INVENTORY AND ANALYSIS OF AAS FILES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000800120041-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 18
• Document Creation Date: December 19, 2016
• Document Release Date: September 30, 2005
• Sequence Number: 41
• Publication Date: October 5, 1961
• Content Type: MF

Approved For Release 2005/11121 : -C#k-RDP70-00211 R000800120041-4
5 October 1961
MEMORANDUM FOR: Chief, Alien Affairs Staff
SUBJECT
Inventory and Analysis of AAS F
1. As you requested, I recently examined the files of the
Alien Affair a Staff. Tab A I I. a summary of that review of the :32
feet of material in your 4 safes and 5 bookcase sections. Tab B has
the details of that inventory.
Z. A look at the size of your files and your increasing work-
load raises two urgent questions. You have 5 feet of SRD folders plus
4 feet of AAS files, most are on the same individuals. Is it possible
to use SRD file and when your case is settled file a copy of the final
action in the SRD folder? You would make a file only when you had
no SRD file. You would eliminate the effort and space required to
duplicate and maintain two files. The other question comes from the
13, 000 control cards for your active, inactive, and closed cases. It
requires time and tremendous effort to create and maintain these
15 different types of controls; can't we discontinue a few of these
Individual controls and dispose of part of these cards?
3. Attached as Tab is a list of 6 recommendations for
retiring inactive records to the Records enter and destroying
some obsolete workpapeers.
4. Administration files are an Agency-wide problem. To
solve it, Records Management Staff introduced the CIA Subject..
Numeric Filing System and offers all offices training and handbooks on
the system. I believe the system will work for you too as proposed in
Tab on reorganizing your files.
S. My review and inventory covered only your files. None
of your forms or processing procedures were studied. A procedures
analysis in AAS might find a few outgrown non-productive operations
which could be changed to lighten the workload and improve production
time.
Approved For Release 2005/1 1/2,; CiA,IRDP70-00211 R000800120041-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
6. Thank you for this opportunity to use your office to orient
myself on Office of Security files. I have learned a great deal for
my future work in other offices and your Staff was very patient? cooperative,
and helpful during our inventory and discussions. I hope some of my
findings and recommendations will prove to be as beneficial to you as this
opportunity was for me. Please call me if you need any clarification or
help to implement the proposals.
25X1
Records Officer. Office of Sec
city
Approved For Release 2005/11/21 614-R 0'70-00211 R000800120041-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
RECAP of AAS FILES
Book Case (Reference)
Reference Material
Safe #3356 (Chief) 4 ft.
Reference Material 1 ft.
Active Cases Workpapers (Non-Record) 1 ft.
SRD Case Folders 1 ft.
AAS Case Folders 1/2 ft.
Office Papers 1/2 ft.
Safe #3348 (Office)
AAS Folders on Cubans 2 ft.
3RD Folders 2 ft.
Work Papers 1/2 ft.
Supplies (Blank-Non-Record) 2 ft.
Safe #3345 (Admin)
3RD Folders
AAS Folders
Administrative Files
Work Papers
Book Case (Reference)
Reference Material 1 ft.
AppilWottFor Release 2005/11/21 : CIA-RDP70-00211 ROQ08120120041-4
 Approved For Release 2005/11/21 x 3L
70-00211 R000800120041-4
Safe #3438
Control Cards
(100 cards per inch)
13,000
TOTALS
Type Material
Cu. Ft.
Reference Material -
12
AAS Case Folders -
4 1/2
SRD Case Folders -
5
Administrative Files -
3 I/2
Control Cards (1 I ft.) -
2
Work Papers -
21/2
Supplies _
3
32 1/2 cubic feet on hand plus
overnight lock-up by 4 people.
Approved For Release 2005/11/21 CIA-RDP70-00211 R000800120041-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
Files Inventory
of
ALIEN AFFAIRS STAFF
1. Book Case - Office of Chief - (10 feet of material)
Section 1 - Books, Manuals and Guides from Justice Department on
Immigration Decisions and Operations
2 - U. S. Code - 17 vols.
3 - Books on Immigration Law and State Dept. Handbooks
4 - Miscellaneous Pamphlets, World Atlas, etc.
2. Safe #3356 - Office of Chief - (4 feet of material)
Drawer 1 - 'ork papers on cases (4 in)
Overnight lock up
2 - Case folders (4 in)
Special Project Case folders (1 ft)
3 - Manuals, guide books (6 in)
Chiefs papers and notes (6 in)
Agency Seal and Wax
3 X 5 file of liaison contacts (2 in)
4 .. Work papers on cases (6 in)
Manuals and Handbooks (6 in)
Pistols (6 in)
Overnight lockup -
3. Safe # 3348 - Office Files (6 1/2 feet of papers)
Drawer 1- AAS Folders on Cuban Cases (1 ft)
SRD Folders on Individuals (1 ft)
2 - Work papers of (6 in)
Overnight lockup -I I
25X1
25X1
25X1
Approved For Release 2005/11/21 CIA-RDP70-00211 R000800120041-4
 Approved For Release 2005/11/21 CIA-RDP70-00211 R000800120041-4
3 ? AAS and SRD Folders on Cuban Cases (Z feet)
State and Justice Dept. Blank Forms (2 feet)
4. Safe # 3345 - Administration Files (8 ft. of files
Drawer I - Folders on Active Cases (1 ft)
Folders on Cuban Cases (1 ft)
Folders on Active Cases (2 ft)
Chrono files (1952 - 1961) (1 it)
Administration files (1951 - 1961) (1 ft)
Old Administration files (1 it)
Regulation manuals (1 ft)
5. Book Case Section - Office Reference (2 ft.. of material)
Manuals on Immigration Procedures (1 ft)
Supply of manual covers (1 ft)
6. Safe # 3438 - Control Cards (11 ft. of cards)
3 X 5 Card Files
(1 ft) 1. Alphabetical index of Cuban. Dominican and Chinese folders
(1 ft) 2. Numerical SP file (1-400 Regular) (500 - 1500 Cubans)
(2 1/2)3. Alphabetical log cards of all folders reviewed
ft.
(2 1/2) 4. Numerical log cards of all folders reviewed
ft.
(Z in) 5. JD File of cases numbers and names 1951 - 1956
(6 in) 6. AC File of case numbers and names 1956 - 1960
in) 7. AAC File of case numbers and names 1960 - 1961
Approved For Release 2005/11/21 :( IA. DP70-00211 R000800120041-4
 Approved For Release 2005/11/21 t
kL70-00211 R000800120041-4
(2 in) 8. Dispatch slips filed by DDP offices
(i in) 9. Name file of contacts
(Z in) 10. Recharge slips on cases requested
(1 ft) 11. Tickler file of pending cases and action due
(i ft) 12. Old collection of log cards, alphabetical
in) 13. Section 7 Control Cards
(4 in) 14. Section 8 Control Cards
(1 in) 15. 5 folders with list of all SP numbers assigned to date
(11 it. of cards, at 100 cards per inch, equals 13, 200 cards)
A. new case can be posted on 9 controls)
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
RE GO 1014END 2"',
to
REDUCE of
1. RE TUFR. Ul?a U:s}. _t) CA:5E FIL&S TO 6R-L)
Among the 5 feet of 3RD folders on hand the completed cases and
those pending cases with very limited activity shduld be returned to 3RD
files. Emergency calls to `a.RD nights and week-ends have found many needed
folders charged-.out and unavailable immediately. We should keep on hand
in S.r ? only those current, urgent, active files really needed to further the
actual product of .I,., '.
.l. `;1 t 4a A i. 3 f;E;NTQR ij
There are on hand 4 feet of ,kA -3 case files. The e om.pleted ones
should be incorporated into the SRI` official file e r;:,all retire some to
Records &. enter if ; ee possible future .. A-; need a met v,,'ul destroy those
that r s
a. a= dutalir.,~ tu;, of >,~~.._; : files.
A review= of the list of Ad niaistrative Files in Tab 1) indicates
more than 25 folders that have nothing added in the .Last five years. These
and some others have been reviewed and I have checked on Tab D about 20
sonic folders which I think can be retired to the Records Center? without
endangering '%_-L\ 3 reference and administrative ac.tivitieas. ,:urge contents of
folders. t, skee new folders each year and bring important material forward.
inactive folder should be retired or destroyed.
Is? ??Y1? r~ l~ s . , AND GET A 3IVLk1.a.L ER FILE, CABINET FROM SUPPLY
Many unclassified forms and other material need not be kept in a
0 safe. One of the $50 file cabinets being salvaged by,3R D will take less
floor space and provide adequate storage for blank forms, office supplies,
unclassified reference material from other agencies, and other unclassified
items cluttering desks and book cases. That $35. 00 lonely book case on top
of the safe breaks a security rule and gives the office a cluttered look. The
moved, retired, and destroyed files will eliminate need for this fourth safe
and fifth book case section.
Approved For Release 2005/11/21 :,CIA-RDP70-00211 R000800120041-4
 e I T
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
DISCONTINUE AT LEAST 5 CONTROL CARD T'IL'ES
Files listed in Tab B as Control Card Files #Z. 4, 8, 9, 11}, and 12
appear to duplicate others or to be of limited continuing benefit to A.Q.S. Because
the AA S workload is so great and increasing, the disposal of these files will
end several steps in case processing and thus will permit the Staff more time
on procedures actually contributing to case production.
ELIMINATE TWO-DRAWER SAFE
of a two-drawer safe for card files I. quite inefficient and
;ions. To replace this safe with a 4-drawer safe would
increase your storage room and operation efficiency without using any additional
office space. When emptying and moving safes is being accomplished, serious
consideration should be given to the disadvantages of retaining this two-drawer
safe instead of a four-drawer safe.
Z
Approved For Release 2005/11/21: CiARP70-00211 R000800120041-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
PROPOSED REORGANIZATION
of
AAS ADMINISTRATIVE AND OPERATION FILES
1. There are 2 feet of folders divided into two groups: admiaia-
trative and operational. Each is arranged alphabetically. In each group we
find. Reference files and Project folders, both current and old along with office
administration files.
2. Another 10 feet of case folders adjoin and relate to the above
mentioned files. Each case folder is on an in dividual and the folders are
arranged into several groups according to a variety of circumstances con-
nected with the case. The groups are large (over 2 feet) or small ( a half
dozen folders) and are arranged either numerically or alphabetically (or
neither - just a bunch). Such groupings are helpful in small files, but as the
size increases search time grows as several large groups are searched in,
vain.
3. One possible solution is using only 4 major groupings:
a. Administrative Files (office housekeeping papers)
b. Operational Files (Projects)
c. Case Folders (individual persons)
Reference Files (guides, rules, laws, info, etc.
4. A different color label should be used on folders of each group.
(i. e. admin - white, Ops - blue, cases - red, Ref. - green). Separate each
major file group with a guide card with a metal tab, center position. Then
subdivide each group with a few more guide cards with third position me
tabs.
Use letter-size folders and guide cards for all these files.
5. Arrange the Administrative files according to the Agency's
Subject-N eric riling System (HB I Prepare new set of folders
and purge old files. Bring forward current material.
Approved For Release 2 0,,5L11121 :CIA-RDP70-002118000800120041-4
 Approved For Release 2005/111211: CIA-RDP70-00211 R000800120041-4
6. Separate the reference material from the current project or
operational files. Purge old inactive material from files and retire or destroy
it.
7. Arrange all case files numerically in one group except for
those few, special collections of persons handled simultaneously as one, case
or project.
Approved For Release 2005/11-RDP70-00211 R000800120041-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
t..IST OF FOLDERS IN ADMIN SECTION
R TITLE
,uATE OF CONTENTS
Consider Retirement
P.arlieet latest or Disposal*
AAS-Budget may 52 June 61
AAS-Commendations Dec 52 June 61
AAS- Communications June 58
AAS-Directives & Instructions Apr 50 July 55
AAS-Inventories June 53 Mar 61
AAS-Missions & Functions Nov 49 Sept 57
1AS-Opinions Feb 52 Apr 53
AAS-Personnel June 52 June 61
S-Proposed Rego-Comments May 55 June 59
SAS-Requisition for Services, supplies,
etc. Apr 52 May 60
i-Reports, Wkly and Monthly Sept 51 Aug 61
33ecurity Bulletins-Reports & Charts Apr 52 June 59
Affidavit of Identity Dec 47 Jul 56
25X1 Admin. InetlIHistory of Alien
Problem
Aliens, Address Requests from 00
Alien, Departing (Income Tax Reporting)
Aliens, Documents
Aliens, Deportation
Aliens, Emergency Action
Aliens, Employment (June 53)
s, Enlistment in Regular Army
Aliens, Fingerprinting of
Aliens. Private Bills relating to
Aliens, Seamen
Aliens, Wartime Control
Am. Corn. for Lib. of Bolshevism
25~ 1 .lien Support Program
25X1
25X1 As Alum in the US-offers of
roject. AAS
June 49
may 60
May 56
Sept 57
Jul 52
Mar 55
Mar 48
Jul 50
Dec 55
Jan 52
Mar 53
Feb 50
Jul 56
Mar 54
Mar 50
Jul 61
Aug 59
June 61
Oct 59
May 55
Mar 61
June 59
Mar 57
Sept 57
Sept 5 3
Aug 50
Sept 56
Jul 59
Mar 60 Jul 61
Jul 53 Mar 54
Nov 58 Jun 61
Apr 55 Feb 55
Approved For Release 2005/11/21: QIA RDP70-002118000800120041-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
Cable Lo
Cable Ha
CDC, Re
g
ndbook
lations
with
Doc 59
Jun 54
Jul 59
Dec 60
Dec 60
Jan 61
25X1 CIA Reg
ulation
Oct 53
Feb 60
CIA Reg
Citizens
Citizens
Clandest
ulation I
hip, La
hip, Lo
ine Ser
F
ws - Fo
ss of
vices -
Rev)
reign
Notices
Jan 54
Sept 49
Nov 56
Ju 53
Nov 59
May 49
Feb 60
Jan 55
Committ
ee of Free Asia (General)
Jul 53
Jul 55
Congres
tio
Cont. of
factor
Co
Defector
Defector
Divorce
Dispatch
Escapee
Exchang
sional Committee, Rela-
nship with
Pers. Dep. or enter US
s (Interagency Defector
mmittee)
s, Procedures
s, Rehabilitations and
settlement
Laws - Alabama & Mexico
Handbook
Program
e Visitors
Feb 52
Jun 56
Jul 51
Nov 48
May 50
Mar 61
Jun 56
Aug 52
Jul 59
Jan 54
Feb 60
Jul 61
Mar 61
Mar 61
May 59
Nov 58
FBI EK Justice Dept.
Apr 50
Oct 56
25X1 Foreign Address & Occup. Ind.
Mar 61
Foreign Law File
Oct 52
Apr 60
Feb 55
25X1 (3P)
Flight et al)4Junee 53)
Apr 56
Aug 57
Hungarian Intel
ligence in US
Apr 61
May 61
ation b General
Immigration and Nationality Act
Immigration and Naturalization
Activities Abroad
I&NS Operations of
I&NS Relationship with
Internal Security Act 1950
Apr 61
Feb 60
Mar 52
Jun 58
Dec 50
Nov 53
Dec 50
Oct 57
Feb 60
Feb 60
Feb 60
Jun 55
May 61
Jan 60
Approved For Release 2005/11/21 ,IA-RDP70-00211 R000800120041-4
 Approved For Release 2005/11/2'1 CIA-RDP70-00211 R000800120041-4
Lexi station
On - Army Dept.
Liaison - Attorney General
Liaison - Medical Staff
Liaison - State Dept. - General
Liaison, TSS with 1&NS
ison, US Public Health Service
Apr 60
Apr 52
Nov 50
Fab 52
Nov 51
Fob 53
Jan 52
Manifests and Declarations
Mental Cases, Facilities for Handling
Jan 53
Nationality and Naturalisation
Naturalization, General
OCR, Relationships with
Jan 58
Apr 55
58
Office of Gen. Counsel, Relationship
with
25X1 Opinions
Nov 59
Aug 59
O3 Missions & Functions
Mar 56
Sept 50
sonal History Forms
Pilots Std. operating Procedures
for Handling
June 53
25X1 Polish Seamen
I
dru
54
i Procedures - Benefits Section 316(b)
g
Apr 50
Procedures, Passport
Procedures, Private Bills
P. L. 414 Section 101, non-quota visas
Mar 54
Apr 50
Apr 58
Recognized American Institutions of
Research
Redefection
Sept 53
Sept 55
Reentry Permits
Feb 48
Refugee, Legislation
May 59
Residence Requirements for Citizenship
June 52
Russian Divorce Laws
1959
Security, Procedures
Nov 53
Jul 61
Jun 60
Jan
Nov
Mar 61
Aug 55
Oct 58
Nov 59
Feb 60
Fab 60
Jul S9
Mar 60
Ma
y
56
Feb 60
Oct 54 e
Mar 53 e
Sept 56
Jan 60
Mar 60
Dec 60
June 53
Nov 55
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
110 (Sec. 7) & Special Procedures
;tstistics Jul 50 Present
25X1
..s. 110 (Sec. 7) General Apr 30 Sep 60
ocedures, Suspension of Deportation Jan 48
pecial Procedures Jan 48 Feb 60
-itatus of Quotas
Telephone Service (LI. 4-1140)
Training
Travel Documents
Turkish Pilots
'roceduress - Visa Students
Visa Procedures
Procedures - Visas ? Immigration
Visas - Foreign National Spouses
Visits to Iron Curtain Countries
Western Hemisphere Div. , Relations
with
May 53 Jul 61
May 50 Jan 61
Feb 48 Aug 57
Feb 61 May 61
May 51 Jun 54
Sep 53 Feb 60
Dec 48 Oct 59
Jun 54 Aug 59
Apr 56 Aug 56 e
Jan Si Feb 51
Oct Si Feb 52
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
 Approved For Release 200:511 i=A:1`_. IC P70-00211 R000800120041-4
PREVIOUS FILES PURGING
in
ALIEN AFFAIRS STAJ'F
The foregoing list of folders in Tab D, itemizes the
af?ice files on hand in AAS as of September 1961, but not
including ease files and reference materials. My proposed
purging of these files is not new.
The AAS monthly report for June 1959 includes an attach-
ment listing 41 old AAS office files destroyed or consolidated at that
time. The November 1959 monthly report lists six obsolete
ence manuals destroyed.
Other actions reported (June 1959, para. 6; July 1959,
para. 5 and November 1959, para. 10) Indicate paperwork
procedures and records keeping adjustments made in AAS.
A Records Control Schedule for retiring inactive records
to the Records Center was approved for AAS in 1954. However,,
no AAS records have been retired todate. The Schedule should
amended to reflect past changes in the files and the Schedule
then integrated into procedures as an office tool for the automatic
annual purge of old, inactive files.
Approved For Release 20'05111121= CEA FDP70-00211 R000800120041-4
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
.SIFTED ^ USEEO AY ^ CONFIDENTIAL ET'SECRET
ROUTING AND RECORD SHEET
Inventory and Analysis of AAS ]riles
25X1
25X1
25X1
Records Officer, Office of Security
TO: (Olbocr do.igrwtion, room number, ord
building)
OFFKWS I COMMENTS (Nuanber each cewwwewt > show fro.. whore
INITIALS to whom. Draw o lino oaea eohiww after each cew.ment. )
Here, for your information,
is the final report on my review
of the AAS files.
kI I _.
I found AAS office files in
very good condition and well
arranged for current operations.
The few recommendations I
make are natural problems
found Agency-wide.
These problems grow from
our need to control documents
and a zealousness to have files
for every contingency. Imple-
menting my proposed changes is
optional today, but as files and
work grow AAS will have to
eliminate some files and some
-- fringe record procedures that
do not contribute to the AAS
product. Most of these possi-
bilities were discussed during the
inventory.
I sincerely appreciate Mr.
voluntee rind and the
excellent cooperation of Mr.
in the
9 Approved F Rel ase 205/11/211I CIA-RDP70-00211 R000800120041-4
FORM se 6IO ar''"iow~OUS SECRE7 INTERNAL '?!
^ CONFIDENTIAL [ ,I< nuiv F~ UNCLASS!FIE0
25X1
25X1
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4
141
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000800120041-4