AGENDA FOR MEETING OF MAIL AND COURIER TASK FORCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000800070022-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: January 4, 2017
• Document Release Date: May 18, 2006
• Sequence Number: 22
• Publication Date: January 1, 1963
• Content Type: AG

ILLEGIB
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Ii. Consider the possibility of including within the courier service the
considerable number of documents now moved inter-Agency on an ad hoc
basis.
6. Internal Mail Deli=e_and Pick-up Service.
a. Have we established mail delivery points and schedules best suited
to the requirements of the customer? Are there too many or too few delivery
points? Are deliveries made more or less frequently than necessary for
effective onward movement to action offices or desk? Are adjustments in
service indicated? Does the tube system adequately service expedite material
and eliminate or decrease requirement for hand carry?
b. 19 it possible to interchange mail between couriers on each floor
without return to a central mail room for re-sort and onward movement?
c. The publication of a complete detailed mailing address of all
component; with office symbols, room and telephone numbers would be of
assistance to all mail senders and would considerably reduce the sorting
and handling time for delivery. Ls such a list feasible and if so, how
frequently should it be published?
d. There are probably as many systems for intra-component move-
ment of mail as there are components. Most of these undoubtedly serviee
adequately the needs of the component. However, it is possible that no one
component acting independently has been able to achieve the ultimate in this
field. It is desired that a detailed discussion be held on this subject with the
view to corsideration for adoption of applicable good ideas for improvement.
e. Most outgoing U.S. mail requiring postage is now forwarded to
the Office of Logistics central mail room. Would the establishment of an
operational postage stamp accountl--lat appropriate sending points
Improve service?
7. Receipts for Classified Mail.
a. Inter-Agency. Section 8 of Executive Order 10501, as revised
Is here quoted:
"Section 8. Transmission: For transmission outside of a
department or agency, classified defense material of the three
categories originated under the provisions of this order shall be
prepared and transmitted as follows:
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(a) Preparation for Transmission: Such material shall
be enclosed in opaque inner and outer covers. The inner cover
shall be a sealed wrapper or envelope plainly marked with the
assigned classi3cation and address. The outer cover shall be
sealed and addeessed with no indication of the classification of
its contents. k receipt form shall be attached to or enclosed
In the inner carer, except that Confidential material shall require
a receipt only if the sender deems it necessary. The receipt form
shall identify the addressor, addressee, and the document, but
shall contain ..5o classified information. It shall be signed by the
proper recipient, and returned to the sender.
(b) SecretTransmitt LMaterial The transmission of Top
Secret materiel shall be effected preferably by direct contact of
officials concerned, or, alternatively, by specifically designated
personnel, by tate Department diplomatic pouch, by a messenger-
courier systeu especially created for that purpose, or by electric
means in encvtpted form; or in the case of information transmitted
by the Feder) Bureau of Investigation, such means of transmission
rday be used es are currently approved by the Director, Federal
Bureau of Investigation, unless express reservation to the contrary
Is made in er.:eptional cases by the originating agency.
(c) Traanmlttlng Secret and Material: Secret
Information ad material shall be transmitted within and between
the forty-eigh: contiguous states and the District of Columbite or
wholly within ttlaska, Hawaii, the Commonwealth of Puerto Rico,
or a United States possession, by one of the means established for
Top Secret information and material, by authorized courier, by
United States eegistered mail, or by the use of protective services
provided by cnnmercial carriers, air or surface, under such
conditions as !nay be prescribed by the head of the department or
agency concented. Secret information and material may be trans-
mitted outsidt those areas by one of the means established for Top
Secret information and material, by commanders or masters of
vessels of United States registry, or by the United States registered
mail through Army, Navy, Mr Force, or United States civil postal
facilities; previded that the information or material does not at any
time pass through a foreign postal system. For the purposes of this
section registered mail in the custody of a transporting agency of the
United States Post Office is considered within United States Govern-
ment control unless the transporting agent is foreign controlled or
operated. Se ret information and material may, however, be trans-
mitted between United States Government or Canadian Government
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installations, or both, in the forty-eight contiguous states, the District
of Columbia, Alaska, and Canada by United States and Canadian regis-
tered mail with registered mail receipt. Secret information and
material may &so be transmitted over communications circuits in
accordance with regulations promulgated for such pupose by the
Secretary of Defense.
(d) TranszeivA4 Confidential Information and Material.
Confidential information and material shall be transmitted within the
forty-eight contiguous states and the District of Columbia, or wholly
within Alaska, Hawaii? the Commonwealth of Puerto Rico, or a
United States possession, by one of the means established for higher
classifications, or by certified or first-class mail. Outside those
areas Confidential information and material shall be transmitted
in the same manner as authorized for higher classifications.
(e) Within an Agency: Preparation of classified defenae material
for transmission, and transmission of it, 'within a depart:nem or agency
shall be governed by regulations, issued by the head of the department
or agency, insurbig a degree of security equivalent to that outlined above
for transmission outside a department or agency."
h. It will he noted that receipts are required for inter-agency trans-
mittal of materiai. classified Secret and Top Secret. Confidential material
requires a receipt ?nip if the sender deems it necessary. It is desired to
discuss the matter of courier and document receipts with the view of a
uniform approach to the problem and possible standardization of the forms
to be used. Please brbifs samples of forms used.
c. Intra-Agency. The Director of Security has advised the Task
Force Chairman that Executive Order 10501 does not require the use of
receipt forms for transmittal of Secret and below material within an agency,
but leaves this matter to the discretion of the head of the agency, specifying
only .",good accutuatability records. " Discussion is desired cones:re/lag a
uniform policy in this matter. Individual statements concerning use of
receipts such as "I want to be sure the document was received" or "I want
to be able to prove I sect it" should not be overlooked. On the other hand,
serious consideration (74'. the time and cost involved in printing, preparation
and handling of receipt forms and their actual value in mail handling is
indicated, in spot checking on temporarily lost or mislaid documents it will
he found the oecurrence is rare and the result of human error. Itis not
believed that any control system will produce missing documents - therefore,
the artauraents for controls should be examined with this fact in mind.
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fa...tal_g_iriliftlftgon of Classified Material.
a. A consolidation of the replies to a recent Mail Control Questionnaire
revealed a variety of practices current in the Agency. In many instances, it
appears that the same material is logged at several points within a component
prior to delivery to the action desk. As indicated in paragraph lc above,
the basic requirement is for "good accountability records." Is it believed
possible to provide adequate accountability for records by logging material
only once within a major component of a DD area? If so, where within the
component? In Headquarters should the unit manning the tube station do the
logging? If done at a branch or comparable level, what if any prior mail
receiving and sorting points are needed?
b. The replies to the Questionnaire cited above indicated a wide variety
of logging procedures and forms In use. Please be prepared to discuss this
matter in detail and bring copies of the forms in we. Your ideas on standard-
ization of procedures and forms are solicited.
c. It has been noted that many registries thru which material passes
assign a unit registry control number which results in as many as a half
dozen control numbers being assigned to the same document. Should origi-
nators assign a control number which could be universally used as is done
In the DD/P dispatch correspondence system? Is it desirable to develop a
form such as the dispatch form for internal correspondence purposes?
9. Two separate but related subjects have been brought to the attention of
the Task Force Chairman, e. g. (a) the matter of classification of material,
more specifically, overclassification and (b) a mail procedure handbook.
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a. k is suggested that members of the Task Force review
(and EQ 10501 if available) pertaining to classification. It is believed that
a general discussion on this matter will produce some results which will
be helpful in our mail control problem.
b. A handbook on mail procedures undoubtedly would be helpful,
particularly in training new employees and for reference purposes. Questions
which arise include: Is it possible to publish an all inclusive Agency hand-
book or should each component prepare one tailored to its specific require-
ments? Can we have an Agencylandbook establishing certain basic principles,
procedures and forms to be supplemented by component muting and handling
guides? If a handbook is to be prepared who would be designated action agent?
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