RECORDS SERVICES DIVISION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300130002-1
• Release Decision: RIFPUB
• Original Classification: C
• Document Page Count: 1
• Document Creation Date: January 4, 2017
• Document Release Date: May 12, 2006
• Sequence Number: 2
• Publication Date: February 1, 1954
• Content Type: CHART

Approved For Release 2006/05/12 : CIA-RDP70-00211R000300130002-1
CONFIDEN I1AL
REGOEDS SERVICES DIVISEG":"
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Plans, develops, and directs an Agency-wide
7ecords ianagenent Iro7an encomrassing the creation
of records, their maintenance, organization, and use
in the conduct of curr6nt business, and the transfer,
preservation, destruction, or other disposition of
hoserecords not currently required or seldom used.
PORES nANAGETENT BRANCH
Develops, installs, coordinates and has tech-
nical cognizance over Forms Management Programs
throughout the Agency.
Establishes forms design, typography, printing
nd packaging standards and specifications.
Outlines Agency requirements for forms initi-
ation, approval, classification, production, quantity,
distribution, and supply.
Develops, prepares, and disseminates directives,
instructional, and training media and provides in-
structors and facilities for guidance, indoctrination
and technical training of program participants in the
techniques of programpg, functional analysis, design,
special project research, administrative procedures,
etc.
Standardizes specialized forms equipment and
supplies for domestic and overseas field activities.
Determines essentiality and finally approves or
disapproves requests for new or revised forms, elimi-
nating, consolidating, standardizing, and simplifying
where feasible. Approves or disapproves reprint re-
quests. Reviews and coordinates on All regulatory
and administrative issuances prescribing or refer-
encing forms, effecting complete correlation between
forms, procedures,- and issuances. Assigns numbers,
prepares preliminary and final-type copy, develops
production specifications and requirements for
initial distribution, stockage, and resupply.
Determines applicability of forms of other
government agencies to the Agency.
Publishes numerical, alphabetical, and function-
al indexes and provides reference and technical con-
sultation services.
Inspects, advises, and consults with field and
headquarters officials on planning, operation, and
technical phases of the program.
Studies functional groups of forms to eliminate,.
consolidate, standardize, simplfy, and improve exist-
ing forma and procedures.
Conducts special studies and research projects
on forms systems and procedural implementation to
i7-rpve 7.ana-c7-2st 1.ns. _
Axyp-Ageuxw -officials and to meet-other govel-Limental
and congressional requirements.
Maintains governmental-wide liaison, particularly
with respect to Bureau of the Budget, Office of the
Comptroller General, and the Department of Defense.
Represents the Agency on intra-governmental boards and
committees to obtain and exchange technical information
and to effect wider standardization of forms and pro-
cedures.
Maintains liaison with civilian industry relative
to the design, production, and utilization of forms in
conjunction with business machines and systems equip-
ment to keep abreast of recent technical developments
and to avoid establishment of restrictive specifications.
RE'CRTS ALD COPS).ESTO'sIDET:CE MAI;AGE-ILT BRAI!CH
Formulates the general policies, procedures and
standards for decentralized ?enorts and Correspondence
I,:anagement Programs throughout the Agency.
Develops and assists in instslling Programs for
the various components.
Develops written guides and program publicity for
the continuing operation of area Programs.
Provides training material designed to supplement
written guides.
Furnishes continuing technical assistance to Area
Itecords Officers and other operating personnel.
Evaluates programs; reports progress to higher
authority.
Provides inter and intra Agency liaison on Re-
ports and Correspondence .nanasement matters.
Develops and administers a continuing Reports
hanagement Program designed to eliminate and prevent
unnecessary reports and to improve reporting systems
and the content of essential retorts.
Conducts analyses of reports and reporting
systems of Agency-wide scone or coordinates such
studies involving two or more offices..
Develops, coordinates or assists in the develop-
ment of directives which institute reporting require-
ments of Agency-wide significance.
Develops and directs a continuing Correspondence
lanagement irogram desisned to streamline the pre-
paration and handling of correspondence and improving
the quality of correspondence and adequacy of docu-
mentation.
Formulates procedure and style standards for
the preparation and handling of Agency correspond-
ence and develops written guides for their Agency-
wide use.
Develops form and pattern letters, pattern
paragraphs,'correspondexes and other labor saving
correspondence technianes and provides written
guides for their use.
RECORDS SYSTE'.3 ERA:1CH
Develops, coordinates, and has technical
cognizance over nail and,file practices, record
systems, and techniques to insure that records pro-
vide adequate documentation of the organization,
functions, policies, decisions, Procedures, and
essential transactions of Agency activities.
Formulates Agency guides for use in developing
office manuals covering a uniform system for classify-
ing and filing records, Uld procedures for receiving,
recording and routing incoming and outgoing conmuni-
cations.
Conducts surveys toanalyze records, record
systems and procedures and recommend improved record
systems to insure efficiency; develops necessary
manuals; and assists in the installation of approved
records systems.
Develops, for course instruction by the Office
of Training, a training Syllabus on nail and file
practices.
Provides technical advice and assistance to the
Agency on natters Pertaining to mail and files, and
records systems and practices.
:laintains liaison with Area Records Officers.
Develops procedures and coordinates a program
for the orderly deposit in a Repository of all Vital
aterials, pertinent to 44he activities of the Agency.
Develops Agency standards and assists in the
effective application of filng equipment and supplies.
Coordinates Agency-wideaaption of the standards and,
-Jith the Records Disposition Branch, develops proce-
dures for files equipment control through the use of
records control schedule. Laintains liaison with the
GSA regarding purchase approvals of such equipment.
Develops, installs, and coordinates an effective
equipment program to assist Agency personnel in de-
termining the need for and the selection of office
machines and equipment. Prepares and issues guides
for use in the selections of such equipment and
estMlishing utilization replacement and disposal
criteria.
Reviews and asnrovea all proposed microfilming
-
all-requests for microfilTing ecluipMent, serVdces,
and film supplies; provides technical assistance
for planning proposed proects and technical super-
vision where needed for t-,Le execution of projects;
develops operating technicues and standards of
quality for film and equinent; and maintains a
perpetual inventory of all nicrofilming equipment
to assure its full utilizZtion.
CONFIDENTIAL
RECORDS DISPOSE TIM; BR.AITCH
Establishes standards for the development of
an Agency records scheduling program, including:
Inventory and appraisal, records control schedules,
records disposal schedules, and obtaining Con-
gressional authorizations.
Trains Area Records Officers in the techniques
of records scheduling.
Assists Area Records Officers in developing
and implementing their scheduling programs.
Establishes and implements the records scheduling
program in those offices that do not have full-time
records officers.
Conducts surveys to determine the effectiveness
of scheduling programs in the elimination or removal
of records.
Eaintains liaison with the General Services
Administration on all matters pertaining to the de-
struction, preservation, loan and transfer of records.
Develops, in coordination with the Records Center
Branch, procedures for the transfer and servicing of
semi-active and inactive records.
Develops, in coordination with the Records
Systems Branch, procedures for files equipment con-
trol through the use of records crtrol schedules.
RECORDS CENTM1 BRANCH
Plans, develops and directs Records Center
operations to meet the needs of operating offices and
the Agency Records Management Program.
Provides for the transfer of Agency records from
.aperating offices to the Center.
Stores and protects the Agency's noncurrent re-
cords and provides reference service thereon.
Physically disposed of those records in cnstocly
of the Center authorized for destruction.
Preserves records worthy of permanent or long-
time retention.