OPERATING PROCEDURE FOR VITAL MATERIALS PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000100010031-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 9
• Document Creation Date: December 9, 2016
• Document Release Date: May 4, 2001
• Sequence Number: 31
• Publication Date: June 19, 1951
• Content Type: MEMO

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SU$J?ECT': Operating Procedure for Vital Materials Program
of OIA, in a repository for safe keeping.
to the activities of the organizational components
ouch as documents, record's and equipment pertinent
D1+ 'INITIONs:
1. PURPOSES The purpose of this procgduro is to institute a
program for the orderly deposit of all vital materialsp
_a a .s - Vital materials are those
ioo o ems in the possession of CIA which
.hre essential to the agency on a continuing
't si$ and which in the event of destruction#
w`oi.d oostitute an Irreplaceable loss.
Yr a Reco Officer - An Area Records Officer
d
iv Aual e
r3
___ignated 'b an office head
1-4 n
l
al1. matters pertaining to vital
to act in
materials within his Jurisdiction.'
grA . Materials Officer - The CIA Vital
_._Officer is the C isf Records Manage-'
mid latribution Branch$ General Services
l~ivo ! Administrative Services. He is
os na od to coordinate the vital materials
t-ograth for the entire agency.
ito - The repository is a place where
a wa?er as are being stored for safe keeping.
? (his of ~ the en o The Custodian of the
op"o to ' ere naftor re erred to as the
t wtodiar is an individual designated to administer
tie "unctions of the Repository.
An ?Office of Origin" is an
ing auotodial jurisdiction over
oe. g
c
X30, ? to .materials which pursuant to the
purp 009 of this program,, should be moved to a
plaoo of safe keeping.
or V
: dharts lp 2 and 3, Appendix A
sea a on of the categories of vital
n office of origin. Adherence to an
or an rational and functional listing of vital
materials i$ eaaerilial.to an overall agency records
contro. grogram and, also' to preclude unnecessary
duplication in reproduction requirements.
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Offices of Origin by the Custod.iano
Safe storage of vital materials in original or
reproduced form in a repository on.a timely baeie.
Maintenance of the quality of filmy legibility of
images and continuity of indicias with respect to
reproduced materials.
Security for the physical transfer of vital
materials to the repository.
,d. The systematic filing and storage of. vital
materials to provide.for appropriate reference'
I
,,purposes.
coding-and essential inventory
e4 The disposition of those vital. materials which
owhvo_A99t+'NC44'7'A'. fnr rnfAronne
form will be construed. as a ajrt:c U 1Ui7 UiiJCA uys ....~.
.storage, . The deposit thereof in reproduced forms
d
t
rue
such as by use of microphotography, will be cons
as an indirect nothad.
a'?p Retguirements -
mean M_ve"?M. Mlin Aa-nnni+ of vital materials in original
Purposes.
The submission of periodic 'inventory reports to
(1) Scheduling the flow of vital materials.
to the repository.
.(2) Scheduling reproduction operationsa
(3) Completing the physical transfer of the
materials under secure circumstancose
osit Schedule Effective 25 Juno19510 deposits
nc
p
of vital materials will be made in the repository on
Friday of each week. The CIA Vital Materials
Officer.will arrange for transportation, ashy
and other essential details.
Visits Repository - An Area Records Officer
making a direct deposit may accompany the CIA
Vital Materials Officer to the repository.
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?ekl ReRoj& - The CIA Vital Materials Officer
will compile Report Form "Vital Materials
Placed in Repository" for ondition each week
to the Chief,, Administrative Services. This
report .will.rofject in.-a composite manner the
deposit activity for each Office of Origin on a
4Vmulatito. basis. An office having no vital
materials for deposit within a single week will
advise the CIA Vital Materials Officer before
Friday of each week.
t - TI01 3 The operating elements will perform the following
functions, respectively:
the repository on dates of scheduled
deposits,, as appropriate to make physical
deposits of vital materials.
Bring to the attention of the Assistant
Director or Chief any changes in the inven.
'tort' that have occurred since the previous
quartorly report,
(7) Consult with the CIA Vital Materials Officer
on 4 continuing basis on matters pertaining
to vital materials under his jurisdiction.
(g) Initiate, execute and process forms oertifi>
crates' and reports either as prescribed
heroin or as requested by the CIA Vital
Materials Officer.
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(4) Hold vital materials to be transferred in
suspense file pending date of scheduled
deposit.
(5) Accompany CIA Vital Materials Officer to
the repository.
(3) Prepare and initiate 01h Form No.
. "Transfer Slip", as appropriate.
Area Records Officer -- The Officer will:
(1) Select, prepare, and identify vital
materials as authorized for transfer
directly from the office of origin to the
repository.
(2) Select, prepare, and identify vital materials
pursuant to predetermined schedules for
transfer indirectly from the office of origin
through the CIA.Vital Materials Officer to
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b. CIA Vital Materials Officer The Officer will
advise and assist Area Records Officers on a
continuing basis on matters pertaining to vital
materials and will coordinate the Vital Materi-
als Program on an operating basis by preparing
and furnishing schedules. and completing
arrangements for the physical transfer of
vital materials directly or inr?irectly from
Offices of Origin to the Repository; alsop by:
(2)
(3)
(4)
(5)
(6)
(7)
Terif'ytng the schedules to insure that offices
are forwarding vital materials on a continu-
ing basis.
Duplicating vital materials where original
copies cannot be deposited# and establishing
schedules therefor.
Inspecting quality of duplicating processea
used for vital materials,
,Completing CIA Form No., "Transfer Slipt".'
as appropriate.
Making scheduled visits to the Repository
for the deposit of vital matorialse
Maintaining control file of receipts for
duplicated vital materials signed by the
Custodian upon deposit in the Repository..
Procuring of personnel and equipment ,
essential to implement the vital materials
program with respect to indirect deposits.
Custodian - The Custodian mill:
(1)
(2) Complete CIA Form No. "Transfer Slip".
(3)
materials.
(4)
Receive.. verify and receipt for vital
materials deposited through the CIA Vital
Materials Officer,
as appropriate.
Establish and maintain an appropriate
reference system that will provide broad
codification to facilitate access to vital
Prepare and furnish periodic inventory
reports to the several Offices of Origin.
Complete destruction or return of vital
materials to O.ffices of Origin no directed.
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0OPTR0b OF VITAL MATERIALS -_ The following procedure is prescribed
for the control of Vital Material:
Transfer Sli - CIA Form No, 'Transfer Sliptt (see
Appendix B) has been devised as a basic means of
establishing administrative control over vital materials
flowing to the repository by both direct and Indirect
methods of deposit. This is a four-part manifold form
which provides for the recording of specific control
data by each of the three operating elements,
respectively, as follows:
(1) Thhe Area Records Officer -- The Officer will
initiate the form, recording in the. spaces provided
essential identifying data such as office of origin,
dato? deposit number, description of material,
date and number of pages, and also the deposit
method, retention period and replacement data.
(2) Vital Mategis.la.Off'cer - The Officer will
obmplete the dpaces provided for reproduction
tibia such as reel number, frame number, date and
also, record the transfer date and any special
instructions.
(3) The Custodian -- The Custodian will complete the
spaces provided for the storage numbers I. e.
cabinet and drawer and, subsequently, the dispo-
sition dates for either the destruction or return
of the vital materials to the.Office of Origin.
Deposit Numbers -- Each Area Records Officer will main-
tain a separate series of deposit numbers in numberical
sequence.
Distribution of Copies -- Each copy of the form reflects
the required distribution and, thus, is self-explanatory.
Each Area Records Officer will maintain a control file
of copies Numbered 1 and'3. Copy Number 1 will be
placed in the control file before the vital materials
are moved to the repository. Copy Number 2 will be
fastened securely to the material and remain therewith
while in storage. Copies Numbered 3 and 4 will be
taken to the repository by the Area Records Officer
where the Custodian, after executing the receipt
(Copy Number 3), for indirect deposits, will place
copy Number 4 in his control file.. The foregoing will
apply to both direct and indirect methods of deposit
except that in the case of indirect deposits, the Area
Records Officer will not separate the copies of the form
for distribution until after reproduction operations
have been completed,
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d, ecei t -- The Custodian will execute the receipts
for indirect deposits. However, as he will have no
knowledge of the contents of direct deposits he will
not be required to receipt therefor nor compile
reports of possession thereon.
$, IDENTIFICATION OF VITAL MATERI Yom" -- The identificaticn of vital
materials is prescribed as follows:
a, tlo pa o --= All materials recommend od for storage as
vital will reflect the Office of 0-1~ 'g:, 2nt the long and
short title and serial number whi c ",c ll cc reform with
the file series established for o: ,frffiee respectively,
as provided in Appendix B. The war !'vital' will appear
on the outside cover of all materix.l,.~r Whez the
material concerns a document, as suon, the data pre-,
scribed above will appear on the titU?o page k'insi(le
front cover), and eadh succeeding vows of multi-
volume document will bear a separate s'~-4ort title.
Where the materials entail records only, the subject
matter of each group in the records series will be
substituted for the "title" as appropriate, Where
the material comprises equipment, the name, make
and model number will suffice for the "title".
o espondence and Reports - All references to vital
materials in possession, inventory or transfer, such
as reports, reports of destruction, or correspondence
will be by serial number, date and short title only.
In using a short title every symbol of the short title
will be included. Any correspondence on paper which
rsfpro to vital materials by titles other than the
short titles will be assigned a minimum security classi-
fic6tion of SECRET' I. ?., if the reference discloses
that the material to vital,
Reyioiprt of Vital Mate is -.- A revised edition of
existing vital materials may be assigned a new short
title but, where this is undesirable the old short
title followed by a symbol which wili differentiate
the revised edition from the old is permissible.
Reproduction Reproduction of vital materials in
whole or. part is forbidden except by specific author-
ization of the office of origin, When authorizedp a
reproduction will show the reproducing office,
authority for such reproduction, and the number of
copies.reproduced. In addition the Office of Origin
will.be notified.
6.
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Tr,_ sfer of Vital Materials - When vital nn terials
are transferred from one Office of Origin to another,
or the organization's designation changes, a certifi-
cate of transfer will be made in triplicate by the
assignee or the successor organization. The certifi-
cate will be signod by the Area Records Officer
transferring the material. The original and one copy
will be forwarded to the CIA Vital Materials Officer
who in turn will forward both copies to the Custodian
of the Repository for receipt and acknowledgement.
A copy of the certificate of transfer will be retained
by each office concerned.
ction of Vital Materials Normally, the Office
of Origin will designate when vital materials are to
be removed from the Repository and destroyed. The
Custodian will be responsible for the disposition ci'
vital materials which are to be destroyed at the
.Repository. In this responsibility' he will adhere
to CIA Security Regulations covering the destruction
of classified material. A copy of the certificate
of destruction will be forwarded to the Office of
Origin and to the CIA Vital Materials Officer for
record.
iNTORY OF VITAL MATERIALS
a. The Custodian will maintain a master inventory of all
vital material by Office of Origin and will make, or
have made, each quarter of every year, an accurate
return thereof to each office concerned, respectively,
b. In.-making the quarterly report of possession the
following details will be observed:
(1) Each item will be physically inspected and its
serial deposit number checked with the inventory.
(2)` The Custodian of the'Repository will take the
inventory and will sign the report.
o. A quarterly report of possession will not be required
for:,
(1) Vital Materials which have been received,
subsequently destroyed, and a destruction report
rendered thereon within a single quarterly period.
(2) Materials which have boon placed in the Repository
for historical purposes only,, with the express
approval.of the Custodian.
() Materials which have been received,by direct
deposit,
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10. ECU t -- Classified vital materials will be transmitted in
accordance with paragraph 29 of CIA Security
Regulations,
.a. Transmition ,4 Vit44 Materials >- The transmission
of vital materials will bq effoctod by direct contact
wherever practicable. Responsible officers of the
three operating elements will provide security of
transmission from one to another. Vital materials
enroute to the Repository will be protected by an
armed courier! as necessary,
Storage of Vital Materials:,-- Vital materials will
be stored in three way combination safes when in
possession of any of the three operating elements i+ e,,
where not in transit or other process. Safes contain-
ing vital materials will be kept locked with full
combinations whenever they are not under the direct
supervision of the officials intrusted with the
combinations, respectively,
(1) Cryytographio Documents -- Cryptographic docu
ments,"so far as practicable, cipher tables,
alphabets and keys will not be kept in the same
safe as classified code books, documents and
devices to which they apply.
Qocesa to Safe -- In addition to the Custodian the
only officials authorized to have access to the
vaults and to have the combinations, keys and access
to the safes housing vital materials at the
Repository. arc designated as fo:llowoi
W The CIA Vital Materials Officer
The Area Records Officer of Interest
NOTE: Appendix A is in course of preparation and will be
published upon completion,
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"CHECK LIST" FOR REVIEWING VITAL MATERIALS
1. Are all materials considered Vital to your Office on deposit?
2. Are the VITAL MATERIALS current?
3. Has obsolete material been withdrawn?
4. Could the Vital Materials on deposit be put into two groups?
a. Those materials needed for immediate use.
b. Those materials that would not be needed for immediate use but
would be used to reconstitute the Agency?
5. In the event it is necessary to evacuate from present relocation what
records would be considered indispensable and would require moving?
Consider available, to accomplish this move, only personnel and
vehicles assigned to your office at relocation.
6. Are the punched card deposits presently on file in repository arranged in
the most readily available form to provide the required listings?
7. Are there on file in repository current punch card machine operating
procedures and boards wired for ready use?_
8. Is it feasible to replace certain present punched card deposits with
listings?
9. Are there listings that should be replaced with punched cards to provide
more flexibility?
10. Do the reels of microfilm include adequate indexing?
11. How many frames of microfilm would require prints in the initial emer-
gency period?
12. How many frames of microfilm would require prints for reconstruction?
13. Arethe current Vital Materials deposit schedules complete?
14. Are you depositing any of the following:
a, Official Personnel Records?
b. Official Fiscal, Finance and Budget Records?
C. Official Security Records? d. Official Training Records?
e. Official Medical Records?
It is not necessary for you to deposit the above as they are placed in
the Repository by the respective office creating the document.
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