OFFICE OF COMMUNICATIONS PROCEDURES FOR WRITING THE OC HISTORY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R002900020013-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 34
• Document Creation Date: December 14, 2016
• Document Release Date: July 24, 2002
• Sequence Number: 13
• Publication Date: March 14, 1969
• Content Type: REPORT

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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
OFFICE OF COMMUNICATIONS
PROCEDURES FOR WRITING
THE OC HISTORY
Date: 14 March 1969
Distribution: All Manual Holders plus
GROUP I
Excluded from Automatic
Downgranding and
Declassification
Special
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HEADQUARTERS HANDBOOK OCHB 5.30.1
HEADQUARTERS CHANGE SHEET LOG
CHANGE
NUMBER
INITIALS
DATE
CHANGE
NUMBER
INITIALS
DATE
CHANGE
NUMBER
INITIALS
DATE
A
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OCHB 5.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
A. REFERENCES
1. Handbook for the Writing of DDI, DDS&T, and DDS
Histories, dated 3 January 1967.
2. Handbook for the Writing of CS History,
dated 27 October 1966.
3. OC Order 70.3.1, Archiving, dated 3 June 1965.
This'Handbook has been prepared to establish procedures
apd serve as a guide for the writing of the Office of
Communications History. This Handbook is issued in a Head-
quarters version only.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
Date: 14 March 1969
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OCHB 5.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
Change Sheet Log . . . . . . . . . . . . . . . . . i
Foreword . . . . . . . . . . . . . . . . . . . ii
Contents . . . . . . . . . . . . . . . . . . . . . iv
PARAGRAPH PAGE
CHAPTER I: GENERAL
A. PURPOSE . . . . . . . . . . . . . 1
B. APPLICABILITY . . . . . . . . . . . . . . . . 1
CHAPTER II: ORGANIZATION & PROCEDURES
C. ORGANIZATION. . . . . . . . . . . 3
D. PROCEDURES . . . . . . . . . . . . . . . . . . 3
CHAPTER III: CONTENT & TREATMENT
E. CONTENT . . . . . . . . . . . 7
F. TREATMENT . . . . . . . . . . . . . . . . . . 8
CHAPTER IV: STYLE & FORMAT
G. STYLE CONVENTIONS . . . . . . . 11
H. FORMAT . . . . . . . . . . . ? . 12
I. REFERENCE BIBLIOGRAPHY. . . . . . . . . . . . 14
CHAPTER V: SOURCES
J. GENERAL . . . . . . . . . . . . . . . . . . . 15
APPENDIXES
A. INSTRUCTIONS REGARDING OUTSIDE INTERVIEWS IN
SUPPORT OF HISTORICAL PAPERS. . 1
B. REFERENCE TOOLS AVAILABLE IN THE HISTORICAL .
STAFF . . . . 1
C. OFFICE OF COMMUNICATIONS CHIEFS AND
DIRECTORS ? ? 1
D. HISTORICAL DOCUMENTS: ACHECKLIST . . . . . . 1
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.33.1
The need for a systematic record of the activities
and operations of the Office of Communications has been
recognized; it is necessary for the orderly progression
of future planning. The historical program in the OC
is essential to place in true perspective the records
of OC organizations, operations, activities, procedures,
successes, and failures; the concepts leading to the
formation of the various OC components, policy decisions
laid down for their guidance, and the authorities and
agreements under which they have conducted their
activities. Such a systematic record of the past,
stressing "lessons learned," is basic to enlightened
planning for the future.
B. APPLICABILITY
The historical papers will provide a documented
record of previous programs, activities, and experiences
(together with conclusions) as background for those
engaged in operational, organizational, and policy plan-
ning. They will serve as a helpful summary for the
orientation of new office, division, or staff chiefs,.
and other key officers; also, as a source of background
material as required by Agency management.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
ORGANIZATION & PROCEDURES
C. ORGANIZATION
1. Historical Boards have been established by the
three Directorates to set the terms of reference for the
several historical programs, determine what histories
are to be written, establish priorities, and provide
continuing guidance, and review in the preparation of
histories. The Director of Communications will appoint
an OC Historical Officer who will be a member of the
DDS Historical Board. The OC Historical Officer will be
responsible for coordinating the historical program within
OC, and will be the point of contact for the DDS
Historical Board.
2. The cooperation of all senior staff and operating
personnel in the OC historical programs should be encour-
aged. Although, perhaps not participating directly,
they should give all possible assistance to the OC
historical effort.
D. PROCEDURES
The OC History is written in Chapters and a
Reference Bibliography is included as a part of each
Chapter. The references are numbered in chronological
order to coincide with the Reference Bibliography in
each Chapter. One copy of each reference is archived.
1. Recalling Material from the Records Center
The procedure for recalling documents for histori-
cal research and the Referenced Bibliography items
for reproduction are' as follows:
a. The OC Historian will request OC-A/RMB to
recall documents for historical research. This
request will indicate the Job number, Box number,
and Folder number in which the document(s) is/are
filed. OC-A/RMB will then initiate the paperwork
necessary to recall the requested document(s)
from the Records Center. The OC Historian will be
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OCHB 5.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
notified when the requested document(s) is/are
received in OC-A/RMB. Please note: documents
may be recalled from the Records Center on
either a Loan or a Permanent basis. Items that
have a retention period of PERMANENT can only
be recalled for a period of 30 days. If the
document is needed for a period to exceed 30
days, an extension can be requested of the
Records Center. (See OC Order 70.3.1, E. 2.,
for recalling material from the Records Center.)
One copy of each reference listed in the
Reference Bibliography will be furnished to
OC-A/RMB and these along with a copy of each
Chapter of the History will be archived by
OC-A/RMB. All items referenced and the out-
side of the file folder, will be marked with the
following stamp:
THIS DOCUMENT IS A
SOURCE REFERENCE IN
OC HISTORICAL PAPER
CHAPTER
_DO NOT DESTROY
2. Review of Historical Papers
The Historical Officer will submit each Histori-
cal Chapter in draft form to the D/CO, or his .
appointed designee, for final review and approval.
3. Copy Requirements and Dissemination
a. An original and three (3) carbon copies of
completed Chapters of OC History are required.
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OFFICE OF COMMUNICATIONS HANDBOC( OCHB 5.30.1
(1) The or'binal and one (1) copy are
forwarded o the DDS/Historical Staff 212
Key Buidl2ing, for finding and recording.
After the Chapters have been bound and
recorded, the DDS Historical Staff returns
one (1) copy to the D/CO and the other copy
is forwarded to the Deputy Director for
Support.
(2) Two (2) unbound copies are sent to
OC-A/RMB. One copy including the referenced
correspondence is forwarded to the Records
Center to be archived and the other copy is
maintained in OC-A/RMB as a "reading copy"
for OC personnel
(3) Any further dissemination will be deter-
mined by the Office of Communications.
The Office of Communications will determine the
classification of its own historical papers:--- Ten
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
1. Some of the topics that should be included in a
historical paper are:
a. Mission: How was the initial mission or
function o the Office of Communications deter-
mined? What changes have there been over the
years? Were these changes due to experiences,
policy guidance, changing world conditions and/or
the addition of new functions? Under what
authorities and agreements was the initial
mission assigned and what authorities and agree-
ments controlled later change and redirection of
effort?
b. Organization: Original organization. Changes
in organizational structure: due to experience,
increased requirements, change in scope of
mission, or budgetary, manpower, or space
limitations.
c. Relationships: With other Agency components,
governments departments and agencies, and foreign
governments, etc.
d. Problems & Methods: Over the years, what
problems have arisen and what methods have been
used to resolve them? How was administration and
management improved, or what net methods were
adopted to cope with broadening activities and
increasing workloads?
stamp, title, dates covered, date of writing,_
'dname and position of author). A
01.' in the body o:1: the paper, as appropriate) :
a. Title Page (include classification, Group I
2. Some of the elementary musts for any paper are
the following (to be included on the cover, in the foreword
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b. Table of Contents (subheadings within Chapters
if it is a long and complex history).
d. Body (if more than one operation, activity
or major grouping or trend of events, treat in
phases, parts or Chapters).
e. Constructive conclusions.
f. Pertinent attachments:
(1) Chronology, if the paper covers an
extended period.
(2) List-of interviewed personnel and other
contributors (where written debriefings or
historical reports are referred to in the
body of the paper, they should be in the
Reference Bibliography).
(3) Reference Bibliography (each referral
to a supporting document must be followed
by its number on. the Reference List; e.g.,
12/).
(4) Index (names of individuals and places,
elements of government and organizations,
specialized terms and titles -- if warranted
beyond the items in the Table of Contents).
1. A history should state not only what was done,
but how and why it was done. Normally, the various facets
of subject matter should be woven into a chronological
narrative.
2. Using evidence in context, honest conclusions can
be drawn regarding the extent of sucess and failure, and
the reasons therefor. But the factual narrative should
not be interlarded with editorializing, and personal opinion
should not be substituted for objective exposition.
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3. Every writer has to use his own style, but
unity in -writing, a singleness of effect, and a well-
proportioned product are promoted by outlining in
advance and by keeping the presentation chronological.
Good judgment is required as to the relative importance
of material and corresponding emphases in presentation.
4. The Historical Boards, assisted by the Historical
Officers of the various components, will provide guidance
in maintaining uniform standards of treatment and quality.
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OCI-IB 5.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
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G. STYLE CONVENTIONS
1. Use third person, even when the writer participated.
2. The first time an organizational abbreviation
occurs in a paper, it should be preceded closely by the
full title.
3. Dates and Time: Preferred usage is day, month,
year (22 December 1934) and 24-hour time (2330 hours),
specifying time zone where not evident.
4. Names, titles; and rank: The initial mention of
a true proper name should be in full, if known, with rank
or title. Only the first letter of the surname should be
capitalized.
5. Geographic names: When writing about small,
out-of-the-way places, use the approved Government-wide
geographic spellings. If exact locations are important,
give reference map coordinates or latitude and longitude.
6. Statistics: Tabulate where possible.
7. Ship and aircraft: Names of a ship and an air-
craft should preferably be enclosed in quotation marks.
8. Except as otherwise specified, the United States
Government Printing Office Style Manual may govern in
matters of spelling, grammar, punctuation, abbreviations,
etc.
9. Anachronisms: Watch out for errors in chronology
such as using places, names, or personal titles which
would be correct only at an earlier or later period than
the one under discussion.
10. Pseudonyms: The first use of a pseudonym should
be in full and in capital letters, i.e., Joseph Q. SMITH;
no title is used with a pseudonym. Subsequent references
may be by surname only.
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OCHB 5.30.1 OFFICE OF COMMUNICATIONS.HANDBOOK
11. Cryptonyms: Cryptohyms should be used to desig-
nate sensitive operations, agents, and organizations and
should be written in capital letters.
1. Physical Form:
a. Papers should be typewritten double spaced
(except quoted passages, footnotes, and other material
that would be printed in small type) on one side of
letter-size paper (8 x 102") with 1" top and 12"
left margins to allow for fastening.
b. Four (4) copies of the paper will be prepared.
See Chapter II, D., 3.
c. Page numbers should be placed at the bottom
above the security classification.
d. A distinctive cover de;--_ned for completed
historical papers will certify that the document so
covered is a permanent part of the OC History which
may not be destroyed and is indexed in the "Catalog
of DDS Histories."
2. Security Classification and Controls:
a. All historical texts will bear the appropriate
security classification and will be stamped with the
GROUP I stamp on'.the first page.
b. If a history must contain incidental code-
word or sensitive material, this should, when possible,
be segregated in a separate text and the reader
referred to it by a footnote. This will allow wider
use of the general paper and still provide for the
authorized custodian of sensitive material to screen
requests for it.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
3. Documentation:
Full and accurate referencing is funadmental to
historical writing. All questionable points and
key information should be documented in source notes
or references.
a. Source notes, referenced by number, should
normally be listed at the end of the paper.
b. Source notes will usually refer to either
an interview or a document. They should specify:
(1) Nature or source (cable, dispatch,
memorandum, intelligence report, interview,
etc.)
(2) Originator
(3) Addressee
(4) Date
(5) Control number and symbol
(6) Top Secret or registration number
(7) Subject
(8) Present file location
4. 'Reference Bibliographies:
The Reference Bibliography at the end of each
Chapter may include source materials other than those
mentioned in the text.
5. Illustrations:
Maps, charts, pictures, etc., may be placed in
the text or in appendixes. They should be clearly
marked as to source and security classification.
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OCHB 5.30.1 , OFFICE OF COMMUNICATIONS HANDBOOK
6. Appendixes:
There is no limit to the variety of appendixes
that can be used. Examples include:
a. List of references
b. Chronology
c. Source listing
d. List of interviewees
e. Copies of important documents
f. Photographs, maps, charts, graphs, etc.
g. Sensitive materials for separate storage,
if necessary.
I. REFERENCE BIBLIOGRAPHY
The Reference Bibliography is a tool for the ready
use of the historical paper, and nothing should be omitted
from it which the discriminating reader might wish to
locate.
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OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
The sources of material for histories are limited
only by the ingenuity, personal contacts, and persistence
of the writer. Most historical officers who have been
chosen to write a segment of the history will be
knowledgeable of the appropriate sources of information.
The following paragraphs are offered simply as a check-
list.
. Personal Sources:
Dates, places; and people that may be hazy in the
writer's memory can sometimes be identified through
personal documents:
a. Itineraries of travel, receipts, and personnel
actions which may be in personal custody in the
office.
b. Letters, both received and sent.
c. Diaries and journals.
d. Photographs of slide collections.
e. Maps and charts.
2. Official Documents:
A large number of papers regularly prepared within
the Directorates will lend themselves to historical
exploitation. These include annual reports to the
President's Foreign Intelligence Advisory Board,
annual budget submissions, annual office reports,
briefing for Congressional hearings, etc.
3. Interviews and Debriefings:
The historian usually begins by getting all he
can out of documentary records, as well as fill in
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OCHB 5.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
between them, with carefully chosen questions posed to
knowledgeable persons. Such interviews should be recorded
and cited like other documents. The historian of recent
events can reverse this procedure, getting the story from
participants first and then checking and supplementing
it with documents, if he has too little first-hand know-
ledge of the subject to get started, or if the people
are more readily available than the papers.
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APPENDIX A
OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
INSTRUCTIONS REGARDING OUTSIDE INTERVIEWS
IN SUPPORT OF HISTORICAL PAPERS
A. Normally it is anticipated that an individual
responsible for preparing a historical paper will acquire
the necessary information from existing documentation, both
current and retired, from interviewing personnel presently on
duty, and from the writer's own experiences relating to the
subject at hand.
B. There may, however, be gaps in information from these
sources which the writer must fill by questioning at length
one or more outside individuals who were earlier connected with
the Agency in some capacity. Contacts with such persons
will be made only when their contribution is essential.
C. Prior to approaching such a person, the writer will
take the following steps:
1. He will submit the name of the individual and,
if known, his address to the security officer of the
component having jurisdiction over the paper being
prepared. The security officer will forward this
data to the Deputy Director of Security for Personnel
Security for examination as to security. implications
and approval for approaching the indivdual.
2. After receiving clearance for making the contact,
the writer, if he does not personally know the
individual to be approached, can submit his name
and address to the Domestic Contact Service. The
Service will make an appropriate introduction and
establish the bonafides of the writer. (In many
cases, this will not be necessary.)
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APPENDIX A
OCHB 5.30.1
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APPENDIX B
OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
REFERENCE TOOLS AVAILABLE IN
THE HISTORICAL STAFF
A. The following is a list and brief description of aids
being, compiled in the Historical Staff by the CS Group that
may be helpful to the writer of the Office of Communications
History.
1. Knowledgeable Persons Finder:
An alphabetical card index of persons known to
have a detailed knowledge of CS operations or functions
(on either an area or a functional basis) and their
specialty, and a subject index of organizations, func-
tions, and projects listing knowledgeable persons by
name.
2. Index to Source Documents:
A cross index of abstract cards of existing docu-
ments known to have historical significance. These
would include directives, regulatory issuances,
functional statements, organization charts,. cables,
memorandums, dispatches, tabulations, graphs, books,
and maps. This material may be written, printed,
taped, or photographed. This index is arranged by
country, area, unit, and function.
3. Catalog of CS Histories:
A card index, by area and function, of completed
historical studies. These papers may be quite broad
in their coverage of a division, branch, country, or
general function, or may be devoted to a specific
operation. This index includes summary notations
with controls, location, and availability.
4. Chronology:
A card index of CS organizational events main-
tained by date and supplemented by charts reflecting
approved reorganizations.
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APPENDIX B
OCHB 5.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
5. Historical Staff Papers: (not purely CS)
Numerous and varied historical studies and
histories of parts of the Agency and predecessor
organizations.
B. DATES OF DCI'S, DDCI'S, AND DEPUTY DIRECTORS:
1. Directors of Central Intelligence
Rear Admiral Sidney W. Souers, USNR
. 23 January 1946 - 7 June 1946
Lieutenant General Hoyt Sanford Vandenberg, USA
10 June 1946 - 1 May 1947
Rear Admiral Roscoe Henry Hillenkoetter, USN
1 May 1947 - 7 October 1950
Lieutenant General (later General)
Walter Bedell Smith, USA
7 October 1950 - 9 February 1953
Allen Welsh Dulles
26 February 1953 - 29 November 1961
John Alex McCone
29 November 1961 - 28 April 1965
Vice Admiral William Francis Raborn, Jr., USN (Ret.)
28 April 1965 - 30 June 1966
Richard McGarrah Helms
30 June 1966 -
2. Deputy Directors of Central Intelligence
Kingman Douglass
1 February 1946 - 11 July 1946
Brigadier General (later Major General)
Edwin Kennedy Wright, USA
July 1946 - 10 March 1949
William Harding Jackson
2 October 1950 - 3 August 1951
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APPENDIX B
OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
Allen Welsh Dulles
23 August 1951 - 26 February 1953
(also served as Deputy Director for Plans
4 January 1951 - 23 August 1951)
Lieutenant General (later General)
Charles Pearre Cabell, USAF
23 April 1953 - 31 January 1962
Lieutenant General Marshall Sylvester Carter, USA
3 April 1962 - 28 April 1965
Richard McGarrah Helms
28 April 1965 - 30 June 1966
(also served as Deputy Director for Plans
17 February 1962 - 28 April 1965)
Vice Admiral Rufus L. Taylor, USN
13 October 1966 - 1 February 1969
Lieutenant General Robert E. Cushman, Jr., USMC
17 April 1969 -
3. Deputy. Directors
Deputy Director (Administration) (DD/A)
(established 1 December 1950)
Murray McConnel
1 December 1950 - 31 March 1951
Walter R. Wolf
1 April 1951 - 30 June 1953
Lawrence K. White
1 July 1953 - 3 February 1955
Deputy Director for Intelligence (DDI)
(established 2 January 1952),-..
Loftus E. Becker
1 January 1952 - 23 February 1953
Robert Amory, Jr.
23 February 1953 - 30 March 1962
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APPENDIX B
OCHB 5.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
Huntington Sheldon (Acting)
30 March 1962 - 23 April 1962
Ray S. Cline
23 April 1962 - 17 January 1966
R. Jack Smith
17 January 1966 -
Deputy Director for Operations (DD/0)
(established 1 December 1950)
Allen W. Dulles
1 December 1950 - 4 January 1951
Deputy Director for Plans (DDP)
(established 4 January 1951)
Allen W. Dulles
4 January 1951 - 23 August 1951
Frank G. Wisner
23 August 1951 - 1 January 1959
Richard M. Bissell, Jr.
1 January 1959 - 17 February 1962
Richard M. Helms
17 February 1962 - 28 April 1965
Desmond FitzGerald
28 April 1965 - 23 July 1967
Thomas H. Karamessines
23 July 1967 -
Deputy Director for Research (DD/R)
(established 19 February 1962)
Herbert Scoville, Jr.
19 February 1962 - 15 June 1963
Colonel Edward B. Giller, USAF (Acting)
15 June 1963 - 5 August 1963
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APPENDIX B
OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
Deputy Director for Support (DDS)
(established 3 February 1955)
Lawrence K. White
3 February 1955 - 5 July 1965
Robert L. Bannerman
5 July 1965 -
Deputy Director for Science and Technology (DDS&T)
(established 5 August 1963)
Albert D. Wheelon
5 August 1963 - 26 September 1966
Carl E. Duckett
20 April 1967 -
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OCHB 5.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
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APPENDIX C
OCHB 3.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
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APPENDIX D
OFFICE OF COMMUNICATIONS HANDBOOK OCHB 5.30.1
HISTORICAL DOCUMENTS: A CHECKLIST
The following types of documents (or records in any other
form) should be exempted from record purges except as
individual documents are duplicated and accessible'in other
holdings.
1. Documents showing the development of policy,
including planning stages, draft plans, deliberations,
agreements and dissents, decision, and follow-up.
2. All other policy papers.
B. Organization
1. Establishment and termination of components.
2. Tables of Organization, and changes thereof.
3. Organizational charts.
4. Key assignments of personnel.
5. Office evolution reports.
C. Responsibilities
1. Legislation--proposed, effected, or repealed.
2. Statements of function.
3. Lists of objectives or priorities.
4. Command decisions; action directives.
5. Statements of operational requirements.
6. Standing instructions.
7. Operational programs.
8. Mission directives.
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APPENDIX D
OCHB 5.30.1 OFFICE OF COMMUNICATIONS HANDBOOK
D. Agreements
1. Coordinated plans, effected or aborted.
2. Inter-Agency agreements and records of dissent.
3. Liaison protocols.
E. Progress Reports
1. Annual and other periodic activity reports and
program evaluations, including supporting documents,
significantly revised drafts, sanitized versions,
and follow-up or updating papers.
2. One-time postmortems, validity studies, after-
action investigations, administrative post-audits,
inspection reports, and other surveys, including
supporting documents and follow-up.
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