THE AGENCY RECORDS MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300010002-4
• Release Decision: RIPPUB
• Original Classification: R
• Document Page Count: 61
• Document Creation Date: December 19, 2016
• Document Release Date: October 3, 2005
• Sequence Number: 2
• Publication Date: August 1, 1954
• Content Type: REPORT

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THE AGENCY
RECORDS MANAGEMENT PROGRAM
MANAGEMENT STAFF
RECORDS MANAGEMENT DIVISION
AUGUST 1954
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 WHAT IS RECORDS MANAGEMENT
LEMS AND PRACTICES 0 ..,. / _
/. ? RECORDS 01RE
~, ? THE MAINTENANCE?ORGAN I"ZAT ONAND USE OF F~EC-
THOSE RECORDS WHICH ARE NOT CURRENTLY REQUIRED
OR ARE SELDOM USED.
THE PRESERVATION, ELIMINATION OR TRANSFER OF
WHY IS IT NEEDED?
MANAGEMENT PROGRAM. PUBLIC LAW 754, AND GENERAL
COUNSEL OPINION OF 2 OCTOBER 1950. EXHIBITS A & B)
THE AGENCY IS REQUIRED BY LAW TO MAINTAIN A RECORDS 0
RECORDS MANAGEMENT IS PARTICULARLY APPLICABLE TO THIS
AGENCY BECAUSE...
INCURRED ARE HIGH. 150 MILLION SHEETS OF
POTENTIAL RECORD MATERIAL WERE PRODUCED IN
FY 54. IT WOULD TAKE 11,371 FOUR DRAWER
CABINETS TO HOUSE THIS VOLUME SHOULD IT ALL
BECOME RECORD MATERIAL.
- THE VOLUME OF RECORDS CREATED AND THE EXPENSE
- THE COSTS TO MAINTAIN AND STORE OUR REC-
ORDS LIKEWISE ARE HIGH. IOO 140 ARE FEET
OF FLOOR SPACE VALUED AT 251,000 AND 1
PIECES OF FILING ED AT
RECORDS.
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PUBLIC LAw 754-S1ST CONGRESS]
[CHAPTER 849-2D SESSION
[S. 39591
AN ACT
To amend the Federal Property and Administrative Services Act of 1049, and
for other purposes.
Be it enacted by the Senate and House of Representatives of the
United States of America in Congress assembled, That the paren-
thetical expression appearing in clause (1) of the final sentence of
subsection (a) of section 109 of the Federal Property and Administra-
tive Services Act of 1949 (Public Law 152, Eighty-first Congress) is
amended to read as follows :
"(including the purchase from or through the Public Printer, for
warehouse issue, of standard forms, blankbook work, standard speci-
fications, and other printed material in common use by Federal agen-
cies not available through the Superintendent of Documents)."
SEC. 2. (a) Clause (2) of the final sentence of subsection (a) of
section 109 of the Federal Property and Administrative Services Act
of 1949, as hcreinbefore amended, is amended to read as follows : "(2)
for paying the purchase price, transportation to first storage point of
supplies and services, . and the cost of personal services employed
directly in the repair, rehabilitation, and conversion of personal
property."
(b) The third sentence of subsection (b) of section 109 of such Act
is amended to read as follows : "On and after such date, such prices
shall be fixed at levels so as to recover so far as practicable the
applicable purchase price, the transportation cost to first storage point,
inventory losses, the cost of personal services employed directly in the
repair, rehabilitation, and conversion of personal property, and the
cost of amortization and repair of equipment utilized for lease or rent
to executive agencies."
(c) The amendments made by this section shall be effective on the
date, not earlier than July 1, 1950, on which the Administrator of
General Services shall determine that appropriated funds adequate
to effectuate the purposes of such amendments have been made
available.
SEC. 3. (a) The final sentence of subsection (b) of section 109 of
the Federal Property and Administrative Services Act of 1949 is
amended to read as follows : "Where an advance of funds is not
made, the General Services Administration shall be reimbursed
promptly out of funds of the requisitioning agency in accordance
with accounting procedures approved by the Comptroller General:
Provided, That in any case where payment shall not have been made
by the requisitioning agency within forty-five days after the date of
billing by the Administrator or the date on which an actual liability
for supplies or services is incurred by the Administrator, whichever
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the issuance of transfer and equnterwarrants,, or other lawful transfer
documents, supported by iten'tized invoices."
(b) Section 109 of the Federal Property and Administrative Serv-
ices Act of 1949 is amended by adding at the end thereof the following
new subsection :
"(g) Whenever any producer. or vendor shall tender any article or
commodity for sale to the General Services Administration or to any
procurement authority acting under the direction and control of the
Administrator pursuant to this Act, the Administrator is authorized
in his discretion, with the consent of such producer or vendor, to
cause to be conducted, in suqh manner as the Administrator shall
specify, such tests as he shall prescribe to determine whether such
.article or commodity conforms to prescribed specifications and stand-
ards. When the Administrator determines that the making of such
tests will serve predominantly the interest of such producer or vendor,
he shall charge such producer or vendor a fee which shall be fixed
by the Administrator in such mount as will recover the cost of con-
ducting such tests, including ail components of such cost, determined
in accordance with accepted accounting principles. When the Admin-
istrator determines that the n}aking of such tests will not serve pre-
dominantly the interest of such producer or vendor, he shall charge
such producer or vendor such fee as he shall determine to be reason-
able for the furnishing of such testing service. All such fees collected
by the Administrator may be deposited in the General Supply Fund
to be used for any purpose authorized by subsection 109 (a) of this
Act."
SEC. 4. Paragraphs (1) and (2) of section 203 (j) of the Federal
Property and Administrative '`Services Act of 1949 are amended to
read as follows :
"(1) Under such regulations as he may prescribe, the Adminis-
trator is authorized in his discretion to donate for educational pur-
poses or public health purposes, including research, in the States,
Territories, and possessions without cost (except for costs of care and
handling) such equipment, materials, books, or other supplies under
the control of any executive agency as shall have been determined to
be surplus property and which shall have been determined under
paragraph (2) or paragraph (3) of this subsection to be usable and
necessary for educational purposes or public health purposes, includ-
ing research.
"(2) Determination whether; such surplus property (except surplus
property donated in conformity with paragraph (3) of this subsec-
tion) is usable and necessary for educational purposes or public health
purposes, including research, shall be made by the Federal Security
Administrator, who shall allocate such property on the basis of needs
and utilization for transfer by the Administrator of General Services
to tax-supported medical institutions, hospitals, clinics, health centers,
school systems, schools, colleges, and universities and to other non-
profit medical institutions, ho pitals, clinics, health centers, schools,
colleges, and universities whic have been held exempt from taxa-
tion under section 101 (6) of tie Internal Revenue Code, or to State
departments of education or health for distribution to such tax-
supported and nonprofit medical institutions hospitals clinics health
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in any State where another agency is designated by State law for
such purpose such transfer shall be made to said agency for such
distribution within the State."
Src. 5. The Federal Property and Administrative Services Act of
1949 is amended by-
(a) redesignating section 210 thereof as section 212, and wher-
ever such section number appears, in such Act as originally
enacted, it is amended to conform to the redesignation prescribed
by this subsection;
(b) inserting in the table of contents appearing in the first
section of such Act, immediately after the line in which "Sec. 209."
appears, the following :
"Sec. 210. Operation of buildings and related activities.
"Sec. 211. Motor vehicle identification."
(c) inserting, immediately after section 209 thereof, the follow-
ing new sections :
"OPERATION OF BUILDINGS AND RELATED ACTIVITIES
"SEC. 210. (a) Whenever and to the extent that the Administrator
has been or hereafter may be authorized by any provision of law other
than this subsection to maintain, operate, and protect any building,
property, or grounds situated in or outside the District of Columbia,
Including the construction, repair, preservation, demolition, furnish-
ing, and equipment thereof, he is authorized in the discharge of the
duties so conferred upon him-
"(1) to purchase, repair, and clean uniforms for. civilian
employees of the General Services Administration who are
required by law or regulation to wear uniform clothing
(2) to furnish arms and ammunition for the protection force
maintained by the General Services Administration;
"(3) to pay ground rent for buildings owned by the United
States or occupied by Federal agencies, and to pay such rent in
advance when required by law or when the Administrator shall
determine such action to be in the public interest;
"(4) to employ and pay personnel employed in connection with
the functions of operation, maintenance, and protection of prop-
erty at such per diem rates as may be approved by the Admin-
istrator, not exceeding rates currently paid by private industry
for similar services in the place where such services are performed ;
"(5) without regard to the provisions of section 322 of the Act
of June 30, 1932 (47 Stat. 412), as amended, to pay rental, and
to make repairs, alterations, and improvements under the terms
of any lease entered into by, or transferred to, the General Serv-
ices Administration for the housing of any Federal agency which
on June 30, 1950, was specifically exempted by law from the
requirements of said section;
"(6) to obtain payments, through advances or otherwise, for
services, space, quarters, maintenance, repair, or other facilities
furnished, on a reimbursable basis, to any other Federal agency,
or any mixed-ownership corporation (as defined in the Govern-
ment Corporation Control Act), or the District of Columbia, and
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General Services dmmis ra ion;
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OPus. LAW 754.1 4
"(7) to make changes ip, maintain, and repair the pneumatic
tube system connecting buildings owned by the United States or
occupied by Federal agencies in New York City installed under
franchise of the city of New York, approved June 29, 1909, and
June 11, 1928, and to make payments of any obligations arising
thereunder in accordance 'ith the provisions of the Acts approved
August 5, 1909 (36 Stat..120), and May 15, 1928 (45 Stat. 533) ;
"(8) to repair, alter, and improve rented premises, without
regard to the 25 per centu'm limitation of section 322 of the Act
of June 30, 1932 (47 Stat. 412), as amended, upon a determination
by the Administrator that by reason of circumstances set forth
in such determination the execution of such work, without refer-
ence to such limitation, i~ advantageous to the Government in
terms of economy, efficiency, or national security: Provided, That
such determination shall slow that the total cost (rentals, repairs,
alterations, and improvements) to the Government for the
expected life of the lease shall be less than the cost of alternative
space which needs no such repairs, alterations, or improvements.
A copy of every such determination so made shall be furnished
to the General Accounting Office;
"(9) to pa sums in lieu of taxes on real property declared
surplus by Government corporations, pursuant to the Surplus
Property Act of 1944, where legal title to such property remains
in any such Government c9rporation ;
`.` (10) to furnish utilities and other services where such utilities
and other services are not provided from other sources to persons,
firms, or corporations occupying or utilizing plants or portions of
plants which constitute (.) a part of the National Industrial
Reserve pursuant to the National Industrial Reserve Act of 1948,
or (B) surplus real property, and to credit the amounts received
therefrom to the applicable appropriation of the General Services
Administration-
(11) at the direction of the Secretary of Defense, to use pro-
ceeds received from insurapce against damage to properties of the
National Industrial Reserve for repair or restoration of the dam-
aged properties; and
"(12) to acquire, by purchase, condemnation, or otherwise, real
estate and interests therein.
"(b) At the request of any Federal agency or any mixed-ownership
corporation (as defined in the Government corporation Control Act),
or the District of Columbia, the Administrator is hereby authorized
to operate, maintain, and protect any building owned by the United
States (or, in the case of any wholly owned or mixed-ownership Gov-
ernment corporation, by such cqrporation) and occupied by the agency
or instrumentality making such request.
"(c) At the request of any Federal agency or any mixed-ownership
corporation (as defined in the ("7rovernment Corporation Control Act),
or the District of Columbia, the Administrator is hereby authorized
) to acquire land for buildings and projects authorized by the
ongress; (2) to make or cause to be made, under contract or other-
wise, surveys and test borings and to prepare plans and specifications
for such uildin s t Ate]
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to supervise, the construction and development and the equipping
of such buildings or projects. Any sum available to any such 1 ed-
eral agency or instrumentality for any such building or project may
be transferred by such agency to the General Services Administration
in advance for such purposes as the Administrator shall determine
to be necessary, including the payment of salaries and expenses of
personnel engaged in the preparation of plans and specifications or
in field supervision, and for general office expenses to be incurred
in the rendition of any such service.
"(d) Whenever the Director of the Bureaiof the Budget shall
determine such action to be in the interest of economy or efficiency, he
shall transfer to the Administrator all functions then vested in any
other Federal agency with respect to the operation, maintenance, and
custody of any office building owned by the United States or any
wholly owned Government corporation, or ,iny office building or part
thereof occupied by any Federal agency under any lease, except that
no transfer shall be made under this subsection-
"(1) of any post-office building unless the Director shall first
determine that such building is not used predominantly for post-
office purposes, and functions which are transferred hereunder to
the Administrator with respect to any post-office building may be
delegated by him only to another officer or employee of the General
Services Administration or to the Postmaster General;
"(2), of any building located in any foreign country;
"(3) of any building located on the grounds of any fort, camp,
post, arsenal, navy yard, naval training station, airfield, proving
ground, military supply depot, or school, or of any similar facility
of the Department of Defense, unless and to such extent as a permit
for its use by another agency or agencies shall have been issued by
the Secretary of Defense or his duly authorized representative;
"(4) of any building which the Director of the Bureau of the
Budget finds to be a part of a group of buildings which are (A)
located in the same vicinity, (B) utilized wholly or predominantly
for the special purposes of the agency having custody thereof, and
(C) not generally suitable for the use of other agencies; or
"(5) of the Treasury Building, the Bureau of Engraving and
Printing Building, the buildings occupied by the National Bureau
of Standards, and the buildings under the jurisdiction of the
regents of the Smithsonian Institution.
"(e) Notwithstanding any other provision of law, the Adminis-
trator is authorized, in accordance with policies and directives pre-
scribed by the President under section 2'05 (a) and after consultation
with the heads of the executive agencies affected, to assign and reassign
space of all executive agencies in Government-owned and .eased build-
ings in and outside the District of Columbia upon a determination by
the Administrator that such assignment or reassignment is advan-
tageous to the Government in terms of economy, efficiency, or national
security.
"MOTOR VEHICLE IDENTIFICATION
"SEc. 211. Under regulations prescribed by the Administrator,
every motor vehicle acquired and used for official purposes within the
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or the District of Columbia shall be conspicuously identified by
showing thereon either (a) the; full name of the department, establish-
ment, corporation, or agency by which it is used and the service in
which it is used, or (b) a title descriptive of the service in which it is
used if such title readily ideiitifies the department, establishment,
corporation, or agency concerned, and the legend `For official use
only' : Provided, That the regulations issued pursuant to this section
may provide for exemptions from the requirement of this section when
conspicuous identification would interfere with the purpose for which
a vehicle is acquired did used.'
SEC. 6. The Federal Property and Administrative Services Act of
1949 is amended by-
(a) redesinating "title V" of such Act as "title VI" thereof,
and "title V', wherever it appears therein, is amended to read
"title VI";
(b) redesignating sections 501-505, inclusive, of such Act,
respectively, as sections 6011-605, inclusive, thereof, and wherever
any such section number appears in such Act as originally enacted,
it is amended to conform ~n numbering to the redesignation pre-
scribed by this subsection;
(c) inserting at the proper place in the table of contents to such
Act the following :
"TITLE V I'. FEDERAL RECORDS
"See. 501. Short title.
"See. 502. Custody and control of property.
"Sec. 503. National Historical Publications Commission.
"Sec. 504. Federal Records Counci .
"Sec. 505. Records management; to Administrator.
"Sec. 500. Records management; gency heads.
"Sec. 507. Archival administration.,
"See. 508. Reports.
"Sec. 509. Legal status of reproductions.
"Sec. 510. Limitation on liability.
"Sec. 511. Definitions."
(d) inserting, immediately following title IV thereof, the
following new title :
"TITLE V-FEDERAL RECORDS
"S1ORT TITLE
"SEC. 501. This title may be, cited as the `Federal Records Act of
1950'.
44CUSTODY AND, CONTROL OF PROPERTY
"SEC. 502. The Administratpr shall have immediate custody and
control of the National Archives Building and its contents, and shall
have authority to design, construct, purchase, :lease, maintain, operate,
protect, and improve buildings 'used by him far the storage of records
of Federal agencies in the District of Columbia and elsewhere.
"NATIONAL HISTORICIL PUBLICATIONS COMMISSION
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nated by him), who shall be Chairman; the Librarian of Congress
~or an alternate designated by him) ; one Member of the United States
mate to be appointed, for a term of four years, by the President of
the Senate; one Member of the House of Representatives to be
appointed, for a term of two years, by the Speaker of the House of
Representatives; one representative of the judicial branch of the Gov-
ernment to be appointed, for a term of four years, by the Chief Justice
of the United States; one representative of the Department of State
to be appointed, for a term of four years, by the Secretary of State;
one representative of the Department of Defent to be appointed, for
a term of four years, by the Secretary of Defense; two members of the
American Historical association to be appointed by the council of
the said association, one of whom shall serve an initial term of two
years and the other an initial term of three years, but their successors
shall be appointed for terms of four years; and two other members
outstanding in the fields of the social or physical sciences to be
appointed by the President of the United States, one of whom shall
serve an initial term of one year and the other an initial term of three
years v but their successors shall be appointed for terms of four years.
The commission shall meet annually and on call of the Chairman.
"(b) Any person appointed to fill a vacancy in the membership of
the Commission shall be appointed only *for the unexpired term of the
member whom he shall succeed, and his appointment shall be made in
the same manner in which the appointment of his predecessor was
made.
"(c) The Commission is authorized to appoint, without reference to
the Classification Act of 1949 (Public Law 429, 81st Congress, approved
October 28, 1949), an executive director and such editorial and clerical
staff as the Commission may determine to be necessary. Members of
the Commission who represent any branch or agency of the Govern-
ment shall serve as members of the Commission without additional
compensation. All members of the Commission shall be reimbursed
for transportation expenses incurred in attending meetings of the
Commission, and all such members other than those who represent any
branch or agency of the Government of the United States shall receive
in lieu of subsistence en route to or from or at the place of such service,
for each day actually spent in connection with the performance of their
duties as members of such Commission, such sum, not to exceed $25, as
the Commission shall prescribe.
"(d) The Commission shall make plans, estimates, and recommenda-
tions for such historical works and collections of sources as it deems
appropriate for printing or otherwise recording at the public expense.
The Commission shall also cooperate with and encourage appropriate
Federal, State, and local agencies and nongovernmental institutions,
societies, and individuals in collecting and preserving and, when it
deems such action to be desirable, in editing and publishing the papers
of outstanding citizens of the United States and such other documents
as may be important for an understanding and appreciation of the
history of the United States. The Chairman of the Commission shall
transmit to the Administrator from time to time, and at least once
annually, such plans, estimates, and recommendations as have been
approved by the Commission.
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GFEDERAI4 RECORDS COUNCIL
"SEC. 504. The Administrator shall establish a Federal Records
Council, and shall advise and w consult with the Council with a view
to obtaining its advice and assistance in carrying out the purposes
of this title. The Council shall include representatives of the legisla-
tive, judicial, and executive brandies of the Government in such num-
ber as the Administrator shall determine, but such Council shall
include at least four representatives of the legislative branch, at least
two representatives ofhphe judicial branch, and at least six representa-
tives of the executive ranch. , Members of the Council representing
the legislative branch shall b~ designated, in equal number, by the
President of the Senate and the Speaker of the House of Representa-
tives, respectively. Members of the Council representing the judicial
branch shall be designated by the Chief Justice of the United States.
The Administrator is authorised to designate from persons named
by the head of any executive agency concerned, not more than one
representative from such agency to serve as a member of the Council.
Members of the Council shall ,serve withoat compensation, but shall
be reimbursed for all necessary expenses actually incurred in the
performance of their duties as members of the Council. The Council
shall elect a chairman from i mong its own membership, and shall
meet at least once annually.
"RECORDS MIANAGE LENT; THE ADMINISTRATOR
"SEC. 505. (a) The Administrator shall make provisions for the
economical and efficient management of records of Federal agencies
(1) by analyzing, developing, promoting, and coordinating standards,
procedures, and techniques designed to improve the management of
records, to insure the mainteliance and security of records deemed
appropriate for preservation, and to facilitate the segregation and
disposal of records of temporary value, and (2) by promoting the
efficient and economical utiliziytion of space, eeuipment, and supplies
needed for the purpose of creating maintaining, storing, and servicing
records.
".(b) The Administrator shill establish standards for the selective
retention of records of continuing value, and assist Federal agencies in
applying such standards to records in their custody; and lie shall notify
the head of any Federal agency of any actual, impending, or threat-
ened unlawful removal, defacing, alteration, or destruction of records
in the custody of such agency that shall come to his attention, and
assist the head of such agency in initiating action through the Attorney
General for the recovery of suchrecords as shall have been unlawfully
removed and for such other redress as may be provided by law.
"(c) The Administrator is authorized to inspect or survey person-
ally or by deputy the records o~ any Federal agency, as well as to make
surveys of records management and records disposal practices in such
agencies, and shall be given; the full cooperation of officials and
employees of agencies in such 'inspections and surveys : Provided,
That records, the use of whicl1 is restricted by or pursuant to law or
for reasons of national security or the public irLterest, shall be inspected
or surveyed in accordance with' egulations promulgated by the Admin-
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minis rator is taut prize to esta is maintain, and
operate records centers for the storage, processing, and servicing of
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records for Federal agencies pending their deposit with the National
Archives of the United States or their disposition in any other manner
authorized by law; and to establish, maintain, and operate centralized
microfilming services for Federal agencies.
"(e) Subject to applicable provisions of law, the Administrator
shall promulgate regulations governing the transfer of records .from
the custody of one executive agency to that of another.
"(f) The Administrator may empower any Federal agency, upon
the submission of evidence of need therefor, to retain records for a
longer period than that specified in disposal schedules approved by
Congress, and, in accordance with regulations promulgated by him,
may withdraw disposal authorizations covering records listed in dis-
posal schedules approved by Congress. -
"PECOImS MANAGEMENT; AGENCY IIEADS
"SEC. tO6. (a) The head of each Federal agency shall cause to be
made and preserved records containing adequate and proper docu-
mentation of the organization, functions, policies, decisions, pro-
cedures, and essential transactions of the agency and designed to
furnish the information necessary to protect the legal and financial
rights of the Government and of persons directly affected by the
agency's activities.
"(b) The head of each Federal agency shall establish and maintain
an active, continuing program for the economical and efficient manage-
things provide for (1) effective Qontrols over the creation, mainte
and use of records in the conduct of current business; (2)
nance
,
cooperation with the Administrator in applying standards, procedures,
and techniques designed to improve the management of records, pro-
mote the maintenance and security of records deemed appropriate for
preservation, ,and facilitate the segregation and disposal of records of
temporary value; and (3) compliance with the provisions of this
title and the regulations issued thereunder. -
"(c) Whenever the head of a Federal agency determines that sub-
stantial economics or increased operating efficiency can be effected
thereby, he shall provide for the storage, processing, and servicing of
records that are appropriate therefor in a records center maintained
and operated by the Administrator or, when approved by the Admin-
istrator, in such a center maintained and operated by the head of such
Federal agency.
"(d) Any official of the Government who is authorized to certify
to facts on the basis of records in his custody, is hereby authorized to
certify to facts on the basis of records that have been transferred by
him or his predecessors to the Administrator.
"(e) The head of each Federal agency shall establish such safe-
guards against the removal or loss of records as he shall determine
to be necessary and as may be required by regulations of the Admin-
istrator. Such safeguards shall include making it known to all offi-
cials and employees of the agency (1) that no records in the custody
of the agency are to be alienated or destroyed except in accordance
with the provisions of the Act approved July 7, 1943 (57 Stat. 380-
383), as amended July 6 1945 (59 Stat. 434), and (2) the penalties
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provided by law for the unlawful removal or destruction of records.
"(f) The head of each Federal agency shall notify the Administra-
tor of any actual, impending, or threatened unlawful removal, defac-
ing, alteration, or destruction of records in the custody of the agency
of which he is the head that shall come to his attention, and with
the assistance of the Administrator shall initiate action through the'
Attorney General for the recovery of records he knows or has reason
to believe have been unlawfully removed from his agency, or from
any other Federal agency whose records have been transferred to his
legal custody.
"(g) Nothing in this title shall be construed. as limiting the author-
ity of the Comptroller Genera' of the United States with respect to
prescribing accounting systems, forms, and procedures, or lessening
the responsibility of collecting and disbursing officers for rendition
of their accounts for settlement by the General Accounting Office.
"ARCHIVAL, ADMINISTRATION
"SEc. 507. (a) The Administrator, whenever it appears to him to be
in the public interest, is hereby authorized-
"(1) to accept for deposit with the National Archives of the
United States the records off' any Federal agency or of the Congress
of the United States that are determined by the Archivist to have
sufficient historical or othpr value to warrant their continued
preservation by the United States Government;
"(2) to direct and effect,; with the approval of the head of the
originating agency (or if the existence of such agency shall have
been terminated, then with the approval of his successor in func-
tion, if any), the transfer of records deposited (or approved for
deposit) with the National $rchives of the United States to public
or educational institutions or associations : Provided, That the title
to such records shall remain vested in the United States unless
otherwise authorized by Congress ; and
"(3) to direct and effect the transfer of materials from private
sources authorized to be received by the Administrator by the
provisions of subsection (e), of this section.
"(b) The Administrator shall be responsible for the custody, use,
and withdrawal of records transferred to him :.Provided, That when-
ever any records the use of which is subject to statutory limitations
and restrictions are so transferrel, permissive and restrictive statutory
provisions with respect to the examination and use of such records
applicable to the head of the agency from which the records were
transferred or to employees of that agency shall thereafter likewise
be a
pplicable to the Administrator, the Archivist, and to the employees
of t
he General Services Administration, respectively: Provided fur-
ther, That whenever the head of
any agency shall specify in writing
restrictions that appear to him to
;be necessary or desirable in the public
interest, on the use or examination of records being considered for
transfer from his custody to the Administrator, the Administrator
shall impose such restrictions orb the records so transferred, and shall
not remove or relax such restrictions without the concurrence in writ-
ing of the head of the
f
hi
h
h
ro
agency ~r}
erred ( if the existe 1
Appr toms dtFArtl (or
?a ia1QQl~E1r' We
m w
c
t
e material
0
s c s
shall g have been
1iH Wti2
002-4
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the concurrence of the successor in function, if any, of such agency
head) : Provided, however, That statutory and other restrictions
referred to in the provisos of this subsection shall not remain in force
or effect after the records have been in existence for fifty years unless
the Administrator by order shall determine with respect to specific
bodies of records that such restrictions shall remain in force and
effect for a longer period: And provided further, That restrictions on
the use or examination of records deposited with the National Archives
of the United States heretofore imposed and now in force and effect
under the terms of section 3 of the National Archives Act, approved
June 19, 1934, shall continue in force and effect regardless of the
expiration of the tenure of office of the official who imposed them but
may be removed or relaxed by the Administrator with the concurrence
in writing of the head of the agency from which material has been
transferred (or if the existence of such agency shall have been ter-
minated, then with the concurrence in writing of his successor in
function, if any).
"(c) The Administrator shall make provisions for the preservation,
arrangement, repair and rehabilitation duplication and reproduction
(including microcopy publications), description, and exhibition of
records transferred to him as may be needful or appropriate, includ-
ing the preparation and publication of inventories, indexes, catalogs,
and other finding aids or guides facilitating their use; and, when
approved by the National Historical Publications Commission, he may
also publish such historical works and collections of sources as seem
appropriate for printing or otherwise recording at" the public
expense.
"(d) The Administrator shall make such provisions and maintain
such facilities as he deems necessary or desirable for servicing records
in his custody that are not exempt from examination by statutory
provisions or other restrictions.
"(e) The Administrator may accept for deposit-
"(1) the personal papers and other personal historical docu-
mentary materials of the present President of the United States,
his successors, heads of executive departments, and such other
officials of the Government as the President may designate, offered
for deposit under restrictions respecting their use specified in
writing by the prospective depositors : Provided, That restric-
tions so specified on such materials, or any portions thereof,
accepted by the Administrator for such deposit shall have force
and effect during the lifetime of the depositor or for a period
not to exceed twenty-five years, whichever is longer, unless sooner
terminated in writing by the depositor or his legal heirs : And
provided further, That the Archivist determines that the mate-
rials accepted for such deposit will have continuing historical or
other values ;
"(2) motion-picture films, still pictures, and sound recordings
from private sources that are appropriate for preservation by
the Government as evidence of its organization, functions, poli-
cies, decisions, procedures, and transactions.
Title to materials so deposited under this subsection shall pass to and
vest in the United States.
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"(f) The Administrator is hereby authorized to make and preserve
motion-picture films, still pictures, and sound recordings pertaining to
and illustrative of the historical development of the United States
Government and its activities, and to make provisions for preparing,
editing, titling, scoring, processing, duplicating, reproducing, exhibit-
ing, and releasing for nonprofit educational purposes, motion-picture
films, still pictures, and sound recordings in his custody.
REPORTS
"SEC. 508. (a) The Administrator is hereby authorized, whenever
he deems it necessary, to obtain reports from Federal agencies on their
activities under the provisions; of this title and the Act approved July
7, 1943 (57 Stat. 380-383), as s,mended July 13, 1945 (59 Stat. 434).
"(b) The Administrator shall, whenever he finds that any provi-
sions of this title have been o~ are being violated, inform in writing
the head of the agency concerned of such violations and make recom-
mendations regarding means of correcting them. Unless corrective
measures satisfactory to the Administrator are inaugurated within a
reasonable time, the Administrator shall submit a written report
thereon to the President and the Congress.
"LEGAL STAT TS OF REPRODUCTIONS
"SEC. 509. (a) Whenever any records that are required by statute to
be retained indefinitely have been reproduced by photographic, micro-
photographic, or other processes, in accordance with standards estab-
lished by the Administrator, the indefinite retention of such photo-
graphic, microphotographic, or other reproductions will be deemed to
constitute compliance with the statutory requirement for the indefinite
retention of such original records. Such reproductions, as well as
reproductions made in compliance with regulations promulgated to
carry out this title, shall have the same legal status as the originals
thereof.
"(b) There shall be an official seal for the National Archives of the
United States which shall be judicially noticed. When any copy or
reproduction, furnished under the terms hereof, is authenticated by
such official seal and certified by the Administrator, such copy or repro-
duction shall be admitted in evidence equally with the original from
which it was made.
"(c) The Administrator may charge a fee not in excess of 10 per,
centum above the costs or expenses for making or authenticating copies
or reproductions of materials transferred to his custody. All such fees
shall be paid into, administered` and expended as a part of the National
Archives Trust Fund provided for in section 5 of the Act approved
July 9, 1941. There shall be no charge for making or authenticating
copies or reproductions of such materials for official use by the United
States Government : Provided, That reimbursement may be accepted
to cover the cost of furnishing such copies or reproductions that could
not otherwise be furnished.
. "LIDIITAT~ON~ON LIABILITY
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(Pus. Lew 784.
the custody or possession of the Administrator, neither the United
States nor its agents shall be liable for any infringement of literary
property rights or analogous rights arising thereafter out of use of
such materials for display, inspection, research, reproduction, or other
purposes.
"DEFINITIONS
"SEC. 511. When used in this title-
"(a) The term `records' shall have the meaning given to such term
by section 1 of the Act entitled `An Act to provide for the disposal of
cetain records of the United States Government', approved July 7,
1943 (57 Stat. 380, as amended; 44 U. S. C. 366) ;
"(b) The term `records center' means an establishment maintained
by the Administrator or by a Federal agency primarily for the stor-
age, servicing, security, and processing of records that must be pre-
served for varying periods of tine and need not be retained in office
equipment and space;
"(c) The term `servicing' means making available for use infor-
mation in records and other materials in the custody of the
Administrator-
"(1) by furnishing such records or other materials, or infor-
mation from such records or other materials, or copies or repro-
ductions thereof to agencies of the Government for official use
and to the public; and
"(2) by making and furnishing authenticated or unauthenti-
cated copies or reproductions of such records and other materials;
"(d) The term `National Archives of the United States' means
those official records that have been determined by the Archivist to
have sufficient historical or other value to warrant their continued
preservation by the United States Government, and have been accepted
by, the Administrator for deposit in his custody;
(e) The term `unauthenticated copies' means exact copies or repro-
ductions of records or other materials that are not certified as such
under seal and that need not be legally accepted as evidence; and
"(f) The term `Archivist' means the Archivist of the United
States."
SEC. 7. The Federal Property and Administrative Services Act of
1949 is further amended by-
(a) striking out the word "and" preceding "(2)" in subsection
(d) of section 3 thereof; substituting a semicolon for the period
at the end of said subsection; and adding at the end of such
subsection the following: "and (3) records of the Federal
Government.";
(b) striking out, in section 208 (a) thereof, the expression "and
V", and inserting in lieu thereof the expression "V, and VI";
(c) striking out, in section 208 (b) thereof, the expression
"and V", and inserting in lieu thereof the expression "V, and
VI".
(d) striking out the word "and" at the end of pai graph (30)
of section 602 a) ; striking out the period at the end ,of.paragraph.
(31) of section 602 (a) and inserting in lieu thereof a emcolon;
and adding at the end of section 602 (a) the following new
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 Approved For Release 2005/11/21
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14
`{ (32) the Act entitled `An Act to establish a National Archives
of the United States Government, and for other purposes',
Uproved June 19, 1934 (48 Stat. 1122-1124, as amended; 44
S. C. 300, 300a, 300c-k) ; and
"(33) section 4 of the Act of February 3, 1905 (33 Stat. 687,
as amended; 5 U. S. C. 77)."
(e) amending subsection 602 (b) and[ (c) thereof to read as
follows :
"(b) There are hereby superseded-
"(1) the provisions of the first, third, and fifth paragraphs of
section 1 of Executive Order Numbered. 6166 of June 10, 1933,
insofar as they relate to any function now administered by the
Bureau of Federal Supply except functions with respect to stand-
ard contract forms; and ,
"(2) sections 2 and 4 of,the Act entitled `An Act to provide for
the disposal of certain records of the United States Government',
approved July 7, 1943 (57 Stat. 381, as amended; 44 U. S. C. 367
and 369), to the extent that the provisions thereof are inconsistent
with the provisions of title V of this Act.
"(c) The authority conferred by this Act shall be in addition and
paramount to any authority conferred by any other law and shall not
be subject to the provisions of any law inconsistent herewith, except
that sections 205 (b) and 206 (c) of this Act shall not be applicable
to any Government corporation or agency which is subject to the
Government Corporation Control Act (59 Stat. 597; 31 U. S. C. 811).",
(f)
d
amen
ing paragraphs (17), (18), and (19) of section 602
(d) thereof to read as follows :
`(17) the Central Intelligence Agency;
"(18) the Joint Committee on Printing, under the Act entitled
`An Act providing for the, public printing and binding and the
distribution of public documents' approved 'January 12, 1895 (28
Stat. 601), as amended or any other Act; or
"(19) for such period of time as the President may specify,
any other authority of any executive agency which the President
determines within one year after the effective date
f thi
A
o
s
ct
should, in the public interest, stand unimpaired by this Act."
(g) striking out the peri' d at the end of section 603 (a) thereof
and inserting in lieu thereo a comma and the following : "includ-
ing payment in advance, w ien authorized by the Administrator,
for library memberships in societies whose publications are
available to members only,; or to members at a price lower than
that charged to the general,' public."
SEC. 8. (a). Subsection 3 (b) of the Federal Property and Adminis-
trative Services Act of 1949 is amended to read as follows :
"(b) The term `Federal agency' means any executive agency or any
establishment in the legislative or judicial branch of the Government
(except the Senate, the House of Representatives, and the Architect
of the Ca aW and any activities under his direction)."
(b) o 01 (b) of the l+ederal Property and Administrative
Servi1949 is amended by striking out the expression "or the
Sena o --e House of Representatives,".
(c) Section 602 of the Federal Propert
yand' Admini t y 02-4
 PUBLI LAW - 8UIST 6R~GRESS
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APPROVED 5 SEPTEMBER 1950
uilc~ing, activity, or function under his _direction),
an, any
y
ny of the.seLvicea and facilities authorized by thi t. to be
the Douse of Representatives, or the Architec of the
"e e
,
~,.
itoLLupon the request, and, if payment would be requirefor the
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e' iditi~n or urnlihiaL, of a similar service or facility to an executive
SEC. 1 j ws or:prs of laws in conflict with the pro
ees A t of 1949, is ebb Baled, and this~ec ra a ye_
A-9 T?1-'1 'lady
(b) '-Section 906 tVr=Mer ropert and by Serv-
the `Comptroller General a on rec_ommendation of such head is author-
ized and empowered to'` oI or any part of such damages as
agency, payment t ere or shall be made by the recipient thereof, upon
presentation of proper vouchers in advance or by reimbursement (as
may YCed upon by the Administrator and the officer or_ body
ial uch re_quest). Such payment-may be credited to the appli-
i+cable appropriation of the executive aggge~nc' rvih payment."
f
SEC. 9. Thy Fecl ral x'opertyand Administrative S@rvices Act o
1949, section 205 (h) is hereby annended by striping out the last word
of the sent " iatle" s, in lieu thereof -the word "Act".
SEC. 10. (a enever any coi Tract made on a f of the Govern-
ment by the head of any Federal Agency, or by officers authorized by
him so to do, includes a provision for liquidated damagesjor delay,
Pus,, Lsw 754.3 -?
and inserting, immediately after subsection. ,(d)
ovision of tliis Act, as amended, aha)1 apply to the Senate
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AGENCY GENERAL COUNSEL OPINION
2 OCTOBER 1950
COMPLIANCE WITH PROVISIONS OF LAW PERTAINING TO
FEDERAL RECORDS
"I. THE CENTRAL INTELLIGENCE AGENCY MUST COMPLY WITH
THE RECORDS DISPOSAL ACTS INSOFAR AS IT DOES NOT
CONFLICT WITH THE PROVISIONS OF PUBLIC LAW 253.
2. THE CENTRAL INTELLIGENCE AGENCY SHOULD COMPLY WITH
PUBLIC LAWS I52 AND 754 WHENEVER POSSIBLE, EVEN
THOUGH EACH SPECIFICALLY EXEMPTS CIA FROM ITS PRO-
VISIONS. HOWEVER, IF SUCH COMPLIANCE WOULD RESULT
IN THE UNAUTHORIZED DISCLOSURE OF INTELLIGENCE
SOURCES AND METHODS, PUBLIC LAW 253 MUST BE
FOLLOWED.
THE CENTRAL INTELL GENCE AGENCY SHOULD, COMPLY WITH
EXECUTIVE ORDER 97t4 WHENEVER POSSIBLE, ALTHOUGH IT
DOES NOT REQUIRE DISCLOSURE OF CONFIDENTIAL INFOR-
MATION WHICH WOULD ENDANGER THE NATIONAL INTEREST OR
LIVES OF INDIVIDUALS. CONSEQUENTLY, NO RELIANCE
UPON PUBLIC LAW 253 SEEMS NECESSARY.
II. PUBLIC LAW 25~ PROVIDES THAT THE DIRECTOR OF CENTRAL
INTELLIGENCE SHALL BE RESPONSIBLE FOR PROTECTING
INTELLIGENCE SOURCES AND METHODS FROM UNAUTHORIZED
DISCLOSURE." IF THE DIRECTOR DEEMS COMPLIANCE WITH
ANY EXISTING LAW WILL RESULT IN SUCH DISCLOSURE, NO
COMPLIANCE IS NECESSARY.
EXHIBIT B
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 MANAGEMENT STAFF
I S' ~N
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STAT
STAT
STAT
Directs an Agency-wide Records Management
"Program covering:
a. The creation of records,
b, Their maintenance,..organization, and use
in the conduct of current business,
c. The transfer, preservation.or destruction
of those records no currentrequired or
seldom used.
d. The selection and maintenance of vital
e, Liaison with other government agencies.
Directs a program covering:
a. The design, utilization and
. of forms,
b. Assignment of form numbers.
c. Development, intenance and
distribution o the agency forms
index.
4a 03Q
ve s and special studies
and the equiremel1ts of area
programs , l _ %Ja
a,. Systems for the maintenance
of active-records.
b$"Microfilm operations.
c;?- Writtencommunications
d. Filing equipment and filing
suppl'Ics.
e. KS;election, deposit and
maintenance pf vital materials-4
f. Surveys and analyses of active
rec?rds systems and filing equip
ment.
REPORTS AND CORRFSPONDE}C
Directs a program coverin
a. The .e ination and preVenn
tion of uxineces_sary reporting*
b. Improved reporting,
c. Streamlining the preparation.-
and roces ing-of correspond nce.
i
mproving the alit o
d.
correspondence.
RECORDS DISPOSITION BRANCH
Directs a program covering:
a. Records inventorying and
appraisals.
b, Records control sghedules
c. Records disposition includ-
ing Congressional authorizations.
d, Surveys of area programs.
e. Liasion with other Federal
agencies on th+ destruction,
preservation,. loan and transfer
RECORDS CENTER BRANCH
Formulates the standards and
procedures responsive to agency
requirements for the transfer an
servicing of semi-active and
inactive records.
Stores and protects inactive
records and provides reference
s'ervic e.
Destroys records in accordance with
approved schedules)
Preservesre.cordswith permanent or
long retention value.,
;TAT
TAT
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WHAT IS BEING DONE ABOUT OUR RECORDS PROBLEM?
WE HAVE ESTABLISHED AN AGENCY-WIDE PROGRAM COVERING
RECORDS CREATION, RECORDS MAINTENANCE, AND RECORDS
DECEN-
ADMINISTERED ON A
DISPOSITION. THE PROGRAM IS
T HE
TRAL 1FL RAS I s BY AREA REC nDS Q I CERS SERVING
n.lt
O O E
OM
MAJOR I, 4-1 1 vF . ^- . - DIRECTION AND STAFF GUIDANCE IS PROVIDED BY THE REC-
ORDS MANAGEMENT DIVISION. (EXHIBIT C)
WE HAVE PUBLICIZED RECORDS MANAGEMENT THROUGH...
? AN ORIENTATION PROGRAM FOR AREA RECORDS OFFI-
CERS. (+EXHIBIT D)
? PUBLICATION OF THE HANDBOOK "RECORDS MANAGE-
MENT PROGRAM GUIDE." (EXHIBIT E)
A NEW RECORDS CENTER IS UNDER CONSTRUCTION
THERE IS ACTIVITY IN ALL PHASES OF THE RECORDS
MANAGEMENT PROGRAM.
l!
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CONFIDENTIAL
SECURITY INFORMATION
TRAINING PROGRAM
IN
RECORDS MANAGEMENT
Sponsored Jointly By: GENERAL SERVICES OFFICE
OFFICE OF TRAINING
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CONFI ENTIAL
SECURITY I FORMATION
14 April -11 May 1953
Chairman
O ce of raining
~
Tuesday, 14 April
0930 INTRODUCTORY REMARKS hief
1000 RECORDS MANAGEMENT IN
INDUSTRY
Record Services Division
Chief
Management Training Division
Office of Training
EAMMET J. LEAHY, President
National Records Management
Council!
1100 RECORDS MANAGEMENT IN HERBERT E. ANGEL, Director
GOVERNMENT Records Management Division
National Archives and Records
Services, GSA
Mondays 20 April
1000 THE PLACE OF RECORDS
CENTERS IN A RECORDS
MANAGEMENT PROGRAM
EVERETT O. ALLDREDGE, Chief
Records Center Branch, Records
Management Division, GSA
25X1
25X1
25X1
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CONFIDENTIAL
SECURITY INFORMATION
Monday, 20 April
1100 DISPOSITION OF FEDERAL ARTHUR E. YOUNG, Deputy Regional
RECORDS Director for Records Management
Service, Region 3, GSA
Friday, 24 April
1000 HOW TO MAKE A RECORDS DOROTHY M. LUTTRELL, Chief
SURVEY Records Administration Branch
Administrative Services Division
Office of Price Stabilization
11.00 CORRESPONDENCE MONA SHEPPARD, Organization
MANAGEMENT and Methods Examiner, Records
Management Division, GSA
1150 STATUS OF AGENCY Chief
CORRESPONDENCE Recora)services Division
MANAGEMENT PROGRAM
25X1
Monday, 27 April
1000 FORMS AND PUBLICATION
Chief
MANAGEMENT Printing Advisory Staff
1100 PRINTING AND REPRODUC- ssistant Chief
TION IN THE AGENCY Printing an eproduction
Division
25X1
25X1
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CONFIDENTIAL
Friday'I 1 May
1000 SYSTEMS FOR THE CONTROL
OF CORRESPONDENCE AND
RECORDS
1100 THE APPLICATION OF PUNC]
CARD METHODS TO RECORD
MANAGEMENT PROBLEMS
Monday, it May
1000 PROCEDURE FOR DEPOSITING;
VITAL MATERIALS
I E
1030 OPERATION OF THE VITAL
MATERIALS REPOSITORY
Records Analyst 25X1
25X1
Records Analyst 25X1
Services Officer 25X1
1100 RECORDS DISPOSAL, Chief
RETIREMENT AND Records anagemen and
PRESERVATION Distribution Branch
Friday, l 8 May
1000 STANDARDS FOR
MICROFILMING
1030 OPERATION OF AN
AGENCY RECORDS CENTER
~ecords Analyst 25X1
CONFI ENTIAL
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25X1
I ecords Analyst 25X1
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CONFIDENTIAL
SECURITY INFORMATION
Friday, 8 May
1130 THE IMPORTANCE OF A
RECORDS PROGRAM AS A
TOOL OF MANAGEMENT
~ecords Analyst 25X1
I I Chief 25X1
Organisat ion an Methods Service
Monday, 11 May
1000 THE TASK OF AREA hie f
RECORDS OFFICERS Record Services Division
25X1
1030 INSTALLING YOUR RECORDS I kssistant Chief 25X1
MANAGEMENT PROGRAM Records management and
Distribution Branch
Chief
Office of Training
25X1
25X1
25X1
25X1
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Next 1 Page(s) In Document Exempt
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 Approved For Release 2005/'Rt/'ICtNA-RDP70-0 uuu3u7 002-4
SECURITY INFORMATION
THE CENTRAL INTELLIGENCE. AGENCY
RECORDS MANAGEMENT PROGRAM GUIDE
A BRIEF ON THE FUNCTIONAL
AREAS OF RECORDS MANAGEMENT
RECORDS CREATION
RECORDS MAINTENANCE
RECORDS DISPOSITION
O
D
OO
0
0
0
0
0
GENERAL SERVICES OFFICE
RECORDS MANAGEMENT & DISTRIBUTION BRANCH
25X1
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RESTRICTED
This pamphlet has been prepared in response to requests for
a concise outline of the scope of the Agency Records Manage -
ment Program. It is not intended that it serve as an operating
handbook, but instead, is designed to provide information for
the use of Area Records Officers inpresentingthe Program
to operating officials and other area personnel. Accordingly,
program objectives and the methods to accomplish them have
been stated in broad terms.
The Guide is written functionally; therefore phases of the
Program are not necessarily outlined in the order in which
they will be undertaken. However, the Guide will familiarize
Agency personnel with the areas to be covered and will pro-
vide the Area Records Officers with a basis for scheduling
the various steps of the Program.
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RESTRICTED
PAGE
1. An Introduction to Records Management . .
1
III. Creation of Records
Reports Management .............
3
Forms Management ..............
4
Correspondence Management ........
5
IV. Organization, Maintenance and Use of
Records
Mail Control ...................
6
Reference Service ...............
7
Maintenance Management ..........
8
Equipment and Supplies Standards .....
9
V. Disposition of Records ..............
10
VI. Vital Materials Program ............
11
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RESTRICTED
AN INTRODUCTION TO RECORDS MANAGEMENT
Records are defined by statute, and Federal agencies are
required by law to establish and maintain an active and
continuing Records Management Program. Authority to de-
stroy records is obtained from the Congress through the
National Archives and Records Service in accordance with
its prescribed standards and procedures. In CIA, this au-
thority is obtained by the Records Management and Distri-
bution Branch, General Services Office.
Records Management is a specialized field of work and deals
with problems and practices relating to the creation, main-
tenance, organization, and use of records in the conduct of
current business, and in the preservation, elimination, trans-
fer or other disposition of those records which are not cur-
rently required or are seldom used. Although the need for
adequate management over the accumulation of records
exists from the time they are created or received until their
final disposition, it is recognized that it is not possible to
have such management absolutely alike in all areas because
of the differences in organizational structure and substantive
functions.
The essential guides and sources of detailed informationfor
implementing the Agency Records Management Program will
be published in Agency Regulations, Notices and Handbooks
developed in cooperation with operating and staff officials.
There are presented in the following sections definitions and
a general outline providing the reader with an over-all pic-
ture of the functional areas of records management. These
areas are: Creation of Records; Organization, Maintenance
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iftor,
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RES'T'RICTED
11
and Use of Records; Disp9sition of Records; and the Vital
Materials Program.
IN IT IONS
For purposes of this guide,"', the following definitions apply:
Records include all books, apers, maps, photographs, films,
recordings or other documentary material, regardless of
physical form or characteristic, made or received by any
portion of the Agency in pursuance of Federal law or in con-
nection with the transaction of public business and preserved,
or appropriate for preservation, by the Agency or its legiti-
mate successor as evidenqe of the organization, functions
,
policies, personnel, decisiois, procedures, financial or legal ,
transactions, operations, or other activities, or because of
the informational value of dta contained therein.
Non-record material includes library and museum material
made or acquired and preserved solely for reference or ex-
hibition purposes, extra copies of documents preserved only
for convenience of referene, and stocks of publications or
processed documents.
Forms are printed or reproduced documents with blank
spaces provided for inserting specific information. Form
letters are printed or reproduced letters to furnish informa-
tion for repeated mailings or one mailing to numerous desti-
nations. Form letters with pr without blank spaces, except
for actual intelligence information produced[ therein, are con-
sidered forms.
Report s are all requirements for written data, one time or
recurring, established to provide administrative or manage-
ment control of operations. I
I2 -
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RESTRICTED
Correspondence includes all memoranda, letters, and dis-
patches sent to or received by a person in the Agency in the
execution of his official duties.
CREATION OF RECORDS
Objectives
`rrrr' 1. Eliminate and prevent unnecessary or duplicate report-
ing.
Conduct an initial reports inventory and establish ref-
erence and analysis files.
2. Establish controls for the clearance through the Area
Records Officer of all proposed reporting requirements.
3. Review and analyze all new reporting requirements
placed by the office upon other CIA elements and other
Government agencies.
Insure that instructions, forms, and procedures for nec-
essary reports are clear and complete to provide simple
and direct reporting methods.
3. Insure that required reports provide adequate data and
that realistic reporting intervals are established.
4. Provide a central reference point for information on
reports.
Method of Accomplishment
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 Approved For Release 2005/11/21', : CIA-RDP70-00211 R000300010002-4
RESTRICTED
4. Analyze all reports prepared by the office to insure that
reports are prepared in the most efficient manner, and
to develop recommendations for submission to requiring
offices or agencies.
5. In view of changes in organization and requirements,
conduct periodic surveys to insure the necessity for
each existing report an d the adequacy of Reports Man-
agement records.
Objectives
FORMS MAGEMENT
1. Insure the need for each Existing form and each proposed
form.
2. Reduce the number of forms by consolidating those serv-
ing like functions, eliminating obsolete or ineffective
forms, and using standad Government forms when ap-
propriate.
3. Simplify, standardize, and improve essential forms ac-
cording to Agency standards.
4. Insure that forms are reproduced, stocked, and dis-
tributed as economically i as possible.
5. Insure that procedures or use with specific forms (or
groups of forms) provide for maximum efficiency and
utilization of personnel.
6. Provide a central reference point for information on
forms.
Method of Accomplishment
1. Conduct an initial forms, inventory and establish ref-
erence and analysis files
.. 4 -
Approved For Release 2005Al'f 44,IC RDP70-00211 R0003000 02-4
 TED DP70-002118000300010002-4
Approved For Release 2005/11/21 :IF
RE TR
2. Establish controls for the clearance through the Area
Records Officer of all proposed new and revisedforms.
3. Review and analyze all requirements for forms and the
procedures related to their use.
4. In view of changes in organization and requirements,
conduct periodic surveys to insure the necessity for
each existing form and the adequacy of Forms Man-
agement records.
Objectives
1. Simplify and speed up the preparation and handling of
correspondence.
2. Improve the quality of correspondence and adequacy of
I../ documentation.
3. Enable faster training and increased utilization of per-
sonnel.
Method of Accomplishment
1. Conduct surveys to determine the types and volume of
correspondence prepared.
2. Provide measures for the continuous review of corre-
spondence practices.
3. Develop and maintain uniform correspondence pro-
cedural and style policies and practices.
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 Approved For Release 2005/11/21: CIA-RDP70-00211 R000300010002-4
RESTRICTED
4. Develop and employ the use of pattern paragraphs, letter
guides, and form letters.!;
5. Develop and maintain quality standards for improving
letter content and letter +riting aptitudes.
6. Review copy requirements to prevent the preparation of
nonessential copies of communications.
ON IV
ORGANIZATION, MAINTEN,NCE AND USE OF RECORDS
Objectives
matter, negotiable instruments, etc.
I!
1. Provide for the prompt and systematic flow of corre-
spondence from originators to action or information
addressees.
2. Insure that action is ac9omplished within established
time limits. LL
3. Provide receipt control or the exchange of classified
Method of Accomplishment
Conduct surveys to determine the types and volume of
correspondence handled, !'production rates of machines
and personnel, and the process steps affecting the flow
of work.
2. Develop recommendation regarding the functional or-
ganization and staffing of the office, correspondence
Approved For Release 2005>>i IcFI-RDP70-0021 1 R00030002-4
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RESTRICTED
processing steps and techniques, forms, and the utili-
zation of labor saving equipment.
3. Install the revised system, train area personnel in its
use, and conduct periodic follow-up to insure adequacy
of the system.
REFERENCE SERVICE
Objectives
1. Locate file stations realistically and insure that the
contents of files are adequate for the reference serv-
ices required.
Method of Accomplishment
1. To determine the best locations for file stations, con-
sider: The degree to which administrative responsi-
bility or control is delegated; the possible elimination
of duplicate files; the quality of filing standards desired;
the accessibility of files to users; any restrictions on
the use of classified material; 2,nd the flow of material to
the files.
2. To provide adequate reference service, determine: The
volume and kinds of papers filed; manner in which re-
quests for file material are made; impact of work flow
on files; trends indicative of future reference require-
ments; and the adequacy of personnel, supplies, forms,
and equipment.
3. Develop recommendations, install the revised system,
train area personnel in its use, and conduct periodic
follow-up to insure its adequacy.
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 ,Approved For Release 2005/11/21' C: CIA-RDP70-00211 R000300010002-4
REST) ICTED
MAINTENANCE MANAGEMENT
Objectives
1. Develop a classification plan for the standardized filing
of both general administrative material and records
dealing with the operati',ional activities of the office.
tandard III for the orderly maintenance
2. Develop filing standard;-
and preservation of currient records.
3. Provide auxiliary records or indexes (filing media) to
facilitate reference to primary records.
4. Develop specialized systems for records pertaining to
the operational activitie~ of the office.
Method of Accomplishment
1. To develop a classification plan:
a. Analyze the content Of records to determine defin-
itive subject categories (primary, secondary, terti-
ary, etc.).
b. Apply the Subject-Nimeric System of the Agency
Filing Manual to general administrative records,
and develop such special systems necessary for
filing records of operational activities, of the office.
2. To develop filing standar'lds:
a. Determine what mate) ial on specific transactions or
subjects are to be kept together, the arrangement of
folders, and the methods of labeling; folders, guides,
and file drawers.
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RESTRICTED
b. Install revised system, prepare written instructions,
arrange for equipment and supplies, train area per-
sonnel, and conduct periodic follow-up to determine
adequacy of system.
To provide adequate finding media:
a. Consider volume and complexity of records and the
organizational structure of area served to determine
type of index or guide needed.
b. Develop necessary forms and written instructions to
implement the system, and procure equipment for its
installation.
4. Analyze operational records to determine the extent that
machine methods and other specialized forms of record
keeping can be employed.
EQUIPMENT AND SUPPLIES STANDARDS
Objectives
1. Effect standardization of filing equipment and filing
supplies.
Method of Accomplishment
1. Conduct surveys, provide guides, and establish control
measures to insure that filing equipment and supplies
conform to prescribed Agency standards.
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RESTRICTED
1. Provide for the economjical and systematic disposition
of Agency records including their preservation, reten-
tion, transfer, and disposal according to Federal statutes
and regulations. II
2. Release high cost office space and filing equipment no
longer needed in the dail routine of business.
Method of Accomplishment
1. Prior to conducting al records disposition survey,
obtain background information regarding the organ-
izational structure of ?ffices to be surveyed, their
functions and missions' and the flow of work within
and between offices concerned.
2. Plan the disposition survey, taking into consideration
the availability of personnel, and the size and complexity
of the organization. Determine in advance the basic
records unit to be inventpried (i.e., whether each sepa-
rate form, or a group of records servingthe same pur-
pose, will be reviewed) and specify the criteria to be
used for describing eac unit of record. Consider also
the possibility of obtaining information of value for
records management functions other than records
disposition.
3. Conduct the inventory and record all pertinent informa-
tion which will be needO, to determine, retention periods
and the disposition of re?orris.
-I P_
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RESTRICTED
Evaluate records in terms of their immediate usefulness
to the Agency for administrative, legal, fiscal, and other
operating purposes. Clear recommendations with oper-
ating officials.
5. Develop records control schedules in the form of direc-
tives to provide for the disposition of record and non-
record material by either permanent preservation,
microfilming, distruction, or transfer to less expensive
records storage in the CIA Records Center. Obtain
approval of schedules from operating officials and the
CIA Records Officer.
Maintain records control schedules up to date in view
of changes in organization and requirements.
7. Conduct periodic follow-up to insure that records con-
trol schedules are adequate and that the disposition of
records is being effected in accordance with schedules.
Objectives
1. Provide for the secure transfer, storage, and ultimate
disposition of materials essential to the Agency on a
continuing basis and which in the event of destruction
would constitute an irreplaceable loss.
Method of Accomplishment
1. In collaboration with the CIA Vital Materials Officer and
operating officials:
a. Identify vital materials and determine their dis-
position.
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 Approved For Release 2005/11/2111, : CIA-RDP70-00211 R000300010002-4
RE$TI ICTED
b. Develop schedules fort deposit and disposition.
c. Initiate the transfer~ of vital materials to the re-
pository.
I2-
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REST4ICTED
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
Approved For Release 2005/11/21 : CIA-RDP70-00211R00030001002-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211R000300010002-4
' Public LAW M
s31 bps rwoa ib
ut arizod disclosure
l ct W.
or of C
"UMOS
ro raa ovori
on and distribution rreceftres of rents
Trot Central Tntelli enss Aft av plier with
0 a the Records '"isposai Let insofar as It
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 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
FORMS MAGI
EFFECTED THE FOLLOWING SAVINGS THROUGH THE ELIMINA
TION OF UNNECESSARY FORMS...
8860
TOTAL $ 486,557
SAVINGS
$ 285,035
112,562
AS AN EXAMPLE--FIVE FORMS USED FOR THE SAME BASIC
FUNCTION OF LOGGING AND CONTROLLING MAIL WERE CON-
SOLIDATED INTO ONE FORM TO SERVE THE SAME PURPOSE...
FORM No.
35-19
51-42
60-7
70-2
70-3
T
LOG
DOCUMENT
LOG SHEET
INCOMING
Loci
OUTGOING
LOG
STATUS
ELIMINATED
ELIMINATED
ELIMINATED
ELIMINATED
ELIMINATED
38--t4
THE FIVE FORMS WERE ELIMINATED AND
FORM 38--1.4 AT SAVINGS OF $9,077.
CONSOLIDATED INTO
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 Approved For Release 2005/11/21
CORRESPONDENCE MANAGEMENT
ESTABLISHED LETTEREX AS A STANDARD STOCK ITEM AND
PROMOTED ITS USE THROUGHOUT HEADQUARTERS. CLERICAL
EFFORT VALUED AT $44,000 ANNUALLY IS BEING CONSERVE
DEVELOPED AND COORDINATED THE AGENCY CORRESPONDENCE
HANDBOOK. POTENTIAL BENEFITS...
r MORE EFFICIENT STYLE STANDARDS AND CORRES-
PONDENCE HANDLING PROCEDURES.
CONDUCTED SURVEYS IN TWO MAJOR OFFICES, RESULTING IN...
REDUCTIONS OF FROM 10% TO )40o IN THE CONTENT 0~14
. 11
0 DISC, OF 110 REPETITIVE LETTERS AND
MEMORAND MS APPROPRIATE TO STREAMLINING
THROUGH PATTERN CORRESPONDENCE.
e. Cs ct$ tUr r* and special studiss of ton.a to deterudze
aske rsa dstions for rovaor:ast t g t
STAT
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 Approved For Release 2005/1 191 - - - 00300010002-4
REPORTS MANAGEMENT
WROTE THE PROSPECTUS "AN INTRODUCTION TO REPORTS
MANAMEMENT.1" (EXHIBIT F)
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 Approved For Releas5/11/21 : CIA-RDP70-00211 R000300010002-4
?
!2(toll,,, t t?
Crl2 o ...
REPORTS MANAGEMENT
WHAT IS REPORTS MANAGEMENT?
WHY IS IT NEEDED?
HOW IS IT ADMINISTERED AGENCY
WIDE?
HOW IS AN AREA PROGRAM
INSTALLED AND CONTINUED?
MANAGEMENT STAFF
RECORDS MANAGEMENT DIVISION
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 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
IT IS A CONTINUING PROGRAM OF PLANNED REPORTS ANALYSIS DESIGNED TO...
? IMPROVE THE QUALITY OF REPORTS and
WHAT IS REPORTS MANAGEMENT?
? ASSURE THAT REPORTS ARE PREPAR~D BY THE SIMPLEST
AND LEAST EXPENSIVE MEANS.
i
? FEWER REPORTS, BETTER REPORTS. AT LE
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 WHY igpEoytg(FI SRRhl~ftiipyq/1P1~?IRAQ' - 1 9-00211 R000300010002-4
LET'S FACE IT! AN AGENCY-WIDE NETWORK OF REPORTING SYSTEMS IS NEC-
ESSARY. OUR ORGANIZATION IS COMPLEX. OUR OPERATIONS ARE WORLD WIDE.
WE MUST DEPEND ON REPORTS FOR CONTROL OVER
THESE OPERATIONS.
BUT WITHIN SUCH A FRAMEWORK, SOME UNNECES-
SARY AND INADEQUATE REPORTING IS BOUND TO
EXIST. SEEKING OUT AND CORRECTING THIS CON-
DITION, AND PREVENTING ITS RECURRENCE, CALLS
FOR A COORDINATED AGENCY-WIDE PROGRAM OF
REPORTS ANALYSIS.
HOW WILL THE AGENCY PROGRAM BE ADMINISTERED?
IT IS PROPOSED THAT THE AGENCY PROGRAM BE A DECENTRALIZED ONE. THAT
IS, IT WILL BE COMPOSED OF MANY AREA PROGRAMS ESTABLISHED AT LEVELS
WHERE MAXIMUM BENEFITS CAN BE EXPECTED FROM REPORTS MANAGEMENT. THUS
COMPONENT (AREA) PROGRAMS CAN BE DESIGNED TO MEET SPECIFIC NEEDS..
EACH AREA PROGRAM SHOULD COVER AS A MINIMUM: ALL RECURRING ADMINIS-
TRATIVE OR MANAGEMENT REPORTS REQUIRED FROM, OR PREPARED FOR...
(1) OTHER HEADQUARTERS COMPONENTS.
(2) ANY CONTINENTAL OR OVERSEAS FIELD ACTIVITY.
(3) ANY ORGANIZATION, FEDERAL OR PRIVATE, OUTSIDE THE AGENCY.
EMPHASIS IS THUS PLACED. ON MANAGING RECURRING ADMINISTRATIVE OR MAN-
AGEMENT REPORTS.
HOWEVER, THIS SHOULD NOT EXCLUDE APPLYING REPORTS MANAGEMENT PRINCIPLES
TO ONE-TIME REPORTS, OR THOSE WHICH PROVIDE FOR THE COLLECTION, PRODUC-
TIONjOR DISSEMINATION OF INTELLIGENCE.
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 HOW IS AN AREAAPROGRAM oINSRTAelease LLED? 2005/11/21
REGARDLESS OF THE SIZE OF YOUR ORGANIZATION OR THE COMPLEXITIES OF ITS
REPORTS, CERTAIN STEPS ARE ESSENTIAL. LET'S BRIEFLY EXAMINE THESE.
STEP I - THE REPORTS INVENTORY
1NVE4TpRY
A
DAT
HEFT
Rs
O
,
,~
THIS STEP BUILDS THE PROGRAM'S FOUNDATION. IT
1
u-
jAf
ADDITION, ITWILL
ATTACH
O
T
II
COPI
E
SOF
PERTINENT
w
DIRECTIVES OR
~f----_~ -
INSTRUCTIONS,
AND OTHER DESCRIP.
~ TIVE MATERIAL.
STEP 2 - THE REPORTS ANALYSIS
THE MOST OPPORTUNE TIME FOR THIS
ANALYSIS IS DURING THE INVENTORY.
IT IS THEN THAT PROBLEM AREAS ARE
REVEALED. FURTHERMORE, THE INVEN.
TORY DATA SHEET CAN BE USED TO RE.
CORD RECOMMENDATIONS.
ANALYSIS PROJECTS SHOULD BE PLANNED
AND COORDINATED. HERE'S WHY..._.
1. MANY REPORTS ARE INTERRELATED.
3. AN ANALYSIS OF REPORTING DOCUMENTS ALONE IS NOT ENOUGH. EQUALLY IM.
PORTANT IS AN EXAMINATION OF THE R(LATED PROCEDURES AND RECORDS.
4. OUR REPORTING SYSTEMS CONTAIN A WIDE VARIETY OF NARRATIVE, TABULAR,
GRAPHIC, AND PUNCH CARD REPORTS. AN LYZING THESE REQUIRES A KNOWLEDGE
OF MANY TECHNIQUES. THE SERVICES O AGENCY SPECIALISTS MAY THEREFORE
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 GU I Dies roof l F rAS~,se IT11WC! Cl& RQES71 29?1 ~ROLOO 0009W?SI ED BY THE
REPORTS I AND CORRESPONDENCE MANAGEMENT BRANCH. ALSO, THE INVENTORY DATA
SHEETS CONTAIN BASIC QUESTIONS TO AID THE ANALYST. FOR EXAMPLE:
9. COMPLETE THE FOLLOWING USING SPACE 10 IF NECESSARY:
YES
NO
A.
DOES INFORMATION IN THIS REPORT DUPLICATE IN ANY MANNER DATA IN OTHER REPORTS
YOU PREPARE? IF SO. SPECIFY THE REPORTS.
B.
IS THE INFORMATION REPORTED IN MORE DETAIL, SUBMITTED MORE FREQUENTLY. OR GIVEN
WIDER DISTRIBUTION THAN IS CONSIDERED NECESSARY? IF SO, EXPLAIN AND RECOMMEND
CHANGES.
C.
IS YOUR OFFICE ABLE TO MEET THE REQUIRED SUBMISSION DATE FOR THIS REPORT WITHOUT
DETRIMENT TO OPERATIONS? IF NOT, EXPLAIN. SPECIFY IF ANY OVERTIME HAS BEEN
REQUIRED TO MEET DUE DATES. RECOMMEND CHANGES.
D.
IS THE FORM OR FORMAT PRESCRIBED FOR THIS REPORT ADEQUATE WITH REGARD TO:
(1) SPACING - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
(2) WEIGHT OF PAPER? (Can sufficient copies be made at one typing?). . . . . . -
(3) POSSIBLE ELIMINATION OF TRANSMITTAL LETTERS? - _ - - - - - - - -
E.
IF THE REPORT IS REPRODUCED BY MIMEOGRAPH. DITTO, MULTILITH, ETC.. DO THE MASTERS
CONTAIN THE MAXIMUM AMOUNT OF PREPRINTED DATA (headings, lines, etc.)?
F.
ARE INSTRUCTIONS FOR THE PREPARATION OF THIS REPORT CLEAR AND COMPLETE?
G.
WOULD YOUR OFFICE CONTINUE TO:
(1) MAINTAIN - - - - - - - - - - - - - - - - - - -
(2) COMPILE - - - - - - - - - - - - - - - - - - -
THE DATA BEING SUBMITTED IN THIS REPORT. IF THE DIRECTIVES FOR ITS SUBMISSION
WERE RESCINDED? IF SO. EXPLAIN.
10. WHAT IS YOUR APPRAISAL OF THIS REPORT? RECOMMEND ANY IMPROVEMENTS INCLUDING REVISED
PREPARATION PROCEDURES.
0.
IS THE INFORMATION REQUIRED BY YOUR OFFICE APPROPRIATE TO
ITS ASSIGNED FUNCTIONS.
RESPONSIBILITIES, AND AUTHORITY?
E.
IS THE INFORMATION REQUIREDACTUALLY AND ACTIVELY USED A
S A BASIS FOR ACTIONS.
PLANS, OR DECISIONS, AND DOES SUCH USE FULLY JUSTIFY THE
COST OF PREPARING THE
REPORT?
F.
DOES THE NEEDFOR THIS REPORT RESULT FROM ADMINISTRATIVE
OR PROCEDURAL PROBLEMS
WHICH SHOULD BE CORRECTED RATHER THAN REPORTED? IF SO,
RECOMMEND CHANGES.
G.
IS THE REPORT DESIGNED TO SERVE A PURPOSE WHICH COULD BE
ACCOMPLISHED MORE
EFFECTIVELY SOME OTHER WAY SUCH AS THROUGH DIRECT SUPERV
ISION OR INSPECTION?
IF SO, RECOMMEND REVISIONS.
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 'Approved For F Ieps& 20(Ng1R,pR~-W 7700211R000300010002-4
FINDINGS AND RECOMMENDATIONS WHICH RESULT
FROM THE WORKING-LEVEL REPORTS ANALYSIS
GENERALLY REQUIRE STUDY OR RESOLVING BY
HIGHER, AUTHORITY. THIS IS THE PURPOSE OF
THE REPORTS REVIEW.
THE AREA RECORDS OFFICER AND REPRESENTA-
TIVES OF THOSE UNITS CONCERNED WITH THE
REPORTS UNDER REVIEW SHOULD PARTICIPATE.
IN ADDITION, A MEMBER OF THE REPORTS AND
CORRESPONDENCE MANAGEMENT BRANCH WILL BE
MADE AVAILABLE TO SERVE IN AN ADVISOR' CAPACITY. IF DESIRED, A PANEL
MIGHT BE ESTABLISHED FROM WHICH COMMITTEES COULD BE APPOINTED TO REVIEW
SOME REPORTS WILL BE FOUND
ESSENTIAL IN EVERY RESPECT.
OTHERS WILL BE CORRECTED
IMMEDIATELY.-.
OR CANCELLED!
..WHILE STILL OTHERS MAY R,EQUIRE FURTHER STUDY.
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 Approved For STEPa 4 2 ESTABLISHMENT OF PROGRAMRRECORDS 10002-4
CASE FOLDERS AND REFERENCE FILES SHOULD BE ESTABLISHED CENTRALLY ON EACH
REPORTING REQUIREMENT AS A BASIS FOR CONTINUING THE PROGRAM. RECORD MA-
TERIAL WILL RESULT FROM THE INVENTORY, ANALYSIS, AND REVIEW.
TO BE SUCCESSFUL, THE PROGRAM MUST PRO-
VIDE FORA CONTINUING REVIEW OF REPORTS.
EACH NEW OR REVISED REPORTING REQUIRE-
MENT SHOULD BE SCREENED FOR NECESSITY
BY APPROPRIATE AUTHORITYPRIOR TO BEING
ESTABLISHED.
EACH CURRENT REPORTING REQUIREMENT SHOULD BE
RE-EXAMINED AT LEAST ANNUALLY TO ENSURE THAT
ITS CONTINUANCE IS FULLY JUSTIFIED. THESE RE-
REVIEWS SHOULD BE STAGGERED THROUGHOUT THE
YEAR TO DISTRIBUTE THE WORKLOAD. THE RE-EVAL-
UATION PROCESS CAN BE SIMILAR TO THAT USED TO
ANALYZE THE REPORTS DURING THE INSTALLATION
PHASE. THAT IS, OPERATING PEOPLE EXAMINE THEIR
REPORTING REQUIREMENTS AND SUBMIT RECOMMENDA.
TIONS TO A REVIEW BODY FOR ACTION.
IT SHOULD BE REMEMBERED THAT AN ANNUAL REVIEW IS ADEQUATE ONLY IF CONDI-
TIONS REMAIN STABLE. PROGRAMS ON WHICH INFORMATION IS REPORTED MAY AC-
CELERATE OR DECELERATE RAPIDLY. CHANGES IN ORGANIZATION AND FUNCTIONS
TAKE PLACE. NEW FORCES OR TRENDS COME INTO BEARING. UNDER THESE CONDI-
TIONS REPORTS SHOULD BE CONTINUALLY APPRAISED TO ASSURE THAT THEY ARE
ECONOMICALLY SERVING THE PURPOSES FOR WHICH THEY WERE ESTABLISHED.
FEWER REPORTS, BETTER REPORTS, AT LESS COST!
A STAFF REPRESENTATIVE WILL BE PLEASED TO DISCUSS REPORTS MANAGEMENT FUR-
THER WITH YOU. CALL EXTENSION
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 Approved For Release 2005/11/21 : CIA-R - 2-4
RECORDS SYSTEMS
DEVELOPED AND COORDINATED A STANDARD SYSTEM FOR CLAS-
A
SIFYING AND FILING CORRESPONDENCE RECORDS. INSTAL-L
TI`-RAS BEEN MADE IN EIGHT OFFICES. BENEFITS FROM
THIS UNIFORM SYSTEM...
0 CENTRALIZED TRAINING OF FILE PERSONNEL./1
r TRANSFER OF PERSONNEL WITHOUT RETRAINING.V'
0 FASTER AND MORE COMPLETE REFERENCE SERVICES TO
BOTH ACTIVE AND RETIRED RECORDS.
ESTABLISHED EQUIPMENT AND SUPPLY STANDARDS FOR FILING
CORRESPONDENCE RECORDS. THE RESULTS...
0 REDUCED FROM 54 TO 6 THE NUMBER OF TYPES OF
FOLDERS STOCKED. OFFICIAL PERSONNEL FOLDERS
COSTING ONLY 6? ARE NOW SERVING AS WELL AS
THOSE WHICH FORMERLY COST 75?. A SAVING OF
$6,900 IN THE INITIAL ORDER OF 10,000 FOLDERS
WAS REALIZED.
9 REDUCED FROM 17 TO 6 THE NUMBER OF TYPES OF
CABINETS APPROVED AS STOCK ITEMS.
0 RESTRICTED LEGAL SIZE CABINETS TO THEIR USE FOR
LEGAL SIZE DOCUMENTS.
ESTABL.ISHED FIVE DRAWER NONINSULATED CABINETS
AS STANDARD WHEN SAFE CABINETS ARE NOT REQUIRED.
25% MORE FILING SPACE IS PROVIDED IN SAME AREA
REQUIRED FOR 4+ DRAWER CABINETS.
S"t
I htwl *
program covert-w
kt, i of tiva r.eo s,, including
_
eciui r t filing empties.
b. Ut IiS0101A of mie Ix?
d"it mad *Iist+amoo of vital mat ali.
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 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
MICROFILM PROGRAM
AN AGENCY-WIDE SURVEY OF MICROFILM OPERATIONS IS NOW
IN PROGRESS. THE FINDINGS FROM THIS SURVEY ARE EX-
PECTED TO PARALLEL THOSE OF A RECENT GOVERNMENT-WIDE
STUDY--WHICH WERE...
~.
i
? IT COSTS $240 TO MICROFILM ONEICABINET OF
RECORDS. EFFICIENT OPERAN~ONH DEPENDRNG
G
THE COST TO BETWEEN $38 $90j,
ON THE TYPE OF JOB.
? MORE CONSIDERATION SHOULD BE GIVEN TO STORING
RECORDS IN A CENTER IN LIEU OF MICROFILMING
THEM. THE EQUIVALENT OF A CABINET OF RECORDS
CAN BE STORED TEN YEARS FOR JUST $36
? AVERAGE EQUIPMENT UTILIZATION WAS ONLY
IT SHOULD BE AT LEAST 50%-
18.5%.
? L19%i OF THE PROJECTS IN OPERATION (IN TERMS OF
MONEY) WERE FOUND INVALID.
STAT
I/.
Approved For Release 2005/11,1/21 : CIA-RDP70-00211 R000300010002-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
VITAL MATERIALS PROGRAM
COPIES OF RECORDS CONSIDERED ESSENTIAL FOR EMERGENCY
OPERATIONS AND FOR REESTABLISHMENT OF THE AGENCY IN
THE EVENT OF A DISASTER ARE BEING DEPOSITED AND MAIN-
TAINED IN A REPOSITORY IN A SAFE AREA. TOTAL DEPOSITS
TO DATE ARE...
du
? DOCUMENTS, MAPS
CARDS
AND
,
,
,~
OTHER MISCELLANEOUS RECORDS 8O B NETS
? TABULATING MACHINE CARDS 3.862.603 CARDSr(vL"
? MICROFILM 6,891 REELS
STAT
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
 Approved For Release 2005/11/21 CIA-RDP70-00211 R000300010002-4
MAIL CONTROL SYSTEM
AN INTRA OFFICE MAIL CONTROL SYSTEM HAS BEEN DEVELOPED
AND INSTALLED IN ONE MAJOR OFFICE. THE SYSTEM...
? EXPEDITES TRACING AND LOCATING CORRESPONDENCE
IN PROCESS.
? PROVIDES A FOLLOW UP ON UNANSWERED CORRES-
PONDENCE.
? SERVES AS A LOG AND RECORD OF ACTIONS TAKEN.
? SERVES AS A FINDING MEDIA FOR FILED CORREP$-
PONDENCE.
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
RECORDS DISPOSITION.
CONDUCTED 15 SURVEYS.
PREPARED 14 RECORDS CONTROL SCHEDULES COVERING 15,869
CUBIC FEET OF RECORDS, EQUAL TO 1,983 FILE CABINETS.
SUBMITTED 15 REQUESTS FOR AUTHORITY TO DISPOSE OF
5,704 CUBIC FEET OF EXISTING RECORDS AND SIMILAR
ACCUMULATIONS ON A CONTINUING BASIS. EXHIBIT G
ILLUSTRATES A TYPICAL REQUEST AND APPROVAL.
IN FFY 54, TRANSFERRED TO THE RECORDS CENTER...
7,6+7 CUBIC FEET OF RECORDS EQUAL TO
946 SAFES CABINETS WITH A REPLACEMENT VALUE OF...
$227,528
U s pr grsa cow
a.
r ntian
of records and 1rsis to date;
. words df.l>r site ae1 dt Con rases
e. Liaison with other
i ad,neies on the deli
10*4 and tracer Its rya,
their
STAT
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
THIS EXHIBIT ILLUSTRATES..
A. RECORDS CONTROL SCHEDULE
T H I S I S PREPARED BY RECORDS MANAGEMEN'1'-,+4 COLLAB-
ORATION WITH REPRESENTATIVES OF OPERATING ORGANIZE,
TIONS.
B. REQUEST FOR AUTHORITY TO DISPOSE OF RECORDS
THIS IS PREPARED 6Y RECORDS MANAGEMENT AND CLEARED
WITH REPRESENTATIVE OF THE OFFICE OF THE GENERAL
COUNSEL, THE SECURITY OFFICE, AND THE OFFICE OF THE
COMPTROLLER.
ESENTATIVE OF THE NATIONAL
A FULLY CLEARED REPR
ARCHIVES REVIEWS AND APPRAISES OUR REQUEST AND SUB-IV
MITS IT TO CONGRESS FOR APPROVAL.
C. APPRAISAL REPO_R,T
THIS IS PREPARED BY THE FULLY CLEARED REPRESENTATIVES
OF THE NATIONAL ARCHIVES
D. ACTION TAKEN BY CONGRESS
THIS IS SHOWN IN THE UPPER RIGHT PORTION OF THE
REQUEST.
EXHIBIT G
Approved For Release 2005/11/21 : CIA-RDP'0-00211R0003000100 2-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4
RECORDS CENTER OPERATIONS
COMPLETION OF THE NEW RECORDS CENTER IS SCHEDULED
28 DECEMBER" 195+.
EXHIBIT Hp 1, AND J REFLECT RECORDS CENTER OPERA-
TIONS FOR FY 54.
Ooor& VA
snob Zor Utss tbs standards ,tom precedums susiv to genc
for tbs tr tsr and servicing of ss restive and iriactiv*
a protects inactivo records and provides rstsrinc* slrvic.;
lance with apgroed schadtl of Pr"
of or ierw rstsnticz value.
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300010002-4