RECORDS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300110006-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 45
• Document Creation Date: December 19, 2016
• Document Release Date: September 30, 2005
• Sequence Number: 6
• Publication Date: March 24, 1954
• Content Type: REGULATION

Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
Existing and Proposed Regulations and Handbooks
Governing the Agency Records Management Program
Regulations
'R
Records Management
Correspondence Management
Reports Management
Forms Management
Files Maintenance
Microphotography
Vital Materials
Records Disposition
FILED:
RETURN/TO
RECORDS MANAGEMENT DIVISION /
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
Regulations
STAT Records Management
STAT Correspondence Management R
STAT Reports Management R
STAT Forms Management R
STAT Files Maintenance R
STAT Microphotography R
STAT Vital Materials R
STAT Records Disposition
STAT Records Management Program Guide HB
STAT Correspondence Handbook HB
STAT Forms Management HB
HB.
Handbook for the Subject Classification
and Filing of Correspondence Records
STAT Mail Control Systems HB
Microphotography HB
Vital Materials HB
Records Disposition HB
STAT Records Center Operations HB
In Draft Comments Final Copy
Process Completed To RCS Received to RCS Issued
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/1 IA-RDP70-002118000300110006-9
0
Recissions: CIA Regulation
0
Page
GENERAL ... ............... 1
PURPOSE AND POLICIES ..... 1
DEFINITIONS .............. 3
1. GENERAL
24 March 1954
Page
PROGRAM SCOPE .......... 4
RESPONSIBILITIES ....... 4
SUPPLEMENTAL REGULATIONS
AND HANDBOOKS ....... 6
a. This regulation prescribes general policies and methods for
the economical and efficient management of Agency records. Its
requirements are based on and are-in agreement with the Federal
Records Act of 1950 (Public Law 754) and other applicable Federal
Statutes and regulations, and the Agency's policies.
b. The scope of records management precludes including the de-
tailed policies, standards, and procedures for this program in a
single regulation. Hence, supplemental regulations and handbooks
on each major aspect of records management are provided. These
are cited in paragraph 6 of this regulation.
Records management ensures control over records creation, mainte-
nance, and disposition. These objectives are realized by the
continuance of an Agency wide Records Management Program governed
by the following policies:
a. Adequate controls over the creation of records shall be insti-
tuted to ensure that important policies and decisions are adequately
recorded by the most efficient and economical means, and that the
creation of unnecessary records are prevented. The techniques to be
applied in this area include controlling and improving correspond-
ence, reports, and forms; and the immediate destruction of transitory
material of no record value,
b. Provision shall be made for the continued analysis and improve-
ment of mail handling and routing, record classification and index-
ing systems, the use of filing equipment and supplies, and the
reproduction and transportation of records. Such measures will
ensure that records are maintained economically and efficiently for
maximum usefulness.
25X1
Approved For Release 2005 ASE IA-RDP70-00211 R000300110006-9
OLWILT
 Approved For Release 2005/141c`.'IA-RDP70-00211 R000300110006-9
c. Records of continuing value must be preserved. Records
which are no longer of current use shall be promptly trans-
ferred to the Agency Records Center, microfilmed, or des-
troyed. Records control schedules shall be developed and
maintained for these purposes.
d. No records shall be alienated or destroyed except in
accordance with the Provisions of the Records Disposal Act.
Sections 234 and 235 of Title 18 of the United States Code
attaches severe penalties to the willful and unlawful de-
struction, damage or alienation of any Federal records. It
reads as follows:
"23h. Destroying Public records. Whoever shall willfully
a"n unlawfully co`nceal, remove.,, mutilate., obliterate or
destroy, or attempt to conceal, remove, mutilate, ob-
literate, or destroy, or with intent to conceal, remove,
mutilate, obliterate, destroy, or steal, shall take and
carry away any record, proceeding, map, book, paper,
document, or other thing, filed or deposited with any
clerk or officer of any court of the United States, or
in any public office, or with any judicial or public
officer of the United States, shall be fined not more
than $2,000, or imprisoned not more than three years,
or both."
"23S. Destroyina records by officer in charge. Whoever,
wing the custody of any _reca-Trc, -proceeding, map, book
document, paper, or other thing specified in section 23.
of this title, shall willfully and unlawfully conceal,
remove, mutilate, obliterate, falsify, or destroy any
such record, proceeding, map, book, document, paper, or
thing, shall be fined not more than $2,000, or imprisoned
not more than three years, or both; and shall moreover
forfeit his office and be forever afterward disqualified
from holding any office under the Government of the United
States."
e. A records center shall be established and maintained for the
storage, processing, and servicing of Agency records, including
Top Secret material.
f. Vital materials shall be identified and moved to a repository
for safe keeping.
Approved For Release 200 ET IA-RDP70-0021 1 R000300110006-9
 Approved For Release 2005/1 ZURDP70-0021 1 R000300110006-9
3. DEFINITIONS
a. "Records include all books, papers, maps, photographs,
or other documentary material, regardless of physical form
or characteristic, made or received by an agency of the
United States Government in pursuance of Federal law in
connection with transaction of public business and preserved
or appropriate for preservation by that agency or its legiti-
mate successor as evidence of the organization, functions,
policies, decisions, procedures, operations or other activities,
or because of the informational value of data contained therein."
(57 stat. 380, as amended; iii USC 366)
b. "Non-record Material includes library and museum material'
made or acquired and preserved solely for reference or exhi-
bition purposes, extra copies of documents preserved only for,
convenience of reference, and stocks of publications or proc-
essed documents." (57 stat, 360, as amended; is USC 366)
c, Semi-active Records are those records which are referred to
infrequently by the activity that accumulated them but which
must be retained permanently or for a specified period before'
their disposition is authorized.
d, Inactive Records are those records never or rarely referred
to by t e activity that accumulated them but which must be re-
tained'permanently or for a specified period before their dis-
position is authorized.
e. Retired Records are those records that must be preserved for
varying periods of time and need not be retained in the office
equipment and space. They may be semi-active and inactive records,
f. Forms are printed or reproduced documents with blank spaces
for inserting specific information. Included in this definition
are form letters, labels, tags, placards, and printed signs.
g. A report is any written narrative, tabular, punch card, or
graphic information transmitted from one organizational element
to another. An administrative or management report is one which
provides for administrative or management control over an activity
or operation,
h. Correspondence includes all memoranda, letters, and dispatches
(excluding operational reports) sent or received by Agency person-
nel in the execution of official duties.
i, Vital Materials are those specific items in possession of the
Agency whic are essential to its continuance and which if destroyed
would constitute a serious or irreplaceable loss?
Approved For Release 2005/11/2.1.3G4A-RDP70-00211 R000300110006-9
SECRET
 Approved For Release 2005/1 V-RDP70-00211 R000300110006-9
J. An Area Program is one covering a major component, i.e.,
an office or a Division.
!~. PI '3GRt4M SCOPE
a. A program of records management shall be established and
maintained within each major Headquarters' component. Insofar
as benefits can be realized without jeopardizing the security
of operations, each component (area) program will cover the
following aspects of records mans ement described in the "Records
Management Program Guide," HB
(1)
Records Creation
(a)
(b)
(c)
Forms Management
Reports Management
Correspondence Management
(2)
Organization, Maintenance, and Use of Records
(a) Mail Control
(b) Reference Service
(c) Maintenance Management
(d) Equipment and Supplies Standards
(3) Disposition of Records
(a) Records Control Schedules
(b) Records Disposition Schedules
(Li) Vital Materials Program
b. Exemptions from this scope will be determined jointly by 'the
Chief of the component and the Comptroller.
RESPONSIBILITIES
a. The Deputy Directors (Administration), (Intelligence), and
(Plans), the Director of Training, and the Assistant Directors
for (Communications) and (Personnel) shall ensure that area
programs are operative within their components by 1 July 1955.
In general an area program will be administered at each level
where an Area Records Officer has been appointed. Programs for
those elements not serviced by an Area Records Officer will be
administered by a member of the Office of the Comptroller.
Approved For Release 2005/1SEC ET-RDP70-00211 R000300110006-9
25X1
 Approved For Release 2005/1Vro
R--RDP70-00211 R000300110006-9
b. Chiefs of components having area programs shall:
(1) Collaborate with the Comptroller in determining
program scope and timing, and the extent to
which the services of the Office of the Comptroller
will be used.
(2) Ensure that a program to meet the requirements of
this regulation is installed and maintained by ap..
pointing an Area Records Officer or utilizing the
services of the Office of the Comptroller.
(3) Provide required reports.
c. The Comptroller shall:
(1) Plan, develop, install and maintain the Agency Records
Management Program.
(2) Provide regulations, handbooks, and other forms of
Agency guides on records management.
(3) Formulate the general policies, procedures, and
standards for area programs.
(4) Collaborate with operating and staff officials in
planning area programs to meet specific needs of
components, and provide guides and personal
assistance for their installation and continuance.
(5) Provide material and personal guidance for on-the-
job training, or collaborate with the Director of
Training on courses in the methods and techniques
of records management.
(6) Conduct periodic records surveys to review progress
of area programs and determine conformance to Agency
policies on records management.
(7) Act as Agency liaison to the National Archives and
Records Service, General Services Administration,
on all matters pertaining to records.
(8) Serve as liaison between CIA and other agencies on
the transfer of records and other records management
matters.
(9) Serve as Agency Archivist in all matters pertaining
to the preservation of records of continuing value.
SECRET
Approved For Release 2005/11/215 CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 s70-00211 R000300110006-9
(10) Establish and operate the Agency Records Center
for the storage and servicing of retired records,
including Top Secret material, and the repository
of vital materials.
(11) Develop stan r~ for the microfilming of Agency
records; evate and approve microfilming pro-
jects; and.control the use and purchase of equip-
ment and supplies.
(12) Approve requests for filing equipment.
(13) Provide Agency-wide forms analysis and design
services including the approval of new or re-
vised forms and requests for reprints.
(]1) Furnish reports on records inventories and program
activity,
d. Area Records Officers shallt
(1) Collaborate with records analysts of the Office of
the Comptroller in installing and maintaining area
programs.
(2) Assume direct responsibility for continuing the
programs., including:
(a) Plan and conduct surveys and studies to ensure
continuing program effectiveness.
(b) Maintain program data and compile reports thereon.
(c) Instruct area personnel in records management
methods and techniques.
(d) Act as area liaison to the Office of the Comptroller
on all records management matters.
6. SUPPLEMENTAL REGULATIONS AND HANDBOOKS
The following regulations and handbooks supplement this regulation:
REGULATIONS
Correspondence Management
Reports Management
Forms Management
Files Maintenance..
Microphotography
Vital Materials
Records Disposition
Approved For Release 2005/11/21- lA-RDP70-00211 R000300110006-9
SECRET
 Approved For Release 2005/11 /220 P70-00211 R000300110006-9
HANDBOOKS
HB
HB
HB
HB
HB
HB
HB
HB
HB
Records Management Program Guide
Correspondence Handbook
Forms Management
Handbook for the Subject Classification and
Filing of Correspondence Records
Mail Control Systems
Microphotography
Vital Materials
Records Disposition
Records Center Operations
L. K. WHITE
Acting Deputy Director
.(Administration)
Approved For Release 2005/IU RDP70-00211 R000300110006-9
 Approved For Release 2005/11/2SEGRffDP70-00211 R000300110006-9
0
Page
GENERAL ................... 1
PURPOSE AND POLICY ......... 1
DEFINITIONS ..,..........>. 1
1. GENERAL
2I March19b
Page
PROGRAM SCOPE .,,.............' 2
PROGRAM ESSENTIALS ..,........ 2
RESPONSIBILITIES ...,...,..... 3
This regulation establishes policies, standards and procedures
for the management of Agency reporting requirements. It supple-
ments Regulation, and Handbook HB 0 which state
in broad terms the policies and methods of administering the
Agency-wide Records Management Program. This Program encompasses
the creation of records, their maintenance and use, and their
disposition. Reports management is an aspect of records creation.
Die goal of the CIA Reports Management Program is threefold:
(1)
(2)
(3)
Eliminate and prevent unnecessary reporting.
Insure that instructions, forms, and procedures
for necessary reporting are clear and complete
to provide simple, direct reporting methods.
Improve the quality of reports.
In brief, reports management means fewer reports, better reports,
at less cost.
3, DEFINITIONS
a, Report _~ - Any written narrative, tabular, punch card, or
grap iznformation transmitted from one organizational element
to another,
b. Administrative or Management R2 port - A report which provides
for adminis rative or management control over an activity or
operation.
SECRET'
25X1
25X1
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11 4C
RDP70-00211 R000300110006-9
ary
c. Recurring Report - Either a periodic report which conveys
essentially the same type of information regularly at pre-
scribed intervals, or a situation report which is prepared
upon each occurrence of an event of certain prescribed charac-
teristics.
la. PROGRAN SCOPE
a. A program for controlling and improving reports shall be
established and maintained within each Headquarters' component.
The scope of each component (area) program shall cover as a
minimum:
All requirements for administrative or management reports placed
upon, or received from:
(1) Other Headquarters' components.
(2) A field activity.
(3) Any organization, Federal or private, outside CIA.
b. This minimum places emphasis on managing recurring adminis-
trative or management reports. However, this should not preclude
applying reports management principles to requirements for one-
time reports or reports which provide for the collection, pro-
duction and dissemination of intelligence.
PROGRAM ESSENTIALS
Area programs shall provide for the following essentials:
a. An analysis of each reporting requirement at the time an
area program is established.
b. A review of any proposal to impose a new or revised reporting
requirement upon another Agency organizational element. Such re-
view shall be performed by either:
(1)
(2)
The Chief of the originating component.
A reports review panel composed of representatives
from those offices concerned with the proposed
reporting requirement.
(3) The originating component's Area Records Officer.
co A review of each new or revised reporting requirement within
six months after its establishment.
Approved For Release 200,199t1IA-RDP70-00211 R000300110006-9
 Approved For Release 2005/1 ' RDP70-00211 R000300110006-9
d. An annual review of each reporting requirement to ensure
that it is economically serving the purposes for which it was'
established.
e. The establishment and maintenance of a central file of
case.folders on each reporting requirement covered by an
area program.
6. RESPONSIBILITIES
a. The Deputy Directors (Administration), (Intelligence),
(Plans), the Director of Training, and the Assistant Directors
for (Communications) and (Personnel) shall ensure that area
programs are installed and continued within their components.
In general an area program will be administered at each level,
where an Area Records Officer has been appointed. Programs
for those elements not serviced by an Area Records Officer
will be administered by a member of the Office of the Comptroller.
b. Chiefs of components having area programs shall:
(1)
Determine whether program scope shall exceed that defined
in this regulation,
(2) Ensure that a program to meet the requirements of this
regulation is installed and continued.
(3) Provide program progress reports upon request.
c. The Comptroller shall:
(1) Plan, develop, and direct the broad aspects of a
continuing Agency-wide Reports Management Program.
(2) Formulate the general policies, procedures and
standards for area reports management programs.
(3)
Collaborate with operating and staff officials in
planning area programs to meet the specific needs
of components, and provide guides and personal
assistance for installing and continuing these
programs.
Provide material and personal guidance for on-the-job
training, or collaborate with the Director of Training
on courses in the methods and techniques of reports
management..
-3-
Approved For Release 2005 aQ rA-RDP70-00211 R000300110006-9
OLUnE
 Approved For Release 2005/11VgrDP70-00211 R000300110006-9
(;) Collaborate with Area Records Officers and other
operating personnel in conducting studies, develop-
ing and implementing reporting systems, and writing
report directives, or coordinate these activities
when reporting requirements of Agency-wide signifi-
cance are involved,
(6) Evaluate area programs and recommend methods to
increase their effectiveness.
(7) Apprise higher authority of over-all program pro-
gress and benefits.
(1) Collaborate with Records Analysts of the Office of the
Comptroller in installing and maintaining the program,
(2) Assume direct responsibility for the program's con-
tinuance upon its installation.
FOR THE DIRECTOR OF CENTRAL I N TELLIGENCE
L. K. WHITE
Acting Deputy Director
(Administration)
-b-
i%rein
Approved For Release 200GREtIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/2=R
0
R
2L March 19 4
Page Page
GENERAL 1 PROGRAM SCOPE AND ESSENTIALS .. 2
PURPOSE AND POLICIES ....... 1 RESPONSIBILI'IES .............. 3
DEFINITIONS ................ 1
This regulation establishes policies, standards and procedures for
the agement of Agency correspondence, It supplements Regulation
and Handbook hich state in broad terms the
policies and methods of administering the Agency-wide Records Man-
agement Program. Zh1s Program encompasses the creation of records,
their maintenance and use, and their disposition. Correspondence
management is an aspect of records creation.
The goal of the Agency's Correspondence Management Program is to
produce high quality essential correspondence promptly by the
simplest and least expensive means. To that end Agency personnel
shall:
a. Answer or acknowledge correspondence within five working days
from its receipt. .
b. Adhere to the approved procedures and format standards pre-
scribed in the Agency Correspondence Handbook, HB
C. Strive for a streamlined effective writing style,
d. Substitute costly written or dictated correspondence with
less expensive alternatives whenever possible.
e. Prevent the preparation of unnecessary copies.
DEFINITIONS
a. Correspondence includes all memoranda, letters, and dispatches
(excluding operational reports) sent or received by Agency personnel
in the execution of their official duties.
25X1
25X1
Approved For Release 2005/1SECR[IT-RDP70-00211 R000300110006-9
 Approved For Release RffPP70-00211ROO0300110006-9
0300110006-9
b. Form letters are printed or reproduced letters, usually stocked
in a vans ce, for mailing repetitive information to numerous desti-
nations,
c. Pattern letters are sample letters used as models for corres-
pondence prepared to appear as if individually dictated or drafted.
d. Pattern paragraphs are sample paragraphs used as models in
typing other paragraphs of the same nature.
e, A corres ondex is a visible index to form letters, pattern
letters anpattern paragraphs.
PROGRAM SCOPE AND ESSENTIALS
a. A program for reducing correspondence costs and improving the
quality of essential correspondence shall be established and main-
tained within each major Headquarters' component. Each component
(area) program shall provide measures to:
(1)
Correspondence Handbook, H]3
Ensure that area personnel adhere to the approved
procedures and format standards of the Agency
(2) Develop form letters, pattern letters, and pattern
paragraphs as substitutes for written or dictated
correspondence,
(3)
Determine whether informal substitutes-such as
handwritten notes or telephone conversations can
supplant certain forms of correspondence.
Eliminate the preparation of correspondence trans-
mitting forms, reports, or publications that are
self-explanatory, or recommend revisions to these
documents so that transmittal correspondence is
unnecessary.
(5) Ensure that every copy prepared is essential.
(6) Determine individual writing weaknesses and provide
standards for their correction,
b. The minimum measures for conducting an area program are:
(1) An initial component-wide correspondence survey incident
to installing the program.
25X1
Approved For Release 2001(RETIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11WIC RDP70-00211 R000300110006-9
(2) A periodic component-wide correspondence survey at
least annually thereafter.
S.
a. The Deputy Directors (Administration), (Intelligence),
(Plans), the Director of Training, and the Assistant Directors
for (Communications) and (Personnel) shall ensure that area
programs are installed and continued within their components.
In general an area program will be administered at each level
where an Area Records Officer has been appointed. Programs for
those elements not serviced by an Area Records Officer will be
administered by a member of the Office of the Comptroller.
b, Chiefs of components having area programs shall:
(1)
Determine whether program scope shall exceed that
defined in this regulation.
(2) Ensure that a program to meet the requirements of
this regulation is installed and continued.
(3)
Provide program progress reports upon request.
c. The Comptroller shall:
(1)
Plan, develop, and direct the broad aspects of a con-
tinuing Agency-wide Correspondence Management Program.
(2) Formulate the general policies, procedures and
standards for area correspondence management programs.
(3) Collaborate with operating and staff officials in
planning area programs to meet the specific needs of
components, and provide guides and personal assistance
for installing and continuing these programs.
(L1) Provide material and personal guidance for on-the-job
training, or collaborate with the Director of Training
on courses in the methods and techniques of corres-
pondence management.
(5)
In cooperation with Area Records Officers and other
operating personnel, conduct correspondence studies
leading to the development and use of correspondence
standards and techniques having Agency-wide application.
-3-
Approved For Release 20#CO TCIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/1SFCMT-RDP70-00211 R000300110006-9
(6) Formulate procedure and style standards for the
preparation and handling of Agency correspondence
and develop written guides for their Agency-wide
use.
(7) Provide standards for improving the writing ability
of Agency personnel.
(8) Evaluate area programs and recommend methods to
increase their effectiveness.
(9) Apprise higher authority of over-all program
progress and benefits.
d. Area Records Officers shall:
(1) Collaborate with Records Analysts of the Office of the
Comptroller in installing and maintaining the program.
(2) Assume direct responsibility for the program's con-
tinuance upon its installation.
L. K. WHITE
Acting Deputy Director
(Administration)
SECRET
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
0
GENERAL ?........r..+...
.............
OBJECTIVES
DEFINITIONS ............
625X1
REPORTS MANAGFTT
Page Page
PROGRAM SCOPE ..........
POLICIES AND PROGRAM
ESSENTIALS ..........,
RESPONSIBILITIES .......
1. GENERAL
This regulation establishes policies, standards, procedures, and 25X1
responsibilities for the manageme t of ency reporting requi e-
ments. It supplements Regulation and Handbook RB II 25X1
which state in broad terms the policies and methods for administering
the Agency-wide Records Management Program.
OBJECTIVES
The CIA Reports Management Program is designed to:
a. Eliminate and prevent unnecessary reporting.
b. Insure that instructions, forms, and procedures for necessary
reporting are clear and complete to provide simple, direct report-
ing methods.
o. Improve the quality of reports.
d. Provide central reference points for information on reports.
In brief, reports management means fewer reports, better reports,
at less cost.
3. DEFINITIONS
a, A report _is an account or statement of information prepared
in wri tt en narrative, tabular, punch card, or graphic form, and
transmitted from one organizational element to another in confor-
mance with an established requirement.
b, An administrative or management report as distinguished from
an operational report, provides for a inistrative or management
control over an activity or operation.
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
c. A recurring reportt is either a periodic r!2ort which conveys
essential y the same type of information regular at prescribed
intervals (daily, weekly, monthly, etc.), or a situation report
which is prepared on each occurrence of an event of cer ain pre-
scribed characteristic a.
d, An Area Reports Management Program is one covering a major
component (epu rec rs (Administration)., (Intelligence),
and (Plans), the Director of Training, and the Assistant Directors
for Communication and Personnel,or an Operating Office (Office,
Division or Staff subordinate to a major component).
a. Area programs shall be established and maintained throughout
Headquarters to provide every organizational element with reports
management services. Insofar as benefits can be realized without
jeopardizing the security of operations, each area program will
cover as a minimum all requirements for recurring administrative
or management reports placed upon, or received from:
(1) Other Headquarters' components.
(2) Any ield activity.
(3) Any organization, Federal or private, outside CIA.
b. This mimimum scope is descriptive, not restrictive. It does
not preclude applying reports management principles to require-
ments for one-time reports or reports which provide for the
collection, production, and dissemination of intelligence,
5. POLICIES AND PROGRAM ESSENTIALS
a. Requirements for reports shall be established in writing
rather than verbally.
4lon
er
a lis of new or revised
b. Adequate controls over the
reporting requirements shall be established and maintained at
originating levels. Such controls shall include:
(1) The review and approval of proposed requirements by
appropriate authority.
(2) The reappraisal of each new or revised requirement within
six months after its establishment.
(3) The assignment of a reports control symbol to each new or
revised requirement for a recurring administrative or
management report instituted after 1 August 1954. Such a
symbol will identify the requirement and indicate to the
activity which is to prepare the report that the require-
ment has been approved by appropriate authority. Reports
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
control symbols shall be cited in directives requiring
reports, and in the reports submitted accordingly.
Components receiving a report directive date6later than
1 August 1954 which does not cite a reports control
symbol shall refer the matter to appropriate adminis-
trative level of the originating component.
c. Each requirement for a recurring administrative or management
report shall be reviewed at least annually to ensure that its con-
tinuance is justified. These reviews shall be conducted at both
levels; i.e., where the requirement originated and where the reports
are prepared, Such an annual review will be adequate only if con-
ditions remain stable. Programs on which information is reported
may accelerate or decelerate rapidly. Changes in organization and
functions take place. New forces or trends come into bearing. Under
these conditions reports shwtE be continually appraised to assure
that they are serving by the most efficient means the purposes for
which they were established.
d. Case files on each reporting requirement covered by an area
program shall be maintained centrally at the program administrative
level.
6. RESPONSIBILITIES
a. The Chief, Management Staff shall:
(1)
Plan, develop, and direct the broad aspects of a
continuing Agency-wide Reports Management Program.
(2) Formulate the general policies, procedures and
standards for area reports management programs.
(3) Collaborate with operating and staff officials in planning
area programs to meet the specific needs of components,
and provide guides and personal assistance for installing
and continuing these programs.
(4)
(5)
Provide material and personal guidance for on-the-job
training, or collaborate with the Director of Training
on courses in the methods and techniques of reports
management.
Collaborate with Area Records Officers and other operating
personnel in conducting studies, developing and implement-
ing reporting systems, and writing report directives., or
coordinate these activities when reporting requirements of
Agency-wide significance are involved,
(6) Evaluate area programs and recommend methods to increase
their effectiveness.
Approved For Release 2005/11/23_ CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
(7) Apprise higher authority of over-all program progessl
and benefits,
b. The Deputy Directors (Administration), (Intelligence), and
(Plans), the Director of Training, and the Assistant Directors
for Communications and Personnel all determine the administra-
tive level and sphere of area programs and direct that they be
installed and continued,
c. Chiefs of components responsible for area programs shall:
(i)
Collaborate with the Chief, Management Staff, in deter-
mining program schope, timing, implementing procedures,
and the extent to which the services of the Management
Staff will be used.
(2) Ensure that the program is installed and maintained to
Meet the requirements of this regulation.
L. K. WHITE
Acting Deputy Director
(Administration)
Approved For Release 2005/11 /21 CIA-RDP70-00211 R000300110006-9
 SECRET
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
0
R
6
Page Page
GENERAL......... ... 1 PROGRAM SCOPE AND ESSENTIALS.. 2
OBJECTIVEV AND POLICIES.... 1 RESPONSIBILITIES ..............
DEFINITIONS ................ 1
This regulation establishes policies, standards, procedures and re-
sponsibilities for the management of Agency correspondence. It supple-
ments Regulation I and Handbook II which state inbroad
terms the policies and methods of administering the Agency-wide Records
Management Program.
The goal of the Agency's Correspondence Management Program is to pro-
duce high quality essential correspondence promptly by the simplest
and least expensive means. To that end Agency personnel shall:
a. Answer or acknowledge correspondence within five working days from
its receipt.
b. Adhere to the approved procedures and format standards prescribed
in the Agency Correspondence Handbook, HB
0
c. Strive for an effective writing style.
d. Substitute costly written or dictated correspondence with less
expensive alternatives whenever possible.
e. Prevent the preparation of unnecessary copies.
a. Correspondence includes all memoranda, letters, and dispatches
(exclu ng opera onal reports) sent or received by Agency personnel
in the execution of their official duties.
b. Form letters are printed or reproduced letters, usually stocked
in advancer , for mailing repetitive information to numerous desti
nations.
c. Pattern letters are sample letters used as models for correspon-
dence prepared to appear as if individually dictated or drafted.
d. Pattern paragraphs are sample paragraphs used as models in typing
other paragrap s o the same nature.
25X1
25X1
25X1
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
SECRET
 . SECR% I
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
e. A correspondex is a visible index to form letters, pattern'
letters an pattern paragraphs.
f. An Area Program is one covering a major component (Deputy
Directors m n aeration), (Intelligence), and (Plans), the
Director of Security, and the Assistant Directors for Communi-
cations and Personnel, or an Operating Office (Office, Division,
or Staff subordinate to a major component).
a. Area programs shall be established and maintained throughout
Headquarters to provide every organizational element with corres-
pondence management services. Each area program will provide
measures to:
(1) Ensure that area personnel adhere to the approved
procedures and format standards of the Agency
Correspondence Handbook, HB
(2) Develop form letters, pattern letters, and pattern
paragraphs as substitutes for written or dictated
correspondence.
(3) Determine whether informal substitutes such as
handwritten notes or telephone conversations can
supplant certain forms of correspondence.
(4) Eliminate the preparation of correspondence tr'ans-
mitting'forms, reports, or publications that are
self-explanatory, or recommend revisions to these
documents so that transmittal correspondence is
unnecessary.
(5) Ensure that every copy prepared is essential.
(6) Determine individual writing weaknesses and provide
standards for their correction.
b. The minimum measures for conducting an area program are:
(1) An initial component-wide correspondence survey incident
to installing the program.
(2) A periodic component-wide correspondence survey at
least annually thereafter.
5. RESPONSIBILITIES
a. The Chief, Management Staff, shall:
(1) Plan, develop, and direct the broad aspects of a con-
tinuing Agency-wide Correspondence Management Program.
(2) Formulate the general policies, procedures and stand-
ards for area correspondence management programs.
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
SECRET
25X1
 $FCRET
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
(3) Collaborate with operating and staff officials in
planning area programs to meet the specific needs of
components, and provide guides and personal assistance
for installing and continuing these programs.
(4+) Provide material and personal guidance for on-the-job
training, or collaborate with the Director of Training
on courses in the methods and techniques of correspond-
ence management.
(5) In cooperation with Area Records Officers and other
operating personnel, conduct correspondence studies
leading to the development and use of correspondence
standards and techniques having Agency-wide application.
(6) Formulate procedure and style standards for the prepar-
ation and handling of Agency correspondence and develop
written guides for their Agency-wide use.
(7) Provide standards for improving the writing ability of
Agency personnel.
(8) Evaluate area programs and recommend methods to increase
their effectiveness.
(9) Apprise higher authority of over-all program progress
and benefits.
b. The Deputy Directors (Administration), (Intelligence), and
(Plans), the Director of Training, and the Assistant Directors for
Communications and Personnel shall determine the administrative'
level and sphere of area programs and direct that they be installed
and continued.
c. Chiefs of components responsible for area programs shall:,
(1) Collaborate with the Chief, Management Staff, in deter-
mining program scope, timing, implementing procedures,
and the extent to which the services of the Management
Staff will be used.
(2) Ensure that the program is installed and maintained to
meet the requirements of this regulation.
L. K. WHITE
Acting Deputy Director
(Administration)
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
S?GREET
 ILLEGIB
Approved For Release 2005/11
,t , w
c, t4 t
m wing t5. TidkitlE! t mas6vmout of 1'" F re
#'s .':t1 ; m", c
Approved For Release 2005/11/21"'CIA-RDP70-00211 R000300110006-9
ILLEGIB
late edestimuvtlon o f trunsitory,
 Approved For Release 2005/11/2DP70-00211 R000300110006-9
ILLEGIB
25X1
EdeL i 3,'. r
>+r~s~s#yrWsr
h t b the
+1IL4:ICj SWI W*.t*k ftW I"
fiereofte"t f,
OBJECI'M AND
**r Opp! F?ab. '+ -* *
*rjMC , ,MWU4
r 4, '<
ILLEGIB
25X1
JONEMOL-
Approved For Release 2005/1 A-RDP70-00211 R000300110006-9
 ILLEGIB
Approved For Release 2005/
ILLEGIB
25X1
am steelm Of
a ; 4
- r- s
i 1 pe ;a r' ,, or tor
Is itie.
Approved For Release 2005/11/21 CIA-RDP70-00211 R000300110006-9
A'" MOW
by "JA theftwy or ;
 Approved For Release 2005/ IA-RDP70-00211 R000300110006-9
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
unw-
 Approved For Release 2005MM#MP R000300110006-9
NISOUTUS I 25X1
25X1 NO.
o vv"
O"IMUOM M r
Approved For Release 2005/11/21CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/ -RDP70-00211 R000300110006-9
25X1
25X1
25X1
C* stem
25X1
25X1
Approved For Release 2005/1 DP70-00211 R000300110006-9
 Approved For Release 2005/11/SEC- ALK 'F2DP70-00211 R000300110006-9
0
Recision: CIA. Regulation
0
Pag e
GENERAL .... ........... RESPONSIBILITIES..........
OBJECTIVE AND SCOPE..... METHOD OF ESTABLISHMENT...
POLICIES ............... SUPPLEMENTAL ISSUANCES...;.
DEFINITIONS. .............
1. GENERAL
Page
a. This regulation prescribes general policies and methods for
the economical and efficient management of Agency records based
on, and in agreement with,, the Federal Records Act of 1950
(Public Law 751), other applicable Federal Statutes and regula-
tions and existing Agency policies.
b. The scope of records management precludes inclusion of
detailed policies, standards and procedures in a single issuance.
Hence, supplemental issuances pertinent to each major functional
area of the program are provided as cited in paragraph 7 of this
regulation,
2. OBJECTIVE AND SCOPE
"More efficient operations at less cost" is the basic objective
of the CTA Records Management Program. Attainment of this objec-
tive with resultant economies in manpower., supplies., equipment,
space, time and money can best be realized by vigerous,aggressive,
agency-wide application of the following major program as ects as
described in the "Records Management Program Guide,"
a. Records Creation
(1) Forms Engineering and Management
(2) Reports Management
(3) Correspondence Management
27April 1954
25X1
25X1
Approved For Release 2005/11/2ttekfP70-00211 R000300110006-9
 SEP 1946 36-8 ze-ssae$-i aPo
 SECRET
Approved For Release 201/2~a CIA-RDP70-002118000300110006-9
b, Organization_. Maintenance and Use of Records
(1) Mail Control
(2) Reference Service
(3) Maintenance Management
(Zt) Equipment and Supplies Standards
c? Disposition of Records
(1) Records Control Schedules
(2) Records Disposition Schedules
d, Vital Materials Program
3. POLICIES
Adherance to the following policies are essential to the conduct
of an effective Records Management Programs
a. Adequate controls over the creation of records shall be
instituted and maintained to ensure that important policies and
decisions are adequately documented by the most efficient and
economical means and that the creation of unnecessary records are
prevented. The control, engineering and management of forms,
reports and correspondence and the immediate destruction of tran-
sitory material no longer of record value are essential program
elements,
b. To ensure the efficient and economical maintenance of records
to obtain maximum usefullness,provision shall be made for the
continuing analysis and improvement of mail handling and routing,
record classification and indexing, utilization of filing equipment
and supplies and. the reproduction, transportation, storage and
issuance of records.
co Preservation of records of continuing value is vital to the
proper functioning of the Agency. Such records cannot be econom-
ically stored in office-type files or space. A Records Center
shall therefore be established and maintained for the storage,
processing and servicing of Agency records, including Top Secret
material. All non-current records shall be promptly transferred to
the Agency Records Center, microfilmed, or destroyed. Records:
control schedules shall be developed and maintained for these pur-
poses.
Approved For Release 2005/11/21 ; cLA- 70-00211 R000300110006-9
 . Approved For Release 20051-11/21-t D1A DP70-00211 R000300110006-9
d. No record shall be alienated or destroyed unless it be done
in accordance with provisions of the Records Disposal Act, All
personnel are warned that willful and unlawful destruction, dam-
age oR alienation of any Federal record may result in invokation
of the following severe penalties ordered by Sections 234 and 235,
Title 18, U S Codes
U231. Destroying public records. Whoever shall willfully
and unlawfully conceal, remove, mutilate, obliterate or
destroy, or attempt to conceal, remove, mutilate, ob-
literate, or destroy, or with intent to conceal, remove.,
mutilate, obliterate, destroy, or steal, shall take and
carry away any record, proceeding, map, book, paper,
document, or other thing, filed or deposited with any
clerk or officer of any court of the United States, or
in any public office, or with any judicial or public
officer of the United States, shall be fined not more
than 42,000, or imprisoned not more than three years, or
both. 11
tt235. Destroying records by officer in charge. Whoever,
having the custody of any record, proceeding, map, book
document, paper, or other thing specified in section 23t
of this title, shall willfully and unlawfully conceal,
remove, mutilate, obliterate, falsify, or destroy any such
record, proceeding, map, book, document, paper, or thing,
shall be fined not more than $2,000, or imprisoned not more
than three years, or both; and shall moreover forfeit his
office and be forever afterward disqualified from holding
any office under the Government of the United States."
e, Vital materials shall be identified and removed to a repository
for safe keeping.
1, DEFINITIONS
a. "Records include all books, papers, maps, photographs, or
other documentary material, regardless of physical form or char-
acteristic, made or received by an agency of the United States
Government in pursuance of Federal law in connection with transac-
tion of public business and preserved or appropriate for preserva-
tion by that agency or its legitimate successor as evidence of the
organization, functions, policies, decisions, procediires, operations
or other activities, or because of the informational value of data
contained therein." (57 stat. 380, as amended; l14 USC 366)
b, 'tNon-record Material includes library and museum material made
or acquired and preserved solely for reference or exhibition
purposes, extra copies of documents preserved only for convenience
Approved For Release 2005/11/21 CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 : C1A-RDP70-00211 R000300110006-9
of reference, and stocks of publications or processed documents."
(57 stat. 380, as amended; 44 USC 366)
c. Semi-active Records are those records which are referred to
infrequently by the activity that accumulated them but which
must be retained permanently or for a specified period before
their disposition is authorized.
d. Inactive Records are those records never or rarely referred to
by the activity that accumulated them but which must be retained
permanently or for a specified period before their disposition is
authorized.
e. Retired Records are those records that must be preserved for
varying periods of time and need not be retained in the office
equipment and space. They may be semi-active and inactive records.
f. Forms are the devices by which management seeks uniformity and
simplicity in the recording, transmitting, reporting and data
processing of vital information. They are preprinted, containing
predetermined spaces for inserting specific information. Items such
as certificates, labels, stickers, tags, placards, posters, cover
sheets and form letters are included in this definition.
g. Reports are accounts or statements of information prepared in
written narrative, tabular, punch card or graphic media and transmit-
ted by one organizational element to another in conformance with
an established requirement. An administrative or- management report
as distinguished from an operational report provides for admin-
istrative or management control over an activity or operation,
h. Correspondence includes all memoranda, letters, and dispatches
(excluding operational reports) sent or received by Agency personnel
in the execution of official duties.
i, Vital Materials are those specific items in possession of the
Agency which are essential to its continuance and which if destroyed
would constitute a serious or irreplaceable loss.
j. An Area Program is one covering a Major Component((Deputy
Directors (Administration), (Intelligence)., and (Plans), the Director
of Training and the Assistant Directors for (Co riunications),and
(Personnel)) or an Operating Office (Office, Division or Staff
subordinate to a Major Component).
S. RESPONSIBILITIES
a. Decentralized Concept. Management of Central Intelligence
Agency records will be accomplished on a decentralized basis. Under
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 :, CIA-RDP70-00211 R000300110006-9
this plan the Chief of the Management Staff will be responsible
for conducting the management policy and program planning funct-
ions of the Agency-wide program while Chiefs of Major Components
and Chiefs of Operating Offices will be responsible for local
application of the program within their sphere of authority.
b. Management Staff. Responsibility for the management policy
and program planning functions of the Agency-wide Records Man.
agement Program is vested in the Chief, Management Staff. This
includes
(1) Staff planning, direction and coordination of a continuing
Agency-wide records management program embracing all aspects
of Records Creation, Records Maintenance and Records
Disposition including the Vital Materials Program; its
extension to and installation by all components of the
Agency.
(2) Development, formulation and issuance of all basic plans,
policies and procedures governing the conduct of the
program together with the development, establishment and
definition of professional standards, methods and techniques
of records management.
(3) Representation of the Agency in the maintenance of liaison
and the coordination of pertinent aspects of records
management plans, policies, procedures, program standards
and techniques with all affected or interested Agency
components, or other Government agencies, departments,
establishments, or activities, civilian concerns, and in-
stitutions,
(4) Development, preparation and dissemination of directives,
instructional and training media and provision for(either
seperately or in collaboration with the Director of Train'.
ing) facilities for the guidance, indoctrination, and
technical training of program participants,
O Development and installation of systems for measuring,
collecting and reporting savings accruing from the program.
c, or Components. Responsibility for local application of the
CIA Records Management Program is delegated to Chiefs of Major
Components who will -
(1) Develop,, install, direct,, conduct and maintain a continuing
records management program within their component.
(2) Extend this program to all operating offices within their
sphere of authority in accordance with the basic concept,
policies, methods, techniques and procedures prescribed by
Approved For Release 2005/11/21: CIA- p e211 R000300110006-9
 Approved For Release 2005/11 /AP;WXDP70-0021 1 R000300110006-9
the Chief, Management Staff,
d., Mutual Responsibility. The entire burden of this program
cannot be carried by either the Management Staff or the area alone.
The Agency has long stressed the value of teamwork and cooperation.
The cooperation and active participation in the program by all
operating components are essential to a comprehensive and effective
program. In addition to the spirit of teamwork and mutual coopera-
tion between the Management Staff and all major components and
operating offices the ultimate success of the program will in a
large measure depend upon the cooperation given to and received
from the rank and file of Agency personnel. Successful results can
only be achieved through a mutual appreciation of all concerned of
both the ticustomer'stt record problem and the objective of the program.
6. METHOD OF ESTABLISHNNT
a. Establish the Program. If not already accomplished, a records.
management program will be established by each major component,
which will disseminate to all operating offices instructions concern-
ing establishment of the program and procedures to be employed in
its operation. This program may be decentralized to operating
offices, if desired,
b? Establish an Area Records Management Office. At the time of
establishment of the program, an Area Records Management Office will
also be established.
c. Appoint an Area Records Manager. Upon establishment of the Area
Records Management Office or as soon thereafter as practicable, if
not already done, an Area Records Manager, GS-11 or above, will be
designated by the Chief of the Major Component or operating office
to direct the conduct of the program.
d, Manning the Office. The ultimate strength of the office and
the grades and qualifications of personnel required to mann it
necessarily must depend upon area program requirements such as the
size and scope of the program, the mission of the major component or
operating office and so forth. Offices may thus be manned by one
or more individuals on either a part-time or full-time basis.
e. Decentralization to Operating Offices. Establishment of area
records management offices and designation of area records managers
by operating offices may be authorized at the discretion of the
Chiefs of Major Components,
f. Appointment of Area Records Management Committees. If Chiefs of
Major Components or Operating Offices consider such action desirable
Approved For Release 2005/11/21: CIA-RDP-70-00211 R000300110006-9
 Approved For Release 2005/11RDP70-00211 R000300110006-9
they may establish Records Management Committees to assist the
Area Records Manager (who should be a member of the corrnittee and
may serve as chairman) in any or all phases of Records Management.
These committees should consist of qualified representatives of
the principle organizational segments of the Area who are conversant
with the forms, correspondence, reports, and systems of their
organizations,
The following issuances now supplement this regulation. Subsequent
additional items will be developed and issued on all phases of the
Records Management Program,
a, Regulations
(1) RI . Forms Control and Standardization.
(2) R Requesting Forms
b, Notices
N4 ..... . J- Handling Classified Forms
c. Handbooks
(1) HB
(2) HO
(3) HB
Records Management Program Guide
Correspondence Handbook
Handbook for the Subject Classification
and Filing of Correspondence Records
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
IF
Rescission: CIA Regulation No.
CONTENTS
6 May 19
Page "Pf2oc-RAM ScoPC .... .. _ . Page
GENIAL ................. RESPONSIBILITIES.* ..... oe.
OBJECTIVE AND POLI CI FS .. M-WHOD OF
. .
DEFINITIONS............. SUPPLEMENTAL ISSUANCES....
a. This Regulation establishes the Agency-wide Records Management
Program and prescribes general policies and methods for its
administration. Its requirements are based on, and in agreement
with, the Federal Records Act of 1950 (Public Law 754) and other
applicable Federal Statutes and regulations, and existing Agency
policies*
b. The scope of records management precludes including the detailed
policies, standards, and procedures for this program in a single
regulation. Hence, supplemental regulations or handbooks on
each major aspect of records management are provided. These are
cited in paragraph 6 of this regulation.
The objective of this program is the economical and efficient management
of Agency records. Attainment of this objective with resultant economies
in manpower, supplies, equipment, space, time and money will be realized
by the continuance of an Agency-wide Records Management Program governed
by the following policies:
a. Adequate controls over the creation of records shall be instituted
to ensure that important policies and decisions are adequately
recorded by the most efficient and economical means, and that the
creation of unnecessary records is prevented. The techniques to
be applied in this area include controlling and improving corre-
spondence, reports, and forms; and the immediate destruction of
transitory material of no record value.
.1 To ensure the efficient and economical?-Maintenance of current
records for their maximum usefulness, l rovision shall be made for
continuing analysis and improvement of mail handling and routing,
record classificationjindexing and systems, utilization of'office
equipment and filing supplies, and the reproduction, transportation,
storage and issuance of records.
25X1
25X1
Approved For Release 2005/11 /21 DP70-00211 R000300110006-9
 Approved For Release 2005/11/21: IA-RDP70-00211 R000300110006-9
REGUL TA ION
NO.
0.
Top Secret material.
co k Records Center shall be established and maintained for the
storage, processing and servicing of Agency records, including
6 May 1954
developed and maintained for these purposes* 'n.th_p.
d. Records of continuing value must be preserved. All non-current
records shall be promptly transferred to the Agency Records Center,
microfilmed, or destroyed. Records control schedules shall be
e. Records shall not be alienated Or destroyed except in accordance
with provisions of the Records Disposal Act. Sections 231 and 235 of
Title 18 of the United States Code attaches severe penalties to the
willful and unlawful destruction, damage or alienation of any Fed-
eral records. It reads as follows:
"231L. Destroying public records. Whoever shall willfully
and unlawfully conceal, remove, mutilate, obliterate or
destroy, or attempt to conceal, remove, mutilate, obliter-
ate, or destroy, or with intent to conceal, remove, muti-
late, obliterate, destroy, or steal, shall take and carry
away any record, proceeding, map, book, paper, document,
or other thing, filed or deposited with any clerk or offi-
cer of any court of the United States, or in any public
office, or with any judicial or public officer of the
United States, shall be fined not more than $2,000, or
imprisoned not more than three years, or both."
"235. Destroying records by officer in charge. Who-
ever, having the custody of any record, proceeding,
map, book, document, paper, or other thing specified
in section 234 of this title, shall willfully and un-
lawfully conceal, remove, mutilate, obliterate, fal-
sify, or destroy any such record, proceeding, map,
book, document, paper, or thing, shall be fined not
more than $2,000, or imprisoned not more than three
years, or both; and shall moreover forfeit his office
and be forever afterward disqualified from holding
any office under the Government of the United States."
f. Vital materials shall be identified and removed to a repository
for safe keeping.
3. DEFINITIONS
a. "Records include all books, papers, maps, photographs, or other
documentary material, regardless of physical form or characteristic,
made or received by an agency of the United States Government in
pursuance of Federal law in connection with transaction of public
25X1
Approved For Release 2005/11 /2. ., DP70-00211 R000300110006-9
z
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
REGULATION
NO.0 6 ay
business and preserved or appropriate for preservation by that
agency or its legitimate successor as evidence of the organization,
functions, policies, decisions, procedures, operations or other
activities, or because of the informational value of data contained
therein." (57 stet. 380, as amended; 44 USC 366)
b. "Non-record Material includes library and museum material made of
acquired and preserved solely for reference or exhibition purposes,
extra copies of documents preserved only for convenience of refer-
ence, and stocks of publications or processed documents." (57 stat.
380, as amended; 1i USC 366)
c. Semi-active Records are those records which are referred to infre-
quently by the activity that accumulated them but which must be
retained permanently or for a specified period before their disposi-
tion is authorized*
d. Inactive Records are those records never or rarely referred to by
the activity that accumulated them but which must be retained
permanently or for a specified period before their disposition is
authorized*
e. Retired Records are those records that must be preserved for varying
periods of time and need not be retained in the office equipment
and space. They may be semi-active and inactive records.
f. Forms are the devices by which management seeks uniformity and sim-
plicity in the recording, transmitting, reporting and data process-
ing of vital information. They are preprinted, containing pre-
determined spaces for inserting specific information. Items such
as certificates, labels, stickers, tags, placards, cover sheets
and form letters are included in this definition.
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
25X1
3
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
REGULATION 6 May 1954
NO. 0
g. Reports are accounts or statements of information prepared in
written narrative, tabular, punch card or graphic media and trans-
mitted by one organizational element to another in conformance with
an established requirement. An administrative or management report
as distinguished from an operational report provides for adminis-
trative or management control. over an activity or operation.
h. Correspondence includes all memoranda, letters and dispatches
(excluding operational reports) sent or received by Agency per-
sonnel in the execution of official duties.
i. Vital Materials are those specific items in possession of the Agency
which are essential to its continuance and which if destroyed would
constitute a serious or irreplaceable loss.
J. An Area Program is one established at any level where maximum
benefits from records management can be realized.
4. PROGRAM SCOPE
a. Area programs shall be established and maintained throughout Head-
quarters to provide every component with records management services.
Insofar as benefits can be realized without jeopardizing the security
of operations, each area program will cover the following elements
of records management:
(1) Records Creation
(a) Forms Management
(b) Reports Management
(c) Correspondence Management
(2) Organization, Maintenance, and Use of Active Records
(a) Mail Control (e) Micro ph6'f"oiruph9
(b) Reference Service Ulf a( Maferlais
(c) Maintenance Management
(d) Equipment and Supplies
(3) Disposition of Records
(a Records Control and Disposition Schedules
(b Records Center Operations
b. Exemptions from this scope will be determined jointly by the
Chief of the component and the Chief, Management Staff.'
25X1
Approved For Release 2005/11/21 CIA-RDP70-00211 R000300110006-9
 "WMENIMP
Approved For Release 2005/11/21: CIA-RDP70-00211 R000300110006-9
REGU7LATI0N
Rf y 1954
5. RESPONSIBILITIES
a. The Chief, Management Staff, shall:
(1)
Plan, direct and coordinate a continuing Agency-wide records
management program embracing all elements of Records Creation,
Maintenance and Disposition including the Vital Materials Pro-
gram; its extension to and installation by all components of'
the Agency.
(2) Develop, formulate and issue all basic program plans, policies
and procedures; establish and define professional standards,
methods and techniques of records management.
(3') Maintain Agency liaison with the National Archives and Records
Service, General Services Administration; and other Federal
and private organizations on all records management matters.
(4) Develop, prepare and disseminate instructional and training
media. Provide (either separately or in collaboration with
the Director of Training) facilities for the guidance, in-
doctrination, and technical training of program participants.
(5) Develop and install systems for measuring, collecting and
reporting savings accruing from the program.
(6) Serve as Agency archivist in all matters pertaining to the
preservation of records of continuing value.
b. The Deputy Directors (Administration), (Intelligence), and (Plans),
the Director of Training, and the Assistant Directors for Com-
munications and Personnel shall:
(1)
(2)
staffed at program administrative levels.
Determine the administrative level and sphere of area programs.
Direct that Area Records Officer positions be established and
(3) Ensure that area programs covering the scope defined in th,
regulation are
res$unc,ble {'eY /
c. Chiefs of components 4&* area programs shall:
(1)
Collaborate with the Chief, Management Staff in determining
program scope and timing, and the extent to which the ser-
vices of the Management Staff will be used.
(2) Ensure that the program is installed and maintained in accord-
ande with the basic concepts, policies, methods and procedures
prescribed by the Chief, Management Staff.
Approved For Release 2005/ CIA-RDP70-00211 R000300110006-9
25X1
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9
REGU TION
NO. May 195+
6. SUPPLEMENTAL ISSUANCES
The following issuances now supplement this Regulation. Subsequent
regulatory material will be developed and issued on all phases of
the Records Management Program.
F Forms Control and Standardization
b. Notices
(1) N
(2) N
(3) N
c. Handbooks
(1) HB
(2) HB
I- Requesting Forms
Handling Classified Forms
Standardization of Filing Supplies
Procurement of Letter and Legal Size Filing Cabinets
H Records Management Program Guide
H Handbook for the Subject Classification and Filing
of Correspondence Records
(3) HB
H Correspondence Handbook
25X1
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300110006-9