RESPONSIBILITIES OF AN AREA RECORDS OFFICER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300140029-1
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 19, 2016
• Document Release Date: October 3, 2005
• Sequence Number: 29
• Content Type: REPORT

LED:
Approved For Release 2005/11/21 :'CIA-RDP70-IWM4TQ-1
or nizational area of the agency, and the technical direction of the
Records management Division of the Management Staff, the Area Records
Officer is directly responsible for conformance to Agency regulations
Records Management Division on. all matters involving Agency policy,
ze and review. Such officer is directly responsible for carry
ng out a records management program encompassing the following:
A. Creation of necessary records to provide adequate do
mentetion including the:
Desi Lion of official ree
ence and documents.
2. The control and limitation on the number of copies of
documents created.
Correspondence management, including instructions for
preparation and utilization of form letters, pattern
paragraphs, etc -
Forms manaMment, including design of forms for maximum use
and adequacy of the form records; limitation of number of
forms and number of copies of forms. Determine at the time
a form is created, the ultimate die-position of the form
record.
ve direction of a senior officer of a major
nt, including adequate reporting, elimination
ntial copies of reports, elimination of obsolete
id unessential filing of reports.
A. Determine proper organization of records to provide maximum
utilization and security, Including the establishment of:
ed record facilities and/or
Decentralized record facilities.
C. Develop standards and control the methods and procedures. used
in processing and filing all records either centralized or
decentralized.
filing record,
B. Establish and maintain a uniform system for classifying and
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 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300140029-1
D.. Provide finding media to insure that efficient reference
service is available and furnished.
n a current wester inventory of accumulated records
Periodically survey and inspect records activities.
ce, including their types, locations and volume.
G. Establish control procedures for receiving, recording and
routing incoming communications.
H. Establish control procedures for clearance and dispatch of
out .going communications.
Provide for the identification and orderly deposit of
Vital Materials.
Control the use of filing
a Dispositi
A. Provide for the storage, preservation, protection and
vie lug of semi-active or inactive records.
B. Evaluate records for administrative, legal, reee
other use.
C. Periodically survey records in order to rive i
ones and plan for their retirement or dispos
D. Develop office records retention and disposal schedule,
E. Secure any necessary clearance of proposed dispose
records.
P. Develop and submit, through the Records Management Division,
lists and schedules requesting authority from the National
Archives and Congress for the disposal of records as they
outlive their usefulness.
Develop.and execute procedures for the disposal of records
in accordance with established practices and authority
granted.
insure the proper application of disposal authority.
1. I rintain adequate data to furnish information and reports
records disposal.
J. Control the application of microphotography to
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