RECORDS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300330027-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: December 19, 2016
• Document Release Date: August 22, 2005
• Sequence Number: 27
• Publication Date: January 1, 1956
• Content Type: REGULATION

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RECORDS MANAGEMENT
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CONTENTS
Page
GENERAL...........
SCOPE .............
POLICIES..........
RESPONSIBILITIES..
R [J 25X1
MANAGEMENT
1956
This regulation provides for a continuing Agency Records
Management Program to control and improve records from their
creation or receipt to their disposition.
a. All record material of the Agency is encompassed by
this regulation (including that transmitted electrically).
For the purpose of this regulation, record material is
defined as: all books, papers, maps, photographs, films,
recordings, or other documents and material regardless of
physical form or characteristics, made or received by any
part of the CIA establishment pursuant to Federal law or
in connection with the transaction of public business and
preserved or appropriated for preservation by CIA or its
legitimate predecessor or successor organizations as evi-
dence of the organization, functions, policies, personnel,
decisions, procedures, financial or legal transactions,
operations, or other activities or because of the infor-
mational value of data contained therein. "Records" and
"record material" may be used interchangeably.
b. The Records Management Program consists of the following
elements:
(1) Reports Management - The analysis, improvement,
and control of administrative reporting.
(2) Correspondence Management - The application of
improved standards and procedures for the preparation
and handling of correspondence.
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(3) Forms Management - The analysis, design, and
control of forms.
(4) Records Maintenance - The establishment of standard
procedures, systems, equipment, m s
and supplies for records maintenance.
Records Disposition - The economical and systematic
disposition of Agency records including their
preservation, retention, transfer, protection and
disposal according to approved schedules.
~(6) Vital Materials - The timely selection, transfer to,
and maintenance in an Agency designated repository
of record materials, documents, and files which are
essential to the continued operation of CIA in an
emergency and the destruction of which would consti-
tute a serious or irreplaceable loss.
a.-`' The Agency Records Management Program shall be administered
on a decentralized basis through major component (DD/I,
DD/S, DD/P) programs governed by the following policies;
(1) Records shall be made and preserved to provide adequate
and proper documentation of the organization, functions,
policies, decisions, procedures, and essential trans-
actions of the Agency. Such records shall be 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.
(2) Measures shall be taken to insure that essential
records are created and maintained by the most
efficient and economical methods.
f'(3) Measures shall be taken to insure that non-essential
records, reports and forms are not created.
lc' (4) Records essential to emergency operations of the
Agency shall be promptly and currently deposited
at the relocation site.
(5) The Agency Records Center shall be a facility for
or retired Agency records. The Records Center shall
"storing, processing, and servicing of semi-active
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be compartmented and controlled in such a manner
that the security classification and/or sensitivity
requirements of the operating components is honored.
A(6) Records control schedules shall be developed to
identify and preserve records of permanent value;
to provide for the scheduled removal of noncurrent
records from office space and filing equipment to
more economical storage; and to provide for the
scheduled destruction of records of temporary value.
4. RESPONSIBILITIES
a. The Chief, Records Management Staff is responsible for:
(1) Staff guidance and coordinat'on of the Agency
R
d
t P
M
`
ecor
s
anagem n
ogr . - ,>
/(2) Providing forms analysis, design, and reference
x services of .Agency-wide forms, including the
approval of new or revised forms and requests for
reprints.
L43)_. Reviewing and approving records control schedules
and requests for equipment, services, and supplies
to the extent necessary to assure compliance with
program requirements.
ale
"'(4) Providing technical advice to: the Records Center
and Vital Materials Repository.
,/(5) Maintaining Agency liaison with the National
Archives and Records Service, General Services
Administration, and other Federal and private
organizations, on records management matters,
including the obtaining of Congressional authoriza-
t ' . ns for th s for
,and d p/osal of recoyds.
In I- - thq i
0. The Deputy nire%tors are responsible tor:
(1) Establishing, directing and maintaining (,QIA
component records management programs consisting of
the elements referred to in Section 2., Paragraph
b., and guided by the policies set forth in Section
3 of this regulation.
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Maintaining such liaison with other offices of the
Agency(and other Agencies of the Government)as is
required in the performance of component records
management responsibilities.
,/(3) Designating an individual who will be responsible
for the development and administration of the
respective component records management programs.
(2)
0
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o control and improve records from their creation or
ation provides for a continuing Agency Records Manageme
receipt too their disposition.
s. APT
All record material of the Agency is Awx*xMXZt*d encompassed
by this regulation (including that transmitted electrically). For
eriai regardless of physical form or characteristics
made or received by any part of the WP establishment pursuant to
e of this regulation, record material is defined as;
papers, maps, photographs, films, recordings, or other
or in connection with the transaction of public business
and preserved or appropriated for preservation by
financial or legal transactions, operations, or other
zation, functions, policies, personnel, decisions, pro-
to predecessor or successor organizations as evidence of
activities or because of the informational value of data contained
herein. '"Record$" and "record material" may be used interchangeably.
b#
ement Program consists of the following
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rte Management - The analysis, improvesaent, and control
(3) Forms Management
and procedures for the preparation and
of correspondence.
of to
espondence Management - The application of improved
diuh trative reporting.
e analysis, design, and control
(4) Records Maintenance - The establishment of standard
proeedures, systems, equipment, and supplies for records
maintenance.
Records Disposition - The economicti and systematic
tion of Agency records including xxft their
maintenance in an Agency designated repository of N
Vital Materials - The timely selection, transfer to an
riling to approved VWan .
preservation, retention, transfer, protection, and disposal
, documents,, and files which are essential
3.
serious or irreplaceable loss.
to the continued operation of the organization in an
emergency and the destruction of which would constitute
a. The Agency Records Management Program shall be administered
ralized basis through major component programs governed
by the following policies:
Re*ords shall be made and preserved to provide adequate
25
App ov c~pFp4r e e t ~ is A IIW; 71ctt3Ctions
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teions, procedures, and essential trans--
of the Agency. Such records shall be designed
h the information necessary to protect the
(3)
.1 be taken to insure that essential recd
and maintained by the meet efficient and econom
toring, processing, and servicing of semi-active or
essential to emergency operations of the Agency
,cmptly and currently deposited at the reloca->
,,.,.fir AV-"f- AA- 4-L
cy Records Center shall be a facility for
legal and financial rights of the Government and of
persons directly affected by the Agency's activities.
records, reports and forms are not created.
easures shall be taken to insure that non-essential
tide site.
retired z'i Agency recordd The Remote !enter"shall
ted and controlled in such a manner
tha
he security classification and/or sensitivity
onto of the operating components in honored.
(6) Records control schedules shall be developed to identify
and preserve records of permanent value; to provide for
heeduled removal of noncurrent records from office
space and filing equipment to more economical storage;
and to provide for the scheduled destruction of
ecords of temporary value .
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I 4. RE SIBILITIES
1956
Staff guidance and coordination of the ;Agency,
Management Program.'
(2) Providing forms analysis, design, and reference services
of, Records Management Staff is responsible for:
Agency tide forma, including the approval of new or
revised forms ' and requests for reprints.
Reviewing and approving records control schedules and
requests for equipment, services, and supplies to the ex-
,ant neceary to assure compliance With grogram require-
M UM
(4) Providag technica advicei`to the Records Center and Vital
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Materials Repository.
rds Service, General Services Administration~'-
25X1
ting t Individual espvnsible f+r ni twin
neat records management program.
mad other/ Federal and private organizatio , onematters,
includi taining Congressional authorizations fcr
raining Agency liaison with the National Archives
e retention and disposal of records.
s ~~v
~r1
n3rec rs are responeib oh
c
omponent
abliebing, directing and maintainingg
records management programs consisting of the eiements
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red to in Section S. Paragraph b. and guided
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ing such liai with /ther Agencies of
# ve rnm - as in required in the performance of componen
re orde management responsibilities
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