A RECORDS MANAGEMENT SURVEY FOR YOUR OFFICE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300140016-5
• Release Decision: RIPPUB
• Original Classification: R
• Document Page Count: 25
• Document Creation Date: December 19, 2016
• Document Release Date: October 3, 2005
• Sequence Number: 16
• Content Type: REQ

Approved For Release 2005/11/21: CIA-RDP70-0028 b( 55 TO RECOR A RECORDS MANAGEMENT SURVEY FOR YOUR OFFICE NAGEMENT DIVISION
I. PURPOSE:
To assist you with your records management program.
II. OBJECTIVES:
1. Install the filing system adopted by the Agency and developed
to meet your particular requirements. (See Exhibit 1.)
2. Appraise the Agency records maintained in your files for the
purpose of establishing the proper organizational level at
which they should be filed.
3. Assure the proper documentation of the Agency's organization,
functions, policies, decisions, procedures and essential trans-
actions. This is a responsibility prescribed by law, and it is
the opinion of our legal staff that it was the desire of Congress
to comply with the law, except where compliance would result in
the unauthorized disclosure of intelligence sources and methods.
4. Consider the most appropriate physical location of the records;
i. e., should the related records at this organizational level
be located in each of several offices or combined and serviced
from a central facility.
5. Propose appropriate retirement procedures for the periodic re-
moval of inactive records from active office space, and their
ultimate disposition.
6.
Review the receiving, recording and controlling of incoming,
comanunications and suggest improvements.
III. WHO MAKES THE SURVEY:
1. The survey will be made by one or more trained Records Analysts
who will work with a designated person from your office.
2. They will acquaint themselves with the existing handling and
filing methods by observing and talking with the individuals
actually doing each job.
3. They will then review the files to determine the subject of the
material. The extent of review depends on the effectiveness
and type of system in use. In some cases the contents of the
entire folder concerns the same subject and a glance at only a
few pieces is necessary.
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IV. RESULTS OF THE SURVEY:
1. The Records Analysts will prepare and submit a written report
of their recommendations.
2. A manual covering correspondence handling and filing and a
classified index for the filing system will be prepared.
3. The Records Analysts will assist in installing the system and
training the personnel to operate it.
4. Records Analysts will periodically review the system and recom-
mend changes and additions to the manual based on experience.
V. OUTLINE OF THE AGENCY, FILING SYSTEM:
1. The Agency has adopted the subject-numeric system of classi-
fication and filing.
2. The main designations under which records are classified and
filed are identifying words used as subject matter categories,
with subdivisions of these categories assigned numerals.
3. Primary subject categories are listed in alphabetical order
with related subjects grouped as subdivisions of the primary
subjects.
4. The subdivisions of primary subjects are assigned numerals to
reduce time and effort in marking material for filing.
5. Additional subdivisions of secondary and tertiary subjects may
be accomplished by the use of a dash and another numeral. See
Exhibit #1.
6. The subject files are maintained by calendar years.
7. New folders bearing the same subject name are prepared each
year and placed in front of the old folders. This will facili-
tate disposition at a later date.
g. An alphabetical name index is established to complement the
subject file. This index facilitates reference to material
maintained in the subject file which may be requested by names
of people or organizations.
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VI. ADVANTAGES OF THE AGENCY FILING SYSTEM:
1. Provides employees who have the responsibility for filing
or finding correspondence records, with a basic plan for
their orderly arrangement and maintenance.
2. Increases the administrative usefulness of our records.
3. Expedites the disposition of records when no longer needed.
4. Facilitates the selection and assures the preservation of
records having permanent value,
5. Simplifies the training of employees.
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ARRANGEMENT OF FOLDERS, GUIDES AND LABELS
Labels for Standard
File Designations
Exhibits
Budget Estimates
APPROPRIATIONS 1
Allotments
ACCOUNTING 2-1
Per Diem
ACCOUNTING 2 2 Allowances
Allowances
ACCOUNTING 3 (field station X)
Accounts Current
ACCOUNTING 1 1 Accounts Current
Accounts Current
ACCOUNTING
ACCOUNTING
PRIMARY SUBJECTS
2nd Position Guides
Labels for Case Files
or Detail Subjects
SECONDARY SUBJECTS
3rd 'osition Guides
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 Approved For Release 2005/11/21 CIA-RDP70-00211 R000300140016-5
RKOPR !A14A11 ,` 4T : } "R"dt,Y
w-Jimt and ;dhy"
The approval of a survey of the records of your office is re-
sted, Tse survey would be concJitxnted by Records Analysts of the
Records '4anagement and .' .stributi.on . ranch of General Services and
be made for the purpose of recoeamending such changes as may
be. necessary to establish approved agency records managae (,nt prac-
tic,,s in your office,
obiectivess of this survey are as follows:
Install the filinrc systets adopted by the Agency but developed
",eeet your particular require rents. (See exhibit 1.)
2, Appraise the Agency records maintained in your files for the
purpose of establishing wh6ther certain types of laterial should
properly be filed at a higher or lower organizational level.
3, As a result of Items 1 and 2 above, assure the proper doctmenw
tation of tho A envy t s orb:?an:n.ation, functions,, polic:.ess, de-
cisions, procedures and essential transactions. Thin is a
responsibility aresecribed by law, and i` is the opinion of our
legal staff that it was the' des ' re of Conzreess for CIA to com-
ply with the law, except where compliance would result in the
unauthorized disclosure of intelligence sources and methods.
Proper doctrnentation is important not only fron a legal and
historical standnoint but also because of the responsibility
of of rice incur-bents to have records which will give the .r
strcessors the advanta -e of Axpperience, as reflected by the
records.
Gve consideration to the most appropriate location o' the re-
cords; i.e., should the relate('. records at this organizational
level be pbys'Jcal2,y located in each of several offices or com:A.1ined
and serviced fr -n a central facility"
Propose appropriate retirement procedures which will ,provide
for the periodic ro;?soval and ultimate di. sposition f inactive
records eccupyine; active office space.
Review and suggest improvements in the :method for receiving,
recording and controlling Inco*ning communications,
The usual method e' ployed in making such a survey is to assign
a team of two or more analysts to the project, depending on the r~ize
of the office. These analysts first acquaint themselves with the
existing handling and filin - methods by observing and talking with the
individuals actually- each. ob. The second step Is a review of
the files which involves scannin ; to determine the subject of the
material in each of the present folders. The extent of th' scanning
of individual folders depends on the effectiveness and type of system,
in use. In some cases the cons:,ents of he entire folder concerns
the same subject and a f?lance at only a few pieces is necessary. In
name and organization type files, chronolo Yical files and the general
or snniscs?llaneous folders in subject files, it is necessanr to -scan
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each piece. Determining the subject involves associating the corre
:)onde?_ ce with previouslyr established subjects or,, If not covered by
tho established stns}jests, brieflw listing the subject matter. After
the entire file ins been reviewed,, these listings are used to set up
-3ri xy and secondary subjects necessary to complete the subject
file plant
son ,e offices may c rns i.der their file material too sensitive
to permit review by our Records Analysts. In such Instances it would
be necessary for the office to assign someone to work with the Re-
cords Analysts,, who will assist the assigned individual in setting;
up the ?roper subject head ngs.
Upon complo-tion of the file review,, the Records Analysts will
ooreare and submit a written report of their reco* aendations. If
thep racomendationr" are accenteds the Records Analysts will prepare
a manual specifically. for that office covering correspondence handling
and filing and including a classified index for the filing system..
They will also assist in installing the changes and training the
affected personnel to the extent desired. After the changes are de,,
is desirable for the Records Analysts to periodically review the
system and make such changes and acddiitions to the ?eanual, as are
proved necessary by experience.
The file classification plan adopted for use in this Agency is
known as the Sash 4ect-t usvberic system of Classification and F UJI ng.
In this system the gain des I..gnations under which records are classi-
fied and filed are actually identifying words used as subject Utter
categories, with subdivisions of these categories assigned numerals.
Primary subject categories are listed in alphabetical. order with
related sub jec: grouped as subdivisions of the primary subjects,
The subdivisions of primary subjects are assigned nu erals to reduce
time and effort in = arkin;*. material for filing. Additional subdi-
visions of secondary and tertiary subjects -.gay be accomplished 't
the use of a dash and another numeral. See F:xhihit 1.
These subject files are maintained for a definite filing period
of one year. At the end of this period, new folders bearing the
sane subject name and identified by year are prepared and placed in
front of the old folders. This will facilitate dispo;iuion at a later
date. To complement the subject file an alphabetical name index is
established. This index facilitate reference to r-material maintained
in the subject file which may be requested by names of people or
organizations.
Probably your filing system appears to be working satisfactorily
and you would be reluctant to change. We wo? ld, therefore, like to
briefly point out the advantages of making such a change.
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The adoption of the agency system would provide ez ployrees,, who
have the responsibility for filing or finding correspondence records,
with a basic plan for their orderly arrangement and maintenance.
The use of this basic plan throughout all offices of the agency will
increase the ad inistrative usefulness of our records; expedite the
disposition of record-r when no longer needed; facilitate the selection
and assure the preservation of records having permanent value; and
simplify the training of employees.
"lot -ut Q sa.on or they gene ' Records Management Program
contained in CIA Regulatio
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 RESTRICTED ,
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THE CENTRAL INTELLIGENCE AGENCY
RECORDS MANAGEMENT PROGRAM GUIDE
A BRIEF' ON THE' UNCT`I'ONAL
AREAS OF RECORDS MANAGEMENT
RECORDS CREATION
RECORDS MAINTENANCE!.
`'t,a RECORDS DISPOSITION
3ERV ~GE5 QVf %cE
s
'BUN 10
GEN
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C~RpS aN `3
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0140016-5
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This pamphlet has been prepared in response to
requests for a concise outline of t-cte scope of the
Areas and
objectives of the Program but also describes the means whereby these objectives
may be attained.
The Guide is designed to serve as background inforx ion for the use of the
Area Records Officers in presenting the Program to the-operating officials and
other area personnel. It is written functionally atis not necessarily in the
order in which the Program should be undertaken; bo ever, it will familiarize
the Area Records Officers with the areas to be covered and provide a basis for
scheduling the various steps in the Program.
Additional copies of the Records Manag ment Program Guide may be obtained
from the Records Management and Distribution Branch, Ext. Wide
circulation of the Guide is encouraged,
Attachment:
Records Management Program Guide
J `3 l (
Chief, General Serv ces Office
RESTR?CTED
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