RECORDS ADMINISTRATION PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500120016-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 16
• Document Creation Date: January 4, 2017
• Document Release Date: July 19, 2006
• Sequence Number: 16
• Publication Date: January 1, 1965
• Content Type: REPORT

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RECORDS ADMINISTRATION PROGRAM
A BRIEF ON THE FUNCTIONAL
AREAS OF RECORDS MANAGEMENT
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1965
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RECORDS ADMINISTRATION PROGRAM GUIDE
FOREWORD
This Guide outlines the scope of the Agency Records Administration
Program. It provides information and guidance to Records Adminis-
tration Officers. Program objectives and the methods to accomplish
them are stated in broad terms.
The Guide is written functionally; therefore the various elements
of the Program are not necessarily outlined in the order in which
they may be undertaken. However, the Guide may be used to famil-
iarize Agency personnel with the areas to be covered and provide
the Records Administration Officers with a basis for establishing
the program and scheduling the various steps.
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RECORDS ADMINISTRATION PROGRAM GUIDE
1. Records are defined by statute, and Federal agencies are required
by the Federal Records Act, Public law 754, to establish and main-
tain an active and continuing Records Administration Program.
2. Records Administration is a specialized profession concerning pro-
blems and practices relating to the creation, maintenance, and use
of records in the conduct of current business; their preservation
as permanent records or their destruction when they are no longer
required.
3. Authority for the Agency Records Administration program is regu-
latio The essential guides and standards for imple-
menting the Agency Records Administration Program are contained
in Handbooks and other publications distributed by the Records
Administration Staff. These are listed on the following pages
under each functional section of this guiac.
4. The overall administrative objective of a records administration
program is to increase effectiveness of our operations by improving
the quality of records and papein,7ork systems. The achievement of
this objective requires control of the creation of correspondence,
forms and reports. It requires decisions as to what records should
be filed and how; what records should be retained and how long and
which should be destroyed and when; and what records should be
selected as vital to our operations in an emergency. This program
will also insure that the records made and selected for retention
properly document the organization, functions, policies and pro-
gram accomplishments of our offices.
5. The Agency Records Administration program is administered on a
decentralized basis and each component should establish their
program as follows:
a. Determine program scope; select program elements that can be
applied.
b. Determine staff requirements and select a Records Administration
Officer.
c. Place program organizationally where it will be most effective.
d. Select Records Administration liason officers at division levels.
e. Issue an internal program directive (See Sample - APPENDIX 1).
f. Provide for training in program elements.
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RECORDS ADMINISTRATION PROGRAM GUIDE
I. INTRODUCTION (Continued)
The maintenance of a continuing program requires:
a. Reporting of program progress and status.
b. Continuous personal supervision and audit for adherence to
prescribed policies and procedures.
c. Identification of qualitative and quantitative factors to
measure program effectiveness.
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RECORDS ADMINISTRATION PROGRAM GUIDE
1. Definition - A report is recorded data or information transmitted
for use in evaluating performance, controlling operations,, deter-
mining policy, or preparing other reports.
2. Objectives
a. Eliminate and prevent unnecessary or duplicate reporting.
b. Insure that instructions, forms and procedures for necessary
reports are clear and complete.
c. Insure that required reports provide adequate data and that
realistic reporting intervals are established.
d. Provide a central reference point for information on reports.
3. Method of Accomplishment
a. Conduct a reports inventory and establish reference files.
b. Establish controls for the clearance of reporting requirements.
c. Review and analyze all new reporting requirements.
d. Analyze reports to insure that they are prepared efficiently.
e. Conduct surveys to determine the need for reports.
4. Guides and Standards
a. Operating an Area Reports Management Program.
b. Introduction to Reports Management.
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RECORDS ADMINISTRATION PROGRAM GUIDE
III. FORMS MANAGEMENT
1. Definition - A form is any document including letters, postcards,
and memorandums, printed or otherwise reproduced with space for
filling in information, descriptive material, or addresses.
2. Objectives
a. Insure the need for each existing form and each proposed form.
b. Reduce the number of forms through consolidation and by elim-
inating obsolete ones.
c. Simplify and improve essential forms.
d. Distribute forms economically.
e. Devise procedures for forms use to provide maximum efficiency.
3. Method of Accomplishment
a. Conduct forms inventory and establish reference files.
b. Establish controls for the clearance of new and revised forms.
c. Review and analyze requirements for forms and related procedures.
d. Conduct surveys to determine the need for each form.
Guides and Standards
a. Guide for the Administration of Forms Management.
b. Forms Analysis Handbook.
c. Forms Design Handbook.
d. Supply Catalog - Forms.
e. Forms Management Handbook.
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RECORDS ADMINISTRATION PROGRAM GUIDE
1. Definition - Correspondence is a generic term including letters,
form letters, telegrams, memorandums, endorsements, summary sheets,
postal cards, routing slips, and other written communications.
2. Objectives
a. Simplify and speed up the preparation and handling of corres-
spondence.
b. Improve the quality of correspondence.
c. Enable faster training and increased utilization of personnel.
d. Create better public relations.
Method of Accomplishment
a. Conduct surveys to determine the types and volume of corres-
spondence prepared.
b. Review correspondence practices continuously.
c. Develop and maintain uniform correspondence procedures.
d. Develop and use pattern paragraphs, guide letters and form
letters.
e. Review requirements to prevent non-essential copies.
14. Guides and Standards
a. Correspondence Handbook.
b. Correspondence Management - The Answer to Cutting Correspondence
Costs.
c. Form Letters Handbook.
d. Plain Letters Handbook.
e. Guide Letters Handbook.
f. Correspondence Manual - U. S. Government.
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RECORDS ADMINISTRATION PROGRAM GUIDE
1. Definition - Mail consists of letters, telecommunications, memo-
randums, post cards, packages, publications, and other communi-
cations for distribution or dispatch.
2. Objectives
a. The prompt and systematic flow of mail from originators to
action or information addresses.
b. Insure that action is accomplished within established time
limits.
c. Provide for receipt and control of classified mail.
3. Method of Accomplishment
a. Conduct surveys to determine the types, volume and procedures.
b. Recommend effective procedures, forms, and modern equipment.
c. Install new methods and train personnel.
4. Guides and Standards
Instructions for Use of Courier Receipts and Log Record.
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RECORDS ADMINISTRATION PROGRAM GUIDE
1. Definition - A file is basically a folder of papers or other
recording media regardless of physical form or characteristics
maintained in filing equipment and occupying office or storage
2. Objectives
a. Develop a standard classification plan for the filing of
administrative records.
Develop filing standards for the orderly maintenance and
preservation of current records.
c. Provide indexes to facilitate reference to primary records.
d. Develop specialized systems for operational records.
3. Method of Accomplishment
a. Analyze the content of records to determine primary, secondary,
and tertiary subject categories.
b. Apply the Subject-Numeric System of the Agency Filing Manual to
administrative records.
c. Determine the arrangement of folders and guides.
d. Install system, prepare operating instructions, develop
forms and train personnel.
e. Obtain necessary equipment and supplies.
f. Determine the extent that machine methods and specialized record
keeping systems and equipment can be used.
4. Guides and Standards
a. Handbook for Subject Filing.
b. Checklist for Converting to,a Subject-Numeric Filing System.
c. How to Improve Your Files.
d. A Guide to Filing of Papers.
e. Files Operations Handbook.
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RECORDS ADMINISTRATION PROGRAM GUIDE
VII. EQUIPMENT AND SUPPLIES MANAGEMENT
1. 'Definition - A program for managing file cabinets, shelf files,
visible files, mechanized files, file folders, file guides, and
similar equipment and supplies used in maintaining records or
processing mail.
2. Objectives L
~. Guides and Standards
a. Handbook - Standardization and Use of Filing Equipment and
Supplies.
b. Brochure - Overnight Storage Desk Trays.
a. Standardize filing equipment and filing supplies.
b. Provide equipment that conserves file space.
c. Provide economical and efficient equipment and supplies.
Method of Accomplishment
a. Establish measures to insure that filing equipment and supplies
conform to prescribed standards.
b. Maintain inventory of all filing equipment.
c. Approve all requisitions for equipment and supplies.
d. Return excess equipment and supplies to stock for re-use.
e.. Determine availability of excess equipment before ordering new.
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RECORDS ADMINISTRATION PROGRAM GUIDE
VIII. RECORDS DISPOSITION MANAGEMENT
1. Definition - Records disposition is an organized program that
provides for the systematic removal of inactive records from
office space and their preservation or elimination in accordance
with prescribed policies, procedures and legal author.ties.
2. Objectives
a. The economical and systematic preservation and disposition
of records according to Federal statutes and regulations
and Agency policies.
b. Release office space and filing equipment no longer needed.
Method of Accomplishment
a. Conduct records disposition survey; obtain background in-
formation regarding the organizational structure, functions,
and missions, and the flow of work within and between offices
concerned.
b. Conduct the inventory and record on Form 138, Survey Work Sheet,
data needed to determine retention and disposal dates.
c. Evaluate records for administrative, legal, fiscal, and his-
torical values.
d. Develop records control schedules to provide for the disposition
of record and nonrecord material by either permanent preservation,
microfilming, destruction, or transfer to Archives and Records
Center.
e. Obtain approval of schedules from operating officials and the
Agency Records Administration Staff.
f. Maintain records control schedules up to date to reflect changes,
in organization.
g. Conduct periodic follow-up to insure that the disposition of
records is being effected in accordance with schedules.
h. Distribute records control schedules to operating offices.
4. Guides and Standards
a. Guide for Preparation Of Records Control Schedules.
b. Handbook - Applying Records Control Schedules.
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1. Definition - Vital Records Management is a systematic method of
selecting, protecting and making available in an emergency records
essential to operation, records to protect the rights of individuals,
and their emyloyers, aril records essential to reconstruct normal
functions after a loss. or disaster.
2. Objectives
a. The secure transfer, storage, protection and availability of
records essential to continuing the organization and which
in the event of destruction would constitute an irreplaceable
loss.
3. Method of Accomplishment
a. Identify Vital Records.
b. Develop Vital Records Deposit Schedules.
c. Transfer Vital Records to the Repository in accordance with
the Schedule.
1+. Guides and Standards
a. Checklist for Reviewing Vital. Records.
b. Handbook - Protecting Vital Operating Records.
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RECORDS ADMINISTRATION PROGRAM GUIDE
1. Definition - A special facility to house the inactive and the
archival records which are not needed in offices for current
operations but which must be kept for legal, administr*tive,
or historical values.
2. Objectives
a. Secure and efficient storage.
b. Prompt reference service.
c. Proper maintenance and disposition according to Records
Control Schedules.
3. Method of Accomplishment
a. Receive records in accordance with Records Control Schedules.
b. Store records in special equipment efficiently.
c. Provide special locator and control records.
d. Carry out retention and disposal of records according to Records
Control Schedules.
e. Return records to operating offices when properly authorized.
Provide reference service to authorized persons.
4. Guides and Standards
a. Guide for Records Retirement.
b. Federal Records Centers.
c. Your Records Center.
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APPENDIX 1
SAMPLE DIRECTIVE
RECORDS
STATINTL 1. RECORDS ADMINISTRATION
In accordance with
there is hereby established a Records
Administration Program.
This program will consist of the elements listed and described below:
a. Reports Administration - The analysis, improvement, and control
of administrative reporting.
b. Correspondence Administration - The application of improved
standards and procedures for preparing and handling correspondence.
c. Forms Administration - The analysis, design, and control of forms,
d. Records Maintenance - The establishment of standard procedures,
systems, equipment, and supplies for records maintenance,
e. Records Disposition - The economical and systematic disposition
of Office records including their preservation, retention, trans-
fer, protection, and disposal according to approved schedule.
f. Vital Records Administration - The timely selection of vital
records and their prompt transfer to and secure maintenance
in a designated Agency repository. Vital records are records
which are essential to the continued operation of the Agency
in an emergency, and which, if destroyed, would constitute a
serious or irreplaceable loss.
2. POLICY
The office Records Administration Program will be administered by
the Administration Officer and governed by
the policies of
RESPONSIBILITIES
a. The Records Administration Officer will make the in-
ventories, surveys and audits required. to establish and main-
tain the program and he is responsible for submitting reports
to the Assistant Director covering program activities and
progress. "
b. The Records Administration Officer will maintain liaison
with the CIA Records Administration Officer and with other offices
of the Agency as required.
c. Chiefs of Divisions shall appoint a records liaison officer who
will work with the Records Administration Officer in es-
tablishing and maintaining the Records Administration Program.
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APPENDIX 2
SAMPLE, OFFICE MEMO OF APPOINTMENT OF A RECORDS ADMINISTRATION OFFICER
TO Chiefs Divisions and Staffs
FROM . Assistant Director,
SUBJECT: Appointment of a Records Administration Officer
Effective , James R. James is appointed
Records Administration Officer. He is responsible for developing
and maintaining a records administration program for this Office
as described in
Your co-operation with Mr. James in establishing this program
is requested.
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