RECORDS MANAGEMENT PROGRAM RECORDS CONTROL SCHEDULE FOR THE GENERAL SERVICES OFFICE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000100140003-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 53
• Document Creation Date: December 19, 2016
• Document Release Date: September 30, 2005
• Sequence Number: 3
• Publication Date: September 1, 1953
• Content Type: FORM

Approved For Release11-~ t 7$-00487A000100140003-5
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RECORDS MANAGEMENT PROGRAM
S
RECORDS CONTROL SCHEDULE
FOR THE
GENERAL SERVICES OFFICE
FORM NO. 738
f JUL 55
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STAT
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Wq P~LANAGEMENT PROGRAM
RECC'?.
RECORDS CONTROL SCHEDULE
FOR THE RECORDS OF
GENERAL SERVICES OFFICE
Prepared by:
Records Disposition Branch
Records Services Division
Central Intelligence Agency
September 1953
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 -Approved For ase,20051 1 f /21 IA4P78-00487 100140003-5
RECORDS CONTROL SCHEDULE
FOR THE RECORDS OF
GENERAL SERVICES OFFICE
Authority. Authority for the records disposition standards
in this schedule is contained in the General Services Admin-
istration General Records Schedules and the Records Disposal
Schedule II-NNA-182, House Report No. 76, 83rd Congress,
1st Session, which has been cleared by the National Archives
and approved by the Congress. These standards have also
received the review and concurrence of the Chief, General
Services Office.
Applicability. This schedule is applicable to all records
of General Services Office.
Disposal standards in this schedule are mandatory, any
revision of retention periods must be approved by the
Archivist of the United States through the CIA Records
Officer.
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 Approved r Release 20O511`1I t J IA-RDP78-0 7A000100140003-5
OFFICE OF'THE CHIEF
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GENERAL SERVICES OFFICE
I M4
NO. DESCRIPTION OF RECORDS
RECOMMENDED
I?IE1 HOD OF FILING AiJ 7HORIZED DISPOSITION
1. SUBJECT FILES
These are files which document the
activities performed by General
Services Office for the Agency in
accordance with the mission assigned
in They consist of
correspondence, surveys, studies and
reports pertaining to Agency-wide
records management activities and
Agency-wide services such as repro-
duction, printing, binding, distri-
bution, local bus transportation,
building maintenance, space assign-
ment and various machine record
activities.
According to Disposal not authorized.
Agency file (Transfer to CIA Records
Manual. Start Center 1 year after file
new files each is closed). Hiles re-
year, lating to various ad rLn-
istrative matters and
household keeping func-
tions such as requests
for supplies and serv-
ices for local use,
daily work reports, pub-
lished regulations and
notices and other docu-
ments which are re-
flected in official
files elsewhere in the
Agency will be with-
drawn from the files and
destroyed two years
after receipt at the CIA
Records Center.
These are files consisting of cor-
respondence, preliminary reports
and form records, pertaining to per-
sonnel evaluation, training and car-
eer service used for career planning
of GSO employees.
According to Dispose after 3 years.
Agency File (Transfer to CIA Records
Manual. Start Center 1 year of ter file
new files each is closed).
year.
These files contain surveys, studies,
correspondence and reports pertain-
ing to the administrative and techni-
cal phases of the Agency's publication
production program, involving improved
me?thodsfor reproduction, the need for
and problems relating to the production
of such publications.
According to Dispose after 3 years.
Agency File (Transfer to CIA Records
Manual. Start Center 1 year after file
new file each is closed).
year.
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 -Approved For ase 200J1111 '~ CIA R078-004870100140003-U
GENERAL SERVICE'S OFFICE
ITEM
NO. DESCRIPTION OF RECORDS
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
4. SECURITY OFFICER'S FILES
These files contain memos, corres-
pondence and reports pertaining to
the classification and the safe-
guarding of information and materials;
and the evacuation and safety of GSO
employees.
According to Dispose after 3 years
Agency File except air raid and
Manual. Start evacuation plans; dis-
new file each pose when obsolete.
year. (Transfer to CIA Records
Center 1 year after file
is closed).
5. SECURITY VIOLATIONS FILES
This file contains memos and corres-
pondence pertaining to violations of
security regulations and the penal-
ties imposed for such violations which
occur within GSO.
Chronologically Dispose 2 years after
by date. Start date of employee's last
new file each violation. (Place in
year, inactive file at end of
one year; retain in
current files area for
2 years and destroy).
6. SERVICE RECORD CARDS
These are cards maintained on all
personnel assigned to General Ser-
vices Office and are used to record
personnel actions, training courses
attended, efficiency and other infor-
mation necessary in the administration
of personnel activities of the office.
Alphabetically Destroy upon separation
by surname. from the Agency; upon
intra-Agency transfer,
forward to gaining
office.
7. COURIERS' CLASSIFIED MAIL RECEIPT FILE
These are Couriers' Classified Mail
Receipt (Form No. 35-16) signed by
couriers for the pick up of material
for delivery to addressees.
By Courier Nun- Dispose after 1 year
ber. Start new (Place in inactive file
file each year. at end of year; retain
in current files area
for 1 year and destroy).
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GENERAL SERVICES OFFICE
Office of the Chief
ITEM
NO. DESCRIPTION OF RECORDS
8. TOP SECRET LOG
These are retained copies of logs
recording top secret documents in
and out of General Services Office
as required by existing security regu-
lations. The log-is prepared on Form
No. 38-14 or comparable forms by the
Top Secret Control officers of General
Services Office and submitted each
week thru the Area Top Secret Control
officer to the CIA Control Officer.
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
Chronologically Dispose after 1 year
by date. Start (Place in inactive
new file each file at end of year;
year, retain in current files
?area for 1 year and
destroy).
9. MAIL LOG
This is a chronological log record-
ing all mail (other than top secret)
in and.out of General Services Office
and maintained primarily for security
purposes.
Chronologically Disposal not author-
by date. ized. (Transfer to CIA
Records Center 1 year
after file is closed).
10. CLASSIFIED DOCUMENT RECEIPT FILES
These are documents reflecting the
receipt and transmission of Top
Secret documents. Files contain Form
No. 38-16 or comparable forms used for
the same purpose and are maintained by
the Area Top Secret Control Officer.
Numerically. Disposal not author- '
Start new file ized. (Transfer to CIA
each year. Records Center 1 year
after file is closed).
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PRINTING AND REPRODUCTION DIVISION
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GENERAL SERVICES OFFICE
Printing and Reproduction Division
ITEM
NO. DESCRIPTION OF RECORDS
11. SUBJECT FILE
RECO11ME LADED
METHOD OF FILING AUTHORIZED DISPOSITION
These files accumulate'in the gener-
al administration of the Division and
are used for administrative and plan-
ning purposes. Consists of memoranda,
reports, and documents pertaining to
personnel, budget, training, work-
loads, production, and other material
necessary in administration of the
Division.
According to Dispose after 3 years
Agency File (Transfer to CIA
Manual. Start Records Center 1 year
new file each after file is closed).
year.
12. REPRODUCTION REQUISITION FILE
a. These files consist of Form No. Numerically by Dispose after 1 year.
36-2 "Reproduction Requisition" job number. (Transfer to CIA
(Pink copy), Form No. 36-77, Start new file Records Center 6 months
"Work Ticket," work orders,control every 6 months. after file is closed).
card (if arty), delivery ticket and
related documents accumulated in
the course of processing and cori
trolling a job request through to
completion.
b. File consists of Form No. 36-2
"Reproduction Requisition" (White
copy) which is an extra copy main-
tained as a suspense file and used
for ready reference until job is
completed. When job is completed
the suspense copy is placed in a
closed file for the purpose of pre-
paring a monthly report showing
the amount of work by types com-
pleted for each office of the
Agency.
Photography Sus- Destroy closed file
pense maintained after preparation of
numerically by monthly report.
job number.
Printing Suspense
maintained by re-
questing office
and numerically
by job number
thereunder. Closed
files are main-
tained by request-
ing office and nu-
merically by job
number thereunder.
Start new'closed
file each month.
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GENERAL SERVICES OFFICE
Printing and Reproduction Division
ITEM
NO. DESCRIPTION OF RECOB3)S
REPRODUCTION REQUISITION FILE (Conttd)
c. These are delivery tickets, an
unnumbered card form, prepared
on "batches" sent over from OCD
for reproduction on IBM card.
These are not signed receipts.
but do show the "batch" number,
job number and the time stamp
of the mail room indicating.the
return to OCD.
d. These are files reflecting the
delivery and receipt of deliv-
ery of photography and film jobs
completed by commercial companies
under contract with the Agency.
Documents consist of delivery
tickets (unnumbered form) signed
by the commercial representative
upon pick-up at the plant and a
delivery ticket of the commercial
company listing jobs completed
and returned. Files are used to
verify the work completed with
the work requested and for certi-
fication of the monthly invoice
forwarded from Finance prior to
payment.
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
Numerically by Dispose after 1 year
job number. (Transfer to CIA Records
Start new file Center 6 months after
every 6 months. file is closed).
By name of com- Dispose after 1 year
pany and chrono- (Transfer to CIA Records
logically therein. Center 6 months after
Start new file file is closed).
each year.
13. AUTHORIZED SIGNATURE FILES
These are memos from various offices Alphabetically Destroy when super-
of the Agency submitting names of by office. seded.
personnel authorized to sign requi-
sitions for printing and reproduction
in accordance with
14. VISITORS PASS FILE
These are unnumbered forms used by Chronologically Disposal not author-
the Division in authorizing personnel by date. Start ized (Transfer to CIA
not employed in the plant permission new file every Records Center 6
to enter the building. Information 6 months. months after file is
recorded is the date, time in, time closed).
out, signature of visitor, signature
of authorizing official and related
information. This document is used
for recur gr R R$&OaAP:20VSPPRI=t.,,CIA-ROP78-00487A000100140003-5
ing the n er and trues of nersonne'L-" .
visiting the plant.
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GENERAL SERVICES OFFICE
Printing and Reproduction Division
ITEM
NO. DESCRIPTION OF RECORDS
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
15. JOB CONTROL CARD FILE
These are cards maintained on all
jobs while in process through;the
plant. They indicate the time a
job is received at each processing
stage toward its completion and
are used by plant expeditors to
monitor the job and answer inquiries
as to the progress made toward com-
pletion.
Numerically by Destroy immediately
job number upon completion of
assigned. job.
16. DAILY PRODUCTION REPORTS
These are daily work reports sub-
mitted by the various processing
units showing the amount of work by
type completed by the unit. These
are used for consolidating and re-
porting to Office Chief.
By report and Dispose after 6 months
chronologically (Place in inactive file
thereunder. at end of 6 months; re-
Start new file tain in current files
every 6 months. area for 6 months and
destroy.
17. REFERENCE MATERIAL
These are commercial books, maga-
zines, and catalogs pertaining to
photography and printing which are
used by the personnel of the
Division for reference purposes.
Categorically Destroy when obsolete
by type. (except that account-
able property will be
returned to source).
18. SERVICE RECORD CARD
These cards are used in the imme- Alphabetically Destroy upon separation
diate supervision of personnel of by surname. from the Agency; upon
the Division and consist of Form 4b intra-Agency transfer
"Employee Record Card" or similar forward to gaining
cards used for the same purpose. office.
Cards contain recorded personnel
actions, training courses attended
and other information necessary in
the direct supervision of personnel.
19. TIME CARD FILE
These are unnumbered card forms for Alphabetically Dispose after 12 weeks
each employee showing name of em- by surname. (Place in inactive file
ployee, pay period dates, and time Start new file at end of each pay
clock stamp showing time in and out each pay period. period; retain in cur-
for each day of the pay period. rent files area for 12
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GENERAL SERVICES OFFICE
Printing and Reproduction Division
ITEM
NO. 'DESCRIPTION OF RECORDS
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
TIME CARD FILE (Conttd)
This information is transcribed at
the end of pay period to Form No.
34-42 "Time and Attendance Report
and Payroll Change Slip."
20.. UNSIGNED?DOCUMENT RECEIPT FILE
These are retained copies of un-
signed classified document receipts
Form No. 38-16) which are prepared by
this office for the distribution of
reproduced material. A suspense copy
is also furnished to OCD to whom the
recipient of a document forwards the
signed receipt where it is maintained
as the official record. The unsigned
copy retained by Printing & Repro-
duction Division is maintained as a
suspense and reference file to indi-
cate that distribution has been
made.
By publication Dispose after 6 months
series and numeri- (Place in inactive file
cally thereunder. after close of file;
Start new file retain in current files
every 6 months. area for 6 months and
destroy).
21. COURIER'S CLASSIFIED MAIL RECEIPT FILE
These are Courier's Classified Mail By courier number. Dispose after 1 year
Receipts (Form No. 35-16) signed by, Start new file each (Transfer to CIA Records
couriers for the pick-up of material year. Center 6 months after
for delivery to addressees. file is closed).
22. CLASSIFIED DOCUMENT RECEIPT FILES
These are documents reflecting the Numerically. Disposal not authorized.
receipt and transmission of Jop Start new file (Transfer to CIA Records
secret documents received for repro- each year. Center 1 year after file
duction at the plant. Documents con- is closed).
sist of Form No. 38-16 or comparable
forms used for the same purpose and
are maintained by the Division TS Con-
trol Officer.
These are retained copies of logs re- Chronologically Dispose'-after 1 year
cording all top secret documents in by date. Start (Place in inactive
and out of the Division as required new file each file at end of year;
by existing security re ations? The ear. retain in current files
log is p R%rS q V a 30j111 ~~1 : CIARDP78,-00487A000lO OaO%15 1 year and destr
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GENERAL SERVICES OFFICE
Printing and Reproduction Division
ITEM RECOMMENDED
NO. DESCRIPTION OF RECORDS METHOD OF FILING AUTHORIZED DISPOSITION
TOP SECRET LOG (Cont'd)
similar forms by the Top Secret .
Control Officer and submitted each
week to the Top Secret Control
Officer, OCD.
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Printing and Reproduction Division
ITEM
NO. DESCRIPTION OF RECORDS;
23.1 REPRODUCTION REQUISITION FILES
Files consist of Form No. 36-2,
Reproduction Requisition,
received from various offices
of the DDP area and are the
basis and authority for proc~
essing a reproduction job.
a. White copy. This is the
record copy which stays-
with the job until completed
and is then filed.
b. Pink copy. Extra copy
maintained as a suspense
until white copy is
returned upon completion
of job.
23,2 CLASSIFIED DOCUMENTS RECEIPT FILE
Consists of unnumbered forms
reflecting the distribution and
receipt of classified reports
distributed from this office.
a, Suspense Copy
b. Signed Copy
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
Numerically by Dispose after 1 year.
Job Number. Start (Place in inactive file
new file each year. at end of each year; retain
in current files area for
1 year and destroy),
Numerically by Destroy pink copy upon
Job Number, filing the white copy,
Chronological Destroy upon filing of
signed copy.
Chronological. Disposal not authorized.
Start new file (Transfer to CIA Records
every 6 months, Center 6 months after file
is closed).
23.3 CONVENIENCE FILE (REPORTS)
Consists of extra copies of
reports distributed by this
office and are retained as a
convenience for filling requests
for extra copies, Record copy
filed in RI.
Approved For Release 20/11/
Numerically by Dispose after 1 year.
Report No. (Maintain 12 month level;
thereafter destroy earliest
month upon receipt of
latest month.
(AJk6P78-00487A000100140003-5
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Printing and Reproduction Division
NO. DESCRIPTION OF RECORDS METHOD OF FILING AUTHORIZED DISPOSITION
23.14 REPRODUCTION CONTROL CA) FILE
Consists of unnumbered card Numerically by Dispose after 1 year.
form maintained on jobs Report No. (Maintain 12 month level;
processing through the office. thereafter destroy earliest
They are used to control jobs month upon receipt of
in process. and to serve as an latest month,
index to jobs completed.
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 ? Approved
Release 20b5/11/2 1 t[A- 8-00 A000100140003-5
io L.- f
SPACE MAINTENANCE AND,FACILITIES DIVISION
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GENE1AL SERVICES OFFICE
Space, Maintenance and Facilities
ITEM
NO. DESCRIPTION OF RECORDS
24. SUBJECT FILE
These are the central subject files
of the Division and contain corres-
pondence, memos, studies and other
documents relating to space, build-
ing maintenance and acquisition, and
motor pool operations. Specific sub-
jects include vehicle permits, assign-
ment of vehicles, acquisition of space
through Public Building Service, tele-
phone service, parking space, air
conditioning and similar subjects
covering the activities and functions
of the Division.
25. BUILDING FILES
These are case files maintained on
each building in the Washington Area
occupied or used by the Agency. Files
consist of memos, correspondence, GSA
Form T-54 (tissue copy), and other
documents pertaining to assignment and
utilization of space, maintenance of
building such as electrical, carpentry,
plumbing and engineering jobs and
guard services. Files are used to pre-
pare annual report of expenditures and
for certification of monthly reimburse-
ment forms forwarded from Fiscal.
26. SERVICE RECORD CARDS
These are cards maintained on all per-
sonnel assigned to the i)ivision and
contain recorded data pertaining to
personnel actions, training courses
attended and other information nec-
essary in the direct supervision of
personnel.
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
According to Dispose after 3 years.
Agency File (Transfer to CIA Records
Manual. Start Center 1 year after file
new file each is closed).
year.
Alphabetically Dispose after 3 years.
and numerically (Transfer to CIA Records
by building with Center 1 fiscal year
separate folders after file is closed).
for job orders and
space under each.
Start new file
each fiscal year.
Alphabetically Destroy upon separation
by surname. from the Agency; upon
intra-Agency transfer,
forward to gaining
off ice.
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ITEM
NO. DESCRIPTION OF RECORDS
27. ENCUMBERED JOB ORDER FILES
These are retained copies of GSA
Form T-54 "Job Order" (Green copy)
which are maintained as an encum-
bered funds file for jobs which have
been approved, funds made available
and are in process toward completion.
28. FLOOR PLANS FILE
These are negative copies of floor
plans for all buildings occupied by
the Agency in the1_?ashington area.
They are used to reproduce working
copies during moves, alterations and
repairs and for preparing space
studies and reports as required.
29. JOB ORDER CONTROL LOG
This is a numerieey:_ log maintained
on all job orders issued. Information
included is the control number
assigned, source of request, date,
brief statement of the job and the
date sent to Public Building Services.
Used for assigning job order.numbers
and to expedite inquiries.
30. CHAUFFEUR'S RECORD
These files consist of Form No. 36-47
"Chauffeur's Record" prepared by-the
driver of a vehicle for each day and/
or trip. Information recorded is the
make of car, tag number, name of
chauffeur, date, time out and in and
mileage. Documents are used to pre-
pare "Weekly Report of Motor Pool
Operations", Form No. 36-149.
? 31. DRIVERS DAILY TIME SHEET
These files consist of Form 36-57
"Drivers Daily Time Sheet" recording
the make of car, tag no., assignment,
time out and in and signature of
driver. Documents are used to-pre-
pare "Wde, r$?LE)l opPe ., ' 2 11/~,'h~;,CIA-RDP7, $-00487A000100140003-5
(r+4 nvTi~e.?rx.AT.. 'zL l / A
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
Numerically by Destroy immediately
job order number after certification
of reimbursement form
to Fiscal Division.
Alphabetically Destroy when obsolete
and numerically or when building is
by building. released to Public
Building Service.
? Numerically by Destroy individual pages
job order number. when last job order
recorded thereon has
been completed.
Chronologically Dispose after 3 months
by date. (Maintain 3 month level;
thereafter destroy
earliest month upon re-
ceipt of latest month)
Chronologically Dispose after 3 months
by date. (Maintain 3 month level;
thereafter destroy
earliest month upon re-
ceipt of latest month)
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ITEM
NO. DESCRIPTION OF RECORDS
These files consist of card Forms
36-46 "Dispatch Record" prepared by
the dispatcher for each trip for
which a car is assigned. The infor-
mation consists of the name of the
individual requesting the car, his
office and telephone extension,
starting point and destination of
trip; also the number of the car
assigned, name of the driver, time
of assignment and completion of
trip.
33. BUS PASSENGER RECORDS
These files reflect the traffic
flows between CIA buildings and num-
ber of passengers transported. They
are used for statistical purposes
and for Justifying CIA transportation.
a. These files consist of un-
numbered forms prepared each day by
the bus driver giving the number of
passengers carried between CIA build-
ings, recorded by individual trips
and buildings and the time of each
trip. Also shown is the date,
chauffeur's name, total passengers
and the vehicle number.
b. These files consist of un-
numbered mimeographed forms prepared
daily by the dispatcher indicating the
humber of passengers transported be-
tween CIA buildings. (Information for
these reports is obtained from daily
passenger logs made out by each bus
driver).
RECONNENDED
METHOD OF FILING AUTHORIZED DISPOSITION
Chronologically Dispose after 6 months
by date. (Maintain 6 month level;
thereafter destroy
earliest month upon re-
ceipt of latest month).
Chronologically Destroy 1 week after
by date. preparation of daily
report.
Chronologically Destroy 1 week after
by date. preparation of weekly
report.
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 ITEM
NO.
34.
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DESCRIPTION OF RECORDS
RECOMMENDED
METHOD OF FILING
AUTHORIZED DISPOSITION
These are the subject files main-
tained by the head of the Telephone
Section used in connection with the
daily operations of the telephone
services in the Agency. File con-
tains memos, and copies of letters
and reports relating to all aspects
of telephone services, security,
equipment, personnel, listings, sur-
veys, installations, and similar
material.
According to
Agency File Man-
ual. Start new
file each year.
Dispose after 3 years
(Transfer to CIA Records
Center 1 year after
file is closed).
35. FLOOR PLAN FILES
These are copies of floor plans for
all buildings in use by the Agency.
These are used in developing and
planning large moves with regard to
telephone installations.
36. TELEPHONE MAINTENANCE & SERVICE FILES
These are files which reflect the in-
stallation and maintenance of tele-
phone service for the Agency and are
used for certification to Fiscal
Division of bills submitted for pay-
ment,
b. These are retained copies of
Form No. 36-65 "Telephone Service
Order" prepared by this office from
requests for service received and are
sent to the telephone company as
work orders.
a. These are requests from
various offices for telephone install-
ations, moves, private lines and TWX.
By building.
Chronologically
by date. Start
new file each
fiscal year.
Chronologically
by date. Start
new file each
fiscal year.
Destroy when obsolete
or released to PBS.
Destroy after'1 year
(Place in inactive file
at end of fiscal year;
retain in current files
area for 1 year and
destroy).
Dispose after 1 year
(Place in inactive file
at end of each fiscal
year; retain in current
files area for 1 year
and destroy).
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ITEM RECOMMENDED
NO. DESCRIPTION OF RECORDS METHOD OF FILING AUTHORIZED DISPOSITION
TELEPHONE MAINTENANCE & SERVICE FILES (Cont'd.)
c. These are "work completes" Chronologically
(tissue copies) submitted by the tele- by work order
phone work foreman showing actually number. Start
what work was completed on the service new file each
order. These are used to compare with fiscal year.
the initial work request and the ser-
vice order.
d. These are "Telephone Toll
Tickets" (Form No. 36-124) prepared by
the telephone operator for all toll
calls made from the Agency. They are
used to verify the charges against the
monthly billing and for certification
of the bill to Fiscal.
(1) Form No. 36-124 (Yellow Copy) Chronologically
by date in
monthly billing
periods. Start
new file each
fiscal year.
(2) Form No. 36-124 (Pink copy) Chronologically
by date in
monthly billing
period.
e. Personal and Cancelled Toll Chronologically
Tickets. These are toll tickets pre- by date in
pared by the telephone operator for toll monthly billing
calls which were incomplete or they were periods. Start
personal calls which charges had been new file each
transferred to individual's home tele- fiscal year.
phone.
f. These are retained copies of Chronologically
monthly billing and invoices submitted by date. Start
by the telephone company for the pay- new file each
ment of installation service, mainten- fiscal year.
ance and rentals of telephone equip-
ment within the Agency. Certification
is made by this office and forwarded to
Fiscal for payment. _
Dispose after 1 year
(Place in inactive
file at end of each
fiscal year; retain
in current files area
for 1 year and destroy).
Destroy after 1 year
(Place in inactive file
at end of fiscal year;
retain ,in current files
for 1 year and destroy).
Destroy immediately
upon return to office.
Dispose after 1 year.
(Place in inactive file
at end of fiscal year;
retain in current files
area for 1 year and
destroy).
Destroy after 1 year
(Place in inactive file
at end of fiscal year;
retain in current files
area for 1 year and
destroy).
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 Approved For,ase 2005ff 1/21 C1A 1 78.00487,0100140003-&
ITEM
NO.
37.
DESCRIPTION OF RECORDS
TELEPHONE EQUIPMENT RECORD
This is a cardex file maintained on
all telephone equipment in the Agency
and is used as a location record.
Information recorded includes all work
performed on the branch number, the
number of extensions attached and re-
lated information. File consists of
Form No. 36-94 "Telephone Equipment
Record."
Numerically by Destroy individual cards
telephone num- when telephone number
ber. has been cancelled and
all bills relating
thereto have been paid.
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
38. COURIER RECEIPTS
These are carbon copies of Form 35-16
"Courier's Classified Mail Receipt"
signed by couriers for the pick up of
material for delivery to addressees.
39. FLEXOLINE FILES
These are listings of all LAgency per-
sonnel together with the telephone
extension for each employee. Used by
telephone operators for ready refer-
ence in placing telephone calls.
Chronologically Dispose after 1 year
by receipt num- (Place in inactive file
ber. Start new after close of file;
file each year. retain in current files
area for 1 year and
destroy).
Alphabetically Destroy when superseded.
by name.
Approved For Release 2005/11/21 CfA-RDP78-00487A000100140003-5
 Approved ReIeas /21 DP78-0O A000100140003-5
D
RECORDS SERVICES DIVISION
RECORDS MANAGEMENT.AND-DISTRIBUTION BRANCH
Approved For Release 2005/1-1/21 CIA -RDP78-00487A000100140003-5
 -Approved For ase 2005/1 1.121 : CIA-RDP78-004870100140003-5,
GENERAL SERVICES OFFICE
Records Management and Distribution Branch
ITEM RECOMMENDED
NO. DESCRIPTION OF RECORDS METHOD OF FILING AUTHORIZED DISPOSITION
40. SUBJECT FILE
These are records consisting of cor- According to Dispose after 3 years
respondence, preliminary reports and Agency File (Transfer to CIA
form records pertaining to the crea- Manual. Start Records Center 1
tion, maintenance and disposition of new file each year after file is
records. These records are accumu- year, closed.)
lated in the general administration
of the branch functions and are used
for administrative and planning pur-
poses. Specific schedules include
training, courier schedules, microfilm-
ing, filing systems, area records
officer and similar subjects.
41. RECORDS DISPOSITION FILES
These are the record copies of dis- By office Disposal not author-
posal authorizations and records ized. Retain in-
control schedules for the agency, definitely in current
together with related surveys and files area.
descriptive inventories.
42. SERVICE RECORD CARD
These cards are used in the immediate Alphabetically by
supervision of personnel of the surname,
branch and consist of OF Form 4b "Em-
ployee Record Card". Cards contain
recorded personnel actions, training
courses attended and other informa-
tion necessary in the direct super-
vision of personnel.
43? FORMS MANAGEMENT CASE FILES
These are case files maintained on Numerically by
all authorized forms in use by the Form-No.
agency. They contain Form No. 30-11
"Request for the Approval of Forms",
draft and printed copy of form with
related correspondence.
Destroy upon separa-
tion from the agency;
upon intra-agency
transfer forward to
gaining office.
Disposal not author-
ized (Place in inactive
file upon cancellation of
form; cut-off inactive
file each year and
retire to CIA Records
Center)
Approved For Release 2005111/21 : CIA-RDP78-00487A000100140003-5
 Approved For Sase~OO 11/21:, E14;,R,DP78-004870100140003-5'
I TET1
NO. DESCRIPTION OF RECORDS
44. FORMS MANAGEMENT FUNCTIONAL FILES
These are extra copies. of all
authorized forms currently in use
in the agency. These are maintain-
ed in a functional file system for
the purpose of evaluation, compari-
son and approving new forms.
45. FORM CONTROL CARD
This file consists of Form No. 36-224
"Form Control Card" used as a control
over the reissuance of forms. Infor-
mation recorded includes office and
division requesting, No. of copies,
estimated monthly usage and size and
description of the form.
46. PUBLICATION REQUEST FILES
47.
These are files which reflect all
requests for supplemental distribu-
tion of inteligence publications
and information indicating that
request has been filled. Files
consist of memos, telephone mes-
sages, and other requests received
from various sources (externally &
internally) with distribution stamp
showing that request was accomplished.
RECOI'JNE DJ )
METHOD OF FILING AUTHORIZED DISPOSITION
Numerically by Destroy when obsolete,
Code No. superseded or cancel-
led.
Numerically by Destroy when form is
Form No. obsolete, superseded
or cancelled.
Chronologically Dispose after 6 months.
by date. (Maintain 6 month
level; thereafter
destroy earliest month
upon receipt of latest
month.
These are stock records maintained
on intelligence publications
maintained as a supply for supplemental
distributions. File consits of Form No.
60-68 "Publication Supply Record" for
each type of document on which is
recorded the amount received, issued
balance on hand, to whom issued and
the date. Files are also used as a
locator card.
Alphabetically Destroy 2 years after
by title and balance is transferred
numerically to a new card.
thereunder.
S2CUricy Informe4ior5
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100140003-5
 Approved For ase 2005/11/21 CIA-RDP78-00487 0100140003-5
I TEM
NO. DESCRIPTION OF RECORDS
18.
RECORDS CENTER CHARGE-OUT FILES
These records are maintained as
a suspense for the return of rec-
ords charged out from the Center.
It is also a record of all material
transferred from the Center on a
permanent basis consists of Form No.
36-143 "Records Center Charge-Out
Slip" with information recorded as
to Job No., requester, item descrip-
tion, date sent, date due and related
information.
RECO1)NENDED
METHOD OF FILING AUTHORIZED DISPOSITION
Permanent charge-
outs are filed
chronologically'
by date. Tempo-
rary charge-out
are filed by
suspense date.
Permanent charge-outs
are retained indefinite-
ly. Place temporary
charge-out in an inactive
file upon return of
documents; cut off in-
active file at end of
each month and destroy
3 months thereafter.
49. R'1?TIRE) RECORDS CARD FILE
These files consist of Records Re-
tirement Requests (Form No. ?60-52)
maintained in three separate filing
systems for the purpose of accession-
ing, locating and disposing of records
retired to the CIA Records Center.
a, These are the original
copies of Form No. 60-52 which are used
to record the activity of the files and
as a means of locating the Job No. in
the Center.
b. These are conies of Form No.
60-52 maintained as a location file by
organization. Also attached to form is
a detailed inventory of the job.
c. These are copies of Form No.
60-52 maintained as a suspense file
for those records which have approved
disposal authority.
Numerically by
Job Number.
Organizationally
by Office.
Date mf
authorized
disposal.
Dispose of 1 year after
job has been destroyed
and annual report pre-
pared. (Place in
inactive file after
job has been destroyed;
cut-off inactive files
at end of each year;
retain in current files
area 1 year after pre-
paration of annual
report and destroy.)
Destroy after all
records covered by the
Job No. have been
destroyed.
Destroy after all
records covered by
the job no. have
been destroyed.
Approved For Release 200 'F1'/Z or64ARDP78-00487A000100140003-5
 Approved For,ase 2005p1-1/21- CIA+RDP78-004870100140003-&-
ITEM RECOMMENDED
NO. DESCRIPTION OF RECORDS METHOD OF FILING
50. CLASSIFIED DOCUMENT RECEIPT FILES
AUTHORIZED DISPOSITION
These are records reflecting the Numerically. Start Disposal not author-
transmission and receipt of secret new file each year. ized (Transfer to
and confidential documents distri- CIA Records Center 1
buted outside the agency. Files year after file is
consist of classified Document closed.)
Receipt (Form No. 38-16) and Con-
solidated Intelligence Receipt of
comparable forms used for the same
purpose.
51. COURIER CLASSIFIED MAIL RECEIPT
These are Courier's Classified Mail By Courier Number.
Receipt (Form No. 35-16) signed by Start new file
couriers for the pick up of material each year.
for delivery to addressees.
52. TOP SECRET LOG
These are retained copies of logs Chronologically by
recording all Top Secret documents date. Start new
in and out of the office as required file each yrar.
by existing security regulations.
The log is prepared on Form No. 38-14
and submitted each week to the Top
Secret Control Officer, OCD.
Dispose after 1 year.
(Transfer to CIA
Records Center 6 months
after file is closed.)
Dispose after 1
year. (Place in in-
active file at the end
of each year; retain
in current file area
for 1 year and destroy.)
53. CLASSIFIED DOCUMENT RECEIPT FILE
These are signed Document Receipts, Numerically. Disposal not author-
(Form No. 38-16) reflecting the Start new file ized. (Transfer to
receipt and transmission of all docu- each year. CIA Records Center
ments being returned to the office of 1 year after file
origin from Vital Material storage. is closed.)
54. VITAL`MATERIAL TRkTSFER SLIP
These are unsigned pink copies of
Form No. 36-215 retained by this
office which reflect allmaterial
transferred to vital material
storage. Signed record copies are
returned to the office of origin.
Alphabetically by Retain in current files
Office and numer- area until material
ically-by Deposit covered is removed from
Number therein. Vital Materials Reposi-
Start new file each tory, then destroy.
year,
Approved For Release 2005111/2-1 CIA-RDP78-00487A000100140003-5
 'Approved For.ase 2005/1121' : -EWRI F&78-00487 ,0100140003-5,
ITEM ' RECOMMENDED
NO. DESCRIPTION OF RECORDS METHOD OF FILING AUTHORIZED DISPOSITION
55. MAIL ROOM RECORDS
These are the subject files According to Dispose after 3 years
maintained by the Chief of Agency File (Transfer to CIA
the Mail Room used in connect- Manual. Start Records Center 1
ion with the daily operations new file each year after file is
of the mail services in the year, closed.)
Agency. File contains memos
and printed material concerning
such subjects as communications,
security clearances, training,
requisition for supplies and
equipment, administrative issuances
and similar material.
56. IMPREST STAE'1' ACCOUNT FILES
These are files accumulated by
the Postage Stamp Custodian in
requesting and accounting for
stamps by the Agency.
a. Form No. 35-11 "Postage By office of Dispose after 4 years.
S]ipEQ is used to authorize the mail origin then Retire to CIA Record
room to supply stamps to various chronologically Center 1 year after
Imprest Stamp Account Officers brrdate. Start ,file is closed.)
throughout the Agency. The forms are new file each
forwarded periodically to the mail year,
room to account for stamp usage and
to replenish their supply.
b. Form No. 34-13 "Postage
Stamp Daily Summary cheet" is used
to record all stamp transactions
showing the amount received, issued,
to whom issued, and the balance on
hand in the mail room.
Chronologically Dispose after 4 years
by date. Start (Retire to CIA Records
new file each Center 1 year after file
year, is closed.)
c. Requests for stamps and req- Chronologically. Dispose after 4 years
uisitions to Logistics for procurement Start new file (Retire to CIA Records
of stampso each year. Center 1 year after
file is closed.)
Approved For Release 2005114121 CIA-RDP78-00487A000100140003-5
 AAppro3ed For ase 201%1 .:. CIS-RDA78-00487100140003-5~
ITHI
NO. DESCRIPTION OF RECORDS
57. COURIER'S CLASSIFIED MAIL RECEIPT FILE
These are the record copies of de-
livery receipts signed by addressees
for all mail delivered by the Agency
courier service. Files consist of
Form No. 35-16 "Courier's Classified
Mail Receipt" for confidential,
secret and Top Secret mail.
58. CLASSIFIED DOCUMENTS RECEIPT FILES
These consist of various agency form
receipts signed by couriers upon
pick-up of mail from other agencies
and delivered to CIA.
59. POUCH RECEIPT FILE
These are records of receipts of
locked mail pouches Form DS 454
delivered to the State Dept. fl
60. REGI SP ERE D MAIL POUCH RECEIPTS
These are records of received or
dispatched registered mail pouches
consisting of US POD Form 3852 or
similar forms.
61: REGISTERED MAIL LOGS
These logs consist of US POD Forms
3881-A, 3877-A, 3883, or similar
forms used for the same purpose
recording all incoming and outgoing
registered mail for the agency.
RECOFH1k1ENDED
METHOD OF FILING AUTHORIZED DISPOSITION
Chronologically by osal not authot-
date of pick up. iz (Tranto
Start new file CIA Re .,do' Center 3
every three months. mon~tafter file is
c16sed.)
By Agency and Disposal not author-
chronologically ized. (Transfer to
therein. Start CIA Records Center
new files each 1 year after file
year, is closed.)
Chronologically by Dispose after 1 year
date. Start new (Place in inactive
file each year. file at end of
each year; retain in
current files area
for 1 year then
destroy.
Chronologically by Dispose after 1 year
date. Start new (Place in inactive
file each year. file at end of each
year; retain in cur-
rent file area for 1
year then destroy.)
Outgoing Logs main- Dispose after 1 year
tained numerical- (Place in inactive
ly within registry file at end of each
number blocks year; retain in
assigned to each current file area for
log. Incoming 1 year then destroy.)
logs maintained
chronologically by
date. Start new
files each year.
Approved For Release 2005/11121 ,:.CIA-RDP78-00487A000100140003-5
 Approved For,ase 2005I41I21 CIA.RbP'78-00487W100140003-5,
ITEM
NO. DESCRIPTION OF RECORDS
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
62. SENDERS RECEIPT FOR INSURED MAIL
Files consist of US POD Form 3813 Chronologically
and 3813-A signed by the Post Office by date. Start
for registered and insured mail and new file each
packages delivered to them. year.
63. REGISTERED MAIL RECEIPTS
These are US POD Forms 3806-S, 3881-A, Chronologically
3824 or similar forms used for obtain- by date. Start
ing receipts from the Post Office for new file each
outgoing registered mail year.
64. LOCATOR FILE
This is a flex-o-line file listing Alphabetically
the personnel on duty with the agency by surname.
and used by the Mail Unit for the
routing of incoming mail addressed to
individuals.
Dispose after 1 year
(Place in inactive
file at end of each
year; retain in current
file area for 1 year
then destroy.)
Dispose after 1 year
(Place in inactive
file at end of each
year; retain in cur-
rent file area for 1
year then destroy.)
Destroy when super-
seded.
65. COURIER'S CLASSIFIED MAIL RECEIPT FILES
These are copies of Courier's Classified By courier num- Dispose after 1 year
Mail Receipt (Form No. 35-16) signed by ber. Start new (Transfer to CIA
couriers for the pick up of material for file each year. Records Center 6 months
delivery to addressees. after file is closed.)
Approved For Release 2405111124 : CIA-RDP78-00487A000100140003-5
 Approved F Releas AO5/? 1121 CI tDP78-OO A000100140003-5
RECORDS SERVICES DIVISION
Approved For Release 2005/11/21., CIA7RDP78-00487A00(r100140003-5
 -Approved For.ase 20051ff121':`'C1A-
LINEAR FEET
The files described below are either a discontinued or an obsolete
file and have no value to the operating requirements of the sections, and
as such should not become a part of a records control schedule. The
source documents from which these cards were prepared are the official
records of the agency.
UNVOUCHERED PAYROLL SECTION
Allowance Cards.
Card maintained on all
personnel drawing allow-
ances May 52 to May 53 -
File has been discontinued.
VOUCHERED PAYROLL SECTION
Retroactive Pay Cards.
Cards prepared on the
last pay raise given
by Congress.
LOGISTICS STOCK ACCOUNTING SECTION
Stock Status Card File.
These cards were prepared
as of 1 May 1953 and set
aside for a special
report.
Cross Reference Cards.
These cards contain a
long description of the
items of supply and are
used as a cross reference
between the Agency old
stock number and the new
stock number.
Stock Control Cards.
Obsolete system used in
1951 and 1952 and was
superseded by Stock
Record Cards'.
5
(33 trays)
5 1/5
(13 trays)
AUTHORIZED DISPOSITION
Destroy
Destroy
Destroy
Destroy when
present stock
numbers have been
accepted and used
throughout the
Agency.
Destroy
Approved For Release 2005111/21: CIA=RDP78-00487A000100140003-5
i&=00487100140003-5
1
(4 trays)
1/5
(1 tray)
1
(5 trays)
 Approved For.ase 2005114121" - CIA RbP7',8-~004871 100140003-5
,rJL
PERSONNEL SECTION LINEAR FEET AUTHORIZED DISPOSITION
Employee Status Change Card. 13 Destroy
Form No. 60-66 "Employee
Status Change Card used to
record all personnel actions
in code for transfer to IBM
cards by key punch Section,
Personnel actions are now
being coded on the personnel
actions forms (1946 to May 1953).
Status Card File. 1 1/5 Destroy
These consist of No. 3 Status (3 trays)
Cards which are obsolete.
Agency Employment Record. 2 Destroy
Form 51-60 containing complete
employment record of personnel.
This is a discontinued form and
all information of record is
contained in Official Personnel
Folder. (1949 - 1950)
Approved For Release 2005/11/21 CIA-RDP78-00487A000100140003-5
 .Approved For ase 20 5/1'/21 CI4-RDP78-00487100140003-5
GENERAL SERVICES OFFICE
Machine Records Branch
ITEM RECOMMENDED
NO. DESC IR PTION OF RECORDS METHOD OF F~ AUTHORIZED DISPOSITION
66. SUBJECT FILE
These files accumulate in the gen- According to Dispose after 3 years.
eral administration of the branch Agency File (Transfer to CIA
and are used for administrative and Manual. Start Records Center.1 year
planning purposes. Consist of memo- new file each after file is closed*
randa, studies, and other documents year*
pertaining to installation of IEI
equipment, requisitions for equip-
ment, utilization of equipment,
personnel, budget data for the
branch showing requirements sup-
ported by estimates for future pro-
jects, machine techniques and com-
mercial catalogues and literature
on IEM equipment.
67. MAIL CONTROL FILE
This file consists of a mail log
maintained on incoming mail for
the branch and is used for controll-
ing mail within the branch. The log
is an unnumbered form devised locally
showing identification of source and
date.
68. SERVICE RECORD CARD
These cards are used in the immediate Alphabetically
supervision of personnel of the by surname.
Chronologically Dispose after/&months
Start new file (Place in inactive
every month. file at end of each
month; retain in cur-
rent files area for
/,months and destroy).
branch and consist of OF Form 4 b
"Employee Record Card" or similar cards
used for the same purpose. Cards con-
tain recorded personnel actions, train-
ing courses attended and other informa-
tion necessary in the direct supervision
of personnel.
Approved For Release 20b5111121 : CIA RDP78-004
Destroy upon separa-
tion from the agency;
upon intra-agency
transfer forward to
gaining office.
 Approved For ,ase 2005/11/21.: CJA-RD,P78-00487A?100140003-54
ITEM
NO. DESCRIPTION OF RECORDS
69, JOB PROJECT FILE
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
These are the procedures used in
the preparation of recurring re-
ports (jobs,). Documents consist
of the basic procedure, studies
and miscellaneouscorrespondence
pertaining to specific reports
and retained sample copies of the
report itself?
70. REFERENCE MATERIAL
Numerically by Dispose 3 years after
Job No. discontinuance of
report (job). Place in
inactive file upon
discontinuance of
report; retain in
current files area for
1 year and retire to
CIA Records Center.
These are copies of agency regula- By type of docu- Destroy iihen super-
tions, manuals, bulletins and ment and numeri- seded or obsolete or
other published material of the cally therein. no longer needed for
agency retained for reference reference purposes.
purposes.
71. ADVANCED ACCOUNTS CARDS,
These are advances made to employees
incident to travel or other expenses
and are maintained in a current sta-
tus at all times. Official file
(Statement of Account) is filed in
Finance Division.
a. Personnel Regular Roll By Account
(Account No. ]J4L1.1) Number,
b. Personnel Special Roll
(Account No. 144,2)
Dispose of Inactive
Cards after 1 year.
(Place in inactive
file upon zero balance;
cut-off at end of each
year and destroy 1
year thereafter).
By Account Dispose of Inactive
Number. Cards after 1 year.
(Place in inactive file
upon zero balance;
cut-off at end of each
year and destroy 1
year thereafter).
Approved For Release 2005/11(21 C:1A~-RDP78-00487A000100140003-5
 -Approved For,ase 20, 1'/21- ;; CIA-RDP78-00487100140003-5
ISM
NO. DESCRIPTION OF RECORDS'
71. ADVANCED ACCOUNTS CARDS (continued)
c. Due From Agency Personnel
(1) Account No. 150.1
(2) Account No. 150.2.
RECOI-TIENDED
IE THOD OF, FILING AUTHORIZED DISPOSITEON
By Account Dispose of inactive
Number. cards after 1 year.
(Place in inactive
file upon zero bal-
ance; cut-off at end
of each year and de-
stroy 1 year thereafter)
By Account Dispose after 1 year.
Number. Start (Place in inactive
new file each file at end of each
year* year; retain in cur-
rent files area for
1 year azd destroy).
72. EXPENSE CARDS
These are cards recording all ex-
penses or disburosements made
against allotments.
a. Detail Expense Cards
b. Summary Expense Cards
Fiscal year by Destroy upon lapse of
Allotment number. appropriation.
Fiscal Year by Dispose 2. years after
Allotment number. lapse of appropriation.
(Place in inactive.?file
upon lapse of appropria-
tion; retain 2 years in
current files area and
destroy).
73. OBLIGATION CARD FILE
These cards reflect the amounts Allotment Dispose 2 months after
of money obligated against allot- Account number. liquidation of obliga-
ments, tion.
(Place in inac-
tive file upon liquida-
'tion of obligation;
cutoff each month aid
destroy 2 months
thereaf ter).
Approved For Release 2005/11/21: CIA-RDP78-00487A000100140003-5
 .Approved For ase 2005/11/21 CIA-RDP78-004870100140003-5
These are cards prepared on miscel- By Account Dispose after 2 months,
laneous accounts identified in the number, Start (Place in inactive file after
100, 300, 400, 500, & 600 Series new file each preparation of Daily Register
which are used only once in the pre- month. and destroy 2. months there-
paration of the Daily Register and after).
Distribution Journal and are not
required for the preparation of
reports.
Approved For Release 2005/11/21 *CIA=RDP78-00487A000100140003-5
ITEM
NO. DESCRIPTION OF RECORDS
74. AC(I I ED COMPENSATION CARDS
RECOIIiIqNDED
METHOD OF FILING AUTHORIZED DISPOSITION
By Account num- Dispose of inactive cards
ber by month. after 1 year. (Place in
inactive file upon zero bal-
ance; cut-off at end of each
year and destroy 1 year
thereafter).
b. Personnel Special Roll Employee's number. Dispose after 1 year. (Place
(Account No, 300.2) Start new file in inactive file at end of
each year. each year; retain in current
files area for 1 year and
destroy).
a. Personnel Regular Roll
(Account No, 300,1)
c. Summary Cards.
Employee's Destroy upon preparation of
number. new summary cards.
75. INSURANCE SUMMARY CARD FILES
Summary cards prepared each month Employee's Destroy each month upon pre-
showing amounts taken from em- number. paration of new. summary cards,,
ployee ' s pay for the payment of
insurance,
76. ROSTER CARD FILE (SPECIAL ROLL)
These are extr& cards prepared by Employees s; Destroy old cards upon
unvouchered payroll section list- number, receipt of new cards.
ing personnel on Special Roll,
Maintained curx'ent at all times.
77. CREDIT UNION ROSTER CARDS
Cards show name of employee and Account Retain indefinitely in current
credit union account number, number. files area.
78. DAILY REGISTER AND DISZRIBUTION JOURNAL CARDS
 -Approved For ase 2005/11/21': CIA=RDP78-00487100140003-5
I TQ~I
NO. DESCRIPTION OF RECORDS
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
79. ACCO17NTS PAYABLE CARDS
` hese are accounts payable cards.
recording credit entries for the
procurement of Property (Account
number 303.2) and Transportation
(Account number 303).
Property Dispose of inactive cards
Voucher rnjmber. after 1 year. (Place in in-
active file upon zero balance;:
cut-off at end of each year
and destroy 1 year thereafter).
80, COST CARD FILE
These are cards showing by allot-
ment number the cost of procure-
ment and are used in the prepara-
tion of cost reports.
By Allotment Retain indefinitely in current
number, files area.
81. TABULA LISTINGS
These are the retained copies of Numerically by Dispose after 1 month.
machine tabulated reports furnished Job No. Start (Place in inactive file at
to Finance Division. These are re- new file each end of each month; retain
tained as sample copies for refer- month, in current files area for
ence purposes. These reports are all 1 month and destroy).
identified in the Job No, 500-000
series, Record copies are filed by
the requesting office.
82. CONVENIENCE CARD FILE
These cards are extra decks of IBM By job request. Destroy immediately upon
card files maintained in filing completion of job,
arrangements which facilitate report-
ing when different reports are re-
quired from card file. -we
These are cards reflecting a detail Account Number. Dispose after 1 month. (Place
records of transactions for each Start new file in inactive file at end of
disbursing agents cashier accounts. each month. each month; retain in current
files area for 1 month and
destroy).
LOGISTICS STOCK ACCOUNTING RECORDS
84. TRANSACTION HISTORY CARD FILE
These cards reflect the issue and
receipt of items of equipment.
a, Issues
By last job Dispose after 2 years.
request. Start (Transfer to CIA Records
new file each Center 1 year after close of
year, files).
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100140003-5
83. AGENTS CASIIZER ACCOUNT CARDS (100 series)
 -Approved For ase 2005/,11/21 : CIA-RDP.78-00487100140003-5
ITEM RECOMMENDED
N0. DESCRIPTION OF RECORDS METHOD OF FILING AUTHORIZED DISPOSITION
84. TRANSACTION HISTORY CARD FILE (continued)
These are cards which reflect
stock balances after processing
the transaction detail cards.
By last job Dispose after 2 years.
request. Start (Transfer to CIA
new file each Records Center 1 year
year, after close of files).
By last job.
Dispose after 2 months.
(Place in inactive
file at end of each
month; retain in current
files area for 2 months
and destroy).
By last job Dispose after 2 months.
request. Start (Place in inactive file
new file each at end of each month;
month. retain in current files
area for 2 months and
destroy).
Filed numerically Dispose of inactive
by Stock Number. cards after 2 months.
(Place in inactive file
upon receipt of change
cards; cut-off each
month and destroy 2
months thereafter).
*Exception. Once each
6 months, 1 ;an. & 1
July complete Stock
Status File will be
reproduced and retained
for the succeeding
Average Price Computa-
tion Report. After
prices are established,
reproduced cards may by
destroyed.
Approved For Release 2005/11/21 CIA-RDP78-00487A000100140003-5
b. Receipts
c. Due In and Due Out Index File
d. Stock level transactions
85. STOCK STATUS CARD FILE
 Approved For.ase 2005/11/21 CIA-RDP78-004871100140003-5
ITEM
NO. DESCRIPTION OF RECORDS
86. NOMENCLATURE CARD FILE
RECOMMENDED
METHOD OF FILING AUTHORIZED DISPOSITION
a. These cards contain a short Numerically by
description of all items of stock number.
supply and equipment and are
maintained current.
b. These cards are maintained on By Nomenclature
all items of equipment and sup-
plies which are peculiar-to the
Office of Communications, They
contain a short description of the
item and are used in the prepara-
tion of cardex tapes for Catalogue
Branch.
87. PROPERTY IN USE CARDS
These cards reflect accountable prop-
erty and equipment in use and main-
tained in a current status.
88. CATALOGUE CARD FILE
These cards contain the complete
description of items of supply.
89. CONVENIENCE CARD FILES
These are-extra decks of IBM card
files maintained ift filing arrange-
ments which facilitate reporting
when different reports are required
from ors card file,
90. TABULATED LISTINGS
Numerically by
Stock Number.
Destroy individual
cards when superseded
or obsolete.
Destory individual cards
when obsolete or
superseded.
Dispose inactive file
after 2 months.
(Place in inactive file
upon receipt of change
card; cut-off each month
and"dedt p 2 months
thereafter.
By sequence number Destroy individual cards
in commodity when obsolete or super-
groups in family seded~ at reproduction
groups* of supply Catalog.
By Job Request. 'Destroy immediately
upon completion of
job.
These are the retained copies of By Job Number. Destroy after prepara-
machihe tabulated listings and re- tion and/or balance of
ports (recurring and special) fur- . tea/ w, new fisting. 5.
nished to Logistics Office. These
are retained as sample copies for/
reference and as working file T# p ` 5
reports a p~jvj6jF i 42[aj% 1: CIA-R:ZDP .8-00487A00~100 f 4
t .;
No. 300-000 and 400 series. '~i'
 .Approved For ase 200114121 :. CIA-RDP78-00487100140003-5
ITEM
NO. DESCRIPTION OF RECORDS
These files contain extra copies of
documents received from Personnel
Office, which reflect the accession-
ing, transfer, assignment, promotion
and separation of personnel. These
are the source documents from which
selected information is coded and
transferred to IBM cards. Documents
consist of SF 50 and 52, "Requests
for Personnel Action", Form 37-50
"Personnel Data Form" (a supplement
to SF 50), Form 37-82 "Military
Status Questionnaire" and similar
documents. Official files maintained
in Official Personnel Folder.
92. PERSONNEL ACCESSION LOG
This file is a consecutive list of
all Machine Records Branch Serial
Numbers assigned to personnel
entering on duty in the agency.
In addition the EOD, office-divi-
sion-branch, and office head-
quarters is shown, List is main-
tained as a control in assigning
succeeding number.
93. PERSONNEL TABULATED LISTINGS
These are the retained copies of
machine tabulated reports (recurr-
ing and. special reports) furnish-
ed Personnel Office. These are
retained as sample copies for
reference purposes and are identifi-
ed in the Personnel Job Number
100-000 series. Records copies
are on file in Personnel Office.
RECOMMENDED
i ETHOD OF FILING AUTHORIZED DISPOSITION
Alphabetically Dispose after 3 months.
by surname, (Place in inactive
Start new file file at end of each
each month. month; retain in current
files area for 3 months
and destroy).
Numerical Dispose after 1 month.
sequence. Start (Place in inactive file
new file each at end of each month;
month. retain in current file
area 1 month and destroy).
Numerically by Dispose after 1 month.
Job Number. (Place in inactive file
Start new file at end of each month;
each month. retain in current file
area for 1. month and
transfer to Personnel
Office for disposition).
Approved For Release 20A./?y1 ~2,~ m 1 A-RDP78-00487A000100140003-5
 -Approved For F as&-w/6
V, Sscurity {nfornjtinn
DP78-00487100140003-5
ITEPII RECOMMENDED
NO. DESCRIPTION OF RECORDS
94. PERSONNEL SECURITY FILES
METHOD OF FILING
These files contain extra copies of Chronologically
documents received from Personnel under each type
Office which reflect the security of document.
clearance status of personnel in Start new file
process for employment. These are each month.
the source documents from which se-
lected information is coded and
transferred to IBM cards. Documents
consist of Form #38-106 and 101
"Security Approval" Form #37-67 "Daily
Security Report", Form #37-104 "Request
for Security Clearance", Form 37-129
"Cancellations of Security Clearance",
Office Memos or similar documents used
for the same purposes. Information sub-
stantially duplicated in Official Per-
sonnel Folder or Applicant folder.
95. PERSOTTIIEL SECURITY CIM FILES
These cards contain coded information
concerning the security clearance
status of applicants in process for em-
ployment and are used in the prepara-
tion of reports required by Personnel
Office.
a. Cards maintained on all By Request
personnel on whom security Order
clearance has been initiated
or in process for employment.
b. These are extra cards
prepared on personnel
at time security clearance
has been initiated and
are used for semi-annual
report.
By month alpha-
betically by
recruitment source.
Start new file each
year.
AUTHORIZED DISPOSITION
Dispose after 3 months
(Place in inactive
file at end of each
month; retain in cur-
rent file area for
3 months and destroy.)
Withdraw individual
cards upon entrance
on duty or cancellation
of application and
place in appropriate
file where it will be
retained indefinitely.
Dispose after 1 year.
Place in inactive file
at end of year, retain
in current files area
for 1 year and destroy.
Approved For Release 2'I '21J~'iA~RDP78-00487A000100140003-5
'~~r!rtiy 'niornntion
 Approved For,ase 2005/1 y_.;
,RQP,7B-00487100140003-5
Xil
ITEM RECMLADED
NO. DESCRIPTION OF RECORDS METHOD OF FILING
95. PERSONNEL SECURITY CARD FILES (continued)
c, These cards are extra decks By job request.
of the card files described above
and are maintained in filing arrange-
ments which facilitate reporting when
different reports are required from
one card file,
96. PERSONNEL ACTIONS AND DATA CARD FILE
These cards contain coded informa-
tion concerning the accessioning,
assignment, transfer, promotion and
separation of all personnel and are
used in the preparation of reports
required by Personnel Office,
a. Cards maintained on voucher- Numerically by
ed and unvouchered personnel showing MRB Number under
military service, registration for vouchered and unr
draft and reserve status and similar vouchered,
inf ormation,
be Cards maintained on vouch- Numerically by
ered and unvouchered personnel on NRB Number under
duty showing qualification, special vouchered and
skills, languages and similar infor- unvouchered.
mation.
c. Strength report summary By office by
cards showing actual strength by group for each
office, by groups for each month. month, Start
new file each
year,
d. These are personnel Numerical by
evaluation cards coded from docu- FEB Number.
ment received from Personnel
Office and are used to notify
office of due date for evalua-
tions. Information substantially
duplicated in Personnel Office,
AUTHORIZED DISPOSITION
Destroy immediately
after report is
prepared.
Retain indefinitely
in current files area.
Retain indefinitely
in current files area.
Dispose after 1 year.
(Place in inactive
file at end of year;
retain in current files
area for 1 year and
destroy.)
Retain indefinitely in
current files area.
Approved For Release 2005/1
2 ,,; cl RQPdB-00487A000100140003-5
 Approved For ase 2005/1 1124 r i01 A?RDP r