SENATE SELECT COMMITTEE STAFF REQUEST

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83B00823R000900010056-4
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: August 2, 2002
• Sequence Number: 56
• Publication Date: August 8, 1975
• Content Type: MF

Approved For Re le -200 210.8 Z CIA-RDP83BOO823ROU09OQO OO56-4
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FOR: The qe-view Staff
T Acting Deputy Director for Adaini3tration
VIA
S to Select Cv atitee Staff Request
I . The Office of Security has received: the Senate
Sep e, Committee staff request forwarded by you in a
dated 6 August 1975.
Mlsiott a e3 . of the SSC Staff requests
?l all ryg 1a ..ions pertains to Mid
destruction of doc,u2ent3.
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 Approved Fo elease 2002/08/21 CIA-RDP83B00824000900010056-4
CONFIDENTL\L
1. RECORDS ADMINISTRATION. This paragraph provides for a continu-
ing Agency Records Administration Program to control and improve records from
their creation or receipt to their disposition, and prescribes policies and responsi-
bilities for effectively carrying out the program.
a. RECORD MATERIAL DEFINED. For the purpose of this paragraph, record
material is defined as: all books, papers, maps, photographs, films, recordings,
or other documents and material regardless of physical form or character-
istics, created or received by any part of the Central Intelligence Agency
pursuant to Federal lav or in connection with the transaction of public
business and preserved or appropriate for preservation by CIA or its legitimate
predecessor or successor organizations as evidence of the organization, funs
tions, policies, personnel, decisions, procedures, financial or legal transaction",
operations, or other activities or because of the informational value of data
contained therein. "Records" and "record material" may be used inter-
changeably.
b. RECORDS ADMINISTRATION PROGRAM. The Records Administration Pro-
gram consists of the elements listed and described below:
(1) Reports Administration -The analysis, improvement, and control of ad-
ministrative reporting.
(2) Correspondence Administration-The application of improved standards
and procedures for preparing and handling correspondence.
(3) Forms Administration-The analysis, design, and control of forms.
(4) Records Maintenance-The establishment of standard procedures, sys-
tems, equipment, and supplies for records maintenance.
(5) Records Disposition-The economical and systematic disposition of Agency
records including their preservation, retention, transfer, protection, and
disposal according to approved schedules.
(6) Vital Records Administration-The timely selection of vital records and
their prompt transfer to and secure maintenance in a designated Agency
repository. Vital records are records which are essential to the continued
operation of the Agency in an emergency, and which, if destroyed, would
constitute a serious or irreplaceable loss.
c. POLICIES. The Agency Records Administration Program ;hall be adminis-
tered on a decentralized basis through programs governed by the following
policies :
(1) Records shall be made and preserved to provide adequate and proper docu-
mentation of the organization, functions, policies, decisions, procedures,
and essential transactions of the Agency. Such records shall be designed
to furnish the information necessary to protect the le ;al and financial
rights of the Government and of persons directly affected by the Agency'
activities.
(2) Measures shall be taken to ensure that essential records are created and
maintained by the most efficient and economical methods.
(3) Measures shall be taken to ensure that nonessential records, reports,
forms _are not created.
(4) Vital records shall be identified in schedules and currently dYposited in
a designated Agency repository.
f- -- GROU?~I -~~
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(5) The Agency Records Center shall he a facility for storing, processing;, and
servicing retired Agency records, and will serve as an Agency archival
facility. The s?ecords Center shall be compartmented and'
nd controlled in
such a manner that the defense classification or sensitivity requirements
of the office transmitting the records are honored.
(6) Records control schedules shall be developed to identify and preserve
records of permanent value, and to provide the basis for periodic removal
of noncurrent records from office space and filing equipment to more
economical storage; and destruction of records of temporary value. These
schedules shall be maintained in a current status.
d. RESPONSIBILITIES
(1) THE CIA RECORDS ADMINISTRATION OFFICER. The CIA Records Ad-
ministration Officer shall:
(a) Furnish staff guidance, assistance, and coordination of the Agency
Records Administration Program.
(b) Provide forms analysis, design, and reference services; approve new
or revised forms; and ensure that appropriate coordination of new and
revised forms is effected.
(c) Review and approve records control schedules, vital records schedules,
and requests for equipment and supplies to the extent necessary to
assure compliance with Records Administration Program requirements.
(d) Direct the activities of the Records Center.
(e) Maintain Agency liaison with the National Archives and Records
Service, General Services Administration, and other Federal and private
organizations on records administration matters.
(f) Review the Records Administration Programs established in the vari-
ous Operating Offices.
(g) Promote the Records Administration Program through training and
publicity.
(h) Develop and maintain a system of managing administrative reports.
(1) Conduct research on records techniques and procedures to.improve
and promote efficient paperwork management practices.
(2) THE, EXECUTIVE DIRECTOR-COMPTROLLER, DEPUTY DIRECTORS,
AND HEADS OF INDEPENDENT OFFICES.* The Executive Director-
Comptroller, Deputy Directors, and Heads of Independent Offices shall:
(a) Establish, direct, and maintain for their respective jurisdictions Rec-
ords Administration Programs consisting of the elements outlined in
subparagraph b above.
(b) Maintain liaison with other offices of the Agency, asf required, in the
performance of their records administration responsibilities.
(c) Designate an individual who will be responsible for the development
and administration of the Records Administration Programs under
their respective jurisdictions.
-'The Inspector General and the General Counsel.
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}Approved Fo lease '2bti/Or8/2? : CIA-RDP83B0082 000900010056-4
? if)1-i 1.1=)i-z. Provi-ion: of records
control sclbe,lules.
Records ^_nat.roI schedules shall pro-
ide f a':
(a) The disposal after minimum re-
tention periods of those records not hav-
ing sufficient value to justify their fur-
ther retention. Procedures for obtaining
disposal authorization are prescribed in
101-11.404 and 101-11.106.
(b) The removal to a Federal Records
Center (or to an agency records center
approved under the provisions of ? 101-
11.412) of those records which cannot be
disposed of immediately but which need
not be maintained in office space and
equipment. Such records will be main-
tained by the records center pending
their transfer or disposal.
(c) The retention as current records
in office space and equipment of the min-
imum volume of records consistent with
efficient operation.
? 101-11.401-5 Application of records
control schedules.
The head of each Federal agency shall
take necessary action to obtain the ap-
plication of records control schedules to
provide for the maximum economy of
space, equipment, and personnel. Two
copies of each directive or other issu-
ance (including the text of schedules as
issued) affecting the agency's records
disposition program at the division or
higher organizational level shall be
transmitted to the National Archives and
Records Service upon its promulgation.
? 101-11.402 [Reservedl
101-11.403 Standards for the selec-
tive retention of records.
? 101-11.403-1 Authority.
Section 506(a) of the Federal Records
Act of 1950 (44 U.S.C. 396(a)) requires
the head of each Federal agency to have
"made and preserved records containing
adequate and proper documentation of
the organization, functions, policies, de-
cisions, procedures, and essential trans-
actions of the agency." Section 505(b)
of this Act (44 U.S.C. 395(b)) directs the
Administrator to establish standards for
the selective retention of those records
having continuing value, and to "assist
Federal agencies in applying such stand-
ards to records in their custody."
? 101-11.403-2 Records retention and
disposal standards.
The following standards govern the
retention and disposal of agency records:
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(;5) The formulation of policy as to
the disposition of each type or series oti
records and it;; ;iatei.^.ent in the.for-m of
tt record:; control ssche Jule.
(c) The application of the records
control schedule to effect the elimination
or removal of records.
? 101-11.401-3 1' ormulation >f records
control schedules.
The following steps shall be taken in
the development of records control
schedules:
. (a) Each Federal agency shall com-
pile 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, 1964 (other tnan'the judiciary,
for which special arrangements will be
made), such records control schedules.
shall be completed by June 30, 1965. For
all Federal agencies created after June
30, 1964, such schedules shall be com-
pleted within one year after the creation
of the agency.
(b) Schedules shall clearly identify
and describe the series of records cov-
ered, 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 instruc-
tions for the disposition of records in Its
custody.
(c) All schedules shall take into ac-
count the actual filing arrangements in
existence, so that disposition of records
can be physically accomplished in the
largest blocks possible.
(d) Nonrecord materials, such as ex-
tra copies of documents preserved for
convenience of reference, stocks of proc-
essed documents, preliminary work-
sheets, and similar papers that need not
be made a matter of record, shall not be
incorporated in the official files of the
agency. To the maximum extent pos-
sible, material not required for record
purposes shall be disposed of; it should
not be sent to file. In cases where tran-
sitory files of such materials are estab-
lished and maintained in filing equip-
ment, such files shall be controlled by
means of instructions in the records
control schedule.
(e) Schedules shall be reviewed at
least once annually to effect changes
necessary to maintain their current
status.
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 Approved Foiielease 2002/08/21 :CIA-RD 30082!'000900
Z8 January 1,975
MEMORANDUM FOR: See Distribution
SUBJECT : Retention of Materials that May Be Related
to the S. Res.' 2]. Investigation -
Pursuant to the attached request, it is directed that you take
the necessary steps to ensure compliance. You wi.Ll convey- instruc-
tions to all subordinate components or offices within your urisdictior,
to ensure that any records or documents that may- have a bearing on
Senate Resolution 21 not be destroyed or removed from our possession
or control.
Attachments:
Letter dated 27 January 1975 from Senators Scott
and Mansfield with enclosure (S. Res. 21)
Distribution:
DD CI
DDI
DDO
DDA
DDS&T
D/DCI/NlO
'D/DCI/IC
Cornptroller
CC
LC
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Asst/D I
ES
Ao/Dci
Approved For Release 2002/08/21 CIA-RD
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