative
files elsewhere in the Economic Area. Additional guides and folders will
have to be made at the time of installation to cover those items peculiar to
your #ranch
1955 -1956 Files This material would not be 4isturbed and will remain in the
same file sy m that you presently ha At the end of 1958 this material
would be trans ed to the Records a6fiter for retention of one additional
year and then des yed. Records 9nter notifies the office prior to actual
destruction. You e retire them sooner if you wish.
file system and set up under t ub ct-numeric file system. Lenience
in the general rule of bingin~t is forward to the current files.
1957 Files ---- This material wil e` parated or withdrawn from the present
1958 Files --- You... 1l be furnished a package of guides and folders already
laAvteod ?*~a )ff2A%7A c WRDP74-00005R000200010010-1
Prior t anuary 1958
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This subject pertaaine to the Agency mthede, sources, responsibilities and
requirements involved in the collection of intelligence inforwation.
COLLECTION
1 Evaluations
(Ca11ect3.on Program - Infwr ation Reports)
2 iftthodis and Techniques
3 Planning and Coordination
(Definition of Responsibilities - Procedures for Collection)
4 Requirements
(Guides, Wading Requireaar-nts - Bequeath - Directives - Responsibilities
5 Sources
6 Printed butter I
(Publications - lie paper - Periodicals - Documents v Maps - Charts)
^'(TA'aft Revision- Oct 1957)
WRTIME ZONAL
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CONFIEENTIAL
This subject pertains to the development and direction of all
Agency training program.
TRAINING
1. Policices and Procedures
2. Facilities
Internal CIA Training
Courses (optional case folder on each course
to include subjects below)
Requests
Nominees and Candidates
Evaluations
Student
Instructor/Course
1+. External CIA Training
Courses (optional case folder on each course
to include subjects below)
5.
Requests
Nominees and Candidates
Evaluations
Student
Instructor/Course
Reports
I Draft Revision - Oct 1957)
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HOW TO INSTALL THE A( NCY SUBJECT-SIC FILING SYSSM
Reference: Handbook For Subject Filing
lb First, glance over the material in your present file (or simply
check the folder labels) and note which of the 31 subjects on
page 33 of reference (a) apply. The alphabetical index begin-
ning on page 72 will also help. Woe up a file guide for each
applicable subject. Arrange these guides alphabetically in an
empty drawler or other vacant work space. A couple of boxes will
do temporarily if cabinet space is tight.
2w Neat, separate current files from your non-current records,
("Current" ahouTT e "'interpreted to mean""S e- 'tn the conduct
of current business, regardless of the date of the document."
However, in most cases current files will be those for the current
;mar.) Simply take one folder at a time, note its contents and the
date of the material. If a folder contains both current and non-
current material, don't "break" the folder, transfer the en ire
folder to the new file you're setting up. Place each folder
behind the primary guide that best identifies the contents of
the folder (e.g. Personnel, Liaison, Securit-!, etc;). lain you
may wish to refer to the alphabetical index for guidance.
Folder by folder work your way through the entire file,, be sure
to write the primary classification on each folder in pencil to
ensure its proper return should it be charged out.
3. Nov you're in business. You've separated your active files from
the bulk of your inactive records. You've also grouped related
material together. In all probability you've found folders you
never knew existed. You may also find duplicate documents filed
in separate folders, or folders that have. but one or two papers.
Yourt next step then is to set up the necessary folders to refine
youyi. system.
To do this, first determine the secondary, and if necessary,
the tertiary classification of each peace of current material
behind a primary guide. Examine each folder. Often all of the
material in one folder can be classified under one secondary
classification such as "Attendance and Absence" which is a
secondary heading under the primary, "PERSONNEL." In this case
the entire folder can be classified. However,, it a folder contains
miscellaneous papers, for example on personnel matters., you'll
nevi to classify each paper.
Yoke up the necessary folders that the -volume and the number of
secondary or tertiary subjects require. For instance, If the
record volume Is small, make a folder only for the primary sssub,lect,
even though you may have classified so : papers according to a
secondary or tertiary cats rya later, if the primary folder
becomes full (20-30 pieces you can set up secondary folders.
Place the current material. in the new folders, and transfer the
balance of any noncurrent material beck to the noncurrent ft le
Continue the above process in succession for each subject category
until. you've reworked your entire file. You'll find that this
can be done in spare moments without disrupting the orderliness
of your files.
For further information. eve ?our records officer or contact the
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Titles of Typical. Folders Found in
Office of Division Chief Prior to Installing
Agency Subject-Numeric System
1. Security Information
2. Investigations
3. Fire Drills
~u. Violations
5. Staff Meetings, 55-56
6. Division Staff Duty Instructions
7. Floor Plan and Space Requirements - Bldg
6. Daily Diaries
`~ 9. Tours and Briefings
10. Codes and Procedures
X11. Functions and Services
l2 ABC Survey (5t. Staff J. Projeci1.~ 5-6f~
2 )
13. Reproduction Services
14. Procedure - Nev and Departing Personnel
15. Supply Information
16. Proposed Regulations
17. Administrative and Technical Survey - ABC
1$. Facilities of Reproduction
19. NSA-ABC Liaison
20. A.B. See Working Group on Information Handling
21. Clark Committee Papers (Organization m Functions)
22. Joint Working Group on Intelligence Ground Photography
23. Vital Documents
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24. Reports of Field Trio
25. Tentative working .t a nt-.Reproduetio nt
26. Services I erect to Outside A neiem
27.
28. ST Branch . Qctaars ~.
29. Internervice Committee .. Photo Intelligence Equipment
30. Request for Approval of Overtit
31. Civil. Service Retirement Regulation (See No. 14)
32. Absentees Pending (Hold folder for property paasea and
checks)
33. Personnel - Gene l
314. 11achine Runs - Overtime
35. Position Standards
36. Fitness Reports p
37. Plemor ndn for E .Lo ere
36. Delegation of Authority - Proaurement
39, Insurance Available to Employees (See No. 14)
40. Suggestion Folder
41. Contributions
42. Neworanda of Conversations
43- Notices - U.S. Govt. Officials on Foreign Travel
44. Parking Spaces
45. Telephone Directories
46. Mr. AR See "a drip to Europe
P47. DDP.bI .. - axs . d 0111 et v ? A1,~s4 ?~oa~~/$
m,terial for TraLv
48. 051 Collection Staff
49. Technical Services T
50. CIA Library Accessions
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52. ~' ABC Monthly Reports
53: `iinutea - Career Board Meetings and Agenda
54 ;- ABC Career Board and Staff Applications
55 ABC Career Btard Vacancies
5E 'Staff Duty
57 Tdble of Org niaatton
58 ABC Division i and `unctions
59... Alterations and Construction
60G Registered Docutents
61. Space Requirements (See No. 7)
62. Catalog of Courses
65. Monthly Training Reports
66. Training Records - ABC Personnel
63,. Current Training Directives to Training Liaison Officers
(See No P 47)
64. Office of Training Literature
67. Training - ?tieniral
68. Language Roster
69., Training Evalnatians
70. vital Mteriali (See No. ?3)
71. Magazine Subscription
72. job Descriptions (See No. 35). 73a Position Sta:a~lai ' "~e'e No , 35)
74. Space aequinizeptk ,- NeV Building (See No. 7 and Nor 61)
75. Fitness Report Instruction (.See No. 36)
-3-
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C-C3 N_F-I-D E-N-T-Z A-L
76. DD/I War Plans
774 Special Dissemination of Unique Intelligence Information
and Studies.
78. ABC Reference Service and Facilities
79. Tentative Working Agreement-Reproduction Plant (See No. 25)
80. Space Requirements - Staff Study of 4 June 1952 (See Nos. 7,.
61, 'and 74)
81. Position Descriptions (3 ring binder) See Nos. 35 and 72
82. 1957 Budget
83. Budget Actions, 1957
84. 1956 Budget
85. 1955 Budget
86. 1956 montbly Activity Reports
87. 54-55 Monthly Activity Reports
88. Emergency Plan (Fire) Bldg._
89. Emergency Plan (Evacuation) Bldg.,_` _
90. TB and Alternate TS Control Officer - 56
91. Document Classification Control
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I*W
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U
This Handbook has been prepared to serve as a guide for
installing and maintaining the "Subject Numeric System of
Filing" in-the Agency. Its purpose is to provide a standard
system for the orderly arrangement and maintenance of records.
The use of this standard system In-the gene-" will increase
the administrative usefulness of records; expedite the dis-
position of records when they are no longer needed; facilitate
the preservation of records having permanent value; and
simplify the training of employees.
The subjects appearing in the "Subject List" of this
Handbook are predominantly administrative in nature. This
has been done deliberately in the belief that the Handbook
can be used "as is" for administrative or nontechnical files.
For those elements j- the Agee --having use, or need for
a more technical "Subject List" than is provided in this Hand-
book the Records Management ^~eion;agement Staff, is pre-
pared to assist in adapting or modifying the procedures or
"Subject List" outlined to fit the specific requirements of
such elements.
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pgp THE DI CTOR--OF CENTRAL INTELLIGENCE :
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1:6 Beemeber +954
SECTION I. INTRODUCTION
1. Scope ......................................
Pag
....... 1
2. Responsibility .............................
....... 1
3. Definitions ................................
....... 1
SECTION II. TYPES OF FILES
4. General Subject Files ............................. 3
5. Case or Project Files.***** 000004 ................. 3
6. Alphabetical Name Index...... ..................... 3
SECTION III. STANDARD FILE CLASSIFICATION SYS'
7. Description .......................................
8. File Classification Guide .........................
9. Classifying Papers for Fling .....................
SECTION IV. CROSS REFERENCES
e
10. Whe
n and How to Prepare Cross References...
.......
10
SECTION V.
11. Ass
FILING THE RECORDS
embling the Papers for Filing ...........
.......
11
12. Fol
der and Guide Arrangements..............
... ... 0
11
13. Pla
cing Material in the Ftiles ..............
.......
13
14. Fil
e "Cut-off" Periods and Retirement......
.......
14
SECTION VI.
15. Gen
FINDING AND CHARGING-OUT THE RECORDS
eral ....................................
.......
16
16. Fin
ding the Records ........................
.......
16
17. Cha
rging-out the Records .......... .........
.......
17
EXHIBITS
A. Sub
ject File Copy............ ..............
.......
19
B
Alp
habetical Name Index Copy
0
.
C
Cor
...............
respondence Cross Reference: Foie No.
.....4$
41
.
D. Cor
respondence Continuity Reference, Form N
o.
...7r. Z ..........................
.......
22
E. Arr
angement of Folders, Guides, and Labels.
.......
23
F. Rul
es for Alphabetic Filing ................
.......
24
G. Cor
respondence Charge-out, Fora; No. 36-270.
.......
30
H. Cas
e File Charge-out Card........ ..........
.......
31
I. Fil
e Backing Sheet, Foram No, 36-271. .......
.......
32
PART TWO - FI
LE CLASSIFICATION GUIDE .................
.......
33
SUBJECT
LIST ....................................
.......
33
SUBJECT
INDEX ...................................
.......
71
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-RECORDS
-
16 -Deeember-195
HANDBOOK FOR SUBJECT FILING
The Standard File Classification System and the attendant pro-
cedures described herein are prescribed for use in filing and
maintaining correspondence records of the .Int='_'_'_o_
Agency. Although the system is designed to permit a certain
amount of flexibility to meet the specific requirements of
various offices, it is essential that the basic pattern pro-
vided herein be followed carefully if an adequate degree of
standardization is to be maintained. Further subdivision of
any of the subjects listed is permissible to provide for the
necessary detail which may be required by some offices. "Case"
or "project" files may be established under any subject as
required. in additien, the a--Services is exempt
-the extent dictated by
requirements-.
57t f c
The Records Management ~ Management Staf and desig-
nated Area Records Officers -Agency have tech-
nical custody and responsibility for the proper maintenance
and ne disposition official conisTi oo4 ffi ces The Re-
cords Management PAW maintaining
official records all assistance possible in-the establishment
of their files, including procedures for maintenance, servic-
ing, and retirement of the records.
3. DEFINITIONS
The original or copy of a letter, document, report, etc.,
which is maintained in a designated "Official File Station"
for documentation purposes and which is distinguished from
other copies of the same document, in the same organiza-
tional element, by the fact that such other copies merely
serve as temporary working papers, "convenience" files, etc.
I
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16 Peefttbear--1951
Each file containing official record copies shall
constitute an "official file" and should include the
original incoming communication and the initialed year llow
copies of outgoing and interoffice correspondence;
original,or action copies of reports, executed forms,
maps, photographs, and other documentary material. The
official record copies shall not be maintained in any
organizational unit not specifically designated as an
Official File Station.
Reference material consisting of printed or duplicated
copies of publications, extra copies of communications
used as reading files, and other material considered as
temporary working papers is not included in the definition
of official records. Such nonrecord material shall not be
interfiled with official records.
The term "Official File Station" slaa-13: be eenm-bmeel -be.
meansany specifically designated organizational element -es-
%-14@ GoNN4ral I g nn -Agen where the official record
copies of correspondence and other documents are maintained.
The physical location of an Official File Station shall be
determined by the head of such organizational element, with
technical advice from Records Management iviion
d. CLASSIFY, CLASSIFIED, AND CLASSIFICATION
As used in this Handbook and in filing operations, these
terms refer to the subject. or file designation of records
and not to defense classifications: 11TOP S_MURET," '1SECRET,"
or "CONFIDENTIAL."
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-EFIBM TEAL
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TYPES OF FILES
der 1954
4. SIJB JEC T FILES
Subject Files are. considered to be those types of paper
records which ordinarily include correspondence, reports,
and other documents which may be classified and filed under
all or many of the subject categories included in the File
Classification Guide. The general subject material is dis-
tinguished from that which is ordinarily identified as "case"
or "project" files as described in the next paragraph.
5. CASE OR PROJECT FILES
A case or project file is i6sagribed -&& a file comprised of
material relating to a specific action, transaction, person,
organization, location or thing, yet may cover one or many
subjects pertaining to the specific case or project. Types
of case or project files may include voucher files, contracts,
loan cases, construction projects, leases, litigation cases,
and many others. Case or project files may be included as a
art of the subject files or e may be located physically
apart from such files. As a general e the volume o ese
records ane use made of them should dictate their arrange-
men E.
6. ALPHABETICAL NAME INDEX
The Alphabetical Name Index is a finding medium through which
correspondence and other documents filed by subject may be
located when the available information is the name of the cor-
respondent, the name of the author of a document, or the name
of an individual or organization referred to in correspondence
or documents. It is not always necessary or advisable to es-
tablish a name index to the subject file. Therefore, careful
consideration should be given to the actual need for such an
index before establishing one. In other words, the Alphabetical
Name Index should not be established at any Official File Sta-
tion if:
a. The quantity of material filed by subject is so small that
no difficulty will be encountered in locating it by subject;
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b.
9
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14
The type of records filed is susceptible to an alpha-
betical arrangement by names within the subject files;
or
c. The type of material can be located easily by case or
project symbol., number., or other means of identification,
without the aid of an alphabetical index.
If the Alphabetical Name Index is used it should be composed
of extra copies (normally pink tissues) of outgoing corres-
pondenceand e-36-15DA (to be redesignated
orms No, I.3yand 335x),, )Correspondence Cross Reference
Paragraph 12c describes the arrangement of folders and guides
for the Alphabetical Name Index.
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STANDAND FILE
CLASSIFICATION SYSTEM
7. DESCRIPTION
The file classificationystem adopted for use it the en
traw~ ' Trt?z'~s ^o Agency is known as the "Subject-Numeric
w-~?es vxxx ?w~a
System of Classifying and Filing." This system is an
adaptation of both the simple subject and numerical coding
systems. It retains the simplicity of the alphabetical
arrangement of subject titles, brings together related sub-
jects, and provides file designations consisting of a com-
bination of descriptive subject titles with related subjects
organized as subdivisions of the primary subjects. The sub-
divisions of the primary subjects are assigned Arabic numer-
als to reduce time and effort in marking material for filing
and to make it easy to memorize the filing designations.
Be FILE CLASSIFICATION GUIDE
The File Classification Guide contained in Part Two of this
Handbook is divided into two parts, as follows:
a, A Subject List consisting of a group of alphabetically
arranged primary subject titles with their related sec-
ondary and suggested tertiary subdivisions.
be A Subject Index consisting of an alphabetical listing of
all of the subject titles and other appropriate references.
It serves the same purpose as an index to a book.
The process of classifying involves the analysis of correspond-
ence or other documents to determine the subject by which they
should be filed, and the placing of file designations on material
to show where it should be placed in the file.
Papers received for classifying and filing may cover a wide
variety of subjects. Also a number of papers involving one
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-mss
gar-
particular subject may be intermingled with those of other
subjects. The file classification system is designed so
that all of the papers on related subjects will be consist-
ently and logically brought; together in the files. How-
ever, sound judgment and careful attention must be given to
the procedures which follow if the classification process
is to be accomplished satisfactorily. THE ABILITY TO
LOCATE PAPERS PROMPTLY AFTER THEY ARE FILED DEPENDS LARGELY
UPON THE CARE USED WHEN CLASSIFYING MATERIAL BEFORE IT IS
FILED.
The following are the normal procedures to follow when
classifying material for filing.
(1) Read and analyze the correspondence or other material
to determine the most outstanding or prominent sub-
ject; that is, the subject by which the papers will
most likely be requested.
(2) Select the proper file designation by referring
directly to the Subject List or Index of the File
Classification Guide, in the following manner: (a)
determine the appropriate primary subject category,
such as TRAVEL, PERSONNEL, etc., for example, a let-
ter concerning recruitment of personnel would fall
under the primary subject PERSONNEL; (b) select the
appropriate subdivision, if any, under the primary
subject, for example, a letter concerned with budget
estimates would be classified by the secondary subject
Budget Estimates, a subdivision of the primary subject
APPROPRIATIONS. Similar reasoning is applicable for
the selection of tertiary subjects.
If no appropriate subdivisions of the primary subject
have been provided, the primary subject itself is used
as the file designation.
(3) Stamp or write the file designation in the upper right
corner of the Subject File copy (yellow tissue), as
shown in Exhibit A or in the same position on any in-
coming correspondence which did not require a reply.
The file designation consists of the full primary sub-
ject title followed by the Arabic numeral or numerals
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teeibr~ 39 t-
(4)
representing the subdivision of the primary sub-
ject. For examples The file designation ACCOUNT-
ING 1 denotes the proper file classification for
material to be filed under the primary subject
ACCOUNTING, and the secondary subdivision Accounts
Current.
Mark the Alphabetical Name Index Copies (if the index
is being employed) at the same time the file designa-
tion is placed on the Subject File copy, by placing
the same file designation by which the subject copy is
to be filed, in the upper right corner of the pink
copy as shown in Exhibit B. This file designation will
indicate where the material is located in the Subject
File. Also after the file designations are placed on
the file copies, the name, title, etc., under which
the Name Index copies are to be filed should be under-
scored on such copies. The following are examples of
how the papers should be marked:
(a) Correspondence addressed to private individuals
should be filed by the last name of the individ-
ual addressed. Example of marking:
Mrs. Mary Brown
1220 Ivy Street
Seattle 5, Washington
(b) Correspondence addressed to officials of commercial
concerns should be filed under the name of the
company or organization. Example of marking:
an
Agency should be filed er
principal organizational unit addressed, disregard-
ing such tezms as "Office of." Example of marking:
MDRANDUM FOR: Special Assistant., Deputy Director hoe biben)
(c) Correspondence addressed to officials within the
d th name of the
x
Mr. John Doe, Manager
American Machine Corporation
Chicago 12, I ino
7 Z'
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Peen--
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(d) Correspondenceaddressed to individuals in
- {` other Federal agencies should be filed under
tic name oETie agency. Example of marking:
x
Mr. Joseph Black
Chief, Aeronautics Office
Department of Commerce
Washington 25, D. C.
(5) Indicate the cross references to be e pared in the
following manner:
(a) For the Subject Files. If the material being
classified involves more than one subject by
which it is likely to be requested, or a single
subject with more than one interpretation,
select the file designation for the additional
subject(s) and stamp or write it immediately
below the file designation already shown for the
main, most prominent subject. In such instances,
a cross mark "X" should be placed at the left of
the file designation to indicate that a cross
reference is required, as follows:
RECORDS/ 3 '
X COM U NICiTIONS 2
(b) For the Alphabetical Name Index. If the
Alphabetical Name Index copy is to be filed in
th
e Name Index by the name of an organization,
_
*----"indicate., by placing a cross mark "x" above the
first letter of the'last name of the individual
addressed, that a cross reference is to be made
for filing by the name of the individual. Like-
wise, indicate cross references to be prepared
for any names of persons or organizations referred
to in the body of the correspondence or document.
(6) Note earlier material to be brought forward and consol-
idated with later correspondence. If an indication of
earlier correspondence or documents is discovered, this
fact should be noted on the correspondence to indicate
that the earlier material should be removed from the
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file and consolidated with the material of the
later date. See paragraph 10b for instructions
regarding preparation of Perm--No. 36- L5 (+oire
d.a i grated as orm o. 232 " Correspondence Con-
tinuity Reference.
c. HELPFUL HINTS TO THE CLASSIFIER
(1)
While some analytical ability is desirable, the
knack of noticing essential key phrases and ideas
in correspondence helps to select correct file des-
ignations. However, if the subject cannot be easily
determ3.ned, it is helpful to c onsider the correspond-
ence in this lights 'Why was it written?" or 'hat
reason was there that prompted the writer to write
it?" Usually it will be found that the purpose for
writing suggests the subject under which it should be
filed.
(2) It is helpful at times to refer to previous correspond-
Vnce already on file to verify a tentatively selected
file designation.
(3) In unusual cases the subject of correspondence is so
vague that it is difficult to determine the proper file
designation. In such cases, there need be no hesitancy
in going to the dictator,or other authoritative sources
to obtain a sufficiently clearer conception of the
subject matter, so that the material may be properly
classified. This extra effort will permit more accu-
rate filing and facilitate finding the material.
(L) The subject line frequently appearing above the body
of correspondence should not be relied on too heavily
in determining the subject under which the correspond-
ence should be filed. It may be vague, misleading,
or even remote from the real subject of correspondence
concerned.
(5)
Persons responsible for classifying and filing records
should study the organizational and functional struc-
ture of the Agency and keep currently informed regard-
ing policies, procedures, programs, and projects:. Such
knowledge is essential to the selection of correct file
designations.
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AW_
SECTION IV
CROSS REF'_.RE'NCES
10. WHEN AND HOW TO'PREPARE CROSS REFERENCES
The use of appropriate cross references in the file or index
can be an invaluable aid in locating material quickly when
needed. Care should be taken, however, to avoid making and
filing unnecessary cross references which will consume time
in preparation and space in the files. The following are
normal conditions under which cross references should be made.
a. WHEN MORE THAN ONE SUBJECT IS INVOLVED
For those documents which cover more than one subject as
indicated in paragraph 9b(5) an extra copy of the doc-
ument, if available, should be used or Form No. 6 /3S
Correspondence.Cross Reference, should be pre-
pared, as shown in Exhibit C.
be TO CONSOLIDATE RELATED MATERIAL
When it is necessary to bring forward earlier correspond-
ence or documents and consolidate it with subsequent,`
material as explained in paragraph 9b(6) Form No. 2 32
Correspondence Continuity Reference, as shown in Exhibit D., should be prepared.
c, TO PROVIDE ALPHABETICAL NAS REFERECF
When incoming letters are filed without replies, or extra
copies of correspondence are not available for filing in
h
u
e
eon Form No 3C159_ Also, such references
t
e Alphabetical Name Index, name references sho
ld b
may be prepared for names of individuals or organizations
referred to in the body of the correspondence.
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11, ASSEMBLING THE PAPERS FOR FILING
~.a21iRl~l. Pif 17 9!4'! faTTp+e
After correspondence and documents are marked with the
correct filing designation, they should be properly assem-
bled preparatory to filing. Each unit of material con-
sisting of two or more papers relating to a particular trans-
action should be arranged in chronological order with the
latest date on top. Such papers should be fastened together
with staples in both upper corners of the assembly, or with
prong fasteners if the unit of material is too thick for
staples.
12. FOLDERS AND GUIDE ARRANGWEN2
The orderly appearance and efficiency of any file depends to
a large extent upon the careful preparation, use, and arrange-
ment of folders and guides in the file drawer. Folders are
necessary to keep related papers together and in order.
Guides serve as "sign posts" to help speed up filing and find-
ing operations. The incorrect use of either folders or guides
will retard, rather than aid., these operations. To provide
for uniformity as to types of folders and guides and their
arrangement, the following standards should be adhered to, as
far as practicable:
(1) Folders and File Designations
Kraft folders, 11-point weight, square-cut, with
reinforced tabs meet requirements for the Subject Files.
Such folders should be prepared for only those subject
titles for which there is a definite current or antici-
pated need. If there is little or no need for the use
of subdivisions of some of the primary subjects, fold-
ere for those subdivisions should not be placed in the
files, If an occasional piece of correspondence is
classified under a secondary or tertiary subject, the
material should be placed in the primary subject folder.
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When a primary subject folder contains ten or
more file units with the same secondary or ter-
tiary designation, a separate folder should be pre-
pared for the material.
File designations may be typed directly on the
folder tabs if a long-carriage typewriter is avail-
able. If such a typewriter is not available, gummed
labels may be used. In either case the file des-
ignations (whether typed directly on folders or
labels) for any primary or secondary subjects con-
tained in the File Classification Guide should'be-
p ce uniformly on a fo er to -b-eg-Luiing one-
half inch from the left. Labels or file designations
for case or project files established within the
Subject File, should be placed in the center of the
folder, See Exhibit E, for an illustration of the
correct method of preparing and placing file des-
ignations on folders.
(2) Guides
(3)
Pressboard Guides, with metal angular tabs, one-third
cut, should be used in the Subject Files. Tabs will
be used in the following manner: SECOND position for
all primary subjects; and THIRD position for secondary
subjects. See Exhibit E, for illustration of proper
arrangement of guides and the correct method of writing
file designations on guide inserts.
Arrangement Within the File Cabinets
Folders and guides should be arranged in the file
drawer in the exact sequence in which the primary and
secondary subjects appear in the File Classification
Guide, starting from the front of the drawer, with the
guides preceding the related folders. The sequence
of the drawers should be from top to bottom of the
cabinet,
b. CASE OR PFDJECT FILES
Kraft folders, 11-point weight, square-cut, reinforced tabs,
with fasteners may be used for case or project files, but
their arrangement may vary according to types. Case or
project files may be established within the Subject Files
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or physically separated depending upon the type and spe-
cific reference needs of the organizational element.
(1) Folders and Guides
The same type of folder and guide described for use
in the Subject Files should be used for the Alphabet-
ical Name Index. Alphabetical captions may be typed
directly on the folders, or labels may be used if a
suitable typewriter with large type is not available
for typing on the folder. If it is difficult to
determine in advance how large the index will be, it
is advisable to start first with a folder for each
letter of the alphabet and make folders for subdivi-
sions of these letters as the file grows. Special
folders for common names, such as "Smith," "Brown,"
"Adams," etc., and names of organizations or indi-
viduals with which the organization has frequent
correspondence may be made as required.
(2) Rules for Alphabetic Filing
Exhibit F, is a complete set of rules for alphabetic
filing. All persons having the responsibility for
filing records should thoroughly familiarize them-
selves with these rules, so that, regardless of who.
does the filing there will be consistency. in the
arrangement of the index reference.
13. PLACING MATERIAL IN THE FILES
After material to be filed has been classified and marked for
filing, the papers should be segregated as to types of files
preparatory to actually placing them in the files. For exam-
ple, Subject File material should be arranged alphabetically
by the primary subject categories appearing on the documents.
Index references for the Alphabetical Name Index should be
arranged in alphabetical order before proceeding with the fil-
ing operation.
When filing the material, place each assembly within the
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proper folder with the left edge of the papers down.
Units of material for filing should be arranged in
the folder in chronological order with the latest
date forward, unless a different arrangement will
facilitate its use. All material should be filed
loose in the folders except; for case or project mate.
rial which should be fastened to the folder.
Folders should not be overfilled. Three-quarters of
an inch is the normal capacity of a folder. When the
capacity of the folder has been reached, additional
material on the same subject or case should be placed
in another folder and arranged with the folder contain-
ing the more current records in front. The inclusive
dates of the material should be shown on the tab of
each of the earlier folders in this manner=
9 9
1 January 19
- 31 March 19
?q -39
When the new folder is started, the beginning date
should be indicated the tab in this manner&
l April 5.
b. BREAKIM DOWN VOLUMINOUS CASE OR PROJECT FILES
The amount of material accumulating in connection with
a single case or project may become too voluminous for
filing in one folder. Rather than file the papers per-
taining to the project or case in two or more folders,,
chronol is , the reference use of the material com-
pprr among the complete case may be facilitated by dividing
the material into several action phases of the case and
filing it in separate folders under the project or case
designation. A voluminous single project requires too
many individual folders to afford easy reference to the
material if filed in straight chronological order from
the date of the first document to the latest.
lit. FILE "CUT-OFF" PERIOD AND RETIREMENT
The periodic termination of filing in a series of records at
a predetermined time and the starting of a new series of
records of the same type with current material is termed a "cut-
off" procedure. The purpose of applying a cut-off procedure is to
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facilitate retirement of the older records. To identify the
cut-off period the filing year should be entered on the right
side of the folder tab. (See Exhibit. )
Cut-off periods, such as "1 year of accumulation," "Remove
from current file upon completion of transaction," should be
established for each file series in order to prevent the ac-
cumulation of files beyond the actual current needs. The cut-
off files may then be retained for an established holding
period before retirement to the Records Center. During this
holding period, material from the cut-off file(s) which be-
comes necessary for current operations may be brought forward
and interfiled with the material in the current file.
After expiration of the established holding period, the re-
maining cut-off portion of the file should be transferred to
the Records Center. When material is withdrawn from te_.cut
6-1
off portion of a file for continued action,
Correspondence Continuity Reference, should be placed in the
cut-off file. This will identify the material brought for-
ward and indicate the filing location in the current file.
The above cut-off and retirement procedure is prescribed in
order that office space and equipment requirements will be
held to a minimum.
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15. GENERAL
FINDING AND CHARGING-OUT
THE RECORDS
The primary purpose of any filing system is to provide an
orderly method of arranging and putting documents away so
that they may be produced quickly when needed. Therefore,
the successful operation of any system depends upon the
ability to locate records promptly. In this connection,
the following procedures and techniques are given, which if
followed by the searcher, will contribute to the efficient
operation of the file system.
16. FINDING THE RDCOmS
a. RECEIVING THE REQUEST
The person receiving the request for the file should
endeavor to obtain as much information as possible from
the requester to enable the searcher to identify the
needed record. The amount of information required to
locate 'a specific file will depend upon the type of file
requested. For most general correspondence files the
subject matter and date of the material is most important.
However, the name of any individuals, companies, organiza-
tions, agencies, etc., identified with the correspondence
will assist in making the search.
b, MAKING THE SEARCH
As a general rule, material in the Subject File may be
located by going directly to`that file, if the requester
has supplied adequate information regarding the subject
of the material. If the searcher is not sure of the
file designation by which the records may be found, he
should consult the File Classification Guide before going
to the file. If only name references are given, or if the
subject information is not adequate, the searcher should
refer to the Alphabetical Name Index (if one is being used)
to determine the location of:the record in the subject file.
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Because of the numerous types of project or case files,
and since they are more easily identified and located
than general subject material, no specific suggestions.
are given concerning the searching for such records.
If the material requested cannot be found in the files,
a search should be made of any unfiled records.
17. CHARGING-OUT THE RECORDS
To ensure proper use of records, to prevent their loss and
misplacement and to keep informed at all times of the
location of records, it is necessary to maintain control of
all material withdrawn from the files. This control is
accomplished through a charge-out system. Individuals to
whom records have been charged should be held responsible for
their custody and prompt return after the records have served
their purposes
a. RTTAMOVING INDIVIDUAL RECORDS FROM THE SUBJBCT FILE
36-271 (to be redesignated as Form No. 225),
Form No
.
File Backing Sheet, should be attached to records removed
from this file. These File Backing Sheets will provide
a substantial base, protect the record(s) and distin-
guish the material from other papers. This form has a
distinctive blue color and measures 8" x 11w". (See Ex-
hibit I. )
Form No. 36-270 (to be redesignated as Form No. 22l~)
Correspondence Charge-Out. (see Exhibit G), should be
filled in and placed in the folder in an upright position
in the exact location from which the record(s) were re-
moved.
Upon return of the charged record(s), Form ho. 36-270,
CorrespondenqCharge-Out, should be removed and canceled
the;record?ogether with Form No. 36-271, File Backing
Sheet, a 1 ed should be placed in the file,
b. R MOVING CASE 'DS
Case files are always charged out in their entirety.
Entire folders are removed and delivered to the requester.
Upon such removal, fill in Form No. 56 152 (+e ;~e re
119 Case File Charge-Out Card,
17
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as shown in Exhibit H, and file in an upright position
in the exact place from which the folder was removed.
When this charged folder is returned to the files, the
Charge.-Out Card is canceled and placed horizontally in
the folder. This will eliminate the necessity of pre-
paring a new Charge-Out Card each time the same case
file is withdrawn.
c. CHECKING THE FILES FOR CHANGED RECORDS
The files should be inspected regularly to ensure the
return of charged records. The charge-out forms when
placed in an upright position are taller than other ma-
terial in the files and can be distinguished readily by
a casual inspection. When such inspections reveal that
material has not been returned, assure that the material
is still in use.
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Mr. John Doe, Manager
American Machine Corporation
Chicago 12, Illinois
Exhibits A and B are included herein to represent
copies of correspondence properly classified and marked
Exhibit B shows where to place the file designation
on the Alphabetical Name Index copy (pink) as well as
how to underscore the appropriate name references for the
Name Index.
Distribution:
Orig. -Addressee
1 - Comptroller
1 - OTR
1 - Official
1 - Name Index
"I'AI$IT A
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THIS COP
NAME / N IS fILEO aY
ALP,,
TH
NE
$
Exhibits A and B are included herein to represent
copies of correspondence properly classified and marked INDEX
for filing, Exhibit A shows the placement of the file
designation in the upper right corner of the Subject File
copy (yellow), including the correct method of indicating
what cross references should be made.
Exhibit B shows where to place the file designation
on the Alphabetical Name Index copy (pink) as well as
how to underscore the appropriate name references for the
Name Index.
You will find the detailed procedures for classify-
ing and marking correspondence explained in paragraph 9
of the general instructions.
FILE DESIGN
LOCATION ATION lND
OF SUB,/ECT FILE copy
Mr. John Doe, Manager
%
American Machine Corporation
Chicago 12, Illinois
ROBERT R. BROWN
Deputy Director
Distribution:
Orig. - Addressee
roller
1 - Official:
J 1 - Name Index
( ;PMS/RMD/PKKelly:abc (9 December 1956)
~'~IT B
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TO: American Machine Corp., Chicago, 111.
John Doe, Manager
FROM: Robert R, Brown, Deputy Director
SUMMARY: Procedure for classifying and marking correspondence for
filing.
INDEXER: tM*
EXHIBIT C
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ClAg01F1CATION:
USE THESE CAPTIONS TO IDENTIFY THE FILE
?"TE THAT IS BEING BROUGHT FORWARD FOR CON-
To: SOLIDATION WITH MATERIAL OF A LATER DATE.
FflOM; FILE THIS FORM IN PLACE OF THE MATERIAL
BEING BROUGHT FORWARD.
CLAgSIFICATIOM:
PATE:
Jeff"
-D6 eember-1954--
USE THESE CAPTIONS TO SHOW WHERE THE
CONSOLIDATED PAPERS ARE NOW LOCATED IN
THE FILE.
REFERENCE
NUtt
pCE CONS.,
coltims?
EXHIBIT D
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i6--Bee,.
ARRANGEMENT OF FOLDERS, GUIDES AND LABELS
APPROPRIATIONS 1
ALLOTMENTS (OFFICE A)
APPROPRIATIONS I
ALLOTMENTS
PRIMARY SUBJECTS
2ND POSITION GUIDE
EXHIBIT E
gg 23
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LABELS FOR STANDARD
FILE DESIGNATIONS
APPROPRIATIONS 2-1
EXHIBITS
APPROPRIATIONS 2 1953
BUDGET ESTIMATES
APPROPRIATIONS 1
ALLOTMENTS (OFFICE D)
APPROPRIATIONS I
ALLOTMENTS (OFFICE C)
APPROPRIATIONS 1
ALLOTMENTS (OFFICE B)
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There are three steps in alphabetic name filing:
1. Determine the indexing form of the name--files as written, surname
transposed, articles to be disregarded, etc.
2. Determine the filing units in:the name.
3. Consider the filing units in turn, determining the arrangement of
the material in strict alphabetic order.
Some of the rules for alphabetic filing, therefore, are concerned
with determining the filing order of the name; some with the
determination of filing units; and others with the alphabetic
arrangement of those units.
1. In filing by names of individuals the surname is the first unit,
the first name or initial is the second unit, the second name or
initial is the third unit, and so on for any additional names
or initials the person may have.
A fundamental rule of filing is "nothing comes before something."
Thus a surname without given name or initial precedes the same
surname with a given name or initial; also a surname with a given
name precedes the same surname and same given name with an initial.
Indexing
Order
Richard Johnson
Johnson
Richard
Jones
Jones
Jones
J
Jones
J.
.
Jones
A
J
Jones
J.
A.
.
.
J. Allen Jones
Jones
J.
Allen
James Jones
Jones
James
James A. Jones
Jones
James
A.
James Abbott Jones
Jones
James
Abbott
James Allen K. Jones
Jones
James
Allen
Ernest H. Jordan
Jordan
Ernest
K.
This example illustrates the alphabetic arrangement considering
first the first units, then when the first units are the same,
the second units are considered; when the second units are also
the same, the third unit is considered, etc. However, where it is
known that the material is on the same individual whether written
with initials or given names, it is filed together. Thus, if
J. Jones, J. A. Jones, and James A. Jones is the same individual,
material is filed together under his most common method of writing
his name. The usual methods for writing the name is
First given name
Middle initial
Surname
2. Prefixes such as d', D', ddeeg' Die De Lea dpi du, Fitz, I&L Le,j.
M', Mac Mc 0' Van Von, Yaa der, 1'O der' are considered as
part eTiethe ven name or surname to which they are
prefixed, and are arranged in strict alphabetical order.
Alice Delaney
Delaney
Alice
Andrew De Laney
De Laney
Andrew
Michael D'Fao
D'Fao
Michael
John Fitzsimmons
Fitzsimmons
John
Robert MacAlister
MacAlister
Robert
Charles McCarthy
McCarthy
Charles
Hugh O'Neill
O'Neill
Hugh
FitzHugh Peters
Peters
FitzHugh
Susan St. John
St. John
Susan
Albert Vandegriff
Vandegriff
Albert
Ronald Van de Griff
Van de Griff
Ronald
is ............................
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3. Abbreviations of names are filed as though spelled in full.
Order
Unit 2
Wm. Jones
Jas. Miller
Chas. Smith
Theo. Williams
Jno. Young
Jones
Miller
Smith
Williams
Young
William
James
Charles
Theodore
John
The abbreviation for Saint. S_ is filed as though spelled out.
St. Louis Athletic Club Filed Saint Louis Athletic Club.
5. Titles Such as Dr., Mrs., Miss., ProfL Col.. Director. Supt.,
and abbreviations, sucF as Jr., Sr., 2nd, may be placed in
parentheses after the name, but are disregarded in filing.
However, if there are two names in which the surname and given
names are identical except that one is Jr., and the other Sr..
these designations are considered in filing. Foreign and
religious titles, such as, Duke of Argyll Sister Marv etc.,
are filed as written.
6. The legal name of a married woman, where known, is used for
filing purposes rather than her husband's name. Mrs. is placed
in parentheses after the name, but is not considered in filing.
Mary Elizabeth Brown Mrs.)
Mary J. Brown (Mrs.)
Mary Jones Brown (Mrs.)
7. When the full names of two or more individuals are identical,
they may be identified and arranged according to age, color,
sex, etc. If these factors are unknown, they are arranged by
the alphabetic order of the cities in the addresses.
8. Names of firms and institutions are filed alphabetically as
written when they do not contain the full name of an
individual.
9. Firm names or titles of institutions containing the full name
of an individual are filed in the following order:
a. Surname
b. Given names or initials
c. Remainder of firm name or title
Marshall Field
and Company
James A. Jones
Foundry Company
J. E. Brown (Mrs.)
not John E. Brown (Mrs.)
When it is not clear whether the names are the given name and
surname of a single individual or the surnames of two individuals,
the material is filed as though the names were of two persons,
and cross-referenced under the second name.
Barton Adams Advertising Agency
File: Barton Adams Advertising Agency
Cross reference: Adams, Barton, Advertising Agency.
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10. Names of firms or titles of institutions containing numerals
are filed as though the numbers were spelled out.
11. Hyphenated names of individuals are treated as one unit in
filing.
Sir Henry Campbell-Bannerman
David Lloyd-George
Campbell-Bannerman
Lloyd-George
Unit 2
Henry (Sir)
David
12. Hyphenated firm names and titles are treated as separate words.
13. Names which may be spelled as one word or two words are filed
as one word.
Interstate Insurance Co.
Inter State Produce, Inc.
Interstate
Inter State
Insurance
Produce
Unit 3
Company
Inc.
14. Apostrophe and s, indicating singular possessive, is not
considered in filing. San apostrophe, indicating plural
possessive, is considered in filing.
Anderson's Candy Shop
Charles A. Anderson
The Boy's Companion
Boys' Club
Anderson's
Anderson
F. 'S
s'
Candy
Charles
Companion
Club
15. Articles, prepositions, and, conjunctions, such as ARM, for.
in, of, and the, do not affect the order'of filing. When the
is included.as part of the title it is placed in parentheses;
if it is the initial word, it is placed at the end of the
title.
The Clark Company
Clark
Comp
any
(The)
The James B. Clark Company
Clark
Jame
s
B.
Edward Cole
Cole
Edwa
rd
Cole and Sons Hardware Co.
Cole(and)
Sons
League of Nations
League(of)
Nati
ons
League of Women Voters
League(of)
Wome
n
Max the Hatter
Max (the)
Hatt
er
16. The words brothers, company, in rated limited son, and sons
and their abbreviations are cons corered in filing, and when
abbreviated, are filed as though spelled out.
Jones Brothers
Jones Company
Jones, Incorporated
Jones, Limited
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er .19.5-4
RULES FOR ALPHABETIC FILING-Continued
17. Compound geographic names are considered as two words; prefixes
_
to geographic ..ame .,
consid
New
South
York
'Carolina
Publishing
Utilities
18. When the names of two or more businesses are identical, they may
be filed alphabetically by the names of the cities in which they
are located, if such separation is desirable.
General Electric Company, Pittsburgh
General Electric Company, Schenectady
19. An abbreviation in a firm name is'filed as if the name were
written in full where name is known.
G. E. Co. filed General Electric Company
20. A foreign title or article in a firm name is considered as a
separate filing unit.
El
La
Morocco
Parisienne
21. When such phrases as association of, union of. organization of,
societ for bureau of Governmental bureaus excepted dj eparpat_
-2- j a o overnmental departments excepted) constitute the
beginning of a name or title, they are considered and filed as
part of the name.
Association for the Advancement
of Management ) Filed as written, first
Association of Mechanical Engineers) and second units indicated
Society for Prevention of Cruelty ) by underscore
to Animals )
22. Names of churches, clubs and similar organizations are filed
under the first "unit" word that is most important or that most
clearly identifies the organization.
23. United States and Federal when preceding a department of the
Government are not considered in indexing. These titles are
considered in filing when they appear in the names of firms
or institutions not connected with the Government.
Federal Casualty Insurance
Company
United States Tariff
Commission
Federal Trade Commission
United States Steel
Corporation
Federal
Tariff
Trade
United
Commission
Commission
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RULES FOR ALPHABETIC FILING-Continued
24. Departments and Bureaus of the Federal Government are filed in
the following order:
a. The principal words in the name of the department
b. The principal words in the name of the bureau
c. The principal words in the name of other units
necessary for filing purposes.
Civil Service
Commission
Farmers Home
Administration
Forest Service
Public Health
Service
General Account-
ing Office
Bureau of Mines
Bureau of Inter-
nal Revenue
Civil -
Agriculture
Agriculture
Federal
General
Interior
(Treasury
Farmers
Forest
Filing Order
l Unit 3 Unit 4
Home
Service
Agency
Accounting Office
Mines (Bureau of)
Internal Revenue
25. Frequently governmental units are referred to as "State of ,"
"Commonwealth of "County of 1 "City of ,"'
"Municipality of ," "Township of ," etc. These desig-
nations are not considered in filing. The actual name of the
governmental unit is indexed and these designations, when
necessary, are appended parenthetically.
County of Claiborne, Tennessee
State of Maine
Commonwealth of Massachusetts
City of Memphis, Tennessee
Claiborne, Tennessee (County of)
Maine (State Of)
Massachusetts (Commonwealth of)
Memphis, Tennessee (City of)
nts of 26. is written and first, State second, name iofedepartmenteorfbuthe reauity
ii
third:
Cincinnati City Council
Cincinnati Bureau of
Health
Office of the City
Manager, Cincinnati
Office of the Mayor,
Cincinnati
Cincinnati Planning
Commission
Police Department,
Cincinnati, Ohio
Department of Safety,
Cincinnati
Cincinnati, Ohio, City Council
Cincinnati, Ohio, Health (Bureau of)
Cincinnati, Ohio,Manager
Cincinnati, Ohio, Mayor
Cincinnati, Ohio, Planning Commission
Cincinnati, Ohio, Police Department
Cincinnati, Ohio, Safety (Department of)
Where the volume of correspondence from a municipality or other
under the nme small, of all
the subdivision withoutd
goverent ronologically subdivision
ch
further breakdown.
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27. When the name of a city is part of the name of a firm or other
organization, not a part of the city government, the name is
filed as written.
Cincinnati Post
Cincinnati Women's Club
Knoxville Automobile Club
Knoxville Glass Company
Knoxville News-Sentinel
New York Times
By use of rules 28 and 27 the State name affords the means of
distinguishing between official municipal correspondence,
correspondence with or about municipal departments or munici-
pally owned and operated organizations and enterprises, and
correspondence with commercial organizations or firms having
municipal names.
In rare instances where there are two or more cities by the
same name but in different States, material must be arranged
in alphabetical order by States:
Bowling Green, Kentucky, Automobile Club
Bowling Green, Ohio, Automobile Club
28. Material regarding banking institutions is filed first by
the name of the city in which the bank is located, then
by name of bank, with State at end of title in parentheses.
If the city name is embodied in the name of the bank at the
beginning, it is not repeated.
Bank of Knoxville, Knoxville, Bank of Knoxville
Knoxville, Tennessee (Tennessee)
Hamilton National Bank of Knoxville, Hamilton National Bank
Knoxville, Tennessee (Tennessee)
Knoxville Trust Company Knoxville Trust Company (Tennessee)
Bank of Maryville, Maryville, Bank of Maryville
Tennessee (Tennessee)
First National Bank of Maryville, First National Bank of
Maryville, Tennessee (Tennessee)
29. Newspapers which do not have as part of their name the name of
the city in which they are published are filed the same as
other commercial organizations. For example, The Daily Mirror
is filed under D~ although it is a New York newspaper.
The words New York are not carried as part of the name of this
newspaper. Similarly, this applies to all other such newspapers
where the name of the city is not actually a part of the
newspaper's name.
Daily Mirror (The)
Knoxville News-Sentinel
Minneapolis Star-Journal
New York Times
Toledo Times
EXHIBIT F (Page 6)
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CORRESPONDENCE CHARGE-OUT
1. DATE OF CORRESPONDENCE
1. DATE OF CORRESPONDENCE
2. FILE ASSIFICATION
2. FILE CLASSIFICATION
3. TO^
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4. FROM
4. FROM
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0. CHA ED TO
5? CHARGED TO
7. ATE CHARGED OUT
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THIS FILE HAS BEEN
CHARGED TO YOU
'MXRX.BX I
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FILE CLASSIFICATION GUIDE
The File Classification Guide has been prepared for maximum
utilization in the maintenance of correspondence files in
the~Agency. The list of subjects has been developed to meet
the needs of the Agency as it pertains to most business
matters. However, it is recognized that the guide may not
be sufficiently developed to meet the needs of offices re-
sponsible for specific programs.
In these cases additions or modifications should be discussed
with the A e Records Officer concerned. The j oa. Records
Officer and the Records Management will then assist
in making any approved changes.
The following is a list of the primary subject titles con-
tained in the File Classification Guide.
SUBJECT LIST
ACCOUNTING
APPROPRIATIONS (BUDGET)
AUTHORIZATIONS
BUILDINGS & GROUNDS
COLLECTION
COMMITTEES
COMMUNICATIONS
CONTRACTS
DISSEMINATION
EQUIPMENT & SUPPLIES
FORMS
INVENTIONS
INVESTIGATIONS
LEGAL
LIAISON
MEDICAL
MEETINGS
NATIONAL DEFENSE
ORGANIZATION & MANAGEMENT
PERSONNEL
PRINTING & REPRODUCTION
PRODUCTION
PUBLIC RELATIONS
RECORDS
REFERENCE LIBRARY
REPORTS
SECURITY
SHIPMENT
TRAINING
TRAVEL
VEHICLES
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ACCOUNTING
Mlis subject pertains
in n the to all accounting transactions involved
ated funds, receipt, disbursement, and other handling of appropri-
ACCOUNTING
1 Accounts Current
(Depositories)
2 Allowances
(Cost of Living - Differential - Living Quarters
Per Diem - Representational Allowances)
3 Audit
(suspensions - Disallowances - GAO &cceptions -
Claims - Inquiries - Irregularities)
1 Bonding of Employees
5 Certifying Officers and Agent Cashiers
6 Collections and Receipts
(Adjustments - Checks, except salary Orders - Currency - Money
e osi is C Fees - Postage - Contributions -
Deposits-
P - Interest - Refunds - Rents -
Royalties - Schedules - Summaries)
7 Discounts
8 Disbursements
(Adjustments - Advices - Expenditures - Refunds -
Schedules - Summaries)
34
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ACCOUNTING (CONTINUED)
9 Payrolls and Salaries
(Bond Deductions - Checks, Salary - Power of
Attorney - Retirement Deductions - Time and
Attendance Reports, includes overtime and
leave records - Vouchers - Withholding taxes)
10 Reports and Statements
11 Systems of Accounting
12 Vouchers and Invoices
(Except payroll vouchers - See ACCOUNTING 9)
?3 e"Tre?de.Tb?a1-PUT1d5
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APPI DPRIATIONS(BUDGET)
This subject pertains to annual, deficiency, and supplemental
estimates and appropriations; budget material; material re-
garding preliminary estimates;: Bureau of the Budget and
Congressional hearings; preparation of exhibits in support
of estimates; copies of appropriation bills and committee
reports; and material regarding allotments, apportionments,
and transfer of funds.
Optional arrangement: Case file by organizational unit,
program, fiscal year, as required.
Do not use this subject for filing material relating to fiscal
accounting transactions involved in the receipt, disbursement,
and other handling of appropriated funds - See ACCOUNTING.
APPROPRIATIONS (BUDGET)
1 Allocations, Allotments, Apportionments,
Encumbrances, Transfers
2 Budget Estimates
(Ex.hibits - Justifications)
3 Hearings
1. Reports, Statements, and Statistics
5 Supplemental
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Mif
AUTHORIZAZIONS
This subject is for general use only. Do not use for material
that can be classified under more specific subjects, such as:
Travel Authorizations - See TRAVEL 2
AUmORUZATIONS
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BUILDINGS & GROUNDS
This subject pertains to the acquisition, construction,
operation,and disposal of office buildings and other
structures and the grounds necessary to maintain such
installations, except:
See SECURITY 1 for material pertaining to
the protection of buildings and grounds from
vandalism or possible sabotage.
BUILDINGS & GROUNDS
1 Acquisition (Use BUILDINGS & GROUNDS 9 for
space acquisition, etc.)
(Appraisal - Deeds - Titles - Mortgages -
Recordings - Basements - Rights-of-Way -
Permits - Licenses - Grants - Cessions -
Leases - Loans Purchase - Surveys -
Transfer)
2 Damage and Protection
(Fire - Flood)
3 Design and Construction
(Alterations - Additions - Construction
Authorization Plans - Drawings - Specifi-
cations - Progress Reports - Project Proposals
Cost Estimates - Subprojects - Work Orders)
4 Directories, Sigls,, and Bulletin Boards
5 Disposition
(Abandonment - Deeds - Titles - Recordings -
Demolition - Dismantling - Sale - Transfer)
6 Grading and Landscaping
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BUILDINGS & GROUNDS (CONTIINED)
7 Maintenance and Preservation
(Painting - Repairing)
8 Reports and Data
9 Space (including office, storage,, and parking space)
(Acquisition - Allocation - Assignment - Use and
release - Parking Permit)
10 Utilities and Services (Except Telephones - See
CO} ZUNICATIONS 4)
(Trash collection and disposal - Heating -
Lighting - Power - Refrigeration - Air-
Conditioning - Water - Sewerage - Hot Plates -
Vending Machines - Cafeteria)
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COLLECTION (coNTINUD)
10 Printed Matter
(Publications - Newspaper - Periodicals
Documents - Maps - Charts)
11 Requirements
(Requests - Directives - Responsibilities)
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This subject is for general use only. Do not use for
material that can be filed under more specific subjects,
such as:
Boards of Survey - See EQUIPMENT & SUPPLIES
Optional Arrangement: Case file as required.
C010M TTEES
1 Memberships
2 Reports and minutes of commd.ttee meetings
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1
O0flMUNICA TIONS
This subject pertains to material regarding all types of
communication facilities and services, including procedures
for handling mail, cables, and correspondence.
COMMUNICATIONS
1 Interoffice and Public Address Systems
2 Mail and Correspondence
(Addresses - Postage - Postal. Laws and
Regulations - Penalty Privileges - Procedure,
includes preparation of correspondence -
Referred letters - Registered Mail - Insured
and Spedial Delivery)
3. Messenger Service (Includes U. S. Official Mail
and Courier Service)
Telephones
(Installation and Use - Lists and Directories,
including individual telephone numbers - Toll
Calls)
Other Electrical Communications
(Radio - Wire - Television - Facsimile
Telegrams - Teletypes - Cablegrams)
4+3
HN 11 i --
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This subject is for general use only. Do not use for
material that can be filed under ;mre specific subjects, such
as:
Material pertaining to contracts for the procure-
ment of equipment and supplies - See BQUIPM12 T &
SUPPLIES I.
CONTRAC TS
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OOU
DISSEMINA TLON
This subject pertains to the request ors d/?od distribution
oft administrative issuances and e gex~c
DISSEMINA72ON
1 Distribution and Mailing Lists
2 Materials
(Reports and Surveys - Exhibits - Graphics -
Recordings - NewspT ers and periodicals - Maps
Charts - Speeches aid lectures - Books - Press
and Radio releases)
3 Planning and Coordination
4 Requests
5 Restrictions
(Censorship - Quantity Control)
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16 1 1 9 ; 1 0 "
& SUPPLIES
This subject pertains to procurement, utilization, management,
and disposition of equipment and supplies except:
See BUILDING & GROUNDS for material pertaining to
acquisition, management, or disposition of buildings
and grounds.
See VEFIICLES for all matters pertaining to
vehicles.
EQUIPMENT & SUPPLIES
1 Cataloging
(Classification - Identification)
2 Distribution
(Allocation - Assignment - Rationing)
3 Installation, Maintenance, and Preservation
(Repair - Painting - Servicing)
4 Procurement
(Authorization and justification - Bids - Bid
and performance bonds - Catalogs, Price Lists
and Schedules - Discounts - Inspection and
Testing - Invitations - Justifications - Open
market - Priorities and expediting - Purchase
orders - Rental of equipment - Requisitions -
Specifications, bids and contracts - Tax Ex-
emptions - Requirements and related corres-
pondence)
Property Accountability
(Damage - Inventories - Loans and Exchanges -
Loss and Theft - Property Passes - Receiving
Documents - Surveys)
6 Storage and Stockpiling
4+6
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EQUIPMENT & SUPPLIES (CONTINUED)
7 Surplus, Salvage, and Conservation
(Acquisition - Boards of Survey - Declarations -
Disposals - Excess Lists - Sales authorization -
Transfer)
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This subject pertains to forms design, standardization,
revision, clearance, and control. It is to be used for
correspondence other than requisitions for forms from stock.
See EQUIPI1ENT & SUPPLIES 14 for requisitions from
stock.
FOR 4S
1 Control or Management
(Design - Standardization - Revision - Clearance)
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INVENTIONS
This subject pertains to discoveries and inventions; copy-
rights of articles or publications; applications for patents
and trademarks for devices or materials developed by Agency
employees and associates.
Also include agreements permitting. use of patents.
Case files may be established, as required. Classify by
name of senior author or other appropriate classification.
INVENTIONS
1 Patents, Copyrights, and Trademarks
(Applications - Permission to use)
4+9
25X1
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-w m
INVES ?2GA ZTONS
This subject is for general use only. Do not use for
material that can be filed under more specific subjects.
JNVESTIGATIONS
50
25X1
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 Approved For Release 2002/08/26 :_CIA-RDP74-00005R000200010010-1
This subject pertains to legislative proposals, copies of
Congressional bills and resolutions, conanittee reports,
hearings, etc.
LEGAL
1 Claims and Litigations
2 Decisions, Opinions, and Interpretations
(Attorney General - Comptroller General
General Counsel)
3 Executive Orders
4 Laws and Regulations
(Code of Federal Regulations - Federal
Register - Foreign)
5 Legislation
(Federal, file by House or Senate Bill or
Resolution Number - State and Territorial
Hearings)
6 Notaries
51
25X1
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?^GhD1Itair
This subject pertains to policies, procedures, and agreements
concerning liaison with States, foreign governments, Federal
agencies or organizations. This subject is for general use
only, do not use for material that can be classified under
more specific subjects, such as:
Liaison regarding collection ofelligenc
information - See COLLECTION 9
Liaison regarding evaluation and utilization
oir -intell gen4information - See PRODUCTION
Liaison regarding the dissemination of intelli-
gence information - See DI5SE INATION
LIAISON (Includes Agreements and Memorandums of Understanding)
Us 115
1 Agencies
2 International
(Foreign Governments - Organizations)
3 Intra-Agency
4 Other Federal Agencies
5 State Agencies or Institutions
52
25X1
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 25X1
-WQQfwfp
-- "?......fte 1
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phis subject petai-ns to the development, preparation, and
execution of the:,l enc~ medical pro ram and with providing
medical service E support to t1 genc activities.
DO NOT use for any papers involving status or health record
of an employee. Such papers should be included in the
designation "Health Records Case Files" maintained in the
Medical Office.
25X1
1 Compensation and Claims (Use for Medical aspects
only: See ACCOUNTING for
payment)
2 General Medicine
(Diseases - Injuries - Rest and Rehabilitation -
Hospital Facilities - Treatment)
3 Medical Specialities
(Dentistry - Psychiatry - Psychology)
4 Physical Examinations
(Physical Standards and Tests - Waivers - X-rays)
5 Plans and Coordination
6 Preventive Medicine
(vironmental Sanitation - Immunization)
7 Reports and Surveys
53
Approved For Release/ g'hMA-RDP74-00005R000200010010-1
 Approved For Release 2002/08/26 : CIA-RDP74-00005R000200010010-1
5X1
"R"OiRBS
i- ---- -_.-
This subject pertains to meetings, conferences, congresses,
conventions, etc. Do not use for material that can be filed
under more specific subjects.
See CO1 1ITTEES for material pertaining to
committee meetings.
MEETINGS
1 Engagements, Invitations
2 Inter-Agency
ie.~c.r/eJ) f
3 Intra-Agency (File b [krea'-.organization Unit;'_
etc., requir & c a e v, ~,w va f f
4 International
5 Reports and minutes of meetings
54
Approved For Release 200 IWUP74-00005R000200010010-1
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NATIONAL DEFENSE
This subject pertains to the Agency's activities aa,,_co.ntri-
butions to the National Defense Program, except intelligence
operations.
NATIONAL DEFENSE
1 Civil
2 Conservation of Resources
(Essential or Raw Materials)
3 Construction and Housing
4 Foreign Economic Cooperation
5 Industrial Mobilization
6 Manpower
7 Military
8 Price Control
9 Production
10 Wage Stabilization
11 Reports
55
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09NIoil~1lR.J1
'ORGANIZATION AND MANAGEMENT
This subject pertains to the executive or administrative
structure of an organization;' distribution or delegation of
duties and functions; establishment or discontinuance of
offices or organizational units; planning; management
policies; procedures; and all administrative or authorita-
tive issuances of the Agency, except processed copies of
Agency manuals which should be maintained separately.
ORGANIZATION AND MANAGEMENT
1 Administrative Issuances (Policy and Procedural
Orders, Notices, and Memo-
randums)
2 Improvement Program
(Surveys - Studies - Employee Suggestion Program)
(See PERSONNEL 3 for Awards and Citations)
3 Inspections (Field)
k Emergency Planning
(Decentralization and Dispersal)
5 Establishment, Reorganization, and Liquidation
(Internal (File by name of organizational unit, A
as required) - Other Federal Agencies)
6 Programs and Plans (General Only. Do not use this
subject for material that can
be classified under more specific
subjects.)
7 Procedures and Methods
8 Functions and Delegation
(Assignment and Transfer of functions - Delegations
of Authority)
9 Charts, Tables, and Ceilings
(Organization Charts - Tables of Organization -
Personnel Ceilings)
5$
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 Approved For Release 2f)A2lSlH/ 6 21A-RDP74-00005R000200010010-1
PERSONNEL
This subject pertains to all phases of personnel administra-
tion, including Policies, programs, procedures, regulations,
etc., except security clearances, violations, etc.
PERSONNEL
Assignment Actions
(Appointments - Change to Lower Grade - Detail
(Civilian Personnel) - Overseas Duty - Pro-
motions - Reassignment - Transfer)
2 Attendance and Absence
(Annual Leave - Dismissal (Heat, snow, etc.) -
Holidays - Hours of Duty - Jury Duty and
Court Attendance - Leave Without Pay (LWOp) -
Maternity Leave - Military Leave - Overtime
(including authority to approve) - Sick Leave -
Vacations)
3 Awards
(Citations and Commendations - Incentive - Honor -
Longevity)
4 Boards and Panels
Rang
5 Career Service
6 Citizenship
7 Classification and Duties
(Position Analysis - Classification - Duties -
Position Standards - Position Qualifications)
8 Conduct
(Debts - Disciplinary Actions - Political Activity,
Hatch Act)
57
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PERSONNEL (CONTINUED)
9 Contract Personnel
10 Contributions
(Solicitation of Funds. File by title of campaign
or organization, as required)
11 Employee Relations and Activities
Program - Blood Donors -
Compensa on or ries, illness and death) -
Counseling - Clubs and Societies -Credit Union -
Draft Deferment - Fair & ].oyment Procedure -
Grievances - Health - Hearings and Reviews -
Hospitalization - Housing - Insurance - Military
Reserve Training - Outside Activities - Recreation
and Welfare)
12 Evaluation, Personnel
(Instructions - Reports)
13 Mi.].itary Personnel
~TSrrt jar - Pay and Allowances)
14 Records and Reports
(Except Personnel Evaluation - See PERSONNEL 12)
15 Recruitment
(Applications and Endorsements - Civilian Planerve
Examinations and Tests - Interviewing - lannins
Manpower - Qualifications (Analy
Requirements and Requisitions - Sources (Individuals-
Schools - Colleges) - Selection)
16 Safety Program
58
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17 Separations
(Death E 1i--In erviews - Separation for l litary
Service - parsonne1 Kissing in Action - Reduction
In-Force- - Removal for cause - Resignations -
A e tirene isfpr to Other Agencies)
18 Supergrades
59
PERSONNEL (COPT TINUM)
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25X1 ?<
PRINTING AND REPRODUCTION
This subject pertains to printing and reproduction services.
PRINTING AND REPRODUCTION
1 Policies and Procedures
2 Programs
3 Reports
1 Requests and Requisitions
Publications
6o
25X1
Approved For RelRM 6: CIA-RDP74-00005R000200010010-1
 400.1
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D
This subject pertains to the evaluation, analysis, integration,
and interpretation of _ o_____ information.
See COLLECTION for material pertaining to the
collection of _n+_lligon_e information.
See DISSEI4INATION for material pertaining to
the distribution of ia4@14ftence information.
PRODUCTION
1 Analyzing
2 Correlating and Evaluating
3 Estimating
)4 Incorporating
5 Planning and Coordinating
(Policies - Responsibilities - Participants
Product Improvement)
6 Post INiortems
7 Requirements
8 Status
9 Translating
61
Approved For Release ZM!l~i-RDP74-00005R000200010010-1
25X1
 Approved For Release 2002/08/26 : CIA-RDP74-00005R000200010010-1
This subject pertains to general phases of public relations
only.
See LIAIS)N for material involving relationships
with organizations on a formal basis.
1 Commendations, Congratulations, and Greetings
2 Criticisms and Complaints (General only. Do not use
for material that can be
classified under more
specific subjects.)
3 Petitions and Resolutions
4 Introductions
5 Representatives and Visitors
62
25X1
AW,
Approved For Release 200 P74-00005R000200010010-1
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This subject pertains to policies, procedures,and systems
for handling, filing, and disposing of records.
See SECURITY 2 for the security of records.
RECORDS
1 Accessibility
(Request for access to records - Clearances)
2 Disposition
(Disposal, by destruction or transfer - Inven-
tories - Reports - Transfer to Federal Records
Center - Transfer to National Archives -
Transfer between Federal Agencies-Inter-Agency
Loans, temporary transfer, etc. - Schedules)
3 Filing Systems and Procedures
4 Management
(Surveys)
5 Microfilming
6 Vital Materials
(Inventories - Policies and Procedures - Progress
and Status Reports)
63
25X1
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25%1
This subject is to provide for the filing of non-Record,
REFEREI'JCE material when such material is maintained in filing
equipment. Library and museum material made or acquired and
preserved solely for reference or exhibition purposes; extra
copies of reports and documents preserved solely for con-
venience of reference; and stocks of publications and of
processed documents fall into this category.
64
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25X1
This subject is for use in filing recurring reports, such as
weekly and monthly activity or progress reports, and special
reports which are too general to be filed under more specific
subjects. Include policies, procedures, and methods for the
preparation.
Optional Arrangement: Case file as required.
65
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~ ~ l~3FiPP~Wk~.
D
This subject pertains to the safeguarding of information and
material,,, which., in the best interests of national defense
and safety should not be disclosed to unauthorized persons.
SECURITY
1 Buildings and Equipment (protection)
2 Comm nications- and Records
(Defense classification and reclassification
Disposal - Filing and Storage Transmission
and Receipt - Downgrading - Safeguarding)
3 General Policy, Regulations; and Procedure
!t Information and Publications
(Censorship - Classification and Reclassification
Use and Release Of)
5
Personnel
e~s!
?on Badges: - -Investigation and
"'
,--Ori
tati
vi
)
-R
-_----
--
e
er
en
on
6
Violations
66
Approved For Release 20021,
A-RDP74-00005R000200010010-1
 Approved For Release 2002/08/26 : CIA-RDP74-00005R00020001001`0-i
This subject pertains to the shipment and routing of equip-
ment and supplies. It is for general use only. Shipments
regarding a specific order should be filed with the related
order in EQUIPMENT & SUPPLIES It.
SHIPT?TNT
1 Air
2 Motor Carrier
3 Rail
It Water
Loading., Marking., Packing
6 Routing and Shipping
7 Regulations:
8 Bills of Lading and Freight Bills
9 Demurrage
10 Express
11 Drayage
12 Storage in Transit
13 Loss: or Damage
314 Quotation and Rates
15 Personal Effects.
67
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.GKi-iiriii~i'
This subject pertains to the development and direction of
all Agency training programs.
TiaINING
1 Policies and Procedures
2 Facilities
3 Programs
(In-Service - Orientation)
4 Reports
Outside Training (Colleges., Schools)
6 Courses
Approved For Release 200.P74-00005R000200010010-1
rx3slow
 ved For Release 2002/08/26 : CIA-RDP74-00005R000200010010-1
25X1
This sub ect pWt&Uw to i mat and dl S or a`il.
~tmining .
TRIII.lNI,R;}
to Policies and Prooadut*s
20 lheilities
3. Z .. Traiaiug
Courses (cyt#s>aml cans famer an ea& courtm
to Include scab jsets e1c+v)
R*Wmnft
Aou noes and Ca udidates
Ebaluaticsts
Student
I svtor/wares
Caursss optiaa,B1 cats folder an em,h cuss
to include 5ub.jsctis below)
Requests
Nam1nme and Candidates
Eva~.uatinns
Stu mb
ctaar/Coursa
5. Reports
25X1
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 Approved For Release 2002/08/26 : CIA-RDP74-00005R00020001Q010-1
}
25X1
This subject pertains to travel on official business,
including policies., procedures., and regulations. Case files
by name of traveler may be established as required and may
be accomplished by writing the name of the traveler as part
of the file designation, thus: TRAVEL (Brown, Harry).
TRAVEL
1 Advance of Funds
2 Authorizations and Orders
3 Entry (Custom courtesies., etc.)
Foreign (Includes passports, visas, etc.)
5 Itineraries and Reservations
6 Policies and Regulations
7 Private Transportation
8 Transportation Requests
9 Reports }
69
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This subject pertains to acquisition, utilization, and
disposition of automobiles, trucks, and other vehicles,
including policies, procedures, and authorities for their
use. Include also material regarding the procurement, account-
ability, use, and disposal of tires and tubes.
1 Accidents (Except dlaims of injured employees - See
PIaRIDNNEL 16)
Assignment and Use
(Policies and regulations- Requisitions -
Authority to use)
Credit Cards
Inspection
5 License Plates (Auto tags)
6 Loss, Damage. ,and Theft (Except accident)
7 Maintenance and Preservation
8 Marking and Identification
9 Permits to operate
10 Procurement
11 Reports
12 Storage (Authority to store at private residence)
13 Surplus or Unserviceable
(Disposal by sale, Transfer, or Loan)
14 Tires. and Thbes
15 Ti. tle s
Approved For Release 200289AP"MR-ft P74-00005R000200010010-1
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SUBJEC T INDEX
The following "SUBJECT INDEX" is very similar to the index
found in most textbooks. It is an alphabetical listing of
the specific subjective titles, key words and terms synony-
mous to those which are categorically arranged in the
Subject List.
This "SUBJECT INDEX" is maintained on punch cards. It is
intended to expand and amend the Subject Index to include
additions and/or modifications that may arise from use of
the File Classification Guide in various offices.
Offices adding approved subdivisions to the Subject List
provided in the "File Classification Guide" may find it
desirable to include these subjects, terms, etc. in their
proper place in the subject index. This may be accomplished
by contacting the Records Management Staff through theAves
Records Officer concerned where arrangements will be made
for mechanical preparation of the Index.
71
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Reference File Designation
Abandonment .................................... BUILDINGS & GROUNDS 5
Absence. ....................................... PERSONNEL 2
Accidents
IInployees............ ..................... PERSONNEL 16
Vehicles..... ............................. VEHICLES 1
Accomodations .............................~...? TRAVEL 5
Accountability Property, ....... ...........,.... EQUIPMENT & SUPPLIES 5
Accounting ................?.............?...... ACCOUNTING
Accounts Current...............? ............... ACCOUNTING 1
Acquisition
Building & Grounds. ................?..... BUILDINGS & GROUNDS 1
Equipment & Supplies ...................... EQUIPMENT & SUPPLIES 7
Space .................................... BUILDINGS & GROUNDS 9
Vehicles ................................. VEHICLES 10
Activities
Employes. ................................. PERSONNEL 11
Organizational..,,,,*,,,,,,.,,,,..,,,,,**, ORGANIZATION & MANAGEMENT 6
Political - Hatch Act ..................... PERSONNEL 8
Additions...... ................................ BUILDINGS & GROUNDS 3
Addresses, Mailing......... ? ................... CON114UNICA TIONS 2
Adjustments
Collections - Receipts.................... ACCOUNTING 6
Disbursements....... ...................... ACCOUNTING 8
Administrative Issuances........? .............. ORGANIZATION & MANAGEMENT 1
Distribution .............................. DISSEMINATION 1
Advance of Funds for Travel.................... TRAVEL 1
Agencies
Liaison.......... ......................... LIAISON
Meetings........... ....................... MEETINGS
Reorganization ORGANIZATION & MANAGEMENT 5
Agent Cashiers... ... ........................... ACC07JN TING 5
Agents
GN
TO 0 ----- H&URSONNEL
Agreements.......... ........................... LIAISON
Air Conditioning ............................... BUILDINGS & GROUNDS 10
Air Raid Drills....... ......................... PERSONNEL 16
72
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190
?5X1
 25X1
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Reference
File Designation
Allocation
Equipment & Supplies ...................... EQUIPMENT & SUPPLIES 2
Funds ..................................... APPROPRIATIONS 1
Space ..................................... BUILDINGS & GROUNDS 9
Allotments ..................................... APPROPRIATIONS 1
Allowances..... ................................ AMOUNTING 2
Continuation of (]1IAj...... .............. ACCOUNTING 2
Military .................................. PERSONNEL 13
Special ................................... ACCOUNTING 2
Alterations .................................... BUILDINGS & GROUNDS 3
Analysis
Budgetary..? .............................. APPROPRIATIONS 4
Material for Study ........................ COLLECTION 7
Position .................................. PERSONNEL 7
Analyzing ...................................... PRODUCTION 1
Animals, Transportation of ..................... TRAVEL 6
Annual Leave ................................... PERSONNEL 2
Applications
Inventions, Patents, etc .................. INVENTIONS 1
Personnel, Recruitment .................:.. PERSONNEL 15
Appointments..................... .............. PERSONNEL 1
Apportionments... .............................. APPROPRIATIONS 1
Appraisals ..................................... BUILDINGS & GROUNDS 1
Appropriations ................................. APPROPRIATIONS
Assignment
Equipment & Supplies.. .................... EQUIPMENT & SUPPLIES 2
Functions .................~............... ORGANIZATION & MANAGEMENT 8
Military teGIA .....:........ ............. PERSONNEL 13
Personnel ................................. PERSONNEL 1
Space ..................................... BUILDINGS & GROUNDS 9
Vehicles........... ?.... .................. VEHICLES 2
Attendance & Absence ........................... PERSONNEL 2
Audits.. ...............................?.?..... ACCOUNTING 3
Authority, Delegation of ........................ ORGANIZATION & MANAGEMENT 8
Authorizations ................................. AUTHORIZATIONS
Construction.............................. BUILDINGS & GROUNDS 3
Procurement..? ............................ EQUIPMENT & SUPPLIES 4
Travel................. ................... TRAVEL 2
Autopsies.......... ............................ MEDICAL 4
Awards ......................................... PERSONNEL 3
73
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ii?~bs:rJ.}~
Reference
File Designation
Bids*** ........ ............................... EQUIPMENT & SUPPLIES 4
Bills of Lading ................................ SHIPMENT 8
Blood Donors...... ....:........................ PERSONNEL 11
Blueprints... .................................. BUILDINGS & GROUNDS 3
Boards
Bulletin............... ................... BUILDINGS & GROUNDS 4
?........ : PERSDRNM 14
r iv- NNEL 1
Review, Performance Rating ................ PERSONNEL 12
Survey., Surplus Property .................. EQUIPMENT & SUPPLIES 7
Bond Deductions................................ ACCOUNTING 9
Bonds
Agent Cashiers? ........................... ACCOUNTING 4
Bid or Performance.....................~.. EQUIPMENT & SUPPLIES 4
Bonding of Employees ...................... ACCOUNTING 4
Certifying Officer...............,.......... ACCOUNTING 4
Books
Collection... ............................. COLLECTION 10
Dissemination ............................. DISSEMINATION 2
Budget
Analysis .................................. APPROPRIATIONS 4
Estimates ................................. APPROPRIATIONS 2
Hearings .................................. APPROPRIATIONS 3
_. Ary~f T71T T{( f
n...2 1.3d aff
Buildings ...................................... BUILDINGS & GROUNDS
Housing................................... NATIONAL DEFENSE 3
Security Protection of .................... SECURITf 1
Bulletin Boards ................................ BUILDINGS & GROUNDS 4
74
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25X1
Cablegrams ...................................... COI111UNICATIONS 5
Cafeterias ................................:..... BUILDING & GROUNDS 10
Career Service.........- ......................... PERSONNEL 5
Cataloging,,,,,,,,,,,,,,,?...................... EQUIPMENT & :SUPPLIES 1
Catalogs. ....................................~.. EQUIPMENT & SUPPLIES 4
Censorship
Information & Publications, SECURITY 4
Ilail....?........? .............??.......... COLLFE TION 6
Certifying Officers.............. .... ........~.. ACCOUNTING 5
Cessions ........................................ BUILDINGS & GROUNDS 1
Change to Lower Grade..........................~ PERSONNEL 1
Charts
rnl l an14r of ? ~ ..................'......... G
Dissemination of ........................... DISSEvaNAZTON 2
Organization ............o .................. ORGANIZATION & MANAGEMENT 9
Checks., Salary .................................. ACCOUNTING 9
T. .
Citations...... ................................. PERSLtN EL
Citizenship ..................................... PERSONNEL 6
Civil Defense... .............................. NA71ONAL DEFENSE 1
Civil Service...:: .......................... PERSONNEL
Civilian Reserve..::.:..: ....................... PERSONNEL 15
Claims
Audit ...................................... ACCOUNTING 3
Claims & Litigations ....................... LEGAL 1
Employees .................................. PERSONNEL 16
Medical .................................... MEDICAL 1
Shipment ................................... SHIPMENT 13
Classification
Communications & Records ................... SECURITY 2
Employees .......................... ? ....... PERSONNEL 7
Equipment & Supplies .............. ....?.... EQUIPMENT & SUPPLIES
Information & Publications....... .......... SECURITY 4
Clearance
Forms ...................................... Ft3RMS 1
Records .................................... RECORDS 1
Clubs & Societies., ............................. PERSONNEL 11
Code of Federal Regulations,.,,,?.......,?.??... LEGAL 4
......................................... .
75
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Reference File Designation
Collection ................ ..................... COLLECTION
Collections - Receipts........................ ACCOUNTING 6
Colleges
Outside Training - Personal*,*... ****00*00 PERSONNEL 3.1
Personnel Recruitment .................... PERSONNEL 15
Commendations
Employees...... ....................'....... PERSONNEL 3
Public Relations ...................?.???? PUBLIC RELATIONS 1
Committees...... ...............?.?????????????? COIJII{LITTEi;S
Intelligence Collection..... ............... COLLECTION 9
Common Carrier.... ............................. SHIPMENT
Co1u nicati.ons ................................. COMMUNICATIONS
Security.............. ....................
Compensation
Employee Accidents ........................ PERSONNEL 11
Medical ................................... MEDICAL 1
Complaints PERSONNEL 11
Employees .................................
Public Relations ........?????????????????? PUBLIC` RELATIONS 2
Conduct PERSONNEL 8
MEETINGS
Conferences ....................................
Congratulations.... ............................ PUBLIC RELATIONS 1
Conservation UIp T & SUPPLIES 7
Equipment ................a....~...........
Resources ................................. NATIONAL DEFENSE 2
Construction ................................... NATIONAL DEFENSE 3
Authorization ............................. BUILDINGS & MOUNDS 3
,,..,.: Wit. ................................... aR b 9-
0 0 .0 . . ........ .. . . ? .......... "P'17.7]
Contracts ...........................??????????? EQUIPMENT IPMENT & SUPPLIES 4
Procurement................a.......a.????? ACCOUNTING 6
Contributions ..................?............?..
Solicitation of Funds... .................. PERSONNEL 10
Control, Forms ...............................?. FORMS 1
Cooperation, Foreign Economic .................. NATIONAL DEFENSE 4
Coordinating. ......................,........... PRODUCTION 5
Coordination
Collection ................... COLLECTION/'3
T- _?s.__nc_ Dissemination.. . 9 0 0 4 9 0 .DISSEa INATION 3
Medical....... ............................ MEDICAL 5
COPY-ghts... ................................... INVENTIONS 1
76
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-o__Wy;F fllfff
25X1
r'i1e Designation
gnation
Correlating & Evaluating
Correspondence..................... ....... **-## ~IMUNICA TIONS 2
Cost Estimates............. ....BUILDINGS & GROUNDS 3
Cost of Living ................................. ACCOUNTING 2
Counseling,,.,,,,,-,,,,,,,,,,,, ................. PERSONNEL 11.
Courier Routes & Services
Agency .................................... COMMUNICATION 3
Court Attendance.........
...................... PERSONNEL 2
C
ourses, Training......... ..................... TRAINING 6
se T"M
Credit C
d
ar
s........ ........................... VEHICLES 3
Credit Union..... .............................. 11
Criticisms.... PERSONNEL ............................... PUBLIC RELATIONS 2
- ........ ? ? ......... . ti7V11P7UlYlG
Customs Courtesies ............................. TRAVEL 3
77
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File Designation
Damage
Building & Grounds ........................ BUILDING & GROUNDS 2
Equipment & 9tzpplies ...................... EQUIPMENT & SUPPLIES 5
Shipments ................................. SHIPMENTS 13-
Vehicles .................................. VEHICLES 6
Death of Employee .............................. PERSONNEL 17
Debts.......... ................................ PERSONNEL 8
Decentralization... ? ........................... ORGANIZATION & MANAGEMENT 4
Decisions...... ................................ LEGAL 2
Declarations.......... ......................... EQUIPMENT & SUPPLIES 7
Deductions
Bond,... ................................. ACCOUNTING 9
Retirement ......................:........ ACCOUNTING 9
Deeds
Acquisition............... ................ BUILDING & GROUNDS 1
Disposition .............................. BUILDING & GROUNDS 5
.....
SOWS IRON -!~-
Delegation of Authority, ........ ............... ORGANIZATION & MANAGEMENT 8
Demolition...... ............................... BUILDINGS & GROUNDS 5
Demotions ...................................... PERSONNEL 1
Demurrage ...................................... SHIPMENT 9-
Dentstry ...................................... MEDICAL 3
Deposits ........ ................~............. ACCOUNTING 6
Dermatology............ ........................ MEDICAL 3
Describing.... ................................. PRODUCTION 3
Design
Fortes .......................... .......... FORMS 1
Building & Grounds...... .................. BUILDING & GROUNDS 3
Detail, Employees......... ...................... PERSONNEL 1
Directives - Collection .............,.......... COLLECTION 201
Directories
Building .................................. BUILDING & GROUNDS 4
Telephone ................................. COMMUNICATIONS 6
Disallowances .................................. ACCOUNTING 3
Disbursements............ ...............,...... ACCOUNTING 8
Disciplinary Actions ........................... PERSONNEL 8
Discounts ...................................... ACCOUNTING 7
Procurement............ ................... EQUIPMENT & SUPPLIES 4
Diseases ....................................... MEDICAL 2
Dismantling...... BUILDINGS & GROUNDS 5
78
06
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Reference File Designation
Dismissal - Heat***** ..............???????????? PERSONNEL 2
Dispersal ..................?............?...... ORGANIZATION & MANAGEMENT
Disposal
Equipment & Supplies ..........???????????? EQUIPMENT & SUPPLIES 7
Records.....?.?..e.......????.???????????. RECORDS 2
Security of Records....................... SECURITY 2
Vehicles .................................. VEHICLES 13
Disposition
Buildings & Grounds ....................... BUILDINGS & GROUNDS S
Records.. ...............?????????..??????. RECORDS 2
Dissemination........ .......................... DISSEMINATION
Distribution
Administrative Issuances.................. DISSIIffNATION 1
Equipment & Supplies ...................... EQUIPMENT & SUPPLIES 2
Information* .........,...?... DISSEMINATLON 1
Documents
Collection* .................. COLLECTION Ie''Zr
Receiving ................................. EQUIPMENT & SUPPLIES S
Donations ...................................... PERSONNEL 10
Downgrading
Communications & Records.................. SECURITY 2
Information & Publications................ SECURITY 4
Drawings...... .....??..????...?.??????????????? BUILDINGS & GROUNDS 3
Drayage. ....................................... SHIPMENT 11 SUPPLIES
rugs......... ................................. EQUIPMENT & SUPDuplicating........... ......................... PRINTING & REPRODUCTION
Duties.. ....................................... PERSONNEL 7
25X1
79
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Reference
D
File Designation
Easements................ .......................BUILDINGS & GROUNDS 1
Electrical Communications.......................COIvNNICATIONS 5
Emergency Planning. .............................ORGANIZATION & MANAGEMENT 4
Employee Relations .................?...?...?...?PERS014NEL 11
Employment
e'll ................ ........ ? .
Federal ................................ ....PNdEL
Encumbrances ....................................APPROPRIATIONS 1
Endorsement............... 6 6 0 OPERSONNEL .....15
Engagements .....................................MEETINGS 1
Entry-Customs ................TRAVEL 3
Equipment & Supplies ............................ EQUIPMENT & SUPPLIES
Bids.. .....................................EQUIPMENT & SUPPLIES 1
& SUPPLIES 7
Contracts ..................................EQUIPMENT & SUPPLIES 4
& SUPPLIES 4
Distribution,,,,,,,so ,,,so ,,,,,,,,,,,,EQUIPJENT & SUPPLIES 2
Material for Study ....... ..................COLLEC TION 7
Medical ....................................EQUIPMENT & SUPPLIES
....................... .SECURI .SECURITY 1
Surplus & Salvage...,.. ....................EQUIPMENT & SUPPLIES 7
Establishment, ..........,,,,,,,,,,,,,,,...,...ORGANIZATION & MANAGEMENT 5
Estimate
Budget .....................................APPROPRIATIONS 2
Cost,..,. ,,,,,,,,,,,,,,,,,,,,,BUILDINGS & GROUNDS 3
Evaluation
Emp;oyes...................................PERSONNEL 12
Product.............?......................PRODUCTION 5
Examinations
Physical ...................................MEDICAL It
Recruitment......,,,... ....................PERSONNEL 15
Exceptions-GAO.........?.....?..................A000UN TING 3
Excess Lists ....................................EQUIPP~IT & SUPPLIES 7
Exchanges.........................?.............EQUIPMENT & SUPPLIES 5
Executive Orders ................................LEGAL 3
Exhibits
Budget Estimates ...........................APPROPRIATIONS 2
TT3~."~ olligenec "sseltilkeKen. DIWt~t'LL ~j~
4 interyjett ..........
..............
Expenditures................... 8
Exploitation ..........................i.........PRODUC TION
Express ...................................:.....SHIPMENTS 10
80
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osaaairaxz
25X1
Reference
fi flenotnhar
File Designation
Facilities
Ho spi tal................................... MEDICAL 2
_ lii_ err - . ... ........... . .. .
Training .................................. TRAINING 2
Fair Employment......... ....................... PERSONNEL 11
Federal Agencies
I,iaison ...................................... LIAISON I
Meetings............................... MEETINGS 2
Federal Register............................... LEGAL 14
Fees ........................................... ACCOUNTING 6
Filing Systems.... ............................. RECORDS 3
Fire ........................................... BUILDINGS & GROUNDS 2
Fire Drills..... .......................,....... PERSONNEL 16
First Aid ...................................... PERSONNEL 16
Foreign
[r.V .................................
Economic Cooperation...................... NATIONAL DEFENSE 4
Laws & Regulations... ..................... LEGAL 4
Travel...... .............................. TRAVEL 4
Forms .............................,............ FORMS
Requi sitlons .............................. EZUIP1v1EN T Sc SUPPLIES 4
Flood .......................................... BUILDING & GROUNDS 2
Freight... ..................................... SHIPMENTS
Functions..... .............................,... ORGANIZATION & MANAGEMENT 8
Funds
Accounting for.......... .................. ACCOUNTING
Budget Estimates .......................... APPROPRIATIONS 2
Solicitation of ........................... PERSONNEL 10
Travel, Advance...... ..................... TRAVEL 1
81
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Reference File Designation
GAO Exceptions ................................. ACCOUNTING 3
Garbage... ..................................... BUILDINGS & GROUNDS 10
Grading.... .................~.................. BUILDINGS & GROUNDS 6
Grants ........................................ BUILDINGS & GROUNDS 1
Graphics ....................................... DISSEMINATION 2
Greetings ...................................... PUBLIC RELATIONS 1
Grievances ..................................... PERSONNEL 11
Gynecology.......... ........................... MEDICAL 3
82
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CDiliaiklEa
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.E3O L
25X1
]h.8e+ber2~
Reference File Designation
Hatch Act.... .................................. PERSONNEL 8
Health.......... ............................... PERSONNEL ].1
Hearings
Appropriations............................ APPROPRIATIONS 3
@gislata.V@..........-...........??......? LEGAL 5
Personnel......... ........................ PERSONNEL 11
Heating...................... .................. BUILDING & GROUNDS 10
Holidays ....................................... PERSONNEL 2
Honor Awards ...................-............... PERSONNEL 3
Hospital Facilities.. .......................... MEDICAL 2
Hospitalization ................................ PERSONNEL 11
Hot Plates ..................................... BUILDINGS & GROUNDS 10
Hours of Duty...... ... ......................... PERSONNEL 2
Household Goods ................................ SHIPMENT 15
Housing..................., . .. .................. NATIONAL DEFENSE 3
Personnel................................. PERSONNEL 11
83
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Reference - File Designation
?
? ? ....... ? ... .... Y ... ...."?a i & Orr
Identification
ReAges.
Property..?. ................................ EQUIPMENT & SUPPLIES 1
Vehicles .................................... VEHICLES 8
Immunization...,.......... ....................... MEDICAL 6
Improvement Program .............................. ORGANIZATION & MANAGEMENT 2
Incorporating..........? ......................... PRODUCTION 4
Industrial Mobilization..?..?.... ................ NATIONAL DEFENSE 5
Informants ....................................... COLLECTION 1
Injuries ........................................ MEDICAL 2
In Service ....................................... TRAINING 3
Inspection
Field .................................:..... ORGANIZATION & MANAGEMENT 3
Procurement............ .................... EQUIPMENT & SUPPLIES 4
Safety........... ........................... PERSONNEL 16
Vehicles .................................... VEHICLES 4
Installation
Equipment & Supplies....................... EQUIPMENT & SUPPLIES 3
Telephones .... .............................. COMMUNICATIONS 4
Institutions .................................... LIAISON 5
Instructions
Personnel Evaluation ........................ PERSONNEL 12
Safety ..................................... PERSONNEL 16
Insured Mail .................................... COMMUNICATIONS 2
Insurance, Employee .............................. PERSONNEL 11
. COLLECTION
Interest.? ....................................... ACCOUNTING 6
International
Liaison ..................................... LIAISON 2
Meetings................. ... ....... .? MEETINGS 4
Inter-Office... .... .............................. COMMUNICATIONS 1
Interpretations .................................. LEGAL 2
To 2
81
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25X1
File Designation
Interview
Entrance .................................... PERSONNEL 15
Intra Agency
pffWSWIRIE 1
Liaison...... ............................... LIAISON 3
Meetings .................................... MEETINGS 3
Introductions .................................... PUBLIC RELATIONS 4
Inventions ....................................... INVENTIONS
Inventories
Personnel ................................... PERSONNEL 7
Property .................................... EQUIPMENT & SUPPLIES 5
Records ..................................... RECORDS 2
Vital Materials ............................. RECORDS 6
Investigations......... .......................... INVESTIGATIONS
Invitations
Bids............... ......................... EQUIPMENT & SUPPLIES 4
Meetings .................................... MEETINGS 1
Invoices and Vouchers............................ ACCOUNTING 12
Irregularities, Accounting......................, ACCOUNTING 3
Issuances, Ad fnistrative ........................ ORGANIZATION & MANAGEMENT 1
Distribution of DISSENJNATION 1
Itineraries & Reservations...... ................. TRAVEL 5
85
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5X1
File Designation
Job Description ....................... .......... PERSONNEL 7
Jury Duty ....................................... PERSONNEL 2
Justifications
Budget Estimates ............................ APPROPRIATIONS 2
Procurement...... ................ .......... EQUIPMENT & SUPPLIES 4
86
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D 16
Reference
File Designation
Labor
Federal Employees ........................... PERSONNEL
Laboratory Equipment......... .................... MICAL 3
Landscaping ...................................... BUILDING & GROUNDS 6
Laws - Regulations ............................... LEGAL 1..
Leases ........................................... BUILDINGS & GROUNDS 1
Leave ............................................ PERSONNEL 2
Lectures ......... ............................... DISSEMINATION 2
Legal ............................................ LEGAL
Legislation ...................................... LEGAL 5
Liaison........... ............................... LIAISON
Library...........,.... .......................... REFERENCE LIBRA1
Licenses ......................................... BUILDINGS & GROUNDS 1
License Plates ................................... VEIIIICLES 5
Lighting ......................................... BUILDINGS & GROUNDS 10
Linguists......... ............................... PERSONNEL 7
Liquidation....... ............................... ORGANIZATION & 1JANAGEh1ENT 5
Lists
Excess ...................................... EQUIPMENT & SUPPLIES 7
Mailing ..................................... DISSEMINATION 1
Telephone ............ ...............:....... COMMUNICATIONS 4
Litigations ...............................e...... LEGAL 1
Loans
Buildings &Grounds ......................... BUILDINGS & GROUNDS 1
Property .................................... EQUIPMENT & SUPPLIES 5
Records ..................................... RECORDS 2
Logistics ...................... .................. EQUIPMENT & SUPPLIES
Loss
Property .................................... EQUIPMENT & SUPPLIES 5
Shipments ................................... SHIPMENTS 13
Vehicles .................................... VEHICLES 6
Re*! ow. arnugl qv ~
87
25X1
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UMIDDO8If flD
25X1 3-6
Reference File Designation
Mail ............................................. COMMUNICATIONS 2
Mailing Lists... ................................. DISSEMINATION 1
Maintenance
Buildings & Grounds ......................... BUILDINGS & GROUNDS 7
Equipment & Supplies ........................ EQUIPMENT & SUPPLIES 3
Vehicles ................................... VEHICLES 7
Management ...................................... ORGANIZATION & MANAGEMENT
Forms....... .... ....................?....... FORMS 1
Records.. ................................... RECORDS 4
Manpower .........................:............... NATIONAL DEFENSE 6
Planning....... ............................. PERSONNEL 15
Maps
Collections... .......................;....... COLLECTIONS 10
Dissemination ............................... DISSEMINATION 2
Material
COLLECTION 7 .:-
Dissemination Media ......................... DISSEMINATION 2
Essential or flaw NATIONAL DEFENSE 2
Maternity Leave .................................. PERSONNEL 2
Medical...........I ............................? MEDICAL
Special.ties ................................. MEDICAL 3
Surveys..................................... MEDICAL 7
Medicine
General............ ......................... MEDICAL 2
Preventsve,,...... .......................... MEDICAL 6
Meetings ......................?.................. MEETINGS
Memberships ...................................... COMMI`fi'EES 1
Memoranda of Understanding LIAISON
Messenger Service ................................ COMMUNICATIONS 3
Methods .......................................... ORGANIZATION & MA.NAGEENT 7
Microfilming ..................................... RECORDS 5
Military ......................................... NATIONAL DEFENSE 7
Leave ........................................ PERSONNEL 2
Personnel ................................... PERSONNEL 13
Reserve Training ............................ PERSONNEL 11
Minutes
Committees .................................. COMMITTEES 2
Meetings.. .................................. MEETINGS 5
.. . . . . .. . . . . .. .. .. 17-
88
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OONrtIDE iTT.eT
25X1
Reference
File Designation
Missions 1 a
!"604l'4go .. .. ? ? ? ... 677 991"0 '. i -nom
Personnel Matters.. ......................... PERSONNEL
Table of Organization...,...........,,... ORGANIZATION & MANAGnENT 9
Mobilization-Industrial .......................... NATIONAL DEFENSE 5
Mortgages ........................................ BUILDINGS & GROUNDS 1
Motor Carrier ..................................... SHIP14ENT 2
89.
Approved For Release 20 jn MJ DP74-00005R000200010010-1
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Reference
D
all
File Designation
National Defense. ........................ ? ? ..... NATIONAL DEFENSE
Neurology........................................ MEDICAL 3
Newspapers G
Collection***** ............................. COLLECTION e
Dis8eml.nation.............??..?.?........... DISSEMINATION 2
X" R-wt-o4ating Agencies
wo -ION 3'
No taries .................?..e.......?.....??....? LEGAL 6
Notices.......... ................................ ORGANIZATION & MANAGEMENT 1
90
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.Aft
 Approved For Release 2002/08/26 : CIA-RDP74-00005R000200010010-1
Reference
File Designation
Official Courier Service..... .................... COMMUNICATIONS 3
Office Building - Space .......................... BUILDINGS & GROUNDS 9
Open Market Procurement.., , , EQUIPMENT & SUPPLIES 4
Mperstien-
Opinions ......................................... LEGAL 2
Opthalrrology, ..................................... r ICAL 3
Orders
Administrative .............................. ORGANIZATION & MANAGEMENT 1
'E3{ecutive?...? .......................e.....? LEGAL 3
Purchase....... ............................. EQUIPMENT & SUPPLIES 4
gavel..,... ................................ TRAVEL 2
Organization &Management.. ...................... ORGANIZATION & MANAGEMENT
Organizational Activity ORGANIZATION & MANAGEMENT 6
Orientation
wining....... ............................. TRAINING 3
Orthopedics ...................................... MEDICAL 3
Outside Training
Agency ...................................... TRAINING 5
Personal,,,,,,..... .... ..................... PERSONNEL 11
Outside Work....... .............................. PERSONNEL 11
Overseas Duty .................................... PERSONNEL 1
Overtime ......................................... PERSONNEL 2
Overtime Policy .................................. PERSONNEL 2
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25X1
File Designation
Painting
Building & Grounds .......................... BUILDINGS & GROUNDS 7
Equipment & Supplies..... ................... EQUIPMENT & SUPPLIES 3
Panel. -
? ,,....... . .i..s.,...:
Parking Space............. ....................... BUILDINGS & GROUNDS 9
Participants ........ ............................. PRODUCTION 5
Atenei-ee
Passports ........................................ TRAVEL I.
Patents .......................................... INVENTIONS 1
Pay - Military Personnel ......................... PERSONNEL 13
Payrolls & Salaries, ........ ..................... ACCOUNTING 9
Penalty Privilege.. C?MMNICATIONS 2
Per Diem ......................................... ACCOUNTING 2
Performance Ratings...... ....................... PERSONNEL 12
Periodicals
Collection... COLLECTION ].A'`6
Dissemination... . ... DISSWINA'TION 2
Printing .................................... PRINTING & RETRODUCTION 5
Permits
Buildings & Grounds ......................... BUILDINGS & GROUNDS 1
Operator .................................... VEHICLES 9
Parking ..................................... BUILDINGS & GROUNDS 9
Postal........ .............................. COMMUNICATIONS 2
Personal Effects ................................. SHIPN;NTS 15
Personnel............. ........................... PERSONNEL
Ceilings .................................... ORGANIZATIQN & NANAGEL NT 9
Evaluation................. ..............,., PERSONNEL 12
Security ............. ............. ...'....... SECURITY 5
Petitions.... .................................... PUBLIC RELATIONS 3
Pets - Transportation of,,,,,,,,,,,,,,,TRAVEL 6
Physical Examinations ............................ MEDICAL
Physical Standards - Tests ....................... MEDICAL 4
Planning
Emergency ............................;....... ORGANIZATION & MANAGEt N T 4
Nsnpower .................................... PERSONNEL 15
92
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-W Cle'lligollow
File Designation
Planning & Coordination
Collection .................................. COLLECTION 0?1.3
Dissemination ................................ DISSEI?IINATION 3
Exploitation ................................ PRODUCTION 5
Production .......... ........................ PRODUCTION 5
Plans
Construction. BUILDINGS & GROUNDS 3
General ..................................... ORGANIZATION & rANAGLfi ANT 6
Medical ..................................... I vICAL 5
Policies - Procedures
Evaluation of ................. PRODUCTION 2
Printing & Reproduction ..................... PRINTING & REPRODUCTION 1
Production ....................~............. PRODUCTION 5
Security .................................... SECURITY 3
Trainsng..,... .............................. TRAINING 1
Travel ...................................... TRAVEL 6
Vehicles .................................... VEHICLES 2
Vital Materials ............................. RECORDS 6
Policy & Procedural Orders ....................... ORGANIZATION & 1,1MAG BENT 1
Political Activities ............................. PERSONNEL 8
Position Description ............................. PER3011NEL 7
Postage
Collecvtions & Receipts ...................... ACCOUNTING 6
Mail ..................................... ... CON UNICATIONS 2
Postal Laws & Regulations.................... .... CO MMUNICA7IONS 2
Power - Utilities ................................ BUILDINGS & GROUNDS 10
Power of Attorney....... ......................... ACCOUNTING 9
Preservation
Buildings & Grounds ......................... BUILDINGS & GROUNDS 7
Equipment & Supplies......... ............... EQUIPI,ENT & SUPPLIES 3
Records.............. ....................... RECORDS
Vehicles .................................... VEHICLES 8
Press Release .................................... DISSEMINATION 2
Preventive Medicine .............................. MEDICAL 6
Price Control .................................... NATIONAL DEFENSE 8
Price Lists ...................................... FQUIPNENT & SUPPLIES 4
Printed Matter......... .......................... COLLECTION 10
Printing & Reproduction..................... ..... PRINTING & REPRODUCTION
Priorities, Procurement EQUIPMENT & SUPPLIES 4
Private Transportation......... .................. TRAVEL 7
Procedures
General. .................................... ORGANIZATION & MANAG&IN T 7
Mail & Correspondence....,,,,,,,,,,,,.,,,,,,, CONNUNICATIONS
Printing & Reproduction........ .... *.* ... so* PRINTING & REPRODUCTION
Records..........., ......................... RECORDS 3
93
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 Approved For Release 2002/08/26 CIA-RDP74-00005R000200010010-1
File Designation
security .................................... SECURITY 3
Training .............................. TRAINING 1
Vital Materials ............................. RECORDS 6
Procurement
Equipment & Supplies ........................ EQUIPMENT & SUPPLIES 4
Vehicles...?........ ........................ VEHICLES 10
Production...................... .... .......... NATIONAL DEFENSE 9
Defense...... ............................... NATIONAL DEFENSE 9
Programs
F ...................... PERSONNEL ll
ener ........ .................... ........ ORGANI :A'TION & NANAGaIONT 6
Management Improvement ...... .... . ...... . ORGANIZATION & MANAGNENT 2
Printing & Reproduction..................... PRINTING & REPRODUCTION 2
Training.......? ............................ TRAINING 3
Progress Reports
Construc Lion ................................ BUILDINGS & GROUNDS 3
Vital Materials ............................. RECORDS 6
Project Proposals .......................?....... BUILDINGS &. GROUNDS 3
Promotions ..................... ?................, PERSONNEL 1
Property Passes........... ....................... EQUIPMENT & SUPPLIES 5
Pro faction ...................................... BUILDINGS & GROUNDS 2
Psychiatry ...................................... MEDICAL 3
Psychology........... ............................ MEDICAL 3
Public Address Systems ...... ..............;....... COMMUNICATIONS 1
Publications
Administrative Issuances ...? ................ ORGANIZATION & MANAGEMENT 1
Distribute on ................................ DISS 4INATION 1
Printing & Reproduction ..................... PRINTING & REPRODUCTION 5
Security................. ... 0 ........ ....... SECURITY 4
Public Relations ................................. PUBLIC RELATIONS
Publicity.. ...........................?.......... PUBLIC RELATIONS
Purchase Orders.,.? .............................. EQUIPNEM T & SUPPLIES 4
94+
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Q6 'mm em 951ps
_Q_
File Designation
Qualifications
Applicants .................................. PERRONNE2, 15
Position .................................... PERSONNEL 7
Recruitment............ ..................... PERSONNEL 15
Quarters Allowances .............................. ACCOUNTING 2
Questionnaires, Personnel... -**so ................ PERSONNEL 15
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File Designation
Radio ????,?,,?, Cornunicatiors .................. COMMUNICATIONS 5
? .... .
Releases .............. ......................... ? DISSEMINATION 2
Radiology ............................................ MEDICAL 3
Rail Transport ....................................... SHIPMENT 3
Rates.... .......................
Rationing SHIPMENT lit
.... SUPPLIES
................?...?...?........?........ EQUIPMENT & 2
BUILDINGS & GROUNDS
Real Estate .............?.............?....?......... NNEL 1
Reassignment ......................................... PFRSU
Receipts & Collections .......................?????..? ACCOUNTING 86SUPPLIES 5
Receiving Documents ............................ ...... EQUIPMENT Reclassification
Coimaunications and Records............?????????? SECURITY 2
Employees ........................................ PERSONNEL 7
Information & Publ.ications...................... SDCUR]TY 4
Recording., Wire ...................................... DISSEMINATION 2
............................ RECORDS RECORDS 1
Records.....................
Accessibility ............................????
Personnel ....................................... PERSONNEL ltt
Safeguarding ............ ... SECURITY 2
PERSONNEL
...........................
Recreation....... ......... 11
Recruitment .......................................... PERSONNEL 15
Reemployment .... ............. ... PERSONNEL 1
...
Reference Library ......... REFERENCE LIBRARY
.......... COMMUNICATIONS 2
Referred Letters. ......................??............
............. BUILDINGS & GROUNDS 10
Refrigeration .......... ??????????? ????'
Refunds
Collections and Receipts ......?????????????????? ACCOUNTING 6
Disbursement .................................... ACCOUNTING 8
Registered Mail ...................................... COJYTUNIC.TIONS 2
Regulations . ? ? ORGANIZATION & r7ANAGEPMIT 1
Administrative Issuances .....................
Distribution ...................?................ DISSEMINATION 1
Laws ....... LEGAL It
......................?....,............ COrs?IiTNICATIONS 3
Postal ...................................
Security**"*"* ................................ SECURITY 3
Shipment ........................... ............ SAVEL 7
Travel .......................................... TRRAVEL 6 6
Vehicles ........................ .... VEHICLES 2
N''.D
Rehabilitation...................................... ICAL 2
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?9m emft""04
Reference File Designation
Relations, Bmployee .......................... PERSONNEL 11
Release of
Communications & Records ................ SECURITY 2
Information & Publications.............. SECURITY 4
Space... ............................... BUILDINGS & GROUNDS 9
17
-PERBONNEL
Rental of Equipment .......................... EQUIPNEN T & SUPPLIES 4
Rents .............. .......................... ACCOUNTING 6
Reorganization ............................... ORGANIZATION & MANAGEMENT 5
Repair
Buildings & Grounds ..................... BUILDINGS & GROUNDS 7
Equipment & Supplies .................... EQUIPMENT & SUPPLIES 3
Vehicles.. .............................. VEHICLES 7
Reports ...................................... REPORTS
Accounting .............................. ACOOUN TING 10
Appropriations.......................... APPROPRIATIONS 4
Building & Grounds ...................... BUILDINGS & GROUNDS 8
Committees.............................. COMKITTEES 2
Construction ............................ BUILDINGS & GROUNDS 3
Disposition of Records .................. RECORDS 2
Evaluation of Employees................. PERSONNEL 12
Fi mess ................................. PERSONNEL 12
Medical.....a ........................... MEDICAL 7
Meetings ................ .........?...... NIEE TINGS 5
National Defense...... ....... ........... NATIONAL DEFENSE 11
Personnel ............................... PERSONNEL 111.
Printing & Reproduction ................. PRINTING & REPRODUCTION 3
Training ................................ TRAINING 4
Travel..... .... o..* .......... 9 ....... *to TRAVEL 9
Vehicles ................................ VEHICLES 11
Vital Materials ......................... RECORDS 6
Representatives .............................. PUBLIC RELATIONS 5
Reproduction ............................... PRINTING & REPRODUCTION
Requests
Collection......... ..................... COLLECTION ]ii'1
Dissemination. .......................... DI SSEMINA'PION
Printing & Reproduction................. PRINTING & REPRODUCTION 4
Records ...........................:..... RECORDS 1
Travel .................................. TRAVEL 1
Requirements
"'. '. i .. ? . . . . . . . . ? ...... . . 7-
Collection .............................. COLLECTION 1* '
Equipment ............................... EQUIP1,2NT & SUPPLIES 4
Personnel ............................... PERSONNEL 15
97
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Reference
Requisitions
File Designation
Equipment & Supplies ....................... EQUIPMENT & SUPPLIES !t
Forms From Stock ........................... EQUIPMENT & SUPPLIES 4
New Forms................. ................. FORNS I
Printing & Reproduction........ ......... 000 PRINTING & REPRODUCTION 14
Recruitment ........................ PERSONNEL 15
Vehicles ................................... VEHICLES 2
Reserve Training, Military...................... PERSONNEL 11
?twsrnrss~ery. rr A b 17
Resolutions ..................................... LEGAL 5
Resources, Conservation ................ ........ NATIONAL DEFENSE 2
Responsibilities
Intelligence Collection............ ........ COLLECTION 9
Production.......... ....................... PRODUCTION 5
Rest....... ............... ...................... MEDICAL 2
Restrictions..... ............................... DISSEMINATION 5
Retirement Deductions ........................... ACCOUNTING 9
Retirements ..................................... PERSONNEL 17
Revision of Forms ............................... FORMS 1
Rights of Way .............. .................. .... BUILDINGS & GROUNDS 1
Royalties.... 0..** .... 0.00 .... 0*40*09 ........... ACCOUNTING 6
98
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File Designation
Safehouses......................................... COLLECTION 2
Safety... 0-06044.00 ....... * ............... 0 ...... PERSON! L 16
Sales Authorization ................................ EQUIPMENT & SUPPLIES 7
Salvage ............................................ EQUIPMENT & SUPPLIES 7
Sanitation ......................................... MEDICAL 6
Schedules
Collection - Receipts ....................... ACCOUNTING 6
Disbursements ................................. ACCOUNTING 8
Records Disposition ........................... RECORDS 2
Schools
Dependent Children ............................. PERSONNEL 11
Outside Training - Agency ..................... TRAINING 5
Outside Training - Personal ................... PERSONNEL 11
Personnel Recruitment ....... .................. PERSONNEL 15
Security ..............., ...................... .. SECURITY
Telecommunications ................... COMMUNICATIONS 6
Selection .......................................... PERSONNEL 15
Selective Service
Draft Deferrment.............................. PERSONNEL 11
Military Leave ................................ PERSONNEL 2
Separation For ................................ PERSONNEL 17
Separations ........................................ PERSONNEL 17
Sewerage ........................................... BUILDINGS & GROUNDS 10
Shipment.. ....................................... SHIPNM
Signs ..... ........................................ BUILDINGS & GROUNDS 4
Slots .......................... ................... ORGANIZATION & MANAGEMENT 9
Societies.. ........... ............................. PERSONNEL 11
Solicitation of Funds... ........................... PERSONNEL, 10
Sources
Intelligence .................................. COLLP7CTION 1
Recruitment......... .......................... PERSONNEL 15
Space ............................................... BUILDINGS & GROUNDS 9
Special Delivery. .................................. C0? IUNICATIONS 2
Specifications
Buildings & Grounds ........................... BUILDINGS & GROUNDS 3
Equipment & Supplies .......................... EQUIPMENT & SUPPLIES 1
Speeches .............. ............................. DISSEMINATION 2
Standardization, Form .............................. FORM5.1
Standards
Job ........................................... PERSONNEL 7
Physical... ................................... MEDICAL 4
Recruitment..... .............................. PERSONNEL 15
State Agencies ..................................... LIAISON 5
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Reference
Statements
Accounting .................................
Appropriations ... ................. .......
Statistics
Appropriation .............................
Budget. ........................... .......
General ....................................
Personnel......... .........................
Status ..........................................
Stock Catalogue .................................
Stockpiling .....................................
Storage
Communications & Records ...................
Equipment & Supplies .......................
In Transit............ .....................
Space ........................... ....... ....
Vehicles... ................................
Summaries .......................................
Supergrades ....................................
Supplemental Appropriations .....................
Supplies..- ............................... ....
Intelligence ..............................
Material for Stud .........................
Operational..... ...........................
Surplus
Equipment & Supplies .......................
Personnel,......... ...... 0.00.0 .........
...
Vehicles., ....... o .... o ...... 0 ...... # ..... Surveillance ................ ................ ....
Surveys
Board, Surplus Property....................
Buildings & Grounds ........................
Equipment & Supplies .......................
Improvement Program..............!... ......
Intelligence ...............................
Management ...................... .........
Medical.. ..................................
Records .....................................
Suspensions ....................................
Systems
Accounting .................................
Filing .. . ... .... . . . . . . . ... . . . . . . . . ... . . . . . .
File Designation
ACCOUNTING 10
APPROPRIATIONS 4
APPROPRIATION 4
APPROPRIATION 4
REPORTS
PERSONNEL 14
PRODUCTION 8
EQUIPMENT & SUPPLIES 1
EQUIPMENT & SUPPLIES 6
SECURITY 2
EQUIPMENT & SUPPLIES 6
SHIPMENT 12
BUILDINGS & GROUNDS 9
VEHICLES 12
ACCOUNTING
PERSONNEL 18
APPROPRIATIONS 5
EQUIPMENT & SUPPLIES
COLLECTION 2
COLLECTION 7
COLLECTION 2
EQUIPM NT & SUPPLIES 7
PERSONNEL 17
VEHICLES 13
COLLECTION 8
EQUIPMENT & SUPPLIES 7
BUILDINGS & GROUNDS 1
EQUIPMENT & SUPPLIES 5
ORGANIZATION & fA.NAGEMENT 2
DISSEMINATION 2
ORGANIZATION & MANAGEMENT 2
MEDICAL 7
RECORDS 4
ACCOUNTING 3
ACCOUNTING 11
RECORDS 3
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File Designation
Tables of Organization.... ........................ ORGANIZATION & MANAGEMENT 9
Tax Exemptions... ................................. EQUIPMENT & SUPPLIES 4
Tee ~t ti na1... ......................... OOLLD TION..9
Telegrams....................... .................. COM[11UNICATIONS 5
Telephone ......................................... CO?IMUNICATIONS 4
Ned.. ...................................
Teletypes............ ............................. COMMUNICATIONS 5
Television.......... .............................. COMMUNICATIONS 5
Tests
Employees .................................... PERSONNEL 15
Equipment & Supplies ......................... EQUIPMENT & SUPPLIES 14
Physical.... ................................. MEDICAL 4
Recruitment........... ....................... PERSONNEL 15
Theft
Property ..................................... EQUIPMENT & SUPPLIES 5
Vehicles ..................................... VEHICLES 6
Time & Attendance Reports ......................... ACCOUNTING 9
Tires - Tubes ..................................... VEHICLES 14
Titles
Building & Grounds ........................... BUILDINGS & GROUNDS 1
Vehicles....... ...... * ............. # ... * .... e VEHICLES 15
Toll Calls ....................................... COP'MUNICATIONS 4
Tour of Duty Overseas............ 4 ............... PERSONNEL 1
Tourists......... ................................. COLLECTION 5
Trademarks ........................................ INVENTIONS 1
Training ....... .................................. TRAINING
Military ..................................... PERSONNEL 11
Outside - Agency ............................. TRAINING 5
Outside - Personal ........................... PERSONNEL 11
Personnel .................................... TRAINING 3
Security..... ................................ SECURITY 5
Transfer
Appropriations .... .......................... APPROPRIATION 1
Buildings & Grounds..... ..................... BUILDINGS & GROUNDS 1
Equipment & Supplies ......................... EQUIPMENT & SUPPLIES 7
Functions ................................... ORGANIZATION & MANAGWENT 8
Personnel .................................... PERSONNEL 1
Records ...................................... RECORDS 2
To Other Agencies ............................ PERSONNEL, 17
Translating ....................................... PRODUCTION 9
Transportation
Private Vehicles...... .,,?...,.,............, TRAVEL 7
Requests
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Reference File Designation
Trash, Collection - Disposal,,,,*,,,,,,*,,,.,*,* BUILDINGS & GROUNDS 10
Classified ................................ ;SECURITY 2
7~avel .......................................... TRAVEL L
Treatment, Medical........ ..................... MEDICAL 2
Typewriter - Repair ............................. EQUIPHENT & aMPLIES 3
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Reference File Designation
Unions, Employee........... ................... PERSONNEL 11
..........................
Urology. ...................................... MEDICAL 3
Utilities & Services... ....................... BUILDINGS & GROUNDS 10
Utilization ............... .................... EQUIPMENT & SUPPLIES 8
103
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Reference
File Designation
Vacancies.*.* ........ 0 .......................... & PERSONNEL 15
Vacations....... ................................. PERSONNEL 2
Vehicles ....?.................................... VEHICLES
Sale of Overseas ............................ VEHICLES 13
Ship.ent........................... ......... SHIPMENT 15
Travel...... ................................ TRAVEL 7
Vending Machines
Money from... ...................... ......... L3AL 2
Use and Installation ........................ BUILDINGS & GROUNDS 10
Violations...... ................................. SECURITY 6?
Visas ...................... ... ................... TRAVEL 4
Visitors........ ....... ........... ............... PUBLIC RELATIONS 5
Vital Materials......... ......................... RECORDS 6
Vouchers**, ...... oo#.* ........................... ACCOUNTING 12
Payroll Vouchers....... ....... .............. ACCOUNTING 9
Reference File Designation
Wage Stabilization .................................. NATIONAL DEFENSE 10
Waivers
Physical Examinations .......................... MEDICAL It
Water ............................................... BUILDINGS & GROUNDS 10
Welfare,. ........................................... PERSONNEL 11
Wire Communications ................................. COMMUNICATIONS 5
Withholding Tax... .................................. ACCOUNTING 9
Work Orders, ..... ............ .... foot ......BUILDINGS & GROUNDS 3
Work - Outside ...................................... PERSONNEL 11
Reference
File Designation
X-ray
Examinations .................. .............. MEDICAL I
X-rays ....................................... MEDICAL 4
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HOW TO DISTAZL THE A Th I ..'y SUH T-NUMMC FILING SY iT
HePerence: I I Handbook For Subject Filing
1. First, glance over the material in your present file (or simply
check the folder labels and note which of the 31 subjects on
wee 33 of reference (a) apply. The alphabetical index begin-
ning an page 72 will also help. Make up a file guide for each
applicable subject. Arrange tae guides alphabetically in an
empty drawer or other vacant work space. A couple of boxes will
do temporarily If cabinet space is tight.
2. Next, separate current files from your non-current records.
"
`
-
(
Currentshoul
dbe
Interpreted to acaan"""`rasese" "ae"d '"'fi'n the conduct
of current business, regardless of the date of that document."
Ho ever, in most cases our nt files will be those for the current
yezear.) Sisply take one folder at a time, note its contents and the
date of the material. If a folder contains both current and non-
current material, don't "break" the folder, transfer the en ire
folder to the new file you're setting up. Place each folder
behind the primary guide that best identifies the contents of
the folder (e.g. Personnel, Liaison, Security, etc.). in you
may wish to refer to the alphabetical index for guidance.
Folder by folder work your way through the entire Me. Be sure
to write the primary classification on each folder in pencil to
ensure its proper return should it be charged out.
Nov you're in business. You've separated your active files from
the bulk of your inactive records. You've also grouped related
material together. In all probability you've found folders you
never knew existed. You any also find duplicate documents filed
in separate folders, or folders that have but one or two papers
.
Your next step then is to set up the necessary folders to refine
your system.
To do this, first determines the secondary, and if necessary,
the tertiary classification of each peice of current material
behind a priccry guide. Examine each folder. Often all of the
material in one folder can be classified under ow secondary
classification such as "Attendance and Absence" which Is a
secondary heading under the primary, "FMSOh L." In this ease
the entire folder can be classified. Ha ver, if a folder contains
miscellaneous papers, for example on personnel matters, you'll
need to classify each paper.
Make up the necessary folders that the volume and the number of
secondary or tertiary subjects require. For instaance, if the
record volume is small, make a folder only for the primary subject,
even though. you. may have classified so-me papers according to a
secondary or tertiary category. Later, if the primary folder
becomes full (20-30 pieces), you can set up secondary folders.
Place the current material in the new folders, *nd transfer the
balance of any noncurrent material back to the noncurrent file.
Continue the above process in succession for each subject category
until you've reworked your entire file. You'll find that this
can be done in spare moments without disrupting the orderliness
of your files.
For the STAT