REPORT OF RECORDS MANAGEMENT SURVEY OF ORGANIZATION AND METHODS SERVICE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R001000060002-4
• Release Decision: RIPPUB
• Original Classification: R
• Document Page Count: 46
• Document Creation Date: December 23, 2016
• Document Release Date: May 16, 2014
• Sequence Number: 2
• Publication Date: May 12, 1952
• Content Type: REPORT

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STAT
ORaANIATION AND
E ?
ecaredbyt
Records Analyst
Records Management and 1)istribution Branch
Administrative Service
12 May 1952
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REPORTOF R ORDS MANAGEMENT SURVEY
OP.
ORGANIZATION AND METHODS SERVICE
? A study of the files and filing ems in Organization and
Methods Service has been completed. The following report, =grafted
by attachments A through?, is submitted for review. The attach..
ments are identified as followsi
Tab A
Tab Al
Tab B
Tab C
Tab D-
Tab E?
Tab F
MARY OF RICCMMENDATIONS
-Subject Pile
-Charge-Out System
ATable of Organization Pile
'Administrative /ssuances Pile
..Pormi File
4ickler or Follow4p System
4ecords Control Schedule '
The subject matter of the records maintained by Organization
and Methods Service pertains primarily to the executive or admin..
istrative structure of the Agency, distribution or delegation of
duties and functions establishment or discontinuance of offices
or organizational units, management policies, procedures, and
administrative or authorative issuances of the Agcmcy. These
records have a continuing value, therefore, to improve their
usefullnees, appearance and condition, and to proridemaximum
control of these documents for current and future requirements,
it is recoMMended that,
ertt
1. A tickler or tollowup system, as outlined inTab t,
be adopted. The present log is an inadequate control over
the prompt handling and return of material to the file desk.
24 Filing of official records in personal files be
liminated
3, The official records of the office be prepared on
yellow tissue. The use of yellourcopies for filing purposes
would facilitate the destruction of extra or duplicate copies
that may find their way to the files and eliminates the
necessity of searching the files to determine Whether the
copies received are duplicates,
4, The Subject File, located in Rocn 202 be reorganized
and arranged 4113 explained in Tab A.
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aetu information'
5. The practice of maintaining chronological files be
discontinued. The maintenance of extra copies of correspondence
in a chronological file is suggestive, of an inadequate filing
system. It is believed that the adoption of a simple sUbjeet.
filing plan as outlined elsewhere in this report will greatly
facilitate the process of filing and finding records of the
office.
6. ]zpleientation as proposed in Tab B, with respect to
the Table of Organization File, be adopted.
7. Implementation as proposed in Tab 0, with respect to.
the Administrative .Issuances File, be adopted.
8. Implementation at proposed in Tab .1), with respect to
the Forms File, be adopted.
9. A cutoff method be adopted to facilitate the retires.
vent of inactive records to the CIA Records Center. The
suggested method would be to prepare new folders yearly with
the calendar year shown in the upper.right corner.
10. The supplemental distribution of Confidential Funds
Regulations and any other issuances be transferred to Records
Management and DietributiOn Drench,
U. The practice of forwarding partial listing of tables
of organization to the Vital Materials Repository, as changes
are made, be eliminated. Instead provide, a complete copy of
? the latest Agency table Of organization for deposit in the
Vital Hateriala Repository.
? Although the records of Organization and Methods Service
are of continuing historical value it is felt that, with the
exception of delegations of authority, 'listing ef !,..ey personnel,
CIA Regulations_ and table of organization noted above, they
are not of vital necespity to the operation of the Agency
and should not be deposited in the Vital Materials Repository.
12. No material be destroyed except as provided by
disposal standards established by the Records Management and
Distribution Branch.
13. The heavy, legal size, prestboard folders with angle
tabs be eliminated in favor of letter size, straight cut,
plain tab, TC)...(_*..reinforced, 9i point kraft folders. This change
would be more economical and also enhance the appearance of
the file.
REJRrCTED
titify Information
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TAB I
t:14
SUBJECT FILE
1. The Subject Vile should consist of all official records
of the office except correspondence and related fore records
pertaining to specific administrative issuances, tables of organ.
isation, and forme. The present location of facilities and
personnel is adequate for the maintenance of the file, however,
the Subject Filo should be reorganized with subject material
filed according to a logical system such as the Stbject-Numeric
System.
The Subject-Numeric System of classifying and filing is an
adaptation of both the simple subject and the numerical coding
systems. Iheramthod retains the simplicity of alphabetical
arrangement of subject matter titles, brings together related
subjects still using the basic principle of alphabetic sequence,
and provides in its file designations a compromise between long,
understandable titles, and short numerical designations. As
indicated by its mme, in the Subject-Numeric System the main
designations (primary subjects) are actual identifying words
used alp subject matter titles, and the subdivisions (secondary
and tertiary subjects) of these mein subjects are assigned
numerals.
Specifically, primary subjects are always indicated by title
or abbreviation of title. Secondary and tertiary subjects are
indicated by title, in the subject list, but for ease in classifi-
cation they are also identified by numerals. Secondary and tertiary
numerals are separated by a dash. For example, the primary subject
ORGANIZATION AND MANAGEMENT, is subdivided into several secondaries,
one of which is entitled Improvement Program. The secondary is
further identified by the numeral two (2). A tertiary division
of this secondary subject is Suggestions and Honor Awards which
is further identified by the numeral one (1) preceded by a dash (44
ORGANIZATION AND MANAGEMENT
1 Administrative Issuances
2 improvement Prograa
2.1 Suggestions and Honor Awards
A document, therefore, concerning an employees suggestion
for increased efficiency in Agency operations would be Classified
ORGANIZATION AND MANAGEMENT 2.1 and placed ii a folder of identical
-designation.
1
A
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Under the sumested each pz'iur snb3ect would be
indicated by the iae of. preasboard divider or guide bearing the
subjettt title, The guide should be letter size window*
type tab of one..third out located in the center of the gad*. The
guide would be followed by a letter size, straight cut plain tab*
non-reinforced, point kraft folder bearing the primLy subject
title. Folders for secondary subjects would follow the primary
subject folders and bear the primary subject followed by the number
and title of the secondary !subject,
new folders should be prepared yearly with the calendar year
shown in the right-hand corner, this is to provide the means for
periodic retirement to the CIA. Records Center.
This Office win assist personnel of Organization and Vethods
rice in instituting the Stzbject.tiumeric System and arrange for
retirosnent of inactive material if recciamendations are adopted.
2, A charge...* system should be instituted in the maintenance
of the Subject Files using a charge...out card eirtil r to the one
in Tab Al.
? 3, The practice of fastening material in folders should be
eliminated. This would result in a saving of time and facilitate
reference to the material.
451
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SUBJECT L T
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' . A
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ACCOUNTING
This subject pertains to all fiscal eccouting transactions involved
in the receipt, disbursement and Other handling of appropriated funds
ACCOUNTING
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CIA-RDP70-00211R001000060002-4 APPROPRIATION ( BUDGET
This subject pertains to, annual deficiency and pupPlemental estimates
? and appropriations, budget material; materiel regarding preliminary
estimates; Bureau of the Budget and Congressional hearings; preparation
of exhibits in support of estimates; copies or appropriation bills and
COmmittee reports; and material regarding allotments, apportionments
and transfer Of tundalk.
Optional arrangements Case f1le by; or
:fiscal year, as required,
DO NOT use this etbject for filing Material relating to fiscal accounting
transactions involved in the receipt, disbursementther handling
of appropriated funds see AMOUNTING.
program,
APPROPRIATIONS (BUDGET)
t 4.1 r
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CIA-RDP70-00211R001000060002-4 AMTORI7AT/ONS
This subject general use only. Do not use for material that
can be classified under more specific subjects, such as:
See TRAVIZ
for travel authorizations
e MRSONNE, or appointment authorities?
AJTNORIZATXONS
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BUILDINGS
Thin subject pertains to the acquisition, constructiOn, operation and
disposal of laboratories, office btildinge and other. structures and -
the grounds necessary to maintain such installations. For protection
of buildings and grounds from vandalism or possible sabotage, see
sEcuarrx )
BUILDINGS
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C INITITES
This subject is for general use onV, DO NOT USO for materia. that
Can. be filed under more Specific subjects., such ast
See EQUIPMtNT MID SUPPLIPS for Boards of SUrvess.
Optional Arrangenentt -Case file as required.
COVLITTM
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CIA-RDP70-00211R001000060002-4 c ICATIONS
This subject pertains to Material regarding all types of camMthication
?facilities and services, including procedures for handling mail,
telegram and correspondence, installations of telecommunication
facilities, system, etc.
CCIORINICATIONS
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This sUbject is for general use ?ay, tp NOT use for ii
can be filed under more specific subjects such ass
See EQUITMT AND SMUTS____t4r contracts
:of equipment and supplies*
CONTRACTS
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CONTRACTS
rial that
he proc ent
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This subject pertains to policies, procedures and agreements concerning
cooperative relationships with Individuals, States, Foreign Governments
Federal Agencies or Organizations,
COOPEXTION (Includes Agreements a derstanang
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This subject portal.
training 'facilities
EMERAL EMPLOYFES,
EDUCATION (TRfltNO
`FDIZATI INING)
o schools, colleges and other
noPederal Ethployees. See P
1 or
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This subject pertains to the employment of lion.Federal Personnel
only. See PERSOM Thr matters pertaining to Federal employees*
124PLOMENT
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CIA-RDP70-00211R001000060002-4 "EQUIPMENT AND SIPPLITTS
This 013b,lect pertains to procurement, utilization., management and
disposition of equipment, suppli and materials, except:
See Bummers for material pertaining to acquisition,
management or disposition of buildings and grounds.
See VIIIICLES for all matters pertaining to vehieles,
num
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This Subject pertains to toras design, etandardizatton, revialon
clearance, control,. supply and issuance.
VORIS
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OXIATION
This subSect pertains to the general informational activitios of the
Agency, Inc lii1 rig the preparation, publication and distribution of
published mater-lale and dissienination of information throul#2 the use
of exhibits, graphics, films?recordings, etc ? The file is intended
primarily for correspondence copies of publications and other bulk
material shoulci be maintained separately
114POIRIATION
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This subject -pertains to discoveries and inventions; copyrights of
articles or publications; ap,aieations for patents and trademarks for
devices or materials developed by Agency employees and associates.
Also case files may be established, as required. Classify by name
of senior author or other appropriate classification.
1=111110M
t; ;
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CIA-RDP70-00211R001000060002-4 INVESTIGATIONS
This subject is for general use only. Do not use for material that
can be filed under more specific subjects, sc as:
SeePEWITTL.for personnel investigations.
nvrsTxcaTion
4 .#
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LFCAL
This subject pertains to legislative proposals, copies of biils and
resolutions, comtittet reports, hearings, etc.
LEGAL
A
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This subject pertains to meetings, conferences, congresses conventions,
bte ? Do not use for material that can be filed under more specific
subjects. See CCITIMEE'S for material pertaining to committee meetings.
MEETINGS
;'-z?,?-, ?
.,.?
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CIA-RDP70-00211R001000060002-4 ORGANIZATION AND MANAGEMENT
This subject pertane to the executive or admintat ative etrtiue
of the Agency; distribution or delegation of duties and functionat
establishment or-discentinUance of offices or organizational units)
management policies; procedures; and 411 Oministrative or tuthorat
issuances of the'Ageno7.
TION AND NANAGEMENr
Administrative Ise
meat
Suggestions and honorAisrds
2.2 SurVey$ and Studies
3 Xnapections (Field)
4 tatablishMent, Reorganization and. Liuidati
4.1 Decentralization and Dispersal
4.2 'PlanCtiens Delegations
14.3 Internal (rile by name of orga
4-4 Other Pederal Agencies
5 Programs and Plans (General only. Po not use this subject
for material that can be claesified
under more specific subjects.)
Procedures and Methods
Tables 'of Organization and Charts
es (Policy and
Circulars,
Orders,
d Marinas)
Vat, as required)
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PERSONNEL
This subject pertains to aU phases of personnel administrations
including policies programs, procedures, regulations, etc, DO NOT
use for any papers involving status or service record of an eMployee.
Such papers should be included in the designated "Official Personnel
Folder". See Civil Service Handbook 8812, Hasid Personnel Records
and Files Syytems for Federal Agencies..
PHRSONIVL
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CIA-RDP70-00211R001000060002-4 PUBLIC RZLATIONS
This subject pertains .to general phases of public -t oar
See COOPERATION for material involving relationships wit orgaattone
on a formal basis
PUBLIC REIRIONS
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CIA-RDP70-00211R001000060002-4 RECORDS MkNAGfl4NT
This subject pertains' to policies, prooeduze and systems for hap& .
ling, filing and disposing of records,
RIZONDS MANAGE:4E14'r
4.? ?
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CIA-RDP70-00211R001000060002-4 REFER
E LIERkgi
This subject is to provide for the filing of NON...Record, REFEENICE
material 'when stth material is maintained in filing equipment.
Library and museum material made or acquired and preserved solely
for reference or exhibition purposes; extra copies of reports and
documents preserved of proceed docuMents fail into thie osttegory4
r,
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SECUll
This suNect pertains to the safeguarding of information and material
which, in the best interests of National Defense and safety should
not be disclosed to unauthorized persons.
Ste131/1TX
41%
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CIA-RDP70-00211R001000060002-4 ? TRANSPORTATION ?
Thineubject pertains to .he ehipmnt and routing of equipmemt
materials and supplies-.
TRANSPORTATION
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TRAVEL
.This subject pertains to the travel of enployees or others on official
business, including policies procedures and regu1ation3.
Case files by name :of traveller may be e8tab1thbed as .qu.red and;
-may be accomplished by vritin the name of the traveller is part of
the tile designation, thuat
TRAVEL (Brown, Harry)
'MA
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VEHICLP2
This subject p n to quisitions utilization and disposit on
of autonobiless trucks and other vehicles including policies
procedures and authorities for their use. Includes also material
regarding the procurenent, accountability, use and disposal of tires
and tubes,
VEHICLES
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---- ? AnD AL
Se
Y In fOr ma, ran-
ClIARG OUT SYSTEM
le It 10 important that a charge-out symtem be instituted
in the maintenance of the Subject Pile. All material withdrawn
from the file should be replaced by a charge-out card indicating
the date and person receiving the material. A periodic check
sh.ould be made to insure the return of Material withdrawn. A
sample charge-out card is attached.
?
Al
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NO. OR NAME
TAKEN BY
DATE
TAKEN
NO. OR NAME
TAKEN BY
DATE
TAKEN
NO. OR NAME
TAKEN E
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TAB B
TABLE OF ORGANIZATION TILE
1. The Table of Organisation File should consist of case files
covering the tables of organisation of individual offices, these case
files should include the request for change of table or organisation,
comments, recommendations, concurrences, and a machine listing of
the approved table of organisation.
2. The case files should be filed in an organisational arrange.
sent, using a preseboard divider or guido) for major organisational
divisions. The guide should be letter piss with a metal *window"
type tib of one-third cut Located in the center of the guide.
a. Letter sise, straight cut, plain tab, nen-reinforced,
9i point kraft folders should be prepared and filed by office
ender the major division.
3. New folders should be prepared yearly with the calendar
year shown in the right-head corner, this is to provide the means
for periodic retirement to the CIA Records Center. All material
pertaining to a new table of organisation or the revisiom of an
old one should be filed lathe folder for the year in 'hick action
vas completed.
4. Wham the case files are retired periodically to the Records
Center all related papers should be included in the transfer rather
than the forwarding of lone machine listing* as is being dome at
present. Without the related papers the machine listings are of
questionable value.
5. AU correspondence and other records that do not pertain
to a specific table of organisation, as well as surveys, should be
filed in the central Subject File.
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I/
1
STAT
At?UNISTRATIVP ISSUANCES ILM
1. The Administrative Issuances File should be divided into
four (4) parts, each part consisting of case file' on one: type of
issuance. The four divisions of the file should be as folloWst
a. CIA Notices
b.'.CIA Regulations
0.
d. Special
as the CIA Safetyllanual and,
orrespondence Manual).
2. Each division should be indicated by the use of a pressq;
board divider orguidee'lh, guide ahead be letter Site with a
metal nwindow" type tab of one...third cut located in the center of
the guide.
TAB C
$4 The guide should be followed by a letter size, straight
cut, plain tab, nonreinforced, 9i point kraft folder for each
issuance, or case, arranged numerically.
3. New faders should be prepared yearly with the calendar
year shown in the right-hand corner, this is: to provide the means
for periodic retirement to the CIA Records Center. All materiel
on a now issuance or revision of an old one should be filed in
the folder for the year in Which action was completed
4. Each case file should include the drafts, comments, and
concurrences on the proposed issuance and the final authorized copy
5.? All correspondence and other records that do not pertain
to a specific issuance, as well as staff studies, shoed be filed
in the central Subject File.
8
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FOE'S FILTS
1. The?Ponns Pile is divided into two parts, one is a func-
tiontil arrangenent of authorized forms and the other a numerical .
arrangement. At present when a form has been determined obsolete
the copies are removed from the file and destroyed. As the
Organization and Methods Service is the Agency office of record
for forma this procedure leads to the destruction of Agency records
which are of continuing value. /t is therefore, recommended that
one copy of all approved forms be filed in the central Subject
File as they are received from Printing and Reproduction Division.
The forms should be filed chronologically by date received and
retired to the CIA Records Center periodically with the balance
of the Subject File of that period. If this recommendation is
adopted the material in the Forms File could be destroyed in
accordance with disposal standards now in process of development.
2. To be more ecorictraical and to standardize filing supplies
a legal size, straight cut, plain tab, non-reinforced, 9i point -
kraft folder should be used.
3. All correspondence and other records that do not pertain
to a specific form, such as forms surveys procedures, and reports,
should be filed in the central Subject File
TAB D
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Sfcray infofmatfori
TICKLER OR FOLLM-U7
1. If it is determined that a tickler system is needed to
effectively control incoming mail and insure its return to the file
? this Office will study the problem from an Agency-Wide viewpoint
and suggest a form that will meet the requirements of the majority
of the offices.
2. The attached sample is a six part form now used in CIA,
however a two part form woUld provide adequate control in Organization
and Methods Service. One copy woad be attached to the incoming. :
material and the other retained at the control desk as a follow-up
on return of the material.
RESTE1011)
Sectitity informatiota
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ch
UI
SUBJECT
0
- I
CONTROL NO. SEC. CLASS.
DATE OF MAT.
0.
ORIGIN
FILE NO.
DATE
REVD
OUT.
ROUTING
FORM NO. 4
JAN 1949 1...74.).
FILE AND ROUTING SLIP
CROSS REFERENCE
ROUTING
TIME
OUT
COURIER NO.
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TAB F
RECORDS CONTRO
10 SIJBJECT PIL2 1947-1952
Located: Roam 202, cabinet 2 56:14 2, 3.
? Disposition; Retire material dated 1947 through 1950 to CIA
Records Center for processing and storage. Hereafter at the end
of each calendar year retire those, records created in the previous
year. After retirement to the Records Center ephemeral material
such as administrative copies of correspondence and form recorde
pertaining to procurement of supplies and equipment, personnel,
and property will.be removed and destroyed when they become
three years old, all other records will be retained.
2, TABLE OF ORGANIZATION FILE
Located: Room 207, cabinet 2672: 1,2.
1950.1952
. Disposition:: Retire material. dated. 1950.. to CIA Records Center
for sterage. Hereafter at. the end of each calendar year.retire
those records createdin.the previous year.
AMtNISTRATIVE ISSUANCES FILE 1947-1952
Located, Room.204, cabinet 289 30.4.:
Disposition: Retire material dated 1947 through 1950 to CIA
Records Center, including case files of Administrative Instructions
and General Orders. Hereafter at the end of each Calendar year retire
those records created in the previous year.
FOR S FILE
Located: Roam 207, cabinet 2861*
Disposition: If recommendations in Tab D are adopt
material matte aisposed of in the following manner:
a. Destroy copies of blank forms as they become obsoi
b. Retire supporting papers, such as draft:: requests'
for approval and related correspondence, at the end of the
calendar year in which the related form became obsolete.
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COURIERS* CLASSIFIED MAIL RFCRIETS 1950-1952
Located: Room 202
Ilposition: Retire immediately receipts dated prior to
1952 to CIA Records Center.. Hereafter at the end of each
calendar year retire those receipts created in that year. -
Receipts will be retained by the CIA Records Center for one
year and then destroyed.
6, INCOMING AND OUTGOING mor ? *p..1952.
Located: Room 202
Disposition: Retire logs dated 1950-1951 to C/A.RecordS
Center. Hereafter at the end of each calendar year retire
those logs created in that year. Logs will be retained by-
the CIA Records Center for one year and then destroyed.
RESTRICTED
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O ).At' ^
' f? 1:41;1:1S-MATI\'7.
RECORDS 11%.NAGEMDT ACTIVITIrS Pat FISCAL ILAR-1122
STAT
1. Vital Materials
a. Documents (Cubic Feet
b. 14:ape (Cubic Feet)
0 Film (Reels); 35 nu
Film (Reels): 16 ram
4. Punch Cards (Card Count)
51.30
? 34.84
1)495
991
149620099
2. Records filmed by the Records Nnnagement'and Distribution Divieion
for Vital Material? -4. 752 reels (381 reels in May and June).
3. Records Disposal Schedule . A survey of the records of four major
buainese offices has been completed. The status of the preliminary
appraieal of the records for these offices is as follows;
a. General Services - A Disposal Schedule has been prepared and
forwarded to the Rational Archives for submittal to Congress.
b. Procurement and Supply Office -4 A Dipposal Schedule has been
prepared, approved by Agency official?and is ready to be
forwarded to the National Archives.
co Comptroller Office - Preparation of a Disposal Schedule is
nearing completion.
d, Personnel Office 4.4 Preparation of a Disposal Schedule is
nearing completion.
4, Estimated Essential Records in the Agency The total amount of
Agency records occupying office space is conservatively estimated
to be 50,000 linear fest. Ag indicated by 'Audios described in
Hoover Commission Tank Force Report an Records Management* -
"Elimination of over 50 percent of all records from office
equipment and space is easily attainable in a rg4tively short
period of time by;
"I. Destruction of up to 35 percent of valueless or
duplicated records with a continuing annual turnover by
destruction of 10 percent or more of the remaining records.
, 4 ?
* "2. Initial transfers to storage in records centers of
more than 20 percent of records that must continue to be
preserved at least for a time, with continuing transfers
each year thereafter of an additional 10 percent or more
of the remaining records.
?I)
1?
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'3, An annual turnover of between 10 percent and 25 percent
of the holdings in records centers by destruction of records
Which have served out their time."
The statement above indicates that approximately 35 P'ereent of the
records could be destroyed immediately and 20 percent removed to
a records center. In this Agency the 35 percent of records to be
'destroyed mould first have to be housed for a period in the
records center. This would be necessary because the Agency is
comparatively now and atter diSpesal schedules are developed there'
will be awaiting period before destruction can be authorised.
Records Center .
Storage space oceupied by records
? e n distribution ma
Space availabe for storage of records
1834
1808
*
*Installat on of Shelving for 3000 cubic feet of records completed
in Jim which accounte for the high percentage Of apses ava1ab1e
for storage at the end of the fiscal year.
Approximately tour to five times as much space, to the pretien
facilities provide, will be needed to house the estimated vol
of Agency records that ere appropriate for such storage.
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CLNUAL
Securivinformalian
Acting Personnel or, Personnel
Chief, Adldni5tx'ative Service
Records Vkintenanee ?and Disponi
2014/05/16 :E.:11 .rzadetat:
???:!..Wi is, TO
:4ANAMErtiT
i-.0MINISTnATIVE SERVICE
Mans in the Personnel Office
Thie brief, factual report is submitted lathe cense of
more efficient and effective maintenance and disposition of
the Ageney's personnel records. The facts were gathered
during the inventorying of the records of your Office by
analysts of the Records Nenagenent tad Distribution Branch
This Branch will sestet in anyvazir possible in carrying out
any recommendations suggested in this report.
eittactiments: 2
1 -. Factunl Re7ort
ASAMienardil ::vektven
. cos addressee ? 1
-signee ?2 .
Res 11/7
ulo
CONNUENTIAL
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STAT
50X1
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R
Next 2 Page(s) In Document Denied
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The Record. VanAgement and Distribution Branch will gen
submit these items to the National Archives and the Coagress,
'which action mill give legal fame to the records retentien
and die:veal activities of your office. Iteme that do fit
the administrItive circumstances of the office viii be aceepted
as the standard for the retention and ditrosal of Personnel
Eecords of this Acenoy4
CONFLANI VAL
omat
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