OFFICE OF RECORD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000100030003-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 135
• Document Creation Date: December 9, 2016
• Document Release Date: May 24, 2001
• Sequence Number: 3
• Publication Date: November 17, 1961
• Content Type: MEMO

Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
C-0-11-2-17.-1T-Z-V142-S-11-X.
17 November 1961
TO 3 OGC Has Reviewed
Ymm t22.
C.J.S. Records ?1 73, 75, 76.
1. Prison records
Where prisoner sought to compel At-
torney General to deliver up to prisoner
Certain letters from a young lady and
her father contained in his prison tile,
sections 366-380 of this title ? providing
for procedure relating to disposition,
safe:keeping, and destruction of govern-
ment records were ? exclusive and pre-
cluded relief sought. Dayton v. McGran-
ery, 1953, 201, I.21 711, 92 C.S.App.D.C.
24.
PTER 11.?FEDERAL RECORD MANAGEMENT [NEW]
'Sec.
of appropria- .
(c) Personal inspection and sur-
vey of records
(d) Record centers for storage.
process, and servicing of
records.
. (e) Regulations.
. (0 Retention of records.
596. Records management by Agency
heads..
(a) General duties.
(b) Establishment of program of
management.
(c) Storage, processing, and serv-
icing of records
d)? Certifications and determina-
i ions on transferred records.
(e) afeguards.
(f) awful removal, distribu-
11 . etc
(g) Autbo ? y of Comptroller
Genera .
396a. Final authority ?f Administrate!'
in matters regar ng surveys of
records, etc.
397. Archival administration.
(a) Acceptance of reco Is for
historical preservatio
(b) Responsibility for cus
use, and withdrawal of r
d
(c) Preservation, arrangement,
duplication, exhibition. etc.
of records. ?
(d) Servicing records.
(e) Material accepted for deposit,
73
Y.
Approved For Release 2001/08/30: CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
ments facilitating the use of the collections shall have prece-
dence over detailed calendars and textual reproductions.
This Commission shall meet at least once a year, and the
members shall serve without compensation except repayment
of expenses actually incurred in attending meetings of the
Commission.
SEC. 6. That there is hereby further created a National
Archives Council composed of the Secretaries of each of the
executive departments of the Government (or an alternate
from each department to be named by the Secretary thereof),
the Chairman of the Senate Committee on the Library, the
Chairman of the House Committee on the Library, the
Librarian of Congress, the Secretary of the Smithsonian
Institution, and the Archivist of the United States. The said
Council shall define the classes of material which shall be
transferred to the National Archives Building and establish
regulations governing such transfer; and shall have power
to advise the Archivist in respect to regulations governing
the disposition and use of the archives and records trans-
ferred to his custody.
SEC. 6a. Whenever any records the use of which is sub-
ject to statutory limitations and restrictions are transferred
to the custody of the Archivist of the United States, permissive
and restrictive statutory provisions with respect to the exam-
ination and use of such records applicable to the head of the
agency having custody of them or to employees of that
agency shall thereafter likewise be applicable to the Archivist
of the United States and to the employees of the National
Archives Establishment respectively.
Sac. 7. The National Archives may also accept, store,
and preserve motion-picture films and sound recordings per-
taining to and illustrative of historical activities of the United
States, and in connection therewith maintain a projecting
room for showing such films and reproducing such sound
recordings for historical purposes and study.
SEC. 8. That the National Archives shall have an official
seal which will be judicially noticed.
The Archivist of the United States may make or repro-
duce and furnish authenticaied or unauthenticated copies of
any of the documentary, photographic or other archives or
records in his custody that are not exempt from examination
as confidential or protected by subsisting copyright, and may
charge therefor a fee sufficient to cover the cost or expenses
thereof. All such fees shall be paid into, administered, and
expended as a part of the National Archives Trust Fund
created by section 5 of the National Archives Trust Fund
Board Act. There shall be no charge for the making or
authentication of such copies or reproductions furnished to
any department or other agency of the Government for
official use. When any such copy or reproduction furnished
under the terms hereof is authenticated by the official seal
of the National Archives and certified by the Archivist of
the United States, or in his name attested by the head of any
office or the chief of any division of the National Archives
designated by the Archivist with such authority, it shall be
admitted in evidence equally with the original from which it
was made.
SEC. 8a. Any official of the United States Government
who is authorized to make certifications or determinations on
the basis of records in his custody is hereby authorized to
make certifications or determinations on the basis of records
that have been transferred by him or his predecessors to the
custody of the Archivist of the United States.
SEC. 9. That the Archivist shall make to Congress, at the
beginning of each regular session, a report for the preceding
fiscal year as to the National Archives, the said report in-
cluding a detailed statement of all accessions and of all re-
ceipts and expenditures on account of the said establishment.
He shall also transmit to Congress the recommendations of
the Commission on National Historical Publications, and,
on January 1 of each year, with the approval of the Council,
a list or description of the papers, documents, and so forth
(among the archives and records of the Government), which
appear to have no permanent value or historical interest,
and which, with the concurrence of the Government agency
concerned, and subject to the approval of Congress, shall
be destroyed or otherwise effectively disposed of.
SEC. 10. That there are hereby authorized such appro-
priations as may be necessary for the maintenance of the
National Archives Building and the administration of the
collections, the expenses, and work of the Commission on
National Historical Publications, the supply of necessary
equipment and expenses incidental to the operations afore-
said, including transfer of records to the Archives Building;
printing and binding; personal services in the District of
Columbia and elsewhere; travel and subsistence and per
diem in lieu of subsistence, notwithstanding the provisions of
any other Acts; stenographic services by contract or other-
wise as may be deemed necessary; purchases and exchange
of books and maps; payment in advance when authorized
by the Archivist for library memberships in societies whose
publications are available to members only or to members
at a price lower than to the general public; purchase, ex-
change, and operation of motor vehicles; and all absolutely
necessary contingent expenses, all to be expended under the
direction of the Archivist, who shall annually submit to
Congress estimates therefor in the manner prescribed by law.
SEC. 11. All Acts or parts of Acts relating to the charge
and superintendency, custody, preservation, and disposition
of official papers and documents of executive departments
and other governmental agencies inconsistent with the pro-
visions of this Act are hereby repealed.
Records Disposal Act, Approved July 721943. as Amended July 6, 1945 3
[57 Stat. 380-383; 59 Stat. 434]
An Act to provide for the disposal of certain records of \the United States Government.
Be it enacted by the Senate and House of Representatives
of the United States of America in Congress assembled, That
when used in this Act, the word "records" includes all books,
papers, maps, photographs, or other documentary materials,
'Sections 4,6, 7, and 12 appear as amended July 6, 1945.
36
regardless of physical form or characteristics, made or re-
ceived by any agency of the United States Government in
pursuance of Federal law or in connection with the transac-
tion of public business and preserved or appropriate for
preservation by that agency or its?legitimate successor as
evidence of the organization, functions, policies, decisions,
Approved For Release 2001/08/Q: CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
procedures, operations, or other activities of the Govern-
ment or because of the informational value of data contained
therein. Library and museum material made or acquired
an reserved solely for reference or exhibition purposes,
extra copies of documents preserved only for convenience of
reference, and stocks of publications and of processed docu-
ments are not included within the definition of the word
"records" as used in this Act.
2. The National Archives Council shall promulgate
regulations, not inconsistent with this Act, establishing (1)
procedures for the compiling and submitting to the Archivist
of the United States of lists and schedules of records pro-
posed for disposal, (2) procedures for the disposal of records
authorized for disposal, and (3) standards for the reproduc-
tion of records by photographic or microphotographic proc-
esses with a view to the disposal of the original records.
Such regulations, when approved by the President, shall be
binding on all agencies of the United States Government.
SEC. 3. The head of each agency of the United States
Government shall submit to the Archivist of the United
States, in accordance with regulations promulgated as pro-
vided in section 2 of this Act (1) lists of any records in the
custody of the agency that have been photographed or
microphotographed in accordance with the said regulations
and that, as a consequence thereof, do not appear to have
sufficient value to warrant their further preservation by the
Government; (2) lists of any other records in the custody of
the agency that are not needed by it in the transaction of its
current business and that do not appear to have sufficient
administrative, legal, research, or other value to warrant
their further preservation by the Government; and (3)
schedules proposing the disposal after the lapse of specified
periods of time of records of a specified form or character
that either have accumulated in the custody of the agency or
that may accumulate therein at any time after the submis-
sion of such schedules and that apparently will not after the
lapse of the period specified have sufficient administrative,
legal, research, or other value to warrant their further preser-
vation by the Government.
SEC. 4. The Archivist shall submit to Congress, at such
times as he shall deem expedient, the lists or schedules sub-
mitted to him in accordance with the provisions of section 3
of this Act, or parts of such lists or schedules, and lists or
schedules of any records in his legal custody, insofar as it shall
appear to him that the records listed in such lists or schedules
do not, or will not after the lapse of the period specified, have
sufficient administrative, legal, research, or other value to
warrant their continued preservation by the United States
Government: Provided, That the Archivist shall not submit
to Congress lists or schedules of records of any existing agency
of the Government in his legal custody without first having
obtained the written consent of the head of such agency.
The Archivist may also submit to Congress, together with
recommendations of the National Archives Council with
respect thereto, and at such times as he may deem expedient,
schedules proposing the disposal, after the lapse of specified
periods of time, of records of a specified form or character
common to several or all agencies that either have accumu-
lated or may accumulate in such agencies and that apparently
will not, after the lapse of the periods specified, have suffi-
cient administrative, legal, research, or other value to warrant
their further preservation by the United States Government.
SEC. 5. Whenever the Archivist shall submit lists or sched-
ules to Congress, it shall be the duty of the presiding officer
of the Senate to appoint two Senators who, with the members
of the Committee on the Disposition of Executive Papers of
the House of Representatives, shall constitute a joint com-
mittee to which all such lists or schedules shall be referred,
and the joint committee shall examine such lists or schedules
and submit to the Senate and House of Representatives,
respectively, a report of such examination and its recom-
mendations.
SEC. 6. If the joint committee reports that any of the
records listed in a list or schedule referred to it do not, or will
not after the lapse of the period specified, have sufficient
administrative, legal, research, or other value to warrant their
continued preservation by the Government, the Archivist shall
notify the agency or agencies having such records in their
custody of the action of the joint committee and such agency
or agencies shall cause such records to be disposed of in
accordance with regulations promulgated as provided in sec-
tion 2 of this Act: Provided, That authorizations granted
pursuant to schedules submitted under the last paragraph of
section 4 of this Act shall be permissive and not mandatory.
SEC. 7. If the joint committee fails to make a report
during any regular or special session of Congress on any list
or schedule submitted to Congress by the Archivist not less
than ten days prior to the adjournment of such session, the
Archivist may empower the agency or agencies having in their
custody records covered by such lists or schedules to cause
such records to be disposed of in accordance with regulations
promulgated as provided in section 2 of this Act.
SEC. 8. Whenever it shall appear to the Archivist that
any agency has in its custody, or is accumulating, records of
the same form or character as any records of the same agency
previously authorized by Congress to be disposed of, he may
empower the head of such agency to dispose of such records,
after they have been in existence a specified period of time,
in accordance with regulations promulgated as provided in
section 2 of this Act and without listing or scheduling them.
SEC. 9. Records pertaining to claims and demands by the
Government of the United States or against it, or to any
accounts in which the Government of the United States is
concerned, either as debtor or creditor, shall not be disposed
of by the head of any agency under any authorizations
granted pursuant to the provisions of sections 6, 7, and 8 of
this Act, until such claims, demands, and accounts have
been settled and adjusted in the General Accounting Office,
except upon the written approval of the Comptroller General
of the United States.
SEC. 10. Whenever the Archivist and the head of the
agency that has custody of them shall jointly determine that
any records in the custody of any agency of the United States
Government are a continuing menace to human health or life
or to property, the Archivist shall cause such menace to be
eliminated immediately by whatever method he may deem
necessary. If any records in the custody of the Archivist are
disposed of under this section, the Archivist shall report the
disposal thereof to the agency from which they were trans-
ferred.
SEC. 11. At any time during the existence of a state of
war between the United States and any other nation or when
37
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1 ,
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
hostile action by a foreign power Eppears imminent, the head
of any agency of the United States Government may authorize
the destruction of any records in his legal custody situated
in any military or naval establishment, ship, or other deposi-
tory outside the territorial limits of continental United States
(1) the retention of which would be prejudicial to the
interests of the United States or (2) which occupy space
urgently needed for military purposes and are, in his opinion,
without sufficient administrative, legal, research, or other
value to warrant their continued preservation: Provided,
That within six months after the disposal of any such records,
the official who directed the disposal thereof shall submit
a written report thereon to the Archivist in which he shall
describe the character of such records and state when and
where the disposal thereof was accomplished.
SEC. 12. The Archivist shall transmit to Congress at the
beginning of each regular session reports as to the records
authorized for disposal under the provisions of section 7 of
this Act and as to the records disposed of under the pro-
visions of sections 10 and 11 of this Act.
SEC. 13. Photographs or microphotographs of any rec-
ords made in compliance with regulations promulgated as
provided in section 2 of this Act shall have the same force
and effect as the originals thereof would have and shall
be treated as originals for the purpose of their admissibility
in evidence. Duly certified or authenticated reproductions
of such photographs or microphotographs shall be admitted
in evidence equally with the original photographs or micro-
photographs.
SEC. 14. All moneys derived by agencies of the Govern-
ment from the sale of records authorized for disposal under
the provisions of this Act shall be paid into the Treasury
of the United States unless otherwise required by existing
law applicable to the agency.
SEC. 15. The procedures herein prescribed are exclusive
and no records of the United States Government shall be
alienated or destroyed except in accordance with the pro-
visions of this Act.
SEC. 16. The Act entitled "An Act to provide for the dis-
position of certain records of the United States Govern-
ment", approved August 5, 1939 (53 Stat. 1219), the Act
entitled "An Act to provide for the disposition of certain
photographed records of the United States Government, and
for other purposes", approved September 24, 1940 (54 Stat.
958), and all other Acts or parts of Acts inconsistent with
the provisions of this Act are hereby repealed.
Resolution Concerning the Transfer of Records to the National Archives, Adopted by the National Archives
Council November 9, 1944
Whereas section 3 of the "Act to establish a National
Archives of the United States Government and for other
purposes" (48 Stat. 1122) provides that "All archives or rec-
ords belonging to the Government of the United States
(legislative, executive, judicial, and other) shall be under the
charge and superintendence of the Archivist to this extent:
He shall have full power to inspect personally or by deputy
the records of any agency of the United States Government
whatsoever and wheresoever located, and shall have the full
cooperation of any and all persons in charge of such records
?in such inspections, and to requisition for transfer to the
National Archives Establishment such archives, or records
as the National Archives Council, hereafter provided shall
approve for such transfer";
And whereas section 6 of said act creates the National
Archives Council and authorizes it to "define the classes of
material which shall be transferred to the National Archives
Building and establish regulations governing such transfer";
therefore be it
Resolved, That the Archivist of the United States be and
he is hereby authorized to requisition for transfer to the
National Archives any archives or records in the custody of
any agency of the United States Government (legislative,
executive, judicial, and other), which fall within any of the
following classes, viz:
I. Any archives or records that the head of the agency
that has the custody of them may offer for transfer to the
National Archives.
II. Any archives or records that have been in existence for
more than fifty years unless the bead of the agency that has
Regulations of the National Archiv
Whereas Sec. 2 of "An Act to provide for the disposal of
certain records of the United States Government" approved
July 7, 1943, as amended by the Act approved July 6, 1945
38
the custody of them certifies in writing to the Archivist that
they must be retained in his custody for use in the conduct
of the regular current business of the said agency.
III. Any archives or records of any Federal agency that
has gone out of existence unless the head of the agency that
has the custody of them certifies in writing to the Archivist
that they must be retained in his custody for use in perform-
ing transferred functions of the discontinued agency or in
liquidating its affairs.
IV. Any other archives or records that the National
Archives Council by special resolution may authorize to be
transferred to the National Archives.
Resolved further, (1) That when the Archivist shall issue
his requisition for any archives or records he shall furnish to
a duly authorized representative of the agency that has the
custody of them an inventory of the material covered by such
requisition; (2) That when, and not until, this inventory
shall have been certified to by the signatures of the repre-
sentatives of said agency and of the Archivist, respectively,
and the said archives or records shall have been delivered by
the representative of the said agency to the representative of
the Archivist either at the depository in which they are stored
or at a depository under the control of the Archivist, the said
archives or records shall pass into the legal custody of the
Archivist of the United States; Provided, That records of the
Federal Government that are not in the legal custody of any
other agency of the Government shall be deemed to be in the
legal custody of the Archivist and may be transferred by him
to a depository under his control without the formalities of
issuing a requisition or delivering an inventory.
es Council, Adopted July 29, 1949
(57 Stat. 380-383, 59 Stat. 434; 44 U. S. C. 366-380),
requires that the National Archives Council promulgate
regulations not inconsistent with the provisions of the said
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
RECORDS
DISPOSITION
\Mb.-
if
ISTM
4*-4
V.-AtkIP"
lllll 141..M+11
MANAGEMENT STAFF
RECORDS MANAGEMENT DIVISION
MAY 1955
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
THE DISPOSITION OF GOVERNMENT PAPERS IS
THE GREATEST MASS PAPER JOB IN HISTORY
- 2 -
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
OUR PROBLEM....RECORDS....RECORDS....RECORDS
The effective disposition of records in the Agency is extremely
important because:
they are very large in volume.
they accumulate rapidly.
41,r
THE SOLUTION: A RECORDS DISPOSITION PROGRAM
WHAT IS RECORDS DISPOSITION?
It is an approved systematic plan to establish effective con-
trol over the disposition of official records.
The primary objectives of the program are:
to assure the preservation of important policies
and decisions
to develop uniform schedules for the orderly re-
tirement or disposal of noncurrent and valueless
records.
.3-
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Rejease 2001/08/30 : CIA-RDP74-00390R000100030003-1
WHAT BENEFITS DOES A RECORDS DISPOSITION PROGRAM OFFER IN
THIS AGENCY?
Recent experience in a records disposition survey conducted
by the Records Management Staff in one of the major offices
of this Agency show, as illustrated, that an office without
a records disposition program can expect big initial savings
by beginning a comprehensive disposition program-
Total Records Holdings
were 20,174 linear feet
Filing Equipment valued
at $347,828.00
84% or 16,946 linear
feet were evaluated as
temporary and sched-
uled for destruction
5% or 1,009 linear feet of
records were evaluated as
permanent and scheduled for
eventual transfer to perma-
nent storage
11% or 2,219 linear
feet of library mate-
rial was identified
and scheduled for
eventual return to the
library
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
RECORDS
CENTER
LLAki\nn
3? 3
RETIRED 10 PERCENT
rienzer Whatia
DESTROYED 10 PERCENT
t:=e1
co
WHAT ARE THE CONTINUING BENEFITS OF A RECORDS DISPOSITION
PROGRAM?
If an office continues to maintain an effective records dis-
position program, it will obtain large savings by:
destruction of a minimum of 10% of their records
annually.
retirement of a minimum of 10% of their records
annually to the Records Center.
-5-
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
THESE BENEFITS CAN BE CONVERTED INTO MONEY SAVINGS
For every cubic foot of records that this Agency can dispose
of, on the spot, space and equipment with an estimated replace-
ment value of $32.10 can be released. For every cubic foot of
records that this Agency can transfer to cheap storage, such
as the Agency Records Center, there is a net savings of $30.80
in space and equipment released.
FILE SAFE CABINETS RELEASED
0111,44,
RETIRED
SPACE RELEASED
-6-
ON THE SPOT
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
HOW TO INITIATE A RECORDS PROGRAM IN YOUR OFFICE
The following illustrations show the major steps to be taken
in order to initiate and carry out an effective records dis-
position program:
I. REQUEST PROGRAM GUIDANCE AND ASSIGN RESPONSIBILITIES
THE RECORDS MANAGEMENT
DIVISION WILL GLADLY
FURNISH GUIDANCE AND
ASSISTANCE IN INSTALLING
YOUR RECORDS
DISPOSITION PROGRAM.
40-
4?0*
MR. JONES YOU
ARE NOW OUR
RECORDS OFFICER /
?
-7-
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
II. INVENTORY ALL RECORDS AND FILES
All material maintained in filing equipment, bookcases and
shelvings should be included in the inventory.
-8-
111A1CriltAk
k11110
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
III. ANALYZE AND EVALUATE THE INVENTORY
Specific factors are to be considered in evaluating and ap-
praising records for disposition-
--RECORDS---include documentary
materials appropriate for pres-
ervation for their evidential
or informational value. They
reflect the organization, func-
tions, policies, decisions,
procedures, operations or other
activities of the Agency.
--NONRECORD---materials main-
tained solely for purposes of
reference.
IV. PREPARE RECORD CONTROL SCHEDULES
The schedules are prepared from the survey work sheets after
careful analysis of each record series inventoried.
S CANc2CA.1?..E.
1?/?..N1
\N
E. IN.C,6
B P.P.S
4 S. ARS
6 ?1
-9-
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
V. SECURE AUTHORITY FOR SCHEDULES
wintiv,?,
or
AREA RECORDS OFFICER
MANAGEMENT
STAFF
t= NATIONAL
Zfia ARCHIVES
4Q
RECORDS
MANAGEMENT
DIVISION
CONGRESS
(Joint Committee On Disposition Of Executive Papers)
VI. REVIEW RECORD CONTROL SCHEDULES ANNUALLY
Review the inventory sheets annually to assure that-
--all files have been inven-
toried
--all files have been scheduled
--the inventory sheets reflect
the latest information regard-
ing
--the contents and growth of
the files
-10-
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/0e/30 : CIA-RDP74-00390R000100030003-1
VII. REPORT PROGRESS OF THE PROGRAM
In addition to providing information required by the General
Services Administration, the report will be used by the
Records Management Division, within the Agency, to measure
the results and effectiveness of the program and plan for
its improvement.
AREA RECORDS OFFICER
MANAGEMENT STAFF
RECORDS MANAGEMENT DIVISION
A STAFF REPRESENTATIVE WILL BE PLEASED TO DISCUSS THE RECORDS
DISPOSITION PROGRAM WITH YOU AND ASSIST YOU IN ESTABLISHING
TINTL YOUR PROGRAM.
-11-
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
RECORDS DISPOS1 T ION
SURVEY AND SCHEDULING
08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
RECORDS DISPOSITION SURVEY AND SCHEDULING
1. Definition - Records disposition is an organized program that provides
for the systematic removal of inactive records from office space and
their preservation or elimination in accordance with prescribed
policies, procedures and legal authorities.
2. Objectives
a. The economical and systematic preservation and disposition of
records according to Federal statutes and regulations and Agency
policies.
b. Release office space and filing equipment no longer needed.
3. Method of Accomplishment
a. Conduct records disposition survey; obtain background information
regarding the organizational Structure, functfons, and missions,
and the flow of work within and between offices concerned.
b. Conduct the inventory and record on Form 138, Survey Work Sheet,
data needed to determine retention and disposal dates.
c. Evaluate records for administrative, legal, fiscal, and historical
values.
d. Develop records control schedules to provide for the disposition
of record and nonrecord material by either permanent preservation,
microfilming, destruction, or transfer to Archives and Records
Center.
e. Obtain approval of schedules from operating officials and the
Agency Records Administration Staff.
f. Maintain records control schedules up to date to reflect changes
in organization.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
g. Conduct periodic follow-up to insure that the disposition of
records is being effected in accordance with schedules.
h. Distribute records control schedules to operating offices.
4. Procedure
a. Conduct records disposition survey:
1. obtain background information regarding organizational structure,
functions, and missions.
a. Agency Regulations & Notices
b. office Regulations or Instructions and Notices.
c. Organization charts
d. Previous Studies
e. Discuss the records with the operating officials.
2. Secure procedures for information regarding the flow of work
within and between offices concerned.
b. Conduct the inventory and record on Form 138, Survey Work Sheet,
data needed to determine retention and disposal dates.
1. Date: The date the inventory or survey is made.
2. Directorate, Office, Division, Branch, and Section maintaining
the files.
3. Location of Files: Room number and Building.
4. Name of File: Use title shown On Records'Control Schedule,
If not schedules, be descriptive in naming the
file being reviewed.
5. Custodian: Enter name of person responsible for the files.
6. Description: Enter Records Schedule and item number. If new or
non-scheduled series give description of type and
use of records in the file.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
2
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
7. Arrangement of Records Series: Alphabetic by subject, numerical
by case number, chronological, etc.
8. Dates: Enter years only of oldest and most recent documents
in the file.
9. Size: Check appropriate box and enter linear feet of records.
(See table to convert linear to cubic feet of various
records.) (Measurements should be as simple as possible;
figures rounded to the nearest half-foot are adequate.)
10. Equipment: Check appropriate box or enter under Other and
describe in Remarks.
11. Remarks: Use for safe numbers, details about equipment, or
other notes and explanatory information.
c. Evaluate records for Administrative, legal, fiscal, and historical
values. In evaluating records one of the first things we want to
do is to become familiar with the General Services Administration's
General schedules. There are twenty (20) of these schedules and
they cover a large segment of records. These schedules describe
the records and show the authorized disposition authority.
a. Four Bases for Evaluating Records
What is the worth of a particular file or a group of records:
How do we evaluate them.
In evaluating records you are placing them on a scale of future
use. The weights on the scale represent the four types of
conceivable values which records may have--legal value,
which may involve long or short term rights of the Government
or of private citizens, enforceable by the courts; administrative
value, which involves program use to the agency in carrying on
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
the public business; historical value, which means the permanent
records that will be needed in reconstructing the story of the agency--
its inception, programs, problems, and accomplishments, or that may
contain other unique and valuable information; and finally fiscal
value, involving recording the financial transactions of an agency,
documenting its receipts, expenditures, and relationships with the
General Accounting Office, Office of Management and Budgetand the
Treasury Department'.
_
Not one of these potential values stands by itself. A record may
possess more than one of them simultaneously. A contract file, for
example, may be not only of legal value but may also have historical
value; or, a file of administrative value to the agency which created
it may also be of historical value, although this.may not be evident
while it is in use by the agency.
ADMINISTRATIVE VALUE
A record's administrative value is simply its value in carrying on the
activities of the agency or the Government as a whole. Those pertaining
to uncompleted actions are of administrative value to the agency,
since the loss of them would impede the carrying on of its activities.
Those of completed actions, on the other hand, may lose quickly their
administrative value to the agency.
The period of time during which a record retains this value may be
long or short, depending on the purpose it serves. Certain records,
such as directives, orders, regulations, and legal opinions, have long
term administrative value because they continue to prescribe and affect
the activities of the agency.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
4
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
The bulk of the records at the operating level have short term value
because they are (a) either duplicated or adequately summarized in
records retained by top management or other operating level records,
or (b) controls on pending actions which are maintained only for
operating convenience.
(a) Records that are duplicated or summarized. Directive files
retained among the top management records are usually duplicated
in all offices and at all levels while they are needed admini-
-stfatively. When the appraiser knows a record set is maintained
permanently, the other office sets should be retained only so long
as they are actually used by the individual units.
Similar duplication is frequently found in correspondence,
memoranda, and other papers where copies of the same documents
are kept at different levels.
Copies of the same reports are frequently in a number of separate
files; and when they are published or processed, there may be any
number of sets of them. This is true of many scientific reports
prepared by the Agency. Here again, after they are no longer of
current administrative use a record copy in one designated place
is usually enough for the agency.
FISCAL VALUE
Some records have a monetary value--that is, fiscal. They may be
budget records, showing how expenditures were planned. They may be
voucher of expenditure files of several kinds, documenting the purposes
for which agency funds were spent; or they may be accounting records,
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
5
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
created by the agency to make sure its accounts balance, and that it
is not spending beyond its appropriated limits.
Fiscal value of a record is really a type of administrative value.
But it is so surrounded by special considerations that we will take it
up separately. For one thing, the form and content of many of these
fiscal records are prescribed by the various staff agencies involved,
Bureau of the Budget, General Accounting Office, Treasury Department,
General Services Administration, and others. In most instances, only
the data on the forms differ from agency to agency.
Since the records look the same everywhere, and are largely created
in accordance with the same staff agency directives, their worth,
we have discovered, can be determined "across the board". That is,
a voucher file in one agency normally should have the same values as
a voucher file in another agency. In view of the sameness of value
from agency to agency, GSA decided to step in and help agencies make
decisions as to the values of their fiscal records. In fact, it has
given the agencies, for their use if they wish to do so, tailor-made
evaluations of their fiscal records, as well as of other types of
administrative records. This GSA has done through the General Records
Schedules. By using these schedules, agencies have at once been able
to evaluate and properly schedule their fiscal records without a great
deal of individual effort.
LEGAL VALUE
Records may have legal values to the Federal Government or to individual
citizens, corporations, or even State and other Governments. As in
the case of administrative values, the duration of the period during
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
6
Approved For Release 2001/08/30 : CIA-FiDP74-00390R000100030003-1
which this legal value exists varies with the kind of right or legal
point that is involved. There are enduring legal values to the Govern-
ment in laws and regulations and interpretations of them. Similarly,
for the Government as well as others there are legal values to records
establishing title to real estate and defining recapture rights or
reservations set forth in land titles. On the other hand, the legal
values to the Government of contracts and claims records diminish
to the vanishing point very rapidly after final settlement of the
contract or claim, and cease upon expiration of pertinent statutes of
limitations.
Of legal value primarily to individuals are records of naturalization
preceedings, of service in the armed forces, and similar records that
retain their values throughout the life span of more than one generation.
On the other hand, the legal value to individuals of patent records
and many court decisions ceases to exist after the patent has expired
or the court's order has been carried, out. Often, of course, the legal
values to the Federal Government and to the individual will expire
simultaneously, as in the case of records relating to contracts and to
claims by or against the Government.
In order to determine the legal value of a record, a certain amount
of pertinent research must be done in the Federal statutes, in agency
regulations, and in other provisions which have legal force and effect.
Sometimes such research can be done by agency legal personnel, but
regardless of who does it, it must be done! Evidence of entitlement
to pension and old age and retirement, e.g., must obviously
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
be considered to have long time legal value, although here the legal
value is important for the fiscal value subordinate to it. Other
records with long time legal value are military service records,
Selective Service registration and classification records, naturali-
zation papers, copies of population census schedules, merchant
marine service records, birth and death certificates (in the relatively
few cases in which they are created by the Federal Gover4meut),
homestead entry, papers, and records pertaining to Indian rights. On
the other hand, the average contract file ceases to have much legal
value after the payments under it have been completed and audited by
the General Accounting Office.
Many of the records needed to protect the rights of the Government,
the agency, or the public fall within the housekebping class and have
a definite life span. Many program records likewise are needed only
temporarily to protect Government or public rights. Statutes of
limitations on claims, completion of audit, possibility of reopening
of cases, and usefulness of the records for investigative or other
purposes must be taken into account in establishing the time such
records need to be retained. Where research values are present sampling
or selective retention is frequently considered by the National Archives
to be more desirable than retention of the mass.
HISTORICAL VALUE
Historical values result from the fact that the records tell a story
or present a picture and can be used to reconstruct the activities of
the agency, to obtain information accumulated by the agency in order to
make studies of the past, or to furnish data on which to base new
findings or conclusions.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
8
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
To reconstruct the activities of the agency: The National
Archives, which makes the final determination as to records having
continuing research value, has consistently earmarked for retention
7.1
those files which will enable a scholar or future administrator
to reconstruct the history of the activities of the agency.
Although agencies normally describe their accomplishments in
published annual or other periodic reports, these are often so
brief that they fail to give the complete story. Or they may
consciously or unconsciously distort the picture by emphasis
on some activities and omission of others. Records showing how
the work of the agency was planned, directed, and carried out are
usually needed to supplement or correct the bare outlines given
in publications. These records, which give the history of the
activities and functions of an agency, are needed by the agency
itself to understand its own background, often by other agencies
or the Congress, and finally by scholars and students of the future.
They form a part of the archives of the nation which are essential
to an understanding of our national development.
b. To obtain information for studies of the past: All agencies
accumulate information necessary to carry on their functions.
Much of this may be of long time research value for purposes
completely different from those for which it was collected.
Pension records created in administering early pension laws
are kept for their research values.
c. To furnish data on which to base new findings: Records may be used
to provide data for new findings and conclusions. Especially true
of technical data which was assembled in the course of research of
specialized scientific and other fields.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
d. Develop records control schedules to provide for the disposition
of record and non-record material by either permanent preservation,
destruction within office area, transfer to other component,
transfer to the Agency Records Center, or transfer to the Agency
Archives.
Instructions For Preparing Form No. 139 "Records Control Schedule"
(1) Schedule No. A number will be assigned by the Records
Administrative Branch upon approval of the Schedule.
(2) Office, Division, Branch. Enter the specific organizational
element to which the schedule pertains, such as, Office of
Public Service, Special Services Division, Personnel Branch.
(3) Concurrence. The signature and title of the Chief of the
organizational element will be obtained after the schedule
has been prepared and reviewed. The signature will be entered
in the first page of that portion of the schedule covering
the records for which he is responsible. When all signatures
have been obtained the schedule should then be submitted to the
Head of the Office or his designate for review and concurrence.
His signature will be entered on the first page of the schedule
which will indicate not only his approval for his immediate
office or staff but for the entire schedule.
(4) Item Number. Beginning with item number one, list and number
each series, starting with the records of the Office Chief and
continue consecutively through each organizational unit of
the Office. The use of sub-item numbers'is permissible when
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
10
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
subordinate file series are component parts of an overall
file.
(5) File Identification. The precise description of each series
of records will be entered in this column. This descriptive
data requires the utmost care in its preparation. In general,
this data must be sufficient to accurately identify the records
and enable a determination of propriety of the disposition
prescribed for them. Specifically, each file identification
will consist of five elements, namely: The title or name of
the file; description of documents of which the file consists;
a brief statement of the specific function or operation incident
to which the files are maintained; a statement concerning the
filing arrangement; and inclusive dates to the file.
(6) Volume. Enter the volume in terms of cubic feet for each
file series. Fractions of cubic feet will be expressed in
tenths by use of the decimal point, e.g., 1.5, 20.3, etc. The
volume for a file series measuring less than one-tenth foot
will be entered as .1.
(7) Disposition Instructions. Entries in this column will be made
only after careful appraisal and evaluation of the records
series. The column will consist of four elements and will
be entered in the order given.
(a) Preface each instruction with the word "Permanent" or
"Temporary" whichever is applicable.
(b) The second element consists of the phrase "Disposal not
authorized" if the records are of permanent value.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Records of temporary value will cite a disposal standard,
e.g., "Destroy after 3 years," Destroy 2 years after
audit," "Destroy upon separation of employee," etc.
(c) By application of cut-off procedures give complete
instructions for the cut-off and retirement and/or
destruction of the files. These instructions may be
indicated as "Cut-off at end of each calenda,r \
hold for one year then transfer to the Records Center,"
"Place in noncurrent file upon liquidation of obligation;
hold for one fiscal year then transfer to the Records
Center."
(d) To comply with the provisions of E.O. 11652 all documents
must be reviewed for declassification before 30 years
when they will be automatically declassified in
accordance with that Executive Order. The following may
be added to the disposition instructions for all items
that are to be retained beyond 30 years:
"To be reviewed for declassification 29 years from date
of document except those documents not exempt under
E.O. 11652 will be reviewed earlier under the provisions
of that Order."
(e) To provide for the flow of records from the Records
Center to the Agency Archives include the following
statement in the dispositions instructions tor those
records having permanent value:
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
12
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
"Permanent. Disposal not authorized. Cut off files
at the end of each year (_years); retain for
years then transfer to the Records Center to be held for
years then transferred to the Agency Archives."
(f) Whenever possible, cite the disposal authority after the
disposition instruction. This may be obtained from the
General Records Schedules or from special authorities
previously obtained from National Archives and Records
Service.
(8) Obtain concurrences of the person responsible for the branch,
division, or office whose records are covered. See
attachment B(1) for sample of a Records Control Schedule.
e. After all concurrences have been'received within the office
the Records Management Officer must develop a Records Disposition
authority concurrence cover sheet showing preparation by:
(component) Records Management Officer; concurrence by: (Directorate)
Records Management Officer; Reviewed by: Records Administration
Branch; Approved by: (Agency) Records Administration Officer;
and then the date of approval. See attachment B for sample.
? At any time during the coordinating it is possible any part of
the schedule may have to be justified or changed.
Send original and 1 copy forward to RAB through D/RMO.
f. Distribution of the Records Control Schedule after approval.
Original - RAB ? 1 copy - RMO
1 copy - D/RMO 1 copy - Operating offices
1 copy - Records Center
1 copy - Archives
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
13
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
g. Maintain records control schedules up to date to reflect changes
in organization. In addition to the overall revision of a whole
schedule, one item may be added, deleted or changed by memo or
by typing or retyping a page of the schedule. If in doubt call the
Directorate Records Management Officer.
h. Conduct periodic follow-up to ensure that the disposition of
records is being effected in accordance with schedules.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
14
SECRET
, rwpi uveu rui ReleClJe LI.A.1 11(IJIWIWIII,Jr.I.....Frk-rttor- I .-1.-LILIJUVRI.A.A.1 I I.ILIt. I.JtItIl. I.J- I
RECORDS SURVEY WORK SHEET
DATE
(1)
OFFICE. DIVISION. BRANCH. SECTION
(2)
LOCATION
(3)
NAME OF FILE
(4)
CUSTODIAN
(5)
DESCRIPTION (Function of files, value,
(6)
? 1. Date: The date the inventory
2. Directorate, Office,
3. Location of Files: Room
4. Name'of File: Use title
be descriptive
. Custodian: Enter name
6. uescription: Enter Records
series
7. Arrangement of Records
8. Dates: Enter years only
/9. Size: Check appropriate
convert linear
as simple as possible;
adequate.)
10. Equipment: Check appropriate
11. Remarks: Use for safe
explanatory
frequency of use, form numbers and
I-N-S-T-R-U-C-T-I-O-N-S
titles, and other deacriptive data.)
,
maintaining the files.
Schedule. If not scheduled,
being reviewed.
the files.
If new or non-scheduled
use of records in the file.
numerical by case number,
etc. .
documents in the file.
of records. (See table to
records.) (Measurements should be
the nearest half-foot are
Other and describe in Remarks.
or other notes and
or survey is made.
Division, Branch, and Section
number and Building.
shown or Records Control
in naming the file
of person responsible for
Schedule and item number.
give description of type and
Series: Alphabetic by subject,
' chronological,
of oldest and most recent
box and enter linear feet
to cubic feet of various
figures rounded to
box or enter under
numbers, details about equipment,
information.
FILING ARRANGEMENT
(7)
INCLUSIVE DATES
(8)
SIZE OF
(9 )ECORDS
LEGAL
LETTER
OTHER (Specify)
LINEAR FEET
3" X 5"
5" X s"
EQUIPMENT OCCUPIED
(10) BY RECORDS
SAFE
CABINET
"
OTHER (Specify)
NO. OF DRAWERS
LEGAL
LETTER
REMARKS
r . .
t CONVERSION TABLE- ONE CUBIC FOOT -EQUALS
110 LiN ft .
6 LIN FT
I 4 LIN FT
I I LIN FT
3 x 5 cans
4 x 6 AND TAB CARDS
5 x 8 CARDS
LETTER OR LEGAL FILES
I 1/2 DRAWER ' NAP CABINET
1 7 REELS (Copput4r) MAGNETIC TAPES
120 REELS (Audio) MAGNETIC TAPES
2 DISC PACKS MAGNETIC DISCS_
Approved For Release 2001/08/30 : CIA-RDP74:01083?M0010003000311P0FIth igs=a
4 REELS ?MICROFILM 35em
02 REELS TIPES
FORM igst USE PREVIOUS
9-72 EDITIONS
SECRET
roved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
SAMPLE
RECORDS DISPOSITION AUTHORITY
In accordance with Federal Statutes and
Records Disposition Authorizations granted by
the U. S. Congress the attached Records Control
Schedule.# 00-00 for the Office of
is approved and implementation of the disposition
instructions contained therein is authdrized.
Preparation: Review:
(Component) Records Officer Records Administration Branch
CONCURRENCE: APPROVED:
? (Directorate) Records Management Officer (Agency) Records Administration Officer
Date
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
25X1A
_ ------ -
. ,
REdblanb - 1/08/30 : CIA-RDP74-00::
1
cr.Fni., F NO.
90.1q-01501.6003091,3713
CONCURRENCE
OFFICE. DIVISION. BRANCH
Office of XXX, Services Division
SIGNATURE
. .
TITLE Chief, SD/XXX DATE10 October 1973
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC PT.)
DISPOSITION INSTRUCTIONS
1
2.
3.
?
.
DIVISION SUBJECT FILES
These are the correspondence and report files
of the division responsible for reproduction,
printing, and distribution matters. The files
accumulate in the general administration of daily
activities. Included are documents relating to
personnel, training, workloads, production, secu-
rity, and other related subjects. The official
files are maintained in the Administration Branch.
Filed according to Agency Subject Filing System.
1972-to date
REPRODUCTION REQUISITION FILE
a. Reproduction requisition (pink copy),
Work Ticket, work order, delivery ticket, control
card, and related documents accumulated in the
course of processing and controlling a job until
completed. Filed by job number. ,
(Current)
b. Suspense copies of requisitions.
REFERENCE PUBLICATIONS
Copies of Agency publications, commercial bro-

chures, catalogues, and publications of other
Government agencies collected and maintained for
reference purposes. Included are Agency Regula-
tions, Agency Handbooks, trade
journals, magazines, etc.?riTi?ffrgbrreally by
source
2.5
5.0
.1
7.2
Temporary. Destroy after 2 years.
Cut off at end of each calendar year; transfer
to the Records Center 1 year thereafter.
(GRS 13-2)
Temporary. Destroy after 1 year.
Cut off at end of each fiscal year, retain for
one year then destroy. (GRS 13-3a)
Temporary. Destroy when jobs completed.
(non record)
Temporary. Screen periodically and destroy.
when superseded or no longer needed for
reference purposes. (non record)
..
FORM NO. 139 USE PREVIOUS
I JAN 56 EDITIONS.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
( 41 )
ITEM NO.
FILES IDENTIFICATION
Approved For Retease 2001108/30 . CIA
-RID -003.9eReeeleeese
DISPOSITION INSTRUCT IONS
4
COMMUNICATION CONTROL RECORDS
. .
They reflect the receipt, internal routing
and disposition of communications handled by the
Office.
a. Signed Document Receipts returned by
recipients for complete material.
(Current)
.2
Temporary. Destroy after 2 years.
Cut off at end of each calendar year, hold for
two years then destroy. (GRS-18-3) .
b. Courier Receipts
.3
Temporary. Destroy after 3 months
Office copy of courier receipts.
(non record)
.
c. Secret and Below Logs
.5
,
Temporary. Destroy after 1 year.
Used to record communications received
and dispatched by.the office.
Cut off at end of each calendar year, retain
for one year then destroy. (GRS-12-6a)
5.
d. Top Secret Logs
Logs maintained to indicate accountability
for Top Secret documents within the off-
ice ,
COMMITTEE FILES
.1
Temporary. Destroy 10 years after documents
have been transferred, destroyed or.downgraded.
'(GRS-18-6)
These files contain material relating to
various Agency or Inter-Agency committees such
as the XYZ committee for which this office -
provides the chairman and the secretariat.
a. The correspondence, memoranda, minutes,
agenda, reports, and project matieral
reflecting activties of the committee.
Files are maintained by the secretariat
and filed by subject and chronologically.
11.0
Permanent. Disposal not authorized. Cut off
at end of each calendar year; retain in curr-
ent files area for one year then transfer to
the Records Center. (GRS 19-2a)
.
b. Committee members files used as working
copies and for general reference. Files
maintained by individual members.
5.0
Temporary. Destroy when obsolete or no longer
needed for reference purposes. (GRS 19-2b)
FORM NO. 139aUSE PREVIOUS
I JAN 56
EDITIONS.
App roffeelo?gs Ittiimpstimat: CI 00030003-100030003-1
( 41)
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GLOSSARY OF RECORDS DISPOSITION TERMS
Administrative Value
Archives
A value of records to the agency that created
them in carrying on its business.
The permanently valuable records created or
received by a governmental body for its
official purposes and made a part of its
official documentation.
Disposal Removal of records by destruction or transfer.
Disposal List
File Break
File Copy
Fiscal Value
General Records Schedules
A document authorizing the disposal of a
group of records no longer needed. This is
a one-time authorization and permits disposal
only of the precise records described.
A cut-off point in a file, usually based on a
calendar or fiscal year date. Such breaks
are often made to coincide with scheduled
periods for destruction or transfer to a
records center.
A copy of a document in an official agency
file.
A value of records for fiscal purposes, such
as for financial collection, disbursement,
budgeting, accounting, and related activities.
Schedules issued by the General Services
Administration covering records common to
several or all agencies. Included in such
records are the so-called "housekeeping"
records.
Historical Value A value of records for historical and similar
research purposes.
Housekeeping or Administra- Records pertaining to the running of an
tive Records agency such as those relating to personnel,
fiscal, and supply functions.
Legal Value A value of records for legal purposes and
pertaining to the rights and obligations of
the Government and of individuals.
Non-record Material
Papers or published materials which are not
recognized by the agency as records as de-
fined by the Records Disposal Act of 1943.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Permanent Records Records considered to be so valuable or unique
in documenting the history of an agency or for
other reasons that they are to be preserved as
part of the Agency Archives for possible later
transfer to the National Archives.
Program Records Records pertaining to activities or functions
peculiar to an individual office or agency.
Reading File An extra copy file of outgoing correspondence,
usually arranged chronologically. Also called
"day file."
Record Copy That copy of i document which is regarded by
the agency as the most important or the key
official copy.
Records Control Schedule A document listing all files of an agency,
office, or function; showing the records to
be retained and those to be destroyed; and
providing when the various files should be
transferred from office to center-type space.
The schedule provides for periodic transfer
and disposal and may be used repeatedly.
Records Disposition That area of records management concerned with
planning the future of thp records. Decisions
are made as to whether the records should be
retained permanently or for limited periods of
time and when they should be moved from office
to center-type space. These decisions are
recorded in the Records Control Schedule.
Retention Period The stated period a record should be kept.
Schedule A listing of records that have accumulated in
an agency or that may in future accumulate,
together with instructions as to their retention
or eventual destruction. A schedule provides
for periodic disposal and may be used repeatedly.
Screening A procedure by which selected disposable papers
are physically separated from papers which are
to be retained for a longer period or perma-
nently.
Temporary Records Records which are disposable as valueless after
stated periods of time.
-2-
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
SECRET
Security Informntion
STATUTES APPLICABLE
TO THE
MANAGEMENT AND PRCTECTION
OF
FEDERAL RECORDS
Trepaeed by:
? Records Management and Distribution Branch
Administrative Service Office
Central Intelligence Agency
IMarch, 1952
SECRET
Approved For Release 2001)68080'.:1161A4b5P74-00390R000100030003-1
Approved For Release 2001/08/tt-QATRDP74-00390R000100030003-1
LAE I ,
- %ficurity Information
1 ?-
Records created or received by the Central Intelligence Agency
in pursuance of the National Security Act of 1947 (Public Law 253 -
80th Congress) as amended by the Central Intelligence Agency Act
of 1949 (Public Law 110 - 81st Congress)oor in connection with the
transaction of public business, are the property of the United States
Government. In determining the degree of propriety, as well as the
creation, maintenance, protection, preservation and disposal of these
records, the following references shall be considered:
1. The National Security Act of 1947 as amended by the Central
Intelligence Agency Act of 1949.
2. The Federal Property and Administrative Services Act of 1949
(Public Law 152- 81st Congress)
3.. The Federal Records Act of 1950 (Title 5, Public Law 754)/
4. U.S..Code
5. Federal Reports Act (Public Law 831)
6. Administrative Procedure Act (Public Law 404)
7. The Records Disposal Act, Approved July 7, 1943 (57 Stat. (
380, 44 USC 366), as amended July 6, 1945 (59 Stat. 434)
8. Bureau of the Budget Bulletin 51-14, dated May 221. 1951
a. As implemented by the Central Intelligence Agency.
9. General Services Administration Regulations
10. Records Program in .the Central intelligence Agency
The National Security Act of 194/ as amended by the
Central intelligence Agency Act of 1949 *
it Sec. 7. In the interests of the security of the foreign intel-
ligence activities of the United States and in order further to imple,.
ment.the proviso of section 102 (11) (3) of the National Security Act
, of 1947 (Public Law 253, Eightieth Congress, first session) that the
Director of Central Intelligence shall be responsible for protecting
-intelligence sources and methods from unauthorized disclosure;) the
Agency shall be exempted from the provisions of sections 1 and 2,
chapter 795 of the Act of August 28, 1935 (49 Stat. 956, 957; 5:U.S.C.
654), and the provisions of any other law which require the publica-
tion or disclosure of the organization, functions, names, official
titles, salaries, or numbers of personnel employed by the Agency:
VCRET
Approved For Release 200110f/3 .? yliA-ISF'74-00390R000100030003-1
,mcuroly n onn
?
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
SECRET
- 2 - Svcurity Information
Provided, That in furtherance of this section, the Director of'the
Bureau of the Budget shall make no reports. to the Congress in con-
nection with the Agency under section 607, title VI, chapter 212 of
the Act of June 30,. 1945, as amended (5 th,p.c. 947 (b) ).n
*The Federal Property and Administrative Services Act of
1949*
This law transferred the National Archives establishment and
its function to the General Services Administration. .In addition,
the AdministratOr of G.S.A. was authorized to survey Federal records
to determine the efficiency of operations and for ether reasons.
"Sec. 104. (a) The National Archives Establishment and its func-
tions, records, property, personnel, obligations, and commitments are
hereby transferred to the'General Services Administration. There are
transferred to the Administrator (1) the functions of the Archivist of
the United States, except that the Archivist shall continue to be a
member or chairman, as the case may be, of the bodies referred to in
subsection (b) of this section, and (2) the functions of the Director
of the Division of the Federal Register of the National Archives
Establishment. The Archivist of the United States shall hereafter be
appointed by the Administrator.
"(b) There are also transferred to the General Services Adminis-
tration the following bodies, together with their respective functions
and such funds as are derived from Federal sources: (1) The National.
Archives Council and the National Historical Publications Commission,
established by the Act of June 19, 1934 (48 Stat. 1122), (2) the
National Archives Trust Fund Board, established by the Act of July
9, 1941 (55 Stat. 581), (3) the Board of Trustees of the Franklin D.
Roosevelt Library, established by the Joint Resolution of July 18,
1939 (53 Stat. 1062), and (4) the Administrative Committee established
by section 6 of the Act of July 26, 1935 (49 Stat. 501)0 which shall
hereafter be known as the Administrative Committee of the. Federal
Register. The authority of the Administrator under section 106 hereof
shall not extend to the bodies or functions affected by this subsection.
"(c) The Administrator is authorized (1) to make surveys of Gov-
ernment records and records management and disposal practices and ob-
tain reports thereon from Federal agencies; (2) to promote, in coopera-
tion with the executive agencies, improved records management practices
and controls in such agencies, including the central storage or dis-
position of records not needed by such agencies for their current use;
and (3) to report to the Congress and the Director of the Bureau of
the Budget from time to time the results of such activities."
SKIZEI ?
Approved For Release 2001,/,919/0,,;,,c4A7RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
'SECRET
- 3 ?Sectrify
* The Federal Records Act of 1950 *
-RESPONSIBILITY FOR THE MANAGEMENT OF RECORDS-
Under the Federal Records Law specifib responsibility for the
management of records is vested in the Administrator of the General
Services Administration and the Head of each Federal Agency.
-RESPONSIBILITY OF ADMINISTRATOR OF G.S.A.-
"Sec. 505. (a) The Administrator shall make provisions, for the
economical And efficient management of records of Federal agencies
(1) by analyzing, developing, promoting,and coordinating standards,
procedures, and techniques designed to improve the management of
records, to insure the maintenance and security of records deemed
appropriate for preservation, and to facilitate the segregation and
disposal of records of temporary value, and (2) by promoting the
efficient and economical utilization of space, equipment, and supplies
needed for the purpose of creating maintaining, storingss'and servicing
records. 0
A
"(b) The Administrator shall establish standards for the selective
retention of records of continuing value, and assist Federal agencies in
applying such standards to records in their custody; and 'he shall notify
the head of any Federal agency of any actual, impending, or threatened
unlawful removal, defacing, alteration, or destruction of records in
the custody of such agency that shall come to his attention, and assist
the head of such agency in initiating action through the Attorney General
for the recovery of such records as shall have been unlawfully removed
and for such other redress as may be provided by law.
"(c) The Administrator is authorized to inspect or survey person7
nally or by deputy the records of any Federal agency, as 'well as to make
surveys of records management and records disposal practiues in such
agencies, and shall be given the full cooperation of officials and em!..
ployees of agencies in such inspections and surveys; Provided, That re-
cords, the use of which is restricted by or pursuant to law or for rea-
sons of national security or the public interest, shall be inspected or
surveyed in accordance with regulations promulgated by the Administrator,
subject to the approval of the head of the custodial agency.
"(d) The Administrator .is authorized to establish, maintain, and
operate records centers for the storage) processing, and servicing of
records for Federal agencies pending their deposit with the. National
Archives of the United States or their disposition in any other manner
authorized by law; and to establish, maintain, and 'operate centralized
microfilming services for Federal agencies.
"(e) 'Subject to applicable provisions of law, the Administrator
shall promulgate regulations governing the transfer of records from
the Custody of one executive agency to that of another.
Ci-1 14
Approved For Release 2001/08/30 : A-RDP74-00390R000100030003-1
Somilyirtmim4sou
Approved For Release 2001/08/30 : clie..k7RDp74-00390R000100030003-1
- 4 -
tAL,RLr,
Informotom
"(f) The Administrator may empower any Federal agency, upon
the submission of evidence of need therefor, to retain records for a
longer period than that specified in disposal schedules approved by
Congress, and, in accordance with regulations promulgated by him, may
withdraw disposal authorizations covering records'listed in disposal
schedules approved by Congress:"
"Sec. 507 (a) The Administrator, whenever it appears to him to
be in the public interest, is hereby authorized -
"(1) to accept for deposit with the National Archives of the
United States the records of any Federal agnecy or Of the Con-
grass of the United States that are determined by the Archivist
to have sufficient historical or other value to warrant their
continued preservation by the United States Government; -
"(2) to direct and effect, with the approval of the head of the
originating agency (or if the existence of such agency shall have '
been terminated, then with the approval of his successor in func-
tion, if any), the transfer of records deposited (or approved for
deposit) with the National Archives of the United States to public
or educational institutions or aseociationsvProvided? That the.
title to such records shall remain vested in the United States un-
less otherwise authorized by Congress; and
".(3) to direct and effect the transfer. of materials from Private
, sources authorized to be received by the Administrator by:the pro-
visions of subsection (e) of this section.
"(b) The Administrator shall be responsible for the custody, uses
And withdrawal of records transferred to him:. Provided, That whenever.
any records the use of which is subject to statutory limitations and
restrictions are so transferred, permissive and restrictive statutory
provieions with respect to the examination and use of such records appli-
cable to the head of the agency from which the records were transferred
or to employees of that agency shall thereafter likewise be applicable to.
the Administrator, the Archivist, and to. the employees of the General Ser-
vices Administration, respectively: Provided further,. That whenever the head
of ahy agency shall specify in writing restrictions that appear to him to
be necessary:or desirable in the public interest,, on the use or examination
of records being Considered for transfer fromhis.custodyAo-the Administra-
tor, the Administrator shall impose such restrictions on the records so trans-
ferred, and shall not remove or relax such restrictions without the concur-
rence in writing of the head of the agency from which the material shall
have been transferred (or if the' existence of such agency shall have been
terminated, then he shall not remove or relax such restrictions without
the concurrence of the successor in function, if any, of such agency head): .
Provided, however, That statutory and other restrictions referred to in
the provisos, of thie-subsection shall not remain in force or effect after
the records have been in existence for fifty ,years unless the Administrator
Approved For Release 2001/08/30?t , 1:74-00390R000100030003-1
Approved For Release 2001/08/30: CIA-RDP74-00390R000100030003-1
5 SECRET
_
'Security Information
by order shall determine with respect to s7ncific bodies of records
that such restrictions shall remain in for 1 and effect for a longer
period: And provided fUrther? That restric ons on the use or exami-
nation of records deposited with the Natich4g1 Archives of the United
States heretofore imposed and now in force and effect under the terms
of section 3 of the National Archives Act approved June 19, 1934,
shall continue in force and effect regardliAs of the expiration of the
tenure of office of the official who imposed them but may be removed
or relaxed by the Administrator with the concurrence in writing of the
head of the agency from which material has been transferred (or if the
existence of such agency shall have been terminated, then with the con-
currence in writing of his successor in function, if any). "
"Sec. 508 (a) The Administrator is hereby authorized, whenever
he deems it necessary, to obtain reports from Federal agencies on their
activities under the provisions of this title and the Act approved July
7, 1943 (57 Stat. 380-383), as amended July 6, 1945 (59 Stat. 434).
"(b) The Administrator shall, whenever he finds that any provi-
sions of this title have been or are being violated, inform in writing
the head of the agency concerned of such violations and make recommen-
dations regarding means of correcting them. Unless corrective measures
satisfactory to the Administrator are inaugurated within a reasonable
time, the Administrator shall submit a written report thereon to the
President and the Congress."
-RESPONSIBILITY OF AGENCY HEADS-
"Sec. 506. (a) The head of each Federal agency shall cause to be
made and preserved records containing adequate and proper documentation
of the organization, functions, policies, decisions, procedures, and
essential transactions of the agency and designed to furnish the infor-
mation necessary to protect the legal and financial rights of the Govern-
ment and of persons directly affected by the agency's activities.
"(b) The head of each Federal agency shall establiSh.and maintain
an active continuing program for the economical and efficient manage-
ment of the records of the agency. Such program shall, among other
things, provide for (1) effective controls over the creation, mainte-
nance, and use of records in the conduct of current business; (2)
cooperation with the Administrator in applying standards, procedures,
and techniques designed to improve the Management of records, promote
the maintenance and security of records deemed appropriate for preser-
vation, and facilitate the segregation and disposal of records of tem-
porary value;.and (3) compliance with the provisions of this title and
the regulations issued thereunder.'
? SECRET,
Approved For Release 2001/08/ipo;A14431;)874-00390R000100030003-1
Approved For-Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
- 6
.1111'orrnmion
"(c) Whenever the head of a Federal agency determines that sub-
stantial economies or increased operating efficiency can be effected
thereby, he shall provide for the storagel processing, and 'servicing
of records that are appropriate therefor .n.a records center main-
tained and operated by the Administraor or, when approved by the
Administrator, in such a center mainti4ped and operated by the head
of such Federal agency.
"(d) Any official of the Government who is authorized to certify
to facts on the basis of records in hie! Custody, is hereby authorized
to certify to facts on the basis of records that have been transferred
by him or his predecessors to the Adainistrator.
"(e) The head of each Feder4 agency shall establish such safe-
guards against the removal or loss of records as he shall determine to
be necessary and as .may be required by regulations of the Administra-
tor. Such safeguards shall include making it known to all officials .
and employees of the agency (1) that no records in the custody of the
agency are to be alienated or destroyed except in accordance with the
provisions of the Act approved July 7, 1943 (57 Stat. 380,383), as
amended July 6, 1945 (59 Mat:. 434), and (2). the penalties provided by
law for the unlawful removal.or destruction of records.
' "(f) ?The head of each Federal agency shall notify the Administra-
tor of.any'actual,impendingor threatened unlawful removal, defacing,.
.alterationt-or destruction of records in the cuStody.of the agency of
which he is the head that shall come to his attention, and with the' -
assistance of the. Administrator shall initiate action through the Attor-
ney General for the recovery of records he knows or has reason to be-
lieve have been unlawfully removed from his agency, or from any other
Federal agendy whose records have been transferred to his. legal custody.
"(g)' Nothing ir this title shall be construed as limiting the au-
thority of.the Comptroller General of the United States with respect to
prescribing accounting systems, forms, and procedures, or lessening the
responsibility of collecting and disbursing officers for rendition of
their accounts for settlement by the General Accounting Office."
* The U.S. Code *
The U.S. Code quotes certain basic regulations and penalties with
respect to the maintenance and protection of records in all Federal
agencies. Title 5, Section 22 states:
"Sec. 22.- Departmental regulations. The head of each department
is authorized to prescribe regulations, not inconsistent with laws, for
the government Of his department, the conduct of its officers and clerks,
the distribution and performance of its business, and the custody, use,
and preservation of the records, papers, and, property appertaining to it..
(R.S. Sec. 161).".
SECRET,
Approved For Release 2001/08/19c6RMINT4-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
7 _ SECRET
&teurIty Informlion
Pertinent decisions based on this Section are as follows:
"Implied power of head of department. - The head of a government
department does not have to show statutory authority for everything he
does, reasonable latitude in the exercise of discretion being implied.
(1924).34 OF. Atty. Gen. 320."
"Power considered administrative. - The power conferred by this
section is administrative and not legislative. U.S. v. George (Neb.
1913) 228 U.S. 14, 33 S. Ct. 412, 57 L. Ed. 712.'1. ?__ __. ?
"Implied legislative ratification. - When Congress permits the
orders of an executive department to be formulated as regulations, and
published, and carried into effect, the legislative ratification must
be implied. Maddox v. U.S. (1885) 20 Ct. Cl. 193, 197." '
"Effect as to third persons. - No authority is created by this
section which enables the heads of departments to make rules for the
conduct of persons not connected with the dePartments? but such regula-
tions, When made, are exclusively for the government of the department,
and the conduct of its officers, and the preservation of the papers and
property belonging to the department. (1883) 17 Op. Atty. Gen. 524."
1"Adoption of regulations; usage. - Usages have been established
in every part of the government, which have become a kind of common law,
and regulate the rights and duties of those who act within their respec-
tive limits. U.S. v. Macdaniel (Diet. Col. 1833) 7 Pet. 1, 14, 8 L. Ed.
587.. See Benson v. Henkel (N.Y. 1905) 25 S. Ct. 569, 571, 198 U.S. 11
49 L. Ed. 919.
"The regulations mentioned in this section need not be promulgated
in any set form, nor in writing, but may consist of established usages,
and practices which have become a kind of common law of the department.
Haze v. Henkel (N.Y. 1910) 216 U.S. 462, 30 S. Ct. 249, 54 L. Ed. 569.
See also international By Co. v. Davidson (C.C.A. N.Y. 1921) 273 F.
153, affirming (D.C. 1920 271 F. 313, and reversed on 'other grounds
(1922) 42 S. Ct. 179, 257 U.S. 506, 66.L. Ed. 341.
"The requirement by the department under whose authority an officer
is acting, such as will make.his action official, need not be prescribed
by written rule or regulation. It may also be found in an established
usage which constitutes the common law of the department, and fixes the
duties of those engaged in'its activities. In numerous instances, duties
not completley defined by written rules are clearly established by settled'
practice. U.S. v. Birdsall (Iowa,' 1914) 34 S. Ct. 512; 514, 233 U.S. 223,
33 L. Ed. 930."
? "The archives of a-department are not in the possession of the head
of the department or chief of a bureau, but in the possession of the United
States, and papers cannot be taken therefrom, by replevin against such
officer, on a claim of them an private property. (1853) 6 Op. Atty. Gen. 7."'
? ,5"-C.R.Ei
Approved For Release 2001/08/J ? CIA-RDP74-00390R000100030003-1
?
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
SL:CREI.
- 8 - ?
at:R:1.1111y ,n,tumaron
"The records of Executive Departments are quasi-confidential in their
nature, and must be classed as privileged communications whose production
cannot be compelled by a court without express authority of law. And the
head of an Executive Department may properly decline to furnish official
records of his Department, or copies thereof, or to give testimony in a
cause pending in court between private parties, respecting facts which
have come to his knowledge officially, whenever in his judgment the pro-
duction of such papers or the giving of such testimony might prove pro-
judicial, for any reason, to.the government or to the public interest.
(1905) 25 Op. Atty. Gen. 326, Sec, also, (1877) 15 Op. Atty. Gen. 378,
415; (1878) 16 Op. Atty. Gen. 24.
"Where the disclosure of facts stated, etc., in communications
which are not privileged, as made in the course' of official and public
duties, would, in the judgment of the head of the department, be attended
with serious damage to the public interest, the department would be justi-
fied in representing to the court that, upon public considerationsp.it
declined to furnish such communications; (1877) 15 Op. Atty. Gen. 415,
416."
"Force and affect of regulations as law generally. - A regulation
prescribed by the head of a department, within this section i when not in-
consistent with law, has the force of law. Cahn v. U.S. (Kan. 1894) 14 S.
Ct. 513,.517, 152 U.S. 221) 381. Ed. 415; Ex parte Reed (1879) 100 U.S.
13, 25 L. Ed. 538; (1895) 21 Op Atty. Gen. 122.
"A regklation of a department, in conformity to a particular act of
Congress, becomes a part of the law, and of a binding force as if incor-
porated in the body of the law itself. Wilkins v. U.S. (Pa. 1899) 96 F.
839, 841, 37 C.C.A. 588, writ of certiorari denied (1899) 20 Sup. Ct. 1023,
175 U.S. 727, 44 L. Ed. 339; U.S. v. Sibray (C.C. Pa. 1910).178 F. 144,
reversed-on other grounds (1911) 185 F. 401, 107 C.C.A. 483;
U.S. v. Barrows (D.C. Pa. 1869) Fed. Cas. No. 14,529, 1 Abb. U.S. 351; .
In re Aliens (D.C. N.Y. 1916) 231 F. 335; Peterson v. U.S. (C.C.A. Hawaii,
1923) 287 F. 17."
"While the head of an executive department is limited in what he
does by the law, he need not show exPress statutory authority for an
administrative detail incident to a power conferred. U.S. v. Macdaniel
(Dist. Col. 1833) 7 Pet. 1, 14, 8 L. Ed. 587; Small v. U.S. (1909)
45 Ct. Cl. 13; (1911) 28 Op. Atty. Gen. 549."
Title 18, Paragraph 2071.
"2071. Concealment, removal, or mutilation generally.
s(a) Whoever willfully and unlawfully conceals, removes, muti-
lates obliterates, or destroys, or attempts to do so, with intent to do
so takes and carries away any record, proceeding, map, book, paper, docu-
ment, or other thing, filed or deposited with any clerk or officer of any
court of the" United States, or in any public office, or with any judicial
sl
Approved For Release 2001/08/30ag . __P74-00390R000100030003-1
Saftirily rfccrnaIin
Approved ForRelease 2001/08/30 : CIA-RDP74-00390R000100030003-1
9
SECRET
- -
Samoily Inforrioirm..
or public officer of the United States, .shall be fined not more than
$2,000 or imprisoned not more than three years, or both.
"(b) Mower, having the custody of any such record, proceeding,
map, book, document, paper, or Other thing, willfully and unlawfully con-
ceals, removes, mutilates,, obliterates, falsifies, or destroys the same,
shall be fined not more than $2,000 or impridoned not more than three
years, or both; and shallforfeit his office and be disqualified from
holding any office under the United States." ?
.* The Defense Production Act *
"Section 705 ? ? ? ? ? 0 (e) Information obtained under this section
.which the. President deems confidential Or with reference- to which a
request for confidential treatment is Made by the person furnishing
such information Shall not be published or disclosed unless. the Presi-
dent determined that'thewithblding therof'is contrary to the interest
of thOaational defense, and any person willfully violating this pro-
vision shall, upon conviction, be fined not more than $100100, or
prisoned for not more than one year, or botho"..
"Section .710, -? ? 0.(e).Ahoever, being an officer or employee of?
the United States. or any department or agenoy thereof (including any
Member of the ?Senate or. Rouse or Representatives), receives, by virtue
of his Office' or semployment, confidential information, and (1). uses such
information in speculating directly'orindirectly.on any commodity ex-
change, or (2) discloses such-information for the purpose ofaiding any?
other person so to speculate, shall be. fined not more than $10,000.0r
imprisoned not more than 'one year, or both. As used.inthis section,.
the term. "speculate" -shall not include a legitimate hedging transaction,
or apurchase or pale which is. accompanied by aptual delivery of the.
oommddity.?., ?
* The Federal Reports Act *
. !Section 4.. (a) In the event that any information obtained in con-
fidence.by a Federal agency is released by, that agency to another Federal'
agensyiall the provisions of law (including penalties) which relate to:
the unlawful disclosure of any such information shall apply to the Officers
and employees Of the agency towhidh such information is released to the
same extent, and in the same manner as such provisions apply to the officers
and employees of the agency which originally obtained such information;
and the officers' and employees of the agency to which the information is
released shall in addition be subject to the same provisions of law (in-
cluding penalties): relating to the unlawful disclosure of such information
as if the information had been collected directly, by such agency.
"(b) Information obtained by a Federql agency from: any person or
persona may, pursuant to-this Act, be released to any other Federal agency
only if (1) the information shall be released in the form of statistical
Approved For Release 2001/08/0 p74-00390R000100030003-1
curity InIc?rinMtort
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
- 10 -
!Security Information
totals or summaries; or .(2) the information as supplied by persons to a
Federal agency shall not, at the time of c011ection, have been declared
by that agency or by any superior authority to be confidential.; or (3)
the persons supplying the information shall consent to the release of it
, to a second agency by the agency to which the information was originally
supplied; or .(4) the Federal agency to wl,iichjanOther Federal agency 'shall
.release the information has authority to collect the information itSelf
and such authority is supported by legal provision for criminal penalties
against persons failing to Supply such information."
"Section 7. As used in this Act -
Ot
?
"(c) The term "information"' means facts obtained or solicited by
the use of written report forms, application forms, schedules, ques- ?
tionaires, Or other similar methods calling either (1) for answers to
identical questions from ten or more persons other than agencies, instru-
mentalities, or employees of the United States or (2) for answers to
questions from agencies, instrumentalities, or employees of the United
States which are to be used for statistical compilations of general
public interest."
* 'Administrative. Prooedui?e-"Act *
ADMINISTRATIVE PROCEDURE ACT
. "Section 3. Except to the extent that there is involved (1) any
function of the United States requiring secrecy in the public interest
Or (2) any matter relating solely to the internal management of an agency-
"(a) RULES. -- Every agency shall separately state and currently
publish in the Federal Register. (1) descriptions of its central and
field organizatien including-delegations by the agency of final autho-
rity and the estiblished places at which, and methods whereby, the
public may secure information or make submittals or requests; (2) state-
ments of the general course and method by which its functions are chan-
neled and determined, including the nature and requirements of all formal
or informal procedures available as well as forms and instructions as to
the scope and contents of all papers-, reports, or examinations; and (3)
substantive rules adopted as authorized by law and statements of general
policy or interpretations formulated and adopted by the agency for the
guidance of the pUblic? but not rules addressed to and served upon named
persons in adcordance with law. No person shall in any manner be required
to resort to organization or procedure not so published.
"(b) OPINIONS AND ORDERS. -- Every agency shall publish Or, in
accordance with published rule-, make available to public inspection all
final opinions or orders in the adjudication of cases (except those re-
quired for good cause to be held confidential and not cited as precidents)
and all rules.
SECRET
Approved For Release 2001/08/39 ? CJA-R 74-00390R000100030003-1
.eivrity Imntrrroinn
?
Approved For Release 2001/08/30 : Clt-EN1-00390R000100030003-1
- 11 - Socurity Informnfint,
OW PUBLIC RECORDS. -- Save as otherwise required by statute,
matters of official record shall in accordance with published rule be
made available to persons properly and directly concerned except infor-
mation held confidential for good cause found."
* Bureau of the Budget Bulletin 51-14 *
"This Bulletin deals with the plans of all Federal agencies'with
respect to the availability of indispensable records for emergency use.
These plans for the protection of indispensable records were enumeratedz
in a memorandum from the Administrator of General Services Administration ,
to the heads of Federal Agencies dated October 31, 1950. This memorandum
transmitted an Outline of Minimum Standards for an Agency on Documentary,
Protection Program, and identified indispensable documents as follows: ?
"1. Identification of Indispensable Documents
"(a) Standards for the determination of indispensable documen-
tary materials cannot be established categoricelly. Records selected for
protection must be of such character that their loss would seriously imperil
the performance of functions essential to the maintenance of the U.S. Govern-
ment under emergency conditions.
"(b) Priorities as to indispensability are suggested as follows:
"(1) Records vital to the military effort of the nation --
the operations of the Armed Forces.
"(2) Records vital to the mobilization and protection of
the material and manpower resources of the nation.
"(3) Records vital to the maintenance of public health,
safety, and order.
"(4) Records vital to the protection of the rights of indi-
vidual citizens." .
Implimenting 51-14 in the Central Intelligence Agency - see exhibit 1"
for the details of this activity.
* G. S.A. Regulations *
A copy of these' regulations is attached as exhibit 2.
* C.I.A. Records Program *
See exhibit 3 for the details of this program.
Approved For Release 2001/08/30 :y1A-RDP74-00390R000100030003-1
ify
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
SECRET
19 June 1951
SURJECT1 Operating Procedure for Vital Materials Program
14 pURPOSEt The purpose of this procedure is to institute a
program for the orderly deposit of all vital materials,
such as documents, records, and equipment pertinent -
to the activities of the organizational components
of CIA in a repository for safe keeping. -
DEtINITIONS:
Et.
0.
Vital Materials Vital materials are those
specific items in the possession of CIA which'
are essential to. the agency on a. continuing
basis and which, in the event of destruction,
would costitute an irreplaceablelmsa.-
Area Records Officer - An Area Records Officer
is an individual designated by an office head .
to act in all matters pertaining to vital .
materials within his jurisdiction.
put Vital Materials Officer - The CIA Vital
MaterialS Officer is the Chief, Records Manage-
ment and Distribution Branch, General Services
Division, Administrative Services. Ais is -
designated to coordinate the vital materials
program for the entire agency.
The Repository - The repository is a place where
vital Materials are being stored for safe keeping..
Cu the The Custodian of the
Repository hereinafter referred to as the
Oustodianjib an individual designated to administer
the Ainctions of the Repository.
$2triap_d_pdgin An "Office of Originn is an
office holding custodial jurisdiction over'
.certain vital materials which, pursuant to the
purpose of this program Should be moved to a.
place of safe keeping,
CATAGORIES OF VITAL MATERIALS: Charts 1, 2 and 3, Appendix-A
comPrise a tabulation of the categories of vital -
materials by office of origin. Adherence to an
organisational and functional listing of vital
materials is essential to an overall 'agency records
control prograth and, else, to preclude unnecessary
duplication in reproduction requirements.
SECRET
Approved For Release 2001/138031:k CIA-RDP74L00390R000100030003-1
--- Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
SECRET'
OBJECTIVES:
a, Safe storage of vital material in original or
reproduced form in a repository on a timely basitg.
b. Maintenance of the quality of films, legibility of
images and continuity 'of indices with respect to
reproduced materials.
Security for the physical transfer of vital
materials to the repository.
d. The systematic filing and storage of vital
materials to provide for appropriate reference
coding and essential inventorys.purposes.
e. The disposition of those vital materials which
become non-record or non-current for reference
purposeb.
f. The submission of periodic inventory reports to
Offices of Origin by the 'Custodian,
DEPOSIT SYSTEM: The deposit of vital materials in original -
form will be construed as a direct method of effecting
.storage., The deposit. thereof in reproduced form,
such as by use of microphotography, will be construed
as an indirect method.
Requirements -
(1) Scheduling the flow of vital materials.
to the repository.
(2) Scheduling reproduCtion operations
(i) Completing the physical tranefer of the
materials under secure circumstances.
poosit'Schedule Effective25june 1951$ deposit's' .
of vital materials Will be made in the repository on-
Friday
. of each week. The CIA Vital MateriaLm .
Officer will arrange for transportation$ security,
- and other essential details.
o. Visits to_Renository - An Area Records Officer
making a direct deposit may accompany the CIA
Vital Materials Officer to the repository.
SECRET'
- 2 -
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
4
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
SECRET
Weekly Report - The CIA Vital Materials Officer
will compile Report Form "Vita]. Materials
Placed in Repository" for rendition each week
to the Chief, Administrative Services. This
report willreflectin.a composite manner the
deposit activity for each Office of Origin on a
.oumulatite. basis. An Office having ne vital
materials for.deposit within a single week will
advise the CIA Vital Materials Officer before
Friday of each week.
FUNCTIONSI The operating elements will perform the following
functions, respectively:
It
a. Area Records Officer The Officer will:
(1) Select, prepare, and identify vital
materials as authorized for transfer
directly from the office of origin to the
repository*
Select, prepare, and identify vital materials
pursuant to predetermined schedules for
transfer indirectly from the office of origin
Athrough the CIA Vital Materials Officer to
the repository.
(3) Prepare and initiate CIA Form No.
"Transfer Slip", as appropriate.
(4) Hold vital materials to be transferred in
suspense file pending date of scheduled
deposit.
( ) Accompany CIA Vital Materials Officer to
the repository on dates of scheduled
deposits, as appropriate, to make physical
deposits of vital materials.
(2)
(6) Bring to the attention of the Assistant
Director or Chief any changes in the inven-6
.tory that have occurred since the previous
quarterly report.
(7) Consult with the CIA Vital Materials Officer
on a continuing basis on matters pertaining
to vital materials under his jurisdiction.
(8) Initiate, execute and process forms, certifi-
cates, and reports either as prescribed
herein or as requested by the CIA Vital
Materials Officer*
Approved For Release2011119 : CIA-RDP74-00390R000100030003-1
Approved For Release 20INE40 : CIA-RDP74-00390R000100030003-1
b. CIA Vital Materials Officer- The Officer will
advise and assist Area Records Officers on a
continuing basis on matters pertaining to vital
materials and will coordinate the Vital Materi-
als Program on an operating basis by preparing
and furnishing schedules, and completing
arrangements for the physical transfer of
vital materials directly or imilrectly from
Offices of Origin to the Repository; also, by:
(1) Terifylretheschedules to insure that offices
are forwarding vital materials on a continu-
ing basis.
(2) Duplicating vital mateiials where original
copies cannot be deposited, and establishing
schedules therefor.
(3) Inspecting quality of duplicating processes
used for vital materials.
(4) ,pompleting CIA Form No. "Transfer Slip",
as appropriate.
(5) Making scheduled visits to the Repository
for the deposit of vital materials.
(6) Maintaining control file of receipts for
duplicated vital materials signed by the
Custodian upon deposit in the Repository.
(7) Procuring of personnel and equipment ,
essential to implement the vital materials
program with respect to indirect deposits.
o. Custodiaq - The Custodian will:
(1)
Receive, verify and receipt for vital
materials deposited through the CIA Vital
Materials Officer.
(2) Complete CIA Form No. . "Transfer Slip",
as appropriate.
(3)
(4)
'Establish and maintain ailappropriate
reference system that will provide broad
codification to facilitate access to vital
materials.
Prepare and furnish periodic inventory
reports to the several Offices of Origin.
(5) Complete destruction orsreturn of vital
materials to affices of Origin, as directed.
Approved For Release 20011??ffifit: CIA-RDP74-00390R000100030003-1
- 4 -
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
SECRET'
CONTROL OF VITAL MATERIALS .- The following procedure is prescribed
? for the control of Vital Material:
a. Transfer Slip - CIA Form No. "Transfer Slip" (See
Appendix B) has been devised as a basic means of
establishing administrative control over vital materials
flowing to the repository by both direct and indirect
methods of deposit. This is a four-part manifold form
which provides for the recording of specific control
data by each of the three operating elements,
respectively, as follows:
? (1) The Area Records Officer -- The Officer will
? initiate the form, recording in the spaces provided
essential identifying data such as office of origin,
datej deposit number, description of Material,
date and number of pages, and also the deposit
method, retention period and replacement data.
(2) tjt1 MatrilOff&cer -- The Officer will
cbmplete the Spaces provided for reproduction
dhta such as reel number, frame number, date and
also, record the transfer date and any special
instructions.
(3)
The Custodian -- The Custodian will complete the
spaces provided for the storage numbers i, e,
cabinet and drawer and, subsequently, the dispo-
sition dates for either the destruction or return
of the vital materials to the Office of Origin.
Deposit Numbers -- Each Area Records Officer will main-
tain a separate aeries of deposit numbers in numberical
sequence.
c. Distribution of Copies -- Each copy of the form reflects
the required distribution and, thus, is self-explanatory.
Each Area Records Officer will maintain a control file
of copies Numbered .l and 3. Copy Number I will be
placed in the control file before the vital materials
are moved to the repository. Copy Number 2 will be
fastened securely to the material and remain therewith
while in storage. Copies Numbered 3 and 4 will be
taken to the repository by the Area Records Officer
where the Custodian, after executing the receipt
(Copy Number 3), for indirect deposits, will place
copy Number 4 in his control file. The foregoing will
apply to both direct and indirect methods of deposit
except that in the case of indirect deposits, the Area
Records Officer will not separate the copies of the form
for distribution until after reproduction operations
have been completed,
SECO?
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Sai 5 am
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
SECRET
d. Receipt -- The Custodian will execute the receipts
for indirect deposits. However, as he will have no
knowledge of the contents of direct deposits he will
not be required to receipt therofor nor compile
reports of possession thereon.
8. IDENTIFICATION OF VITAL MATERIALa The 'identification of vital
materials is prescribed as follows:
a. Title pane -- All materials recommended for storage as
vital will reflect the Office of 0,16n, the long and
short title and serial number whi4, 4411 conform with
the file series established for oa,;; 9frice respectively,
as provided in Appendix B. The ws4 Ivital' will appear
on the outside cover of all materieLo Wherp the
material concerns a document, as such, the data pre.v
scribed above will appear on the ti4e page (illoide
front cover), and each succeeding V041MQ of k multi-
volume document will bear a separate soort title.
Where the materials entail records only, the subject
Matter of each group in the records series will be
substituted for the "title" as appropriate. Where
the material comprises equipment, the name, make
and model number will suffice forth? "title".
b, gp.n.__?espondence and Report @ -- All references to vital
materials in possession, inventory or transfer, such
as reports, reports of destruction, or correspondence
will be by serial number, date and short title only.
In using a short title every symbol of the short title
will be included. Any correspondence on paper which
refers to vital materials by titles other than the
short titles will be assigned a minimum security classi-
fication of SECRET, i. e., if the reference discloses
that the material is vital.
c. Ej2iionofy_g_Llitt1212.1.g -- A revised edition of
existing vital materials may be assigned a new short
title but, where this is undesirable, . the old short
title followed by a symbol which will differentiate
the revised edition from the old is permissible.
Reproduction -- Reproduction of vital materials in
whole or part is forbidden except by specific author-
? ization of the office of origin. When authorized, a
reproduction will show the reproducing office,
authority for such reproduction, and the number of
copies reproduced. In addition the Office of Origin
will be notified.
SECRET
6 -
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 20XIMAM30 : CIA-RDP74-00390R000100030003-1
e. Transfer of Vital Materials -- When vital materials
are transferred from one Office of Origin to another,
or the organization's designation changes, a certifi-
cate of transfer will be made in triplicate by the
assignee or the successor organization. The certifi-
cate will be signed by the Area Records Officer
transferring the material. The original and one copy
will be forwarded to the CIA Vital Materials Officer
who in turn will forward both copies to the Custodian
of the Repository for receipt and acknowledgement.
A copy of the certificate of transfer will be retained'
by each office concerned.
Destruction of Vital Materials -.:Normally, the Office
of Origin will designate when vital materials are to
be removed from the Repository and destroyed. The
Custodian will be responsible for the disposition of
vital materials which are to be destroyed at the
? Repository. In this responsibility, he will adhere
, to CIA Security Regulations covering the destruction
of classified material. A copy of the certificate
of destruction will be forwarded to the Office of
Origin and to the CIA Vital Materials Officer for
record.
IEENTORY OF VITAL MAIBRIALS --
a. Custodian will maintain a master inventory of all
vital material by Office of Origin and will make, or
have made, each quarter of every yeart'an accurate
? return thereof to each office concerned, respectively.
to, In:making the quarterly report of possession the
following details will be observed:.
(1) Each item will be physically inspected and its
serial deposit' number checked with the inventory.
(2) The Custodian of the?Repositorrwill take the
? inventory and will sign the report.
o. A quarterly report of possession will not be required
for:,
(1) Vital Materials which have been received,
subsequently destroyed, and a destruction report
? rendered thereon within a single quarterly period.
(2) Materials which have been placed in the Repository
for historical purposes only, with the express
approval of the Custodian.
(3) Materials which have been received,by direct
deposit.
Approved For Release 2091166030 : CIA-RDP74-00390R000100030003-1
25X1A Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GENERAL SERVICES ADMINISTRATION TRUSNTTTAL LELCER NO. 1
? Washington 25, D. C. Da cerabar 6 ,, 1951
REGULATIONS OF THE GENERAL SERVICES ADMINISTRATION
TITLE 3, FEDERAL RECORDS
To: Heads of Federal Agencies
1. Material Transmitted
Attached are Chapters I and IV of Title 3, Federal Records, Regulations
of the General Services Administration. Chapter I contains General
Provisions and Chapter IV prescribes regulations governing the Dispo-
sition of Federal Records.
This is the first issuance of Regulations of the General Services Ad-
miniOration in codified form, announcement of which wee contained in
General Services Administration Circular No. 28, dated October 4, 1951.
2. EITA121.1.of Forms
Standard Forms 115, Request for Authority to Dispose of Records, and
115a, Continuation Sheet, and OSA Forms 467, Annual Statistical Summary
of Records Holdings, and 468, Agency Records Center Annual Report,. are
prescribed by these Regulations. Supplies of the standard forms maYA2.-.1!
obtained on and after December 20, 1951, by the submission of purchase s:
orders to the appropriate GSA Federal Supply Center. Supplies of the
GSA Forms may be obtained, upon request, from the Office Services and
supgy Division, Office of Management, General Services Administration,
Washington 25, D. C.
3. Cue.ti of T3'0_211
Chapter II, Creation of Records, Chapter III, Organization, Maintenance,
and. Use of Records, and Sections 102 and 103 of Chapter IV, are in pro-
Calla of preparation and will be issued at an early date.
Emissions
ARegulations of the National Archives Council, adopted July 29, 1949
(14 p1R4 5405), and the Resolution conceraing the Transfer of Records
to the National Archives, adopted by the National Archives Council
November 9, 1944, are hereby superseded,
5. Effeotive Date
The Regulations transmitted herewith shall be eitoctivo mmdiateLY.
? or, v, .6329
?,U0 LARSON
Approved For Release 2001/08/30 : CIA-R 40139113p19099030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
nY,GULATUNS01 1H
6NERAL SERVICIFS ADMPliSr" .%1TMIN
A M T3.) Fr: e
6' 1.---"L)11-_1,- j%L
ALL. WO. .410100 t'?
2'2>
259 D. c.
DE,:C,NABER [T50
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
?
?
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
RAgmlations
of the
General Services Administration
General. Regulations prescribed by the Administrator of General Ser-
'vices ikrsuant to the provision4,0r,Public Law 152, Ellst Congress, as
amended, and other law, having.dontiWing apPlibationto:Go_vernment
agencies and to the public Will be-cOdiried into' ei five title edition
entitled "Regulations Of the General -Saryices AdMinistration.," These
Regulations will include ill policy directives, Procedures, general
delegations of authority, GSA and Standard Forms and similar regula-
tory material..
Title Numbers and SUbjects. When (4iPleialithe.codifW-edition of
the Regulations will consist of the following:
Title 1 Personal PropertvManagsMAt.
Title 2 Real.PrOperty Management
Title 3 Federal Records
Title 4 linergenoy Procurement
Title 8 Contract Settlement
Method. of Issuance. Codified Regulations are issued in loose leaf
form to permit the insertion or removal of pages upon which additions
to, or deletions or revisions of, regulatory statements are made
necessary by changes in policy or fact. Revised or added pages will
be issued as needed, and the material under eaoh Title shall be kept
, up to date by all persons who are responsible for the operation of
any phase of an agenoy program which is effected by.the Regulations
of the General Services Administration.
Internal Numbering System. Titles are divided into numbered and
bitled chapters, parts, sections and subsections, to denote delinea-
tion between subordinate functional areas under the main title. .
Parts, sections and subsections are identified by a five digit number-
ing system. The first digit identifies the part; the second and third
digits identify the section; and the fourth and fifth digits identify
the subsection. For purposes of reference a subsection will be identi-
fied by using the title number, the chapter number and the full section
number. For example, the first subsection of the first section under '
Chapter II of Title 2, will be referenced as GSA Regulation 2-11-201.01.
The first number identifies the title and the second number identifies
the chapter. Paragraphs and subparagraphs are identified by small
alphabetical letters and by arabic numerals respectively: for example,
paragraph a, subparagraph 10 Thus a paragraph and subparagraph under
section 201.01 of Part 2 will be referenced for identification pur-
poses as subparagraph a.l. of GSA Reg. 2-11-201.01, or GSA Reg.
2-11-201.019.1. Further subdivisions, when necessary, will be identi-
fied in order by letters and numerals in parentheses, e.g., (a) and (1).
'Pages are identified in the upper right or left corner to show the
title, chapter, part, section and aubseotion in which they belong.
For example, a page bearing the identification "GSA Reg. 2-11-201.04"
belongs in Chapter II,,Part 2, Section 1, subsection 4, of Title 2,
Real Propertyllanagement. The identification shown at the top of the
page will be the number of the first subsection beginning on that
page. When a subsection extends beyond one page; the continuation
page is further identified by "(Contld- )" appearing after the sub-
:section number at the top of the page; for example, (Contid-2).
(Centld-3), etc.
After the original issuance of material under a title revised or added
pages will be identified by the following statement in the upper right
or left corner immediately below the page identification (Revised (date))
or (Added (date)).
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Transmittal Letters. The original issuance and revised and added
material will be promulgated and distributed to a6encies under cover
of a series of consecutively numbered transmittal letters for each
title. The transmittal letters will be designed to serve the follow-
ing purposes:
1. Transmit as an attachment the pages to be substituted or added
and give instructions for insertion.
2. State the purpose of the new regulation or the change in policy
involved. ?
3. Give such nonrecurring. instructions as may be necessary to effect
the new or changed regulation and the date such regulation shall
be made effective.
For reference purposes transmittal letters should be retained, and may
be placed in the back of the cover for the particular title; or may be
detached and filed separately.
- 2 -
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
AUTHENTICATION
In accordance with the authority vested in the
Administrator of General Services, I hereby declare
that the Regulations of the General Services Admin-
istration, Title 3, Federal Records, shall be the
Regulations governing the management of the records
of Federal agencies until modified by order of the
?Administrator or by law.
?
N'
,TESS LARSO
Administrator
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
REGULATIONS OF THE
GENERAL SERVICES ADMINISTRATION,
TITLE 1, FEDERAL RECORDS
TABLE OF CONTENTS
CHAPTER I GENERAL PROVISIONS
PART 1 *INTRODUCTION
Section 101.00 General
xa: Purpose
..02 Authority
.03 Applicability
Section 102.00 Agency Records Management Programs
.01 Authority
.02. Program Content.
- .03 Creation of Records
X4 Organization, Maintenance, and Use of Records
-.05 Disposition of ReCorde
.06 Liaison Offices -
.07 Annual Statistical Summary
? *? CHAPTER II CREATION OF'RECORDS
* CHAPTER III, ORGANIZATION, MAINTENANCE,
' . AND USE OF CURRENT RECORDS
? CHAPTER Iv DISPOSITION OF FEDERAL RECORDS
PART 1. .R4CCRDS CONTROL SCHEMES AND STANDARDS
Sectionw101.00 Records Control Schedules
.01 Records Scheduling Programs
.02 Basic Elements in Records Scheduling Progrmas.
.03 Formulation of Redords Control Schedules
.04 Provisions of Records Control Schedules
.05 Application of Records Control Schedules
*Section 102.00 General Retention and Disposal Standards .
*Section 103.00 Standards for the Selective Retention of Records
Section'104.00 General Retention and Disposal Schedules
.01 Authority
. .02 Approved General Disposal Schedules
Section 105.00 Reproduction of Permanently Valuable Records'?
.01 Authority
.02 Standards ,
? .03 Destruction' of Originals
Section 106.00 Agency'Disposal Authority
.01 Authority
.02 Submission of Disposal Requests
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA .062 ved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Title 3
.03 Certification
.04 General Accounting Office Clearance
.05 Approval of Requests for Disposal Authority
.06 Extension of Retention Periods
Section 107.00 Emergency Authorization for the Disposal of Records
.01 General
.02 Menaces to Human Health or life or to Property
.03 State of War or Threatened War
PART 2 DISPOSAL OF RECORDS
Section 201.00 Methods of Disposal
.01 'Authority ,
.02 Sale or Salvage
.03 Donation for Preservation and Use
.04 Destruction
PART 3 TRANSFERS OF RECORDS
Section 301.00 Transfer of Records from the Custody of One
Executive Agency to that of Another
.01 'Authority.
.02 Approval
.03 Agency Request
.04 Agency Concurrences
.05 .Records of Terminated Agencies
.06 Equipment
.07 Costs of Transfers
.08 Restrictions on Use of Records
.09 Exceptions
Section 302.00 Transfer of Records to Federal Records Centers
.01 Authority
.02 Procedures for Transfers to Federal Records Centers
.03 Surveys of Records Available for Transfer
.04 Release of Equipment
.05 Restrictions on Use of Records
.06 Disposal Clearances
Section 303.00 Transfer of Records to the National Archives
.01 Authority
.02 Transfers via Records Centers,
.03 Direct Transfers :
.04 Release of Equipment.
.05 Restrictions on Use of Records
.06 Disposal Clearances
PART 4 Amai RECORDS CENTERS
Section 401.00 Establishment
.01 'Authority .
:.02 Existing Records Centers
.03 Requests for Authority to Establish or
Relocate Records Centers
.04 Annual Agency Records Center Report
' Appendix A - Exhibits
* - To be issued later
Approved For Release 2001/08/30.: 2IA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Reg, 3-1-101.01
TITLE 3 FEDERAL RECORDS
CHAPTER I GENERAL PROVISIONS
PART 1 INTRODUCTION
SECTION 101.00 GENERAL
101.01 Purpose. The Regulations in this Title prescribe policies
and methods for the economical and efficient management of records
of Federal agencies.
101.02 Authority. The Regulations in this Title are issued pursuant
to the authority contained in the so-called Records Disposal Act, as
amended (44 U.S.C. 366-380), the Federal Property and Administrative
Services Act of 19490 as amended (41 U.S.C. Spp. 214, 44 U.S.C.
Supp. 367, 369), and the Federal Records Apt of 1950 (41 U.S.C.
Supp. 281-290).
101.03 Applicability. The Regulations in this Title apply to all
agencies in the executive, legislative, and judicial branches of
the Government, except the Senate, the House of Representatives,
and the Architect of the Capitol and any activities under his
direction, to the extent provided in the Federal Property and
Administrative Services Act of 1949, as amended.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390ROCI0W0301)034t,0
SECTION 102,00 AGENCY RCCORDS MANAGEMENT PROGRAMS
102.01 Authority. Section 506 (b) of the Federal Records Act of 1950
requires the head of each Federal Agency to establish and maintain an
active, continuing program for the economical and efficient management
of the records of the agency,
102.02 Progm_content. Agency programs shall, among other things,
provide for:
a. Effective controls over the creation, the organization, maintenance
and use, and the disposition of all agency records.
b. Cooperation with the Administrator of General Services in develop-
ing and applying standards, procedures: and techniques designed to .
Improve the management of records: assure the maintenance and
security of records of continuing value, and facilitate the segre-
gation and disposal of all records of temporary value.
C. Compliance with the provisions of the Federal Records Act of 1950
and with the regulations issued thereunder.
102.03 Creation of Records. Adequate records management controls over
the creation of agency records shall be instituted to insure that lie-
portant policies and decisions are adequately recorded; that routine
Operational paper York is kept to a minimum; and that the accumulation
of unnecessary files is prevented. Effective techniques to be applied
in this area include the application of systems for the contra of
correspondence, forms, directives and issuances, and reports; the mini-
mizing of duplicate files; and the disposal without filing of transitory
material that has no value for record purposes.
102004 Organization: Maintenance, and Use of Records, Provision shall
be made for the continued analysis and improvement of such matters a
mail handling and routing, record classification d indexing systems,
the use of filing equipment and supplies, the reproduction and trans-
portation of records, and work production standards relating thereto,
to insure that records re maintained zconomicaUy and efficiently and
in such a manner that their m um usefulness is attained.
?
102.05 Disnosit ss 4.on of cords. Provision shall be made to insure that
records of continuing value are preserved but that records no longer of
current use to an agency are promptly disposed of or retired, Effective
techniques for accomplishing these ends are the development of records
control schedules; the transfer of records to reorde centers and to
t National Archives; the microfilming of appropriate records; and the
disposal of valueless records.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Reg. 3.-1102.06
102.06 Liaison Offices. Pe.?cyAbiUty goo ,.;bs dsvQ:1.,q93,ert of as
records management program shar. be specitiemlly assigrzd to an offie
or offices within each Federal agency? TYle office to Tillie:), tne major
responsibility is assigned shall be repcti. for liaison purposes to
the National Archives and Records Service.
102.07 Annual Statisticel ,omarr. Each Fedeml agency within 44 days
after the close of the fisw,1.J. yeav 1952 a-e4'eacia yonT thareagter shall
submit to the National ArchAwu and Recor EieriAce a staiastical
summary of records holdnrge on OSA Yovir 467 (Exhibit 10 &ppondix A).
Instructions tor the preparation'of ths report az,@ sot forth on the form.
Tha statistical summary may be consolidated for the (;ntire agoncy or,
if more practica10 individUal reports may be. submitted for bureaus or
'comparable organizational units.
;
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-003907Wp10003009311)/ .01
CHAPTER IV DISPOSITION OF FEDERAL RECORDS
PART 1 RECORDS CONTROL SCHEDULES. AND STANDARDS
SECTION 101.00 RECORDS CONTROL SCHEDULES
101.01 Records Scheduling Programa. A records scheduling program is
essential to promote a prompt and orderly reduction in the quantity of
records in each Federal agency in accordance with the provisions of
section 505 (a) of the Federal Records Act of 1950.
101.02 Basic Elements in Records Scheduling Programs, Three basic
elements are present in a records scheduling programa
a. The taking of a complete inventory of the records in the custody
of the agency.
b. The formulation of policy as to the disposition of each type or.
series of records and its statement in the form of a records
control schedule.
0. The application of the records control schedule to effect the
elimination or removal of records.
101e03 Formulation of Records Control Schedules. The follming steps
shall be taken in the development of records control schedules:
a. Each Federal agency shall compile a records control schedule for
all major groups of records in its custody having importance in
terms of content, bulk, or space and equipment occupied. For
all Federal agencies in existence on June 30, 1951 (other than
the judiciary, for which special arrangements will be made), such
records control schedules shall be completed by June 30, 1954.
For all .Federal agencies created after June 30, 1951, such
chedules shell be completed within one year after the creation
of the agency.
Schedules shall clearly identify and describe the series of records
covered, and shall contain instructions that, when approved, can
be readily applied. Schedules must be readily adaptable to use
along organizational lines, so that each office will have standing
inotructions for the disposition of records in its custody0
c0 t sebedulee shall take into account the actual filing arrangements
in existence, so that disposition of records can be physically
aicomplished in the largest blocks possible.
d. Nenrecord materials, such as extra copies of documents preserved
. !/or convenience of reference, stocks of processed documents,
, preliminary worksheets, and simil,r papers that need not be made
a matter of record, shell not be incorporated in the official
files of the agency. To the maximum extent possible, material
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GArritmeg__Zonftiolge,le 2001/08/30 : CIA-RDP74-00390R000100030003-1
not rcquirod for rc.00ra pua por,r.a shr1.1 '0:4 disposed of; it should not
be sent to file. In cases Lhere tronsit7 fii. cf such us...ter:L-1s
are established pd F7Anteio.)d in filing equipront,-, such files shall
be controlled by ms,cno of instructicns 14 the vectIvds control schedule.
Lally to effect ch?.nges
Records control schedules
Schedules shall be reviewed at least once, ann
necessary to maintain their current statna.
101.04 Provisions of Records Control Schedules.
shall provide for:
a. The dispose' after minimum retention periods of those records not
having sufficient value to justify their further retention.
Procedure's for obtaining disposal authorisation are prescribed
in. sections 104.00 and 106.00 of this chapter.
b. The removal to a Federal Records Center (Or to an agency records
center approved under the provisions of sectio 401.00 of this
chapter) of those records which cannot be disposed of immediately
but which need not be maintained -in office space and equipment.
.Such records will be maintained by the records center pending
? their transfer or disposal.
c. The retention as current records in office space and equipment of
the minimum volume of records consistent loath efficient operation.
101.05 Application of Records Control Schedules. The head of each
Federal.agency shall take necessary action to obtain the application.
of records control schedules to provide for the maxiMum economy of
space, equipment, and personnel.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Reg. 3-IV404.01
SECTION 104.00 GENERAL RETENTION AND DISPOSAL SCHEDULES
104.01 A.112TELtE. Section 505 (b) of the Federal Records Act of 1950
directs the Administrator to establish standards for the selective
retention of records of continuing value. The Records Disposal Act
prescribes that no records of the United States Government shall be
alienated or destroyed except in accordance with the provisions of
the Act. This Act also authorizes the Administrator to submit to
Congress schedules proposing the disposal, after the lapse of speci-
fied periods of time, of records of a specified form or character
common to several or all agencies that either have accumulated or
may accumulate in such agencies and that apparently will not, after
the lapse of the periods specified, have sufficient administrative,
legal, research, or other value to warrant their further preservation
by the United States Government.
These schedules when reported upon favorably by the Joint Committee
on the Disposition of EXecutive Papers constitute authority to
dispose of the records included therein. Agencies may apply this
authority subject to approval of the Comptroller General of the
United States when required by section 9 of the Records Disposal
Act. Such disposal authority is permissive and not mandatory.
104.02 'Approved General Disposal Schedules. Pursuant to the
authority cited in section 104.01, general disposal schedd39e
governing the retention and disposal of the types of records listed
below shall continue in effect until superseded by amendment of
this section.
a. Civilian Personnel Records, issued by Federal Records
Regulation No. 1, dated November 2, 1951.
b. Deferment Records (World War 11), issued by National
Archives Circular Letter No. 46-20 dated March 13, 1946.
t. Records of Informational Services and Relations with the
Public, issued by National Archives Circular Letter No.
46-4, dated May 23, 1946.
d. Mail and Postal Records, issued by National 'Archives
Circular Letter No. 47-10 dated August 72,1946.
e. Fiscal and Accounting Records, issued by National Archives
Circular Letter No. 47-2, dated August 7, 1946.
f. Bankruptcy Records, issued by National Archives Circular
Letter No. 48-10 dated July 7, 1947.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Reg, 3-IV--105,01
SECTION 105.00 REPRODUCTION OF PERMANENTLY VALUABLE RECORDS '
AUthority. Pursuant to the provisions of section 2 of the Records
Disposal Act, the Administrator of General Services is required to estab-
lish standards for the reproduction of records by photographic, micro-
photographic, or. other processes, mhen such reproductions are to serve as
permanent records.
105.02 Standards. In making reproductions of permanently valuable records
,n order to dispose. of the originals, the folloving standards shall be
aintainedt
a. The integrity of the original records shall be preserved on the copies.
The preservation of the integrity of the records implies that the
copies will be adequate substitutes for the original records in serving
the purposes for which such records were created or maintained. More
specifically, the term "integrity of the records" is defined to mean:
1. That the copies will be so arranged, identified, and indexed
that an individual document or component of a records series
can be located with reasonable facility; and
2. That the copies will contain all significant record detail
needed for probable future reference.
b. The film stock used in making photographic or microphotographic copies,
and the processing thereof, shall comply with the specifications of
the National Bureau of Standards for permanent records.
C. The provisions for preserving, examining, and using the copies of
the original records shall be adequate.
d. 'Whenever the agency deems that the original photographic or micro-
photographic negative or master reproducing copy of permanently
valuable records is deteriorating or will deteriorate as a result
of use or other causes, the agency shall maks a duplicate copy for
its awn use, if necessary, and shall deposit the original photo-
graphic or microphotographic negative or master reproducing copy
with the National Archives.
105.03 Destruction of Originals. Authority to dispose of the original
records must be obtained in accordance with section 106.0Q of this chapter.
In order to avoi!d the possibility of approval being withheld because of
failure to comply with the above standards, Federal agencies proposing to
'preserve permanently valuable records on microfilm or by other reproduc-
tion processes shall request authority to dispose of the originals before
the reproduction project itself is actually undertaken.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
WA Reg, 3-1V405.03 (Cont.1d-2)
a. Approval will be facilitated if a statement of procedures to be
adopted in order to comply with the above standards accompanies
the request.
b. Technical advice and assistance may be obtained, upon request,
fraa the National Archives and Records Service, Records Manage-
ment. Division.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00369Ar0 g10())01VIK01
SECTION 106.00 AGENCY DISPOSAL AUTHORITY
106.01 Authority. The Records Disposal Act prescribes that no records
of the United States Government shall be alienated or destroyed except
, in accordance with the provisions of the Act. It further requires the
Administrator of General Services to establish procedures to be followed
by Feqeral agencies in compiling and submitting lists and schedules of
records proposed for disposal.
-106.02 Sasiaglon_of_Diaonl_Rtgautri. Requests for authorization to
dispose, of recOrdi shall be initiated by Federal agencies by submitting.
records disposal lists or schedules to the National Archives and Records
Service on Standard Forms 115 and 115a, Continuation Sheet, as revised.
Samples of these forms and instructions for their preparation are attached
as Exhibits 2 and 2a, Appendix A. Existing stocks of Standard Fora 115
and 115a will be used until exhausted. Standard Form 115 may be used for
submitting either a list or schedule, by checking either A. or B, respec-
tivelyi under entry 6. Authority contained in an approved list is limited
to records already in existence, and should be used only when records 'of
the types described are no longer accumulating. A schedule gives contin-
uing authorization, and will be used in all caseswbere the types of
records described in the request will continue to accumulate.
106.03 Certification. The signing of Standard Form 115 by a properly
authorised agency representative shall constitute certification that the '
records described do not have, or will not have after the expiratien of
the retention period indicated, sufficient administrative, legal, or
fiscal value to the agency itself to warrant further retention. Appraisal
by the National Archives and Reoords Service will be limited to review for
possible value to other agencies Of the Government, and for research or
historical value.
106.04 n0e2aLkostim_gffice Clearance. Each Federal agency shall
obtain the approval of the Comptroller General of the United States, an
required by section 9 of the Records Disposal Act, for the disposal of
certain classes of records relating to claims and demands by or against
the Government or to accounts in which the Government is concerned.
Soh approval shall be obtained either prior to or concurrently with the
mibmission of the disposal request to the National Archives and Records
Service.
106.05 Approval of Basmuts for Disposal Authority. After review by the
National Archives and Records Service, the request, with the Archivistto
recommendation, is transmitted to the Congress as required by the Records
Disposal Act. If the Joint Committee on the Disposition of Executive
Papers makes a favorable report on the request, the Archivist shall notify
the agency thereof by returning one copy of completed Standard Form 115.
This consitutes the disposal authorization, which is mandatory. Such
authorized disposal shall be accomplished as prescribed in section 201.00
of this chapter.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
G3A, Rog. 3.1v.106.06
106.06 Extension of Retention Periods. In cases of emergency or when
it is in the interest of economy, the head of a Federal agency may
retain records authorized by Congress for disposal after the specified
retention period. When records are so retained, a copy of the directive
authorizing such retention shall be furnished to the Administrator and
such records shall be disposed of as soon as is administratively prac-
tical.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
?
?
Approved For Release 2001/08/30 : CIA-RDP74-003KIRONNOPM03.(17?01
SLCTION 107.00 EMERGENCY AUTHORIZATION FOR THE DISPOSAL OF RECORDS
107.01 General. Under certain conditions records may be disposed of
without regard to the provisions of section 106.00 of this chapter.
107.02 Menaces to Human Health or Life or to Pro ertr. Section 10 of
the Records Disposal Act authorizes disposal whenever it is determined
that records constitute a continuing menace to human health or life or
to property. Uhenever the head of an agency has determined that records
constitute such a menace he shall notify the National Archives and Records
Service, specifying the nature of the records, their location and quantity,
and the nature of the menace. If the National Archives and Records Service
concurs in the determination, the immediate removal of the menace by
destruction of the records or by other appropriate means will be directed.
107.03 State of Tsar or Threatened Mar. Section 11 of the Records Disposal
Act authorizes the destruction of records outside the territorial limits
of the continental United States whenever, during the existence of a
state of war between the United States and any other nation or when hostile
action by a foreign power appears imminent, the head of the agency that has
custody of the records determines that their retention would be prejudicial
to the interests of the United States, or that they occupy space urgently
needed for military purposes and are without sufficient value to warrant
'continued preservation.
Within six months after the disposal of any records under this authoriza?
tion, a written report describing the character of the records and stating
when and where the disposal was accomplished shall be submitted to the
National Archives and Records Service by the agency official who directed
the disposal.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-003WOR9100930003A001
PART 2 DISPOM OF NZCORDS
SECTION 201.00 METHODS OF DISPOSAL
201.01 Authoritx. Under the provisions of the Records Disposal Act,
Federal agencies are required to follow regulations issued by the
Administrator of General Services governing the methods by which records
authorized for disposal are to be disposed of. Only the methods set
forth in this section shall be used in effecting the disposal of records,
whenever Congress shall have authorized their disposal.
201.02 sale or Salvage. Paper records to be disposed of shall normally,.
and during the present shortage of paper, to the maximum extent prac-
ticable, be sold as waste paper; provided that, unless the records have
been treated to destroy their record content, the contract for sale shall
prohibit their resale or use as records or documents. Outside Washington,
D. C., where quantities involved do not warrant tale, paper records
authorized for disposal may be donated for salvage purposes to local
public or nonprofit institutions or agencies; provided that precautions
are taken to insure that the materials are not resold as records or
documents, and that the interests of the United States end of private
individuals are protected. Records other than paper records (film,
plastic, etc.) may be salvaged by the agency concerned or sold under the
same conditions that govern the sale of paper recerds. All tales shell be
on a competitive basis as required by the provisions of law applicable to
the selling agency.
201.03 Donation for Preservation and Use. Whenever it is believed that
the public interest will be served thereby, a Federal agency may transfer
records authorized for disposal to a government, organization, institu-
tion, corporation, or person that has made application for them; provided
(a) that the applicant agrees not to sell the records as records or docu-
ments; (b) that the transfer is made 'without cost to the United States
Government; (c) that no transfer shell be approved if the records contain
information the revelation of 'which is prohibited by law or would be con-
trary to the public interest; (d) that no transfer to a foreign government
shall be approved unless such government has an official interest in the
records; and (e) that no transfer to a person or business corporation
shall be approved unless the records are necessary to the operation of
of properties acquired from the Government.
Report of Donation of D12posable Records to Non-Federal Custody.
Each donation of records under this authority shall be reported to
the National Archives and Records Service. This report shall contain:
1. The name of department or agency and the name of the major and
minor subdivision thereof concerned.
2. The name and address of the recipient of the records,
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Rog. 3-1V-201.04
3. A list of the records by item nuiltnr? rit7a au acovto
cation of the ser*os e records transivr'Jd? iuclusive altos
of the records, and thc National Archives DIA Records Service
job and item numbor(s) of the disposal authorization(s) as.
indicated on Standard Form 115, or other disposal authority.
201.04 Destruction. If the records cannot advantageously be sold or
otherwise salvaged, or if, in the opinion of the agency concerned, de-
struction is necessary to prevent the disclosure of information that
might be prejudicial to the public interests the records may be destroyed
by maceration, burning, or other appropriate means.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Reg. 3-IV-301.01
PART 3 TRANSFERS OF RECORDS
SECTION 301.00 TRANSFER OF RECORDS FROM THE CUSTODY OF
ONE EXECUTIVE AGENCY TO THAT OF ANOTHER
301.01 Authority. Section 505 (e) of the Federal Records Act of 1950
provides that, subject to applicable provisions of law, the Administrator
of General Services shall issue regulations governing the transfer of
records from the custody of executive agency to that of another.
301.02 Approval. No records shall be transferred from one executive
. agency to the custody of another without the prior written approval of
the National Archives and Records Service except as provided in section
301.09 of this chapter.
301.03 Agency Requeit. The head of any.executive agency may request the
transfer of records to or from his agency. Approval shall be requested
by letter addressed to the National Archives and Records Service, in which
are included:
a. A concise description of the records to be transferred, including
the volume in cubic feet;
b. A statement of the restrictions imposed on the use of records;
cs. A statement of the number of reference requests per month made
on the records, with information as to the agencies and persons
using the records And the purpose of such use;
d. A statement of the number of persons, if any, assigned to the
administration of the records;
e. A statement of the current and proposed physical and organiza-
? tional locations of the records;
f. Information is to idly the proposed transfer is in the best
interests of the Government; and
8.
A justification for the transfer of records more than five years
Old.
301.04 Agency Concurrences. Copies of the concurrence or nonconcurrence
in the transfer by the heads of any agencies concerned shall be attached
to the agency request.
301.05 Records of Terminated Apencies. Transfers of records of executive
agencies whose functions are terminated or are in process of liquidation
are expressly subject to these regulations and no such transfers shall
be made except in accordance with their provisions.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Reg, 3-1V-301.06
301.06 guiesmt. Records storage equipmnt shall. b3 transferred with
the records contained 'therein in accordance with arrangements previously
agreed to by the agencies concerned.
301.07 Costs of Transfers. Approved transfers shall be made without
reimbursement to the agency of original custody for any costs involved,
except when such reimbursement is previously agreed to by the agencies
q.oncP;PO4..
307..08 Restrictions on Use of Records. Whenever any recordS that are
transferred are subject to restrictions upon their use, imposed pursuant
to statute, Executive ? order, or agency determination, such restrictions
shall .continue in effect after,the transfer. Restrictions imposed by.
agency determination may be removed by agreement between the,dgencies
? .
concerned.
301.09 Exceptions. Prior written approval of the National Archives
and Records Service is not required:
When records are transferred to the Federdl'ReCords Centers or
the National Archives in accordance with sections 302.00 and
303.00 of this chapter.
b. When records are loaned for official use.
c. !ben the transfer of records or functions or both is required
by statute, Executive order, or Presidential reorganization
plan, or by specific determinations made thereunder..
d.
d. Vben the continuing transfer of records has heretofore been au-
thorized under the provisions of Executive-Crder9784,'September
25, 1946 (11 F.R. 10909). Revisions in suchauthorizationere.
quire the approval of the National Archives and Records Service.
Approved For Release 2001/08/30: CIA-RDP74-00390R000100030003-1
?
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Reg. 3-1V-301.01
PART 3 TRANSFERS OF RECORDS
SECTION 301.00 TRANSFER OF RECORDS FROM THE CUSTODY OF
ONE EXECUTIVE AGENCY TO THAT OF ANOTHER
301.01 Authority. Section 505 (e) of the Federal Records Act of 1950
provides that, subject to applicable provisions of law, the Administrator
of General Services shall issue regulations governing the transfer of
records frau the custody of one executive agency to that of another.
301.02 Approval. No records shall be transferred from one executive
agency to the custody of another without the prior written approval of
the National Archives and Records Service except as provided in section
301.09 of this chapter.
301.03 Agency Request. The head of any executive agency may request 'the
transfer of records to or from his agency. Approval shall be requested
by letter addressed to the Rational Archives and Records Service, in which
are included:
a. A concise description of the records to be transferred, including
the volume in cubic feet;
b. A statement of therestrictionaimposed on the use of records;
a. A staieMent'of:the number Of reference requests per month made
on the records, with inforMation'es to the agencies and persons
using the records and the purpose of such use;
d. 44tatament.of the number of persons, if any, assigned to the
administration of the records;.
e. A statement of the current and proposed physical and organiza_
tional locations of the records;
S. Information as to why the proposed transfer is in the best
interests of the Government.; and
g. A justification for the transfer of records more than five years
Old.
301.04 Agency Concurrences. Copies of the concurrence or nonconcurrence
in the transfer by the heads of any agencies concerned shall be attached
to the agency request.
301.05 Records of Terminated Agencies. Transfers of records of executive
agencies whose functions are terminated or are in process of liquidation
are expressly subject to these regulations and no such transfers shall
be made except in accordance with their provisions.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved FQEPRejease 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Rag. 3-1V-3ul.uo
301.06 gag:Eng.. Records storage equiI-cnt shall be transferred with
the records contained therein in accordance 77ith arrangements previously
agreed to by the agencies concerned.
301.07 Costs of Transfers. Approved transfers shall be made without
reimbursement to the agency of original custody for any costs involved,
except when such reimbursement is previously agreed to by the agencies
concerned.,
301.08 Restrictions on Use of Records. Uhenever any records that are
transferred are subject to restrictions upon their use, imposed pursuant
to statute, Executive order, or agency determination, such restrictions
shall continue in effect after the transfer. Restrictions imposed by
ageney,determination may be removed by agreement between the agencies
concerned.
301.09 Exception. Prior witten approval of the National Archives
and Records Service is not required:
a. When records are transferred to the Federal Records Centers or
the National Archives in accordance with sections 302.00 and
303.00 of this chapter.
b. When records are loaned for official use.
0. Mben the transfer of records or functions or both is requiryd
by statute, Executive order, or Presidential reorganization
plan, or by specific determinations made thereunder.
d. When the continuing transfer of records has heretofore been au,.
thorized under the provisions of Executive Order 9784, September
25, 1946 (11 P.R. 10909). Revisions in auch authorizations re-
quire the approval of the National Archives and Records Service.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-0039089011.09P3949402.01
SECTION .302.00 TRANSFER OF RECORDS TO ADERAL RECORDS CENTERS
302.01 Authority. Section 505 (d) of the Federal Records Act of 1950
authorizes the Administrator of General Services to establish, maintain,
and operate records centers for the storage, processing, and servicing
of records for Federal agencies. Such centers are known as Federal
Records Centers. A list of Federal Records Centers showing the areas
ecr-4d thereby is attached as Exhibit 3, Appendix A.
30402 Procedures for Transfers to Federal Records Centers. The follow?
ing procedures will govern the transfer' of records to Federal Records
Centers:
a. Federal Records Centers will accept for transfer any records offered
by Federal agencies, subject to the honoring conditions:
1. That the records are not authorized for immediate disposal; and
2. That facilities for housing and providing reference service
on the records are available,
Priority will be given to the removal of records from office space,
from space convertible to office use, from leased space, and from
filing equipment which can be reused.
b. Transfers may be initiated by either oral or written request to the
Deputy Regional Director for Records Management in the General
Services Administration region in which the records are located.
Requests shall specify the nature and quantity of the records
proposed for transfer.
c. Transfers of records on an agency?wide basis may be initiated by
central or headquarters offices of agencies by either oral or
written request to the Records Management Division, National
Archives and Records Service, National Archives Building, Washington
25, D. C. Bequests shall specify the nature and quantity of the
records proposed for transfer.
d. Federal Records Centers will furnish agencies with a receipt
acknowledging the transfer of records.
302.03 Surveys of Records Available for Transfer. Surveys will be con?
ducted by the regional Records Management Service of the records accumu?
lations of field offices of those agencies not operating approved records
centers for the purpose of recommending records for transfer to Federal
Records Centers. Such recommendations will. be submitted to the field
office concerned and to the National Archives and Records Service for
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Rcgo jekpiptrolvolpr Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
coordination rith the appropriate agency headquarters. Surveys of records
of agency headquarters will normally be made by the Records Management
Division, National Archives and Records Service.
302.04 Release of Equipment. Equipment received with the transfer of
records to a Federal Records Center will, when emptied and if needed, be
returned on request to the agency from which the records were received.
If the return of such equipment is not required, it will be disposed of
in accordance with applicable excess property Regulations.
302.05. Restrictions on Use of Records. Restrictions lawfully imposed
on the use of transferred records mill be observed and enforced by the
Federal Records Centers, subject to the provisions of section 507 (b)
of the Federal Records Act of 1950.
302.06 Disposal Clearances. No records of a Federal agency still in
existence shall be disposed of by a Federal Records Center except with
the concurrence of the agency concerned.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00WRIK1,00.2N10031,01
SECTION .303.00 TRANSFER OF RECORDS TO THE NATIONAL ARCHIVES
303.01 Avtbority. The Administrator of General Services is authorized
by section 507 (a) of'the F,:deral Records Act of 1950 to accept for
deposit with the National Archives of the United States the records of
any Federal agency or of the Congress of the United States that are
determined by tha PrOlivist to have suffidient historical or other value
to warrant their continued preservation by the United States Government.
303.02 Transfers via Records Centers. Records will normally be trans-
ferred to the National Archives from a Federal Records Center or an ap-
proved agency records center. When such transfers are made, the agencies
concerned will be furnished an inventory of the records transferred.
303.03 Direct Transfers. The classes of Federal records listed below
may be oilTiTd-TOTET".ect transfer to the National Archives. Such
transfers shall be initiated by Federal agencies by written request to
the National Archives and Records Service, specifying the nature and
quantity of the records proposed for transfer. EXisting arrangements
for the transfer of records of the Congress of the United States will
be continued.
a. Records of the EXecutive Office of the President and of
Presidential Boards, Commissions, and Committees
b. Records of the Congress of the United States
c. Records of the Supreme Court of the United States
d. Audiovisual records (motion pictures, still photographs,
sound recordings, etc.)
e. Cartographic records (maps, charts, eto.)
f. Series of records of unquestionable value that are not susceptine
to screening or other processing (such as microfilming) to reduce
their bulk
g. Records that have been in existence 25 or more years and that
are considered to have enduring value
303.04 Release of Equipment. Equipment received with the transfer of
records to the National Archives will, when emptied and if needed, be
returned on request to the agency from which the records were received.
If the return of such equipment is not required, it will be disposed of
in accordance with applicable excess property Regulations.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Reg. 3-IV-303.05
303.05 Restrictions on Use of Recorde. Restrictions laPfully imposed
on the use of transferred records vill be observed and enforced by the
National Archives and Records Service, subject to the provisions of
section 507 (b) of the Federal Records Act of 1950.
303.06 plEposal Clearances. No records of a Federal agency still in
existence shall be disposed of by the National Archives and Records
Service except 'with the concurrence of the agency concerned,
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-0039
PMT 4 AGENCY RECORDS CENTERS
SECTION 401.00 ESTABLISHMENT
oRdR909
.01
401.01 Authority. Section 506 (c) of the Federal Records Act of 1950
authorizes Federal agencies to maintain and operate records centers
for the storage, processing, and servicing of records that are appro-
priate therefor, when such centers are approved by the Administrator
of General Services. .Such centers operated by Federal agencies are
referred to herein as tiagency records centers.?
401.02 Existing Records Centers. Agency records centers in operation
as of the date of this Regulation are provisionally approved, pending
their inspection by the General Services Administration.
401.03 Requests for Authority to Establish or Relocate Recordectenters.
No agency records center shall be established or relocated from one city
to another without the prior written approval of the General Services
Administration.
a. Exclusions. For purposes of this section the term nage:icy records
center? excludes:
1. Staging areas containing less than 5,000 square feet of space
used by agencies for the temporary storage of materials pre-
paratory to their transfer to a records center or other
disposition; provided that no records are held in the staging
area in excess of five years.
2. Areas of less than 5,000 square feet used solely for the
storage of records to which occasional reference is made
but on which no processing activity (screening, microfilming,
etc.) is performed.
. gast_ent_2?2jte. Requests for authority to establish or re-
locate an agency records center shall be submitted in writing to
the Administrator of General Services. Such requests shall, specify:
1. Proposed location of the agency records center
2. Space to be occupied in gross square feet
3. Nature and quantity of records to be stored
4. Total personnel to be employed
5. Justification of the proposed center
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
GSA Reco 3?IV-401.04
Co prcrvalof R sts0 Requouts for the estblishment Cr relocation
of an agency records center will be approved by the Administrator
of General Services when greater economy or efficiency can bu
achieved through its operation than by use of a Federal Records
Center operated by the General Services Administration.
401.04 Annual Agency Records Center Report. Each Federal agency
operating one or more agency records centers shall submit to the
Natierial Archives and Records Service, within 60 days after the close
of the fiscal year 1952 and each year thereafter, a report en GSA
Form 468 (Exhibit 4, Appendix A), for each center.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
APPENDIX
FORMS AND OIHEW EXHIBITS
(Arranged in numerical order by Exhibit number)
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
A roved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-ISA-i-PMINI A
.......
GSA FORM 4671.
,
DECEMBEk 1951
NENERAL SERVICES ANNUAL STATISTICAL SUMMARY OF RECORDS HOLDINGS
G
,D4INISTRATION
FISCAL YEAR ENDING
F
this form (original only) is to be submitted by each Federal agency within 60 days
after the close of each fiscal year to the National Archives and Records Service,
General Services Administration, Washington 25, Di. C. See instructions below.
2. DEPARTMENT OR AGENCY
DEPARTMENTAL
(A)
Fl ELD
161
AGENCY
RECORDS CENTER
(C)
TO
ID)
3. Volume of records on hind at the beginning of the
fiscal Year (cubic feet)
4. Volume of records disposed of during the fiscal
year (cubic feet) (to not include records cleared
. for disposal in Federal, Records Centers)
?
5. Volume of records transferred to agency records
centers during the fiscal year (cubic feet)
, ....
6. Volume of recorde transferred to other agencies
during the fiscal year (cubic feet) (Including
Federal Records Centers or the National Archives)
7. Volume of records on hand at end of fiscal year
(cubic feet) .
8. Percentage of the records shown in 7 above which
arescheduledfor disposal (including general sched-
ules formalli adopted by the agency)
'..........%%.%...
.1:..,
....,....
?.?:::?
...v...%
9. Percentage of the records shown in 7 above which
are considered as permanent records.
10. Percentage of the records shown in / above which
are not yet scheduled for disposal (item 8) nor
considered as permanent records (ltem 9)
..,
.
, .......
11. DATE
13. SIGNATURE
12. TITLE OF PERSON SIGNING REPORT
1
INSTRUCTPDNS
Records of an agency transferred to the General Services Administration in years prior to the fiscal
year covered by the report will not be reported. Non-record material will be included in volume and per-
centage totals if agency practice calls for statistics on this class of material.
The term "Departmental,* (column A) means the headquartersof the agency, as contrasted to the agency's
field activities, if any, but excluding records centers as defined below.
The term !Field* (column B). means the agency's offices other than those included in the departmental
headquarters and other than records centers as defined below.
"Agency Records Center: (column C) is.described in GSA, Regulation 3-IV-401.01 and 3-IY-401.03a. ?
NOTE: For purposes of this report, cubic feet may be calculated according to the following table of
equivalents:
Letter sized filing cabinets (full but workable) - 14 Cu. ft. per drawer
Legal sized filing cabinets (full but workable) - 2 cu. ft. per drawer
Tabulating cards - 10,000 per Cu. /t.
3 x 5 Filing case (full but workable) - 1/10 cu. ft. per 12 inch drawer
4 x 6 Filing case (full but workable) - 1/6 cu. ft. per 12 inch drawer
5 x 8 Filing case (full but workable)- % cu. ft. per 12 inch drawer
. p cases and other- outsized equipment - cubic measurement of inside of containers
Alljustments for partially filled cabinets should be made.
Where exact figures can not be given, an estimate that is as nearly accurate as possible may he sub.
stituted.WhereActinoYectlEartialen?firZOMN366:PAARDP1711-01M9GRO011.9Q409431-Ithat items 8, 9, and
10 will be estimates.
STABOARD PORN 115 Approved
REVISED DECEMBER 1951
PRESCRIBED BY GENERAL
SERVICES ADMINISTRATION
*
For Release 2001/08/30 : CIA-RDP74
REQUEST FOR AUTHORITY
TO DISPOSE OF RECORDS
(See Instructiona on reverse)
-00390R0001000300011/ BI T 2, APP VD! n A
TO: THE GENERAL SERVICES ADMINISTRATION,
NATIONAL ARCHIVES AND RECORDS SERVICE, WASHINGTON 25, D. C.
I. FROM (AGENCY OR ESTABLISHMENT)
2. MAJOR SUBDIVISION
DATE RECEIVED
ILV/IVE MIME
JOB NO.
DATE APPROVED
ONGRESSIONAL AUTHORIZATION
HOUSE REPORT NO.
CONGRESS
B. MINOR SUBDIVISION
I
4. NAME OF PERSON WITH WHOM TO CONFER 5. TEL. EXT.
' 8. CERTIFICATE OF AGENCY REPRESENTATIVE:
-
CONGRESS HAS AUTHORIZED DISPOSAL OF ITEMS MARKED
"DISPOSAL APPROVED" IN COLUMN IS.
(Date)
PO vast's Reprosenta Ivo
I hereby certify that I am authorized to act for the head of this agency in matters pertaining to the disposal of records, and that the records described In this list or
r.thedule of ? pages are propoa cc? for disposal for the reason indicated: ("X" only one)
The record. have B The records will cease to have eufficknt value
1-1 ceased to have suffi- to warrant further, retention on the expiration
further retention. rence of the event specified.
dent value to warrant of the period of time indicated or on the occur-
(Date)
(Signature of Agency Representative)
(Title)
7.
ITEM NO.
8. DESCRIPTION OF ITEM
(WITH INCLUSIVE DATES OR RETENTION PERIODS)
9.
SAMPLE OR
JOB NO.
10.
ACTION TAKEN
Approved For Release 2001/08/30 : CIA-RDP74-00390R0001000
0003-1
Four copies, including original, to be submitted_to the National Archives and Records Service
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
lo -Ig oteo(lexd Ilx-7,1n 115 and 115a, obtainable fYom tal,:p:Iy.Cco;3evs eX
5.--Irvico, General Services Administration? to obtain arthor:ay to dJs-
, cordso that-Ai; four oppics,, all of which should be signed and dated, to the AK
%ie,741 Aychives and Records Servicoo Indicate the number of pages inTrolved in the dIVII
under entry 6. Copy 4 of the standard form will be returned to the eifJney
rY rtion that, Congress has authorized dinpoes1 of the itome marked "approved."
elee:e eeetreetiono.
pltriee 1 2 anal ohould show ehat agency has custody of the .records that are
identified on the forms, and should contain the name of the department or independent
egeneee and its major end minor subdivisions.
Enteeleyeeesell should help identify and locate the person to whom inquiries regard
the records should be directed.
peeeereyel should show whet kind of.authorization is requested. Only one of teo
lcineo of authorizations may be requested en a particular form.
pox A should be marked if immediate disposal is to be made of past accume-
lateens of records, and the completed form thus marked is a note
Bon B should.be marked if records that have accumulated or w.l1 continue
to accumulate are to be disposed of at some definite future time or
periodically at stated intervals, or if disposal is to?be made of micro
photographed records after it has been ascertained that the microfilm
copies were made in accordance with the standards prescribed in GSA Roo-
Lations 3-1V-105.00; and the comp ted form thus marked is a schedule.
Filtry./ should contain the numbers of the. items of records identified on. the form
in sequence, i.e. 1, 2, 3, 4, etc.
Enelmel should show what records are proposed for disposal.
Center headiege should indicate what office's records are involved if All records
described on the form are net those of the same office or if they are records
created by another office or agency.
An identification ehould be provided of the types of records involved if they are
other than textual re:porde, for example, if they are photographic records, sound
recordings, or cartographic records..
An itemization and accurate identification should be provided of the series of
records that are proposed for disposal. Each series should comprise the largest
pactical grouping of separately organized and logically related materials that
can be treated as a single unit for purposes of dispose', Component parts of a
series may be listed separately if numbered consecutively as la, lb, etc., under
the general series entry.?
A statement should be provided showing hen the records were produced or when dis-
posal is 10 be made of the records, thus:
If Bax A under entry 6 was marked, the inclusive dates during which the records
were produced should be stated.
If Box B under entry 6vas marked, the period of retention should be stated. The
retention period may be expressed in terna of years, months, etc., or in terms
of fixture actions or events. A future action or event that is to determine the
retention period must be objective and definite. If disposal of the records
is contingent upon their being microfilmed, the retention period should read:
"Until ascertained that microphotographic copies have been made in accordance
with GSA Regulations 3-te-105.00 and are adequate substitutes for the paper 101
records."
letatri_lehoull show what samples of records were submitted for each item, or with
ihat ob nuL.
teriii9A-NRAttl MAder2UktlitlkoTtlatf#5161-r4-4Vilklbeihtot6M0 records
other than textual andcartographierecords should not be submitted.
Feee-eele should be left blank.
?
Approved For Release 2001/08/30 : CIA-RDP74410390R0001000300q3.51nI1
STANDARD FORM 115e uSA REG. -tIlf--1.00.f12
REVISED DECEMBER 1951
PRESCRIBED BY GENERAL Job No. Page
AQMINI STR AT t ON
of pg';
amiars,...oraceemamsrerstor
7.
ITEM NO.
?
REQUEST FOR AUTHORITY TO DISPOSE OF. liECORDS--Contirtualion, S11e3t
8. DESCRIPTION OF ITEM
(WITH INCLUSIVE DATES OR RETENTION PERIODS)
Approved For Release 2001/08/30 : CIA-RDP74-00390R0001000
Pour copies, including original, to be submitted to the National Archives LI nd Records Service
0.rp,
flton
Approved For Release 2001/08/30 : CIA-RDP74-00390R00011/(10i1300;63-1D
? ,'")
Area Served
MERU RECORDS OENTIM
2 New York, Pennsylvania,
New Jersey, and Delaware
3 District of Columbia, Maryland,
West Virginia, Virginia, Puerto
Rico, and the Virgin Islands
4 North Carolina, v,outh Carolina,
Tennessee, Mississippi, Alabama,
Georgia, and Florida
5 Kentucky, Illinois, Wisconsin,
Michigan, Indiana, and Ohio
7 llamas, Louisiana, Arkansas,
and Oklahoma
Colorado., Wyoming, Utah, and
New Mexico
9 ? California, Arizona, Nevada,
and the Territory of Hawaii
M!liling Address
General Services Administration
250 Hudson Street
New York 13, New York
General Services Administration
GSA Regional Office Building
Washington 25, Do Co
General Services Administration
50 Whitehall Street, SO WO
Atlanta, Georgia
General Services Administration
Room 5280 Court House
219 South Clark Street .
Chicago 4, Illinois
General Services Administration
1114 Commerce Street
Dallas 2, Texas
General n.rvices Administration
Bldg 410 Denver Federal Center
Denver, Colorado
General Services Aemieistration
630 Sansome Street
San Francisco, California
GSA RECORDS DEPOSITORIES*
1 Maine, Vermont, New Hampshire,
Massachusetts, Connecticut, and
Rhode Island
6 Missouri, Kansas, Iowa, Nebraska,
North Dakota, South Dakota, and
Minnesota
10 Washington* Oregon., Idaho, Montana,
and the Territory of Alaska
General Services Ldminist tion
Post Office &Courthouse
Bost? 9, NaseAdrasetts
General Services Administration
ROOM 1800, Federal Office Building
Kansas City, Missouri
Genera/ 8071TiCOS Administration
909 First Avenue
Seattle 40 Washington
*Transfers limited at present to types of records
as amended?.
ified in GSA Circular No 9,
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
EXHIBIT 4, APPENDIX A
GSA REG. 3-iv-401.0a
GSA FORM 468
DECEMBER 1951
GENERAL SERVICES AGENCY RECORDS CENTER
ADMINISTRATION
ANNUAL REPORT
1. REPORT FOR FISCAL YEAR ENDING
2. DEPARTMENT OR AGENCY
I iiSTRUCTIONS: This form (original only) is to be submitted
within 60 days after the close of each fiscal year to the
National Archives and Records Service, general Services Admin-
1 stration, Washington 25, D.C.. for each Agency Records Center.
3. LOCATION OF RECORDS CENTER (Street, city, and Siste)
4. Volume of records on hand at the begin.
ning of the fiscal year (cubic feet)
,
9. Average number of personnel employed by
the center during the fiscal year
S. Volume of records accessioned during
the fiscal year (cubic feet)
10. Average amount of space occupied by the
center during the fiscal year (sq. ft.)
I
,
fLlume of records disposed of during
AI r fiscal year (cubic feet)
le
11. Number of 4 or B drawer units of steel
. filing equipment utilised et the end
of the fiscal year
7. Volume of records transferred from the
center during the fiscal year (cu. ft.)
12. 'Number of steel transfer cases
(drawers) utilised at the end
of the fiscal year
8. Volume of records on hand at the end of
the fiscal year (cubic feet)
13. Total number of reference services
during the fiscal years
14. DATE
16. SIGNATURE
15. TITLE OF PERSON SIGNING .REPORT.
MOTE: Non-record material is to be included in the volume totals.
4Reference services comprise (1) each file item furnished. on loan or for reproduction or for reference use in the center
and (2) each occasion on which information is furnished from the records (orally or written). A file item may be a
single document, a folder,' a bound volume, etc., depending upon the physical manner in which the records are stcred,
' 'removed and furnished to the Inquirer. If the request is for one document or several documents filed separately, each
document constitutes a file item. If the request is for certain folders, each folder constitutes an item, etc.
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
..ApproyetEpx Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
? 1
AGENCY *GENERAL COUNSL.O'PINION.
2 OCTOBER 1950
COMPLIANCE WITH PROVISIONS OF LAW PERTAINING TO .
FEDERAL RECORDS
THE CENTRAL INTELLIGENCE AGENCY MUST COMPLY WITH
THE RECORDS DISPOSAL ACT, 'INSOFAR. AS IT.DOES NOT'
CONFLICT WITH THE PROVISIONS 'OF.PUBLIC LAW 253
2. THE CENTRAL INTELLIGENCE AGENCY SHOULD COMPLY WITH
PUBLIC LAWS I 2 AND 754 WHENEVER POSSIBLE, EVEN .
'THOUGH EACH SPECIFICALLY EXEMPTS CIA FROM ITS PRO-
VISIONS. HOWEVER, IF SUCH COMPLIANCE WOULD RESULT.
IN THE UNAUTHORIZED DISCLOSURE OF INTELLIGENCE'
SOURCES AND METHODS, PUBLIC LAW 253 MUST GE
FOLLOWED.
THE CENTRAL INTELLIGENCE AGENCY SHOULD COMPLY WITH
EXECUTIVE ORDER 9704 WHENEVER'POSSFDLE, ALTHOUGH.IT
DOES NOT REQUIRE DISCLOSURE OF CONFIDENTIAL INFOR-
MATION WHICH WOULD ENDANO.ER.THE NATIONAL INTEREST OR
LIVES OF INDIVIDUALS. CONSEQUENTLY, NO RELIANCE
UPON PUBLIC LAW 253 SEEMS NECESSARY.
? ?
ApprOved Fpr Release 2001/08/30: CIA-RDP74-00390R000100030003-1
. .
FOIAbp
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
25X1A
CONFIDENTIAL
CENTRAL INTELLIGENCE AGENCY REGULATION
6. RECORDS MANAGEMENT
A. There is established a Records Management Program for CIA which covers, but is not
necessarily restricted to:
(1) The identification of vital materials and their movement to a repository for safe
keeping.
(2) Development of disposal lists for all file series to provide for their systematic re-
tirement.
(3) Inventories of all files and filing equipment to determine the volume, types, filing ar-
rangement, record character and retention periods for documents and the quantity,
value and effectiveness of use of filing equipment and space occupied by files.
(4) Standardization of filing systems, filing equipment and procedures for the main-
tenance of files.
(5) Records Management surveys to promote efficient operations relating to records.
(6) Recommendations for labor-saving devices to assist in reducing the cost of prepara-
tion and storage of records.
(7) Training courses for Area Records Officers and Record Analysts.
(8) Development of microfilming projects for records which lend themselves to the proc-
ess for the reduction of space required for storage.
(9) Advice on other matters relating to records, including procedures for the down-
grading of security classification of documents.
B. Definitions
(1) Record Material
Records of CIA are defined to Include all books, papers, maps, photographs, films,
recordings or other documentary material regardless of physical form or character-
istics, made or received by any portion of CIA in pursuance of Federal law or in con-
nection with the transaction of public business and preserved or appropriated for pres-
ervation by CIA or its legitimate successor as evidence of the organization, functions,
policies, personnel, decisions,-prucedures, financial or legal transactions, operations
or other activities or because of the informational value of data contained therein.
- 1 -
CONFIDENTIAL
Approved For Release 2001/08/30: CIA-RDP74-00390R000100030003-1
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1
CONFIDENTIAL
CENTRAL INTELLIGENCE AGENCY REGULATION
(2) Nonrecord Material
25X1A
Library and museum material made or acquired and preserved solely for reference or
exhibition purposes, extra copies of documents preserved only for convenience of ref-
erence, and stocks of publications and of processed documents are not included within
the definition of the word "record" as used in this Regulation. "Records" and "record
material" may be used interchangeably.
(3) Vital Material
Vital Materials are those specific items in the possession of CIA which are essential to
the Agency on a continuing basis and which, in the event of destruction, would constitute
a serious or irreplaceable loss.
C. Responsibilities
(1) The Advisor for Management will provide policy advice and general guidance.
(2) The Chief, Administrative Services is responsible for the administration of the Records
Management Program and will:
(a) Designate offices of record at points of use to contain record copies on matters of
primary interest.
(b)
Establish and operate a records center to provide storage for non-current, semi-
active and archival material and a repository for vital material.
(c) Authorize the ultimate disposition of CIA records to the National Archives.
(d) Designate a CIA Records Officer to formulate, define and review progress of the
various program phases.
(3) Each Office head will designate in writing to the Chief, Administrative Services an
Area Records Officer, preferably grade GS-11 or higher, who will have the responsi-
bility for maintaining an internal records program.
(4) The CIA Records Officer will serve as the CIA Archivist and as the CIA Liaison to the
National Archives, General Services Administration, and other agencies on records
problems.
(5) Storage maintenance and. indexing of all vital material received at the repository will
be the responsibility of the chief of the field installation where the repository is located.
25X1A
ive: 14 July 1951
(Administration) Rescind : Pages 1-2 of 40-6,
1 April 1951
- 2 -
CONFIDENTIAL
Approved For Release 2001/08/30 : CIA-RDP74-00390R000100030003-1