ADMINISTRATIVE SERVICE OFFICE SECURITY REGULATIONS DATED 8 JUNE 1951

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP54-00177A000200030073-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 12
• Document Creation Date: December 14, 2016
• Document Release Date: July 30, 1998
• Sequence Number: 73
• Publication Date: September 1, 1952
• Content Type: REGULATION

1. GENERAL
A. These security regulations shall apply throughout the General
Services Office and will be in addition to (not in lieu of) the
overall CIA Security Regulations.
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OFFICE OF GENERAL SERVICES REGULATION
RESCISSION: Administrative Service Office Securil
Regulations dated 8 June 1951.
B. Tour of Duty
(1) The tour of duty for each Office Security Officer will
be for a period of three consecutive months, during which
time he will not depart before 5:30 p.m, each day, Mondays
through Fridays.
(2) The functions of the Office Security Officer will be
performed in addition to normal official duties,
B. Requests for exceptions to the provisions contained herein will
be made in writing through the Office Security Officer (See 2 below)
to the Chief, General Services. In all cases, exceptions must have
the prior approval of the Chief, General Services.
C. All employees will, as frequently as necessary, and at least
once a year (during the month of July), read the current CIA Security
Regulations, and the General Services Security Regulations. A
certification, sample attached, by each employee to the.effect that
he has read, understands and will observe such regulations, will be
executed and forwarded to the Office Security Officer by the 31st of
July of each year, beginning with 31 July 1951.
2. OFFICE SECURITY OFFICER
A. Appointment
A roster of employees of the GS-9 level, its equivalent
and above will be prepared and maintained on a current basis
by the Administrative Officer. In accordance with CIA
Regulation the Chief, General Services,
will appoint from this roster an individual tv serve as
Office Security Officer.
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C. Alternate to Serve in His Absence
In the event the Office Security Officer should be
required to be absent during any part., of ll.s tour., it
will be his responsibility to arrange to have another
employee of the 05-9 level, or above assume his re-
suonsibilities in his absence. On Saturdays when he
is not scheduled to work, it brill, be his rcvponsibility
to arrange to have another employee of the OS-9 level,
or above, assume his responsibilities in, his absence.
D. Responsibilities
The Office Security Officer will. dischargc the
following re sp onsibili_t ie s
(1) Indoctrinate all new employees entering on duty
with respect to these and CIA Security Reulati,ons and.
will obtain certifications from them. indicating that
they have road, understand and will observe the current
re,g.7.ati_ons.
(2) Insure that all employees now on duty signn. and
submi% .cortificatior s -as r equirc d by IC abovc.
.(3) Forward Staff. Duty Officer. Chock Lists, Form
No. 38-8, and. Security Check Sheets, Form No. 38-7
t,o the Inspection and Secl_trity Ofxico, as required.
(1) Instruct Staff Duty Officer Teams (See 5A below),
make nner:iodie sncyt-checks of each organizational unit
of the General w ervices Office toinsur.o compliance
with these , and the over-all CIS. Security Regulations
and bb re.~ ~onsikile' forr' aamini str. ati,on. of security
matters ,as ; oet, f ortl~ : in l; Regulation No. E 25X1 A
Section S.
(5) Make daily obbser1,ration of general security
survey: each , division. of
practices, porjq,ci.ically
General Services Office and nako .recommendations for
possible :inxprovomonts in the handling of material,
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processing of documents, and other day-to-day
operations to reduce the possibility of security
violations; will make such recommendations in-
writing through the division dhief concerned to
the Chief, General Services for aclrninistrat!ve
determination.
(6) Inform the Chief, General Services:, of all
security breaches committed by employees, indicating
any remedial or disciplinary action taken; will
personally investigate all violations and follmr
through in obtaining compliance on penalties imposed
as a result of such violations.
(7,) Soave as Liaison Officer to the Physical
Security Branch, I&SO, in connection with all
physical security matters affecting the General
Services Office.
(8) Submit to the Chief, General Services, at the
expiration of his period of duty, a written summary
of the accomplislunonts, security improve:mnc+nts, '
recommendations made and corrective action taken,
security violations which occurred and the penalties
imposed upon the persons responsible, and other
pertinent developments during his three months tour
as Office Security Officer.
3. DIVISION AND BRANCH CHIEFS
Division and Branch Chiefs will perform the following:
A. Restrict the handling and responsibility for classified material
and knowledge of safe combinations to as few employees as possible.
-B. Adjust the location of safe equipment to as few separate locations
as possible in each office, placing all safe files in a single
location where feasible and consistent with operational requirements.
C. Survey the filing of all classified material in their respective
divisions or branches with a view to transferring inactive material
to the CIA Records Center and consolidating classified material in
fewer safe files. Also, in cooperation with offices originally
classifying material, determine whether regrading is appropriate.
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D. Designate one person in each room to be responsible for
securing the room prior to the security chock by the Staff Duty
Officer Team.
E. Prior to the departing at the close of business each day,
assure themselves that the offices, safes and classified material
falling under their jurisdiction are completely secured. Designate
senior employees working on Saturdays to act as Security Officors
for the divisions or branches, respectively.
F. Direct and instruct employees under their Jurisdiction to:
(1) Remove all-,written-or printed material from tops of safest
filing cabinets, tables) etc. and store them in a manner which
will tend to preclude the possibility of security violations
in the future. As well as improving the appearance of the
offices, this action will also expedite and simplify security
checks.
(2) If "required. to operate motor vehicles, typewriters, presses.,
cameras, and other similar equipment, thoroughly check such
machines or oquipmenb each time after using them to be certain
that no classified. material such as documents, images, etc.
remain in them while unattended. Those machines and equipment
will also be chocked each evening by Staff Duty Officer Teams
appointed in accordance with ")A below.
(3) Remove any valuable or confidential personally owned
material from their desks and leave the desks unlocked at all
times.
(4) Dispose of classified waste in the manner prescribed in
the CIA Security Regulations and not by placing it in wastebaskets.
(5) Handle in a secure manner and place in a secure place, in
accordance with CIA Security Regulations, all used carbon paper,
stenotgraphers' notebooks, CIA or other classified telephone
directories, classified pamphlets, worksheets, and other
documents.
dMiNiow
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(6) Report Ibst badges to the Office Se-parity Officer
immediately, together with a written explanation of the
circumstances surrounding the loss and the efforts made"
for the recovery thereof.
(7) In the event of absence away from Washington on
vacation or official business leave their badges with
the I&SO, for safekeeping until
they return to duty. In this respect, badges may be
turned in either to the receptionists or guards when
leaving. Upon returning, visits to the Inspection and
Security Office will be necessary to obtain respective
badges.
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(8) Report defective safe files to the Office Security
Officer.
(9) Have safe combinations changed, in accordance with 01-A
Regulation No. 0 , whenever an employee knowing the
combination transfers or leaves the office concerned, and
in any event, at least every six months.
4. TqrnOIGES
Employees will observe the following instructions:
A. Shun the forbidden practice of carrying written safe
combinations on their persons, or in brief cases, handbags,
car compartments, etc.
B. Refrain from calling out safe combinations in audible
tones to fellow employees either in an office roorn or via
telephone.
C. Adopt the practice, as feasible, of using sealed
envelopes or other sealed containers when carrying classified
material between widely separated buildings. When proceeding
on journeys with classified material, such envelopes or
containers should. be preaddressed back to the individuals
themselves, via an appropriate CIA Mail Room Post Office Pox
Number,
Fxample: John Doe
P. 0. Pox XXXX
Washington, D. C.
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D. Employ and complete charge out cards as appropriate
in withdrawing classified and unclassified material from
files for official use personally or in servicing records
for other offices.
Be Avoid working overtime with classified material and
with unlocked safes without the prior approval of their
division Chiefs, respectively. Whenever overtime work is
authorized, the responsibility of securing all pertinent
classified material in ].ocked safe cabinets will rest on
the senior employee engaged in. the overtime work.
F. Permit the inspection of unclassified material by
members of the responsible Staff Duty Officer Teams i.e.,
as essential for security verification, when working over-
time with such material.
G. Exercise care not to open safes after members of the
Staff Duty Officer Teams have made their security checks,
respectively, except in the event of a real. emergency, and,
then,'only with the approval of the responsible division
chief, or, in his absence, the Office Security officer.
5. STAFF SECURITY C1U:;CKS
A. Appointment of Staff Dut:T Officer Teams
Each division chief will submit to the Office: Security
Officer not later than the first day of each month a list of
employees under his supervision who will be responsible for
making security checks during the coming month. Such errs sloyces
will be arranged in teams, a senior member of the GS-7 level, or
above, and a junior member of the G3-6 level or below. Each team
will serve for a period of one week, i.e., Monday throu.ghFriday.
In the event of absence of a team member, the division Chief
concerned will designate, an alternate to serve in his place.
Be Procedure to be Followed by Staff Duty Officer Teams
(1) Security checks by Staff Duty Officer Teams will begin at
the end of the regular work day when all or most of the employees
have .left.
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(2) A complete check, as indicated below, will be made
by the junior member of the team,. which will be duplicated
completely by the senior member.
(3) All safes will be checked to insure that they are
locked securely. First, the dial knob will be rotated at
least three complete times to the loft only; than each
drawer will be chocked by firrLly, depressing the thumb
latch and at the same time pushing the drawer irnrard and
pulling it outward several times. To check the door type
safe or vault door, the'dial knob will be rotated to the
left in the same manner,, and than firmly turn the handle
of the 'safe back and forth, at the same time pulling
outward on the door.
(h) Check all filing cabinets to be sure they are securely
locked. .
(5) "Check to insure that'no classified material, including
CIA telephone directories, used carbon paper, classified
stencils, pamphlets, steneLT.apphic notebooks, worksheets, or
other papers or documents, has been loft exposed on desk
tops, safes or other office equipment, in desk trays, on
the floor, or on the walls. In the e rent any classified
material is found, the senior member of the Staff Duty
Officer Team will place such material in a combination
safe prior to his departur. e?
(6) Check wastebaskets to insure that they contain no
classified material.
(7) Check doors to restricted rooms or areas to see that
they are properly secured.
(8) Chock all windows to be sure they are securely locked..
(9) Turn off all lights, fans, and motors.
(10) Chock material used by employees working overtime, and
advise such employees that they will be responsible for the
securing of their respective office or area and the Staff Duty
officer Team will so note under "Remarks" on their Staff Duty
Officer Check List, Form No. 38-8.
"Now
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(11) Make notations on the Staff Duty Officer Check List,
Form No. 38-8, of all violations found, giving a complete
descDiptibn thereof'sv.ch as room number, nature of viola-
tion, and, if known, the name of the employee responsible.
(12), Report verbally, as boon as possible on the following
day, each violation found, to the Office Security Officer and
to the division dhief under whose jurisdiction the offender
is assigned.
(13) Forward the staff duty officer check list to the Office
Security Officer on the following morning.
(14) Staff Duty Officer Teams responsible for making the
security check of areas other than the Reproduction'Plant
will be required to remain until 5:15 p.m. each day, and the
team making the check-of the Reproduction Plant will not
depart until 5:30 p.m. in order that a complete check may
be made after all employees have left the offices. Members
of the Staff Duty Officer Tim.-as will be permitted to report
for duty the next day at a;45 a.m. and 9:00 a.m., reb~pectively,
in lieu of the regular hour of 8:30 a.m.
(15) In addition to the above, the Staff Duty Officer Teams
serving on the lst and 19th of each rionth will remove and
examine the contents of each desk in the areas they are
assigned to chock. 'In the event material classified above
RESTRICTED is found, it will. be placed in. a combination safe`
by the senior member of the team until the following morning.
(The Staff Duty Officer Team assigned to make the security
check of areas other than the Reproduction Plant on the 1st
and 15th'of each month will also be required to remain until
5:30 p.m. on these days in order that a thorough chock may be
made. They will be permitted to report for duty the following
day at 9:00 a.m* instead of the regular hour of 8:30 a.m.)
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C. Special Ass mints for Staff Duty Officer Teams
Special assignments for checking the security of safes
located at courier posts by Staff Duty Officer Teams are
prescribed organizationally as follows:
Central Building
South Building
"Its Building
Quarters ""I"
"L"' Building
The Pentagon
Staff Team
Building Naint cnanc e and
Utilities Division
6.- PLNt1LTIES TO BE fl1POSED IN EVENT OF SECURITY VIOLf TIONS
A. For Violations Found by Staff. Duty Officer Teams
(1) In the event of a security violation found by members of
a Staff Duty Officer scam during their nightly chock, the
employee responsible for the violation will be requirtd to
report to the division chief on the following morning?
accompanied by the Office So~curity Officer for conference
regarding the violation. The division chief will then
personally accompany said employee 'to discuss the incident
with the Chief, General Services, at which time the
seriousness of the offense will be considered and it will
be determined whether or not a penalty will be imposed.
(2) The division chief concerned will submit a written
report regarding the violation to the Chief, General Services,
for inclusion in the General Services Office .personnel
folder of the employee concerned. Such reports will include
the following information=
a. Name of violator
b. Nature of violation, whether carelessness or
negligence wore involved, and the penalty
imposed.
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c. A signed statement from the violator regarding
the violation, which shall also include an
assertion that he has again road. the CIA and
General ,Cervices' Security Regulations.
D. For Violations Discovered by I&SO it Security Officer
In the event of a security violation discovered by the
night security officer of the Inspection and Security Office,
the following procedure will apply:
(1) The enmloyao resrjonoible for the violation will be
required to moot on the following morning with' his
division chief and the Office Security Officer, who will
advise the Chief, General Services, of the violation.
(2) Upon receipt of confirmation from IC-SO establishing
his responsibility for the violation, the following
procedure will apply:
FIRST VIOLATION
a. The per;: on found responsible for the violation
accompanied by his division Ch:Lof and the Office
Security Oaf icer, will most with the Chief, General
Services, for discussion rogar(ing the violation.
b. The violator will receive a verbal reprimand
from the Chief) General Services, and warning of
possible consequences of further violations.
c. The trio:? ator ,w-U l bo required, under'the
direction of the Office Security Officer, to male a
complete security check each evening for five con-
secutive work days of certain designated rooms assignod
to the General Services Office. A check sheet giving
a coitplote list of the rooms to be checked in such
instances will be obtained from the Office Security
Officer. The person assigned this additional duty will
begin his security chock at 5:15 p.m. after the Staff
Duty Officer Team, have completed their ni glitly' check'
and will riot da_oiz-t from t e ;arc isc s before
Upon completion of the check, he will sign the check
sheet described above and forward it to the Office
Security Officer on the following morning.
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SEC0iW VIOUTION
a. Same as a* under "FIRST VIOILTION" above,
b. The violator will receive a written reprimand
and warning by the Chief, General Services.
c. Same as c. under "FIRST VIOLATIONN" except that
the duration of such additional chock duty will. be
for two weeks (10 consecutive work days), or
longer, as determined by the Chief, General
Services, based on seriousness of violation,
b. A recommendation will be forwarded by the Chicf,
General Services to the Personnel Director recommending
that the violator be suspended on leave without pay for
a period of not loss than one we~_k and not more than
four weeks,
c. The violator will receive a written warning from
the Personnel Director as to consequences of a fourth
violation.
FOURTH VIOLATION
Termination of the employment of violator with
CI will be recommended to the Personnel Director.
CO Penalty
No employee found responsible for a violation, regardless of
position, grade, location of residence, length of service in
General Services office, etc., will be excused from serving the
penalty imposed for any security violation he may commit.
25X1A9A
Chief, General Services
OWWOOM
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CEPTIFTCLTION
pursuant to the provisions of Paragraph 1C of the
Office of General Serv4..ces Regulat on, Nukbt r CGS 10-1,
dated 1 September 19529 I certify that I have read,
understand and will observe the instructions prescribed
in CL"1 Security Regulations and those of the Office of
General Services currently in effect.
Office Subdivision
RESTRICTED
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Signature
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