RECORDS MANAGEMENT PROGRAM RECORDS CONTROL SCHEDULE FOR THE O/DCI, CABLE SECRETARIAT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000100210002-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 11
• Document Creation Date: December 19, 2016
• Document Release Date: September 16, 2005
• Sequence Number: 2
• Publication Date: June 23, 1964
• Content Type: FORM

Approved For Release 2005/11/21: 8,
y8-00487A000100210002-8
RECORDS MANAGEMENT PROGRAM,
/ 3Y14-9 / 66
a
RECORDS CONTROL SCHEDULE
FOR THE
O/DCI, CABLE SECRETARIAT
FORM NO. 738
I JUL 55 Ov
Approved For Release 2005/11/21 : qJA PJ8-Cj0A87AU 0002-8
downgrading and
declassification
 _
SCHEDULE NO.
RECORD,jg1F;NaFse 2005/11/21 CIA-RDP7
-
OFFICE. DIVISION. BRANCH
SIGNATUR
TITLE
O/DCI, CABLE SECRETARIAT
Cable Secretary 23 June 1964
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1 SUBJECT FILE
SHUT
Consists of correspondence, reports, emergency
6.0
Permanent. Disposal not authorized. Transfer
plans, SOP's and other papers which document
to Records Center when no longer needed for
the policies and procedures pertaining to the
current reference.
processing and distribution of CIA and non-CIA
cables and the proper release of outgoing CIA
cables. Arranged alphabetically according to
the Agency Subject-Numeric filing system.
(196o-64)
2 CAREER SERVICE PANEL FILE
Consists of the official minutes and agenda of
.4
Permanent. Disposal not authorized. Retain
Cable Secretariat Career Service Panel Meetings
in current file area indefinitely.
together with Panel recommendations for employee
promotion, transfer, and reassignment; member-
ship in the Career Staff; and policies and
it working procedures for the Panel. Arranged
chronologically. (1959-1964)
3 PERSONAL WORKING FILES
Consists of tra.ining'handbooks, trainee program
8.0
Temporary. Retain in current file area
schedules, working papers, drafts of proposed
indefinitely. Screen and destroy obsolete
regulations, and similar material used primarily
material annually.
for reference purposes. Filing arrangement
varies with each file. (1960-64)
ACTIVITY REPORTS FILE
Consists of monthly activity reports prepared
for the Executive DCI-Comptroller. These re-
?
contain information on the number of
ports
=
GROW 1
LE uded from autamalf
cables processed (IN and OUT) percentaga of
k
down radio a
t
&
~
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elease 2005/11/21
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-004 O 1a
i
0 02-8
r1
25
FORM NO. 139 USE PREVIOUS
I JAN 56 EDITIONS. (41)
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
(continued) Approved For Release 2005/11/21 : CIA-
OFff OA
7A000100210002-8
cables forwarded to the DCI, personnel situatio
and work load, emergency planning, etc., and
are used in the preparation of the annual pro-
gress report. (Filed chronologically.)
(1959-1964)
A. Monthly Activity Reports.
.4
Temporary. Destroy one year after summari-
zation and preparation of Annual Report.
B. Annual Progress Reports.
.6
Permanent. Disposal not authorized. Retain
in current files area indefinitely.
5
PERSONNEL FOLDER FILE
Consists of unofficial personnel folders main-
6.0
Temporary. Destroy individual folders six
tained on all personnel of the office contain-
months after transfer or separation of
ing copies of documents which reflect the
employee.
assignment, transfer, and promotion of the em-
ployee; Fitness Reports; and similar material
used in administering the activities of indivi-
dual employees including career development.
Official folders are maintained by the Office
of Personnel. Filed alphabetically by name.
(1952-1904)
6
EMPLOYEE RECORD CARD FILE
Consists of OF4s, Employee Record Card, main-
.2
Temporary. Destroy individual cards upon
tained on each employee and used as a basis
separation of employee or forward to gaining
for initiating personnel actions; recording
component upon transfer of employee within
personnel actions; training and qualifications;
the Agency.
and noting other information needed in the
management of Office personnel. Filed by
organizational level and by position there-
under. (.1952-1964)
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FORM NO. 139a USE PREVIOUS
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
I JAN 56 EDITIONS.
 0
ITEM N0.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
TIME AND ATTENDANCE FILE
S
7A000100210002-8
7
ECRET
Consists of retained copies of Time and
.3
Temporary. Destroy when one year old. (Cut
Attendance Reports maintained on personnel of
off at end of each year; destroy one year
the Office as a record of their sick leave,
thereafter.)
annual leave, overtime worked, etc. Filed
chronologically. (1963-1964)
8
NON-CIA CABLE REFERENCE FILE
A. Non-CIA cables classified SECRET and below.
96.0
Temporary. Retain for six months. Destroy
File is stored in one LEK'RA file, arranged
oldest month during 7th month.
in numerical order by Cable Secretariat
assigned control numbers. File is maintained
for a period of six months.
B. Non-CIA cables classified TOP SECRET.
8.0
Temporary. Retain for one year. Destroy
File is stored in 4-drawer combination lock
oldest month during 13th month. Certify
safes. Arranged in pendaflex folders in block
destruction of individual items by endorsement
of 50,-in numerical sequence of TSC number
on reverse side of log.
assigned. Maintained for one year together
with log covering the block of 50 items. Des-
truction is certified by endorsement of the
log which is maintained as a temporary record.
(1) Log (certifying destruction)
Temporary. Disposal not authorized pending
NOTE: The most current three months of this file
Agency decision for disposal. Retain with
(item 8) is duplicated by daily vital recor
s
current TOP SECRET file until file destroyed
deposits under VRD Schedule #lOlO.63,Item 2
and then file log in temporary log file(item24)
C. DCI LD/SS Cables.
Contains copies of State cables furnished DCI
6.0
Permanent. Disposal not authorized. Retire to
which require signature cover sheet routingo
Records Center pending decision on disposal.
Both cover sheet and designation LD/SS dis-
continued. File is organized by geographic
area division and by month. File also include
MISC folders of circular telegrams, selected
airgrams, working papers and State memo's of
conversation furnished DCI for signature cover
sheet routing. Period covered April 1963 thru
December 1963 when designation discontinued.
F,
FORM NO. j398 USE PREVIOUS
I JAN 56 EDITIONS.
 DCI Cables.
Contains State-cables furnished DCI for con-
trolled routing to DDI and return for file -
covers period July 1961 thru November 1961.
CIA cables classified SECRET and below.
File is stored in two 16 shelf LEKTRA files.
Arranged in folders in numerical order of DIR
(outgoing) and IN (incoming) series. File is
maintained for one year.
CIA CABLES CLASSIFIED TOP SECRET
File is stored in four drawer combination lock
safes arranged in Pendaflex folder in blocks
of 50 in numerical sequence of TSC number
assigned. Maintained for one year together
with log which is maintained as a permanent
record.
(1) LOG (Certifying destruction)
NOTE: This file (item 9) is duplicated by daily
vital. records deposits under VRD Schedule
1010-63 Items la and b.
Consists of film reels of OSS-SSU-CIG-CIA IN
and OUT cables for period beginning 1942 thru
June 1963. This file was formerly designated
as Signal Center Archives Files. Currently
there is notreference to predecessor organi-
zational cables dated prior to 1946. File is
primarily used in name traces. Reels are
stored in four 5-drawer combination lock safes
(1) Cardex safe files of index cards for reel
NOTE: Film duplicates of this file and index are
held by OC at Station B.
Approved For Release 2005/11/21: CIA-R
FORM NO. 139a USE PREVIOUS
SEC
?3
192.0
Permanent. Disposal not authorized. Retire
to Records Center pending decision on disposal.
Temporary. Retain for one year. Destroy
oldest month during 13th month.
Temporary. Retain for one year destroy
oldest month during 13th month. Certify
destruction of individual items by endorsement
on reverse side of log.
Temporary. Disposal not authorized pending
Agency decision for disposal. Retain in
current TOP SECRET file until file destroyed
and then file log in temporary log file
(item 24)
Permanent. Disposal not authorized. Retain
indefinitely for reference as required.
Permanent. Disposal not authorized. Retain
indefinitely as index of file above.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS Ia+i
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487A000100210002-8
10
CIA MICROFILM FILE
32.0
Permanent. Disposal not authorized. Retain
to provide reference service as required.
Consists of film reels of OSS-SSU-CIG-CIA IN
and OUT cables for period beginning 1942 thru
June 1963. This file was formerly designated
as Signal Center Archives Files. File is
primarily used in name traces. Reels are
stored in four 5-drawer combination lock safes.
(1) Cardex safe files of index cards for reels.
6.0
Permanent. Disposal not authorized. Retain
as index of file above.
NOTE: Master microfilm negatives on this file
and index are held in Records Center.
11
DCI MICROFILM FILE
12.0
Permanent. Disposal not authorized. Retain
in current files area indefinitely.
Consists of film reels of all CIA cables fur-
nished the DCI for the per .od April 1953 thru
June 1962. Arranged by INCOMING and OUT-
GOING, by station in numerical order.
NOTE: Master microfilm negatives of this file
are held in Records Center.
12
DCI CABLE FILE
16.0
Permanent. Disposal not authorized. Retain
in Diebold power file for six months to one
File consists of one copy of each cable (CIA and
year. Cut off on June 30 and again on 31
non-CIA) furnished to DCI for the period begin-
December of each calendar year. Withdraw
ning July 1962 to current date. Copies are store
d
January-June of previous year during January
on power shelf files by station within a geographi
c
current year and retire to Records Center;
area. Contents include all classification thru
withdraw July=December of previous year
TOP SECRET and all degrees of sensitivity but d
oes not
during July of current year and retire to
include "NODIS" cables furnished solely to DCI.
Records Center.
This file is a continuation of item 11 above with
non-CIA cables added.
1
13
WORK COPY FILES II.~~ co t' ued
A
e
2
`L
7
A roved or
d
ase
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487A000100210002-8
FORM I JAN 56 139a EDITIONS!??S
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET (41)
 ITEM NO.
FILES IDENTIFICATION
VOLUME DISPOSITION INSTRUCTIONS
Approvea or Release 2005711121 : 0 -
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11
DCI MICROFILM FILE
E ET
Consists of film reels of all CIA cables fur-
8.
Pe ma.nent. Disposal not authorized. Retain in
nished the DCI for the period August 1952 thru
current files area indefinitely.
June 1962. Arranged by INCOMING and OUTGOING,
by station in numerical order.
NOTE" A duplicate of this file is stored with S/C
OCI
12
DCI CABLE FILE
File Consists of one copy of each cable
16.0
Permanent. Disposal not authorized. Retain in
(CIA & Non-CIA) furnished to DCI for the period
open shelves for six months to one year. Cut
beginning July 1962 to Current date. Copies ar
e
off on June 30 and again on 31 December of each
stored on open shelf files in station folders
calendar year. Withdraw January-June of pre-
arranged by geographic area. W tbiMnfolddrs,
vious year during January of current year and
copies are arranged by incoming, outgoing, and
retire to Records Center; withdraw July-
Non-CIA in chrono order of reciept. Contents
December of previous year during July of current
include all classifications thru TOP SECRET
year and retire to Records Center.
and all degrees of sensitivity but does not
include copies of "NODIS" cables furnished
solely to DCI. This file is a continuation of
item 11 above with Non-CIA cables added.
13
WORK COPY FILES
A. Teletype copies of incoming cables received
4.0
Temporary. Destroy when 24 hours old.
from Signal Center from which offset masters
are made by typing, flexowriter or by XEROX
copier - contained in open shelf files at
XEROX copying position.
B. Offset masters of cables from which copies have
4.0
Temporary. Destroy as feasible with 10-12
been reproduced. Filed at press on which they
ours following reproduction.
were run.
14
CHRONO FILE
Consists of unclassified and classified incomin
.4
emporary. Maintain for current six months.
and outgoing official telegrams as well as
Destroy oldest month during 7th month.
Non-CIA grqsticaessage of a miscellaneous
non-re
e i ive n u
P-~
p
re.
N
"
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 ITEM NO. FILES IDENTIFICATION
15 CABLE DISTRIBUTION REQUIREMENTS FI
Approved or Releasements for cables. Arranged or
Consists- of correspondence fro
of the Agency concerning indiv
by office unit symbol andchro
folder.
16 NAME FILE
consists of primarily 2 files
Panels containing true names,
cryptonyms which are used in t
of names on incoming and outgo
A. Flexoline Panels used in trans
cables which are forwarded to
and cryptonym strips are
m
ically by name and contain a n
which serves as a cross refere
name strips which are filed nu
B. Flexoline Panels containing in
by RID and used in translating
other cables. This file also
cards on foreign personalities
may be mentioned in cables.
ically by true and pseudonym.
17 JOURNAL OF EVENTS LOG
Consists of a log containing a
Watch Officer during a normal
log contains the time of the e
of the nature of the event, ac
events which were selected and FORM NO. USE P
Watch Officer, and is used to
officer of occurrences during
watch. Filed chronologically.
Approved For Release
139a ...,.:IVIOUS
I JAN 59 Ns. RECORDS CON
VOLUME
DISPOSITION INSTRUCTIONS
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$
SECR
LE
ET
m all elements
L O
Temporary. Review annually. Remove and des-
idual require
anizationally
g
papers no longer considered useful.
no in endaflex
of Flexoline
pseudonyms, and
he translation
ing cables.
lating names on
6.0
Temporary. Retain in current files area
the DCI. Pseu-
indefinitely.
-
filed alphabet-
umerical code
nce to the true
merically.
furnis
formation
ed 10.0
Temporary. Retain in current files area
names on all
indefinitely.
contains some
who
have been
Filed alphabet-
chronology of
.3
Temporary. Destroy when six months old.
recorded by the
tour
.
of duty Th
vent, a statement
tion
taken by th
brief the oncomi
the preceding
'
~
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 ITEM NO. FILES IDENTIFICATION VOLUME DISPOSITION INSTRUCTIONS
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18 DCI CONTROL LOG SECRE
Consists of a record of cables forwarded to .1 Permanent. Disposal not authorized. Cut off
the DCI and contains cable number, source of each calendar six months (Jan-June and July-
cable, subject and time delivered. Dec) and file with corresponding six months
I I
19 CIA STATION LOGS
block of DCI cables (item 12 above) to serve
Consists of form 801 used to record receipt 2.0 Temporary. Disposal not authorized. Retain
incoming cables by individual station or base in local files area indefinitely. Cut off at
Maintained in Diebold index in control sectio end of each fiscal year (ending 30 June). Copy
and serves as index for CIA incoming cables station logs by microfilming, XEROX,.or other
filed numerically in LEKTRA files. (item 9 means and deposit copy with Records Center as
above) (July 1, 1963) an index to CIA Cable Reference.
20 NON-CIA STATION LOGS
Consists of modified forms 801 used to record 2.0 I Temporary. Disposal not authorized. Retain
receipt of cables from all non-CIA agencies. in local files area indefinitely.
Maintained in Diebold index in control sectio
and serves as index for non CIA cables. File
numerically in LEKTRA file._ (item 8 above)
(Jan 1, 1964)
21 DOCUMENT RECIEPT FILES
Consists of the signed copies of cables and
? reports receipts reflecting receipt by other
offices of cables disseminated by this office.
A. Form 240 receipt covering TS cables disseminated .2 Temporary. Destroy when six months old.
internally. Filed chronologically. (Maintain a six month level; thereafter destro
oldest month after filing current month.
B. Form 896., CIA Reports Receipt 1.5 Temporary. Destroy when 3 months old.
Returned signed copies which accompanied (Maintain a 3 month level; thereafter destroy
disseminations of TDCS Reports to non-CIA oldest month after filing current month)
departments and agencies. (NOTE: Reduction from six to three months
follows guidance contained in DDP-Records
Control Schedule).
U
Approved For Release 2005/11/21
FORM NO. 139a E0IT10NS. PREVIOUS
I RECORDS CONTROL SCHEDULE CONTINUATION SHEET I41
 ITEM NO.1 FILES IDENTIFICATION
nne i.l .l in.l i+l n
22 1 RESTRICTED DATA FILE
Two drawer desk safe located
Office.
VOLUME
SECRET
23 I CERTIFICATE OF DESTRUCTION FILE FOR TOP SECRET
Consists of unnumbered form log maintained
(1954-1961) by OCR/DD/CB under Schedule
#24-59 dated 7 Nov 1958, item 171 recording
the destruction of all non-CIA TOP SECRET
cables. Filed chronologically.
TOP SECRET LOGS
Consists of forms 801 TS used to record
assigned TSC control numbers and full des-
cription of CIA and non-CIA cables, processed
by Cable Secretariat. Log serves as certific to
of destruction performed in blocks of 50
items become one year old. (1962-64).
Undetermined. File set up in accordance with
AEC requirements that restricted data be cord,
n ava; i ab&e only to persons holdir fg5
+r
l
o
e
"Q""clearances. In Cable Secretariat these
Temporary. Disposal not authorized. Retire
to Center pending Agency decision for disposal
Temporary. Disposal not authorized pending
Agency decistn for disposal.
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 Approved For Release 2005/11 f RDP78-00487A000100210002-8
G
ccmtrol Schedule 1.2C few the
"by-given ice of the cable Secretarial; is aka and &ut itj
to i . ent the disposition iastructiom
contained therein.
AY:
records Officer o to a is
Decaards Administration Officer
Approved For Release 2005/11/ DP78-00487A000100210002-8