RECORDS MANAGEMENT STAFF PAPER NUMBER 11 CODE OF FEDERAL REGULATIONS TITLE 41 - - - CHAPTER 101 SUB-CHAPTER B ARCHIVES AND RECORDS

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CIA-RDP74-00005R000100020033-6
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RIFPUB
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K
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40
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December 9, 2016
Document Release Date: 
April 24, 2001
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33
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Publication Date: 
December 1, 1971
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REGULATION
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Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 CODE OF FEDERAL REGULATIONS Title 41---Chapter 101 Sub-Chapter B ARCHIVES AND RECORDS I Approved For Release 2001/07/17 : CIA-RDP74-00005ROO01000200 3y6EMBER 1971 roved For Release 2001/07/17Tirfl 1RPhZ4-, 90 8000100020033-6 4A1_'1 D_.e SUBCHAPTER B--ARCHIVES AND RECORDS PART 101-7 [RESERVED] PART 101-8-NATIONAL HISTORI- CAL PUBLICATIONS COMMISSION [RESERVED] PART 101-9-101-10 .[RESERVED] PART 101-11-RECORDS MANAGEMENT Sec. 101-11.000 Scope of part. Subpart 101-11.1-Federal Records; General 101-11.101 General provisions. 101-11.101-1 Authority. 101-11.101-2 Applicability. 101-11.101-3 Records defined. 101-11.101-4 Reports to the President and the Congress. 101-11.102 Agency records management programs. 101-11.102-1 Authority. 101-11.102-2 Program content. 101-11.102-3 Creation of records. 101-11.102-4 Organization, maintenance, and use of records. 101-11.102--5 Disposition of records. 101-11.102-6 Liaison offices. 101-11.102-7 Annual summary of records holdings 101-11.103 Agency program evaluation. 101-11.103-1 Authority. 101-11.103-2 Evaluation by National Ar- chives and Records Service. 101-11.103.3 Agency internal evaluation. Subpart 101-11.2-Creation of 101-11.200 Scope of subpart. 101-11.201 General provisions. Records 101-11.201-1 Agency action. 101-11.202 Adequate and proper docu mentation. 101-11,202-1 Statutory responsibilities. 101-11.202-2 Documentation standards. 101-11.203 Creating records essential current business. for 101-11.203-1 Statutory responsibilities. 101-11.203-2 General requirements. 101-11.204 [Reserved] 101-11.205 [Reserved] 101-11.208 Correspondence-agency ibilities o pro- 101-11.206-1 ns . gram resp Correspondence management function. 101-11.206-2 Correspondence defined. 101-11.200-3 Program requirements. 101-11.206-4 Program implementation. 101-11.207 Reports-agency program re- sponsibilities. . 101-11.207-1 The reports management func- tion. 101-11.207-2 Reports defined. sec. 101-11,207-3 Program requirements. 101-11.207-4 Program implementation. 101-11.208 Forms-agency program re- sponsibilities. 101-11.208-1 The forms management funs-, tion. 101-11.208-2 Forms defined. 101-11.208- 3 Program requirements. 101-11.208-4 Program implementation. 101-11.209 Directives-agency program re- sponsibilities. 101-11.209-1 The directives management function. 101-11.209-2 Directives defined. 101-11.209-3 Program requirements. 101-11.209-4 Program implementation. 101-11.210 Automatic data processing rec- ords; agency program re- sponsibilities. 101-11.210-1 ADP r e c o r d a management function. 101-11.210-2 ADP records management de- fined. 101-11.210-3 Program requirements. 101-11.210-4 Program implementation. Subpart 101-11.3-Organization, Maintenance, and Use of Current Records 101-11.301 General provisions. 101-11.301-1 Authority. 101-11.301-2 Agency action. 101-11.302 [Reserved] 101-11.803 [Reserved] 101-11.304 Mail-agency program respon- sibilities. 101-11.304-1 The mail management func- tion. 101-11.304-2 Mail defined. 101-11.304-3 Program requirements. 101-11.304-4 Program implementation. 101-11.305 Files-agency program respon- sibilities. 101-11.305-1 The files management func- tion. 101-11.305-2 Files defined. 101-11.305-3 Program requirements. 101-11.305-4 Program implementation. 101-11.306 Records equipment and sup- plies-agency program re- sponsibilities. 101-11.306-1 Managing records equipment and supplies. 101-11.806-2 Records equipment and sup- plies defined. 101-11.308-3 Program requirements. 101-11.3081 Program Implementation. Subpart 101-11.4-Disposition of Federal Records 101-11.401 Records control schedules. 101-11.401-1 Records scheduling programs. 101-11.4x1-2 Basic elements in records scheduling programs., 101-11.401-3 Formulation of records Control schedules. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approvecj For Release 2001/07/17 : CI$WDOZf0100020033-6 part 101-11 See. 101-11.401-4 Provisions of records control schedules. 101-11.401-5 Application of records control schedules. 101-11.402 (Reserved] 101-11.403 Standards for the selective re- tention of records. 101-11.403-1 Authority. 101-11.403-2 Records retention and disposal standards. 101-11.403-3 Permanently valuable records retention program. 101-11.403-4 Application of records reten- tion plans. 101-11.404 General retention and dis- posal schedules. 101-11.404-i Authority. 101-11.404-2 Approved General Records Schedules. 101-11.405 [Reserved] 101-11.406 Agency disposal authority. 101-11.406-i Authority. 101-11.406-2 Submission of disposal re- quests, 101-11.400-3 Certification. 101-11.406-4 General Accounting Office clearance. 101-11.406-5 Approval of requests for dis- posal authority. 101-11.406-6 Mutilation and destruction of records. 101-11.406-7 Extension of retention periods. 101-11.406-8 Withdrawal of disposal au- thority. 101-11.406-9 Supersession of disposal au- thority. 101-11.407 Emergency authorization for the disposal of records. 101-11.407-1 General provisions. 101-11.407-2 Menaces to human health or life or to property. 101-11.407-3 State of war or threatened war. 101-11.408 Methods of disposal. 101-11.408-1 Authority. 101-11.408-2 Sale or salvage. 101-11.408-3 Donation for preservation and use. 101-11.408-4 Destruction. 101-11.409 Transfer of records from the custody of one executive agency to another. 101-11.409-1 Authority. 101-11.409-2 Approval. 101-11.409-3 Agency request. 101-11.409-4 Agency concurrences. 101-11.409-5 Records of terminated agen- cies. 101-11.409-6 Equipment. 101-11.409-7 Costs of transfers. 101-11.400-8 Restrictions on use of records. 101-11.409-9 Exceptions. 101-11.410 Transfer of records to Federal Records Centers. 101-11.410-1 Authority. 101-11.410-2 Procedures for transfers to regional Federal Records Centers. sec. 101-11.410-3 Procedures for transfer to the Federal Records Center, St. Louis. 101-11.410-4 Vital operating records. 101-11.410-5 Surveys of records available for transfer. 101-11.410 Release of equipment. 101-11.410-7 Servicing transferred records. 101-11.410--S Disposal clearances. 101-11.411 Transfer of records to the National Archives. 101-11.411-1 Authority. 101-11.411-2 Transfers via Records Centers. 101-11.411-3 Direct transfers. 101-11.411-4 Release of equipment. 101-11.411-5 Use of records transferred to the National Archives. 101-11.411-6 Disposal clearances. 101-11.411-7 Transfer of audiovisual rec- ords. 101-11.411-8 Transfer of cartographic records. 101-11.412 Agency records centers; estab- lishment. 101-11.412-1 Authority. 101-11.412-2 Existing records centers. 101-11.412-3 Requests for authority to ea- tabllsh or relocate records centers. 101-11.412-4 Annual agency records center report. Subpart 101-11.5-Microfilming 101-11.500 Scope of subpart. 101-11.501 Services available. 101-11.501-1 Central source of information on microfilming. 101-11.501-2 Technical advice and assist- ance on microfilm programs, 101-11.501-3 Central reimbursable micro- filming service. 101-11.502 Requests for service. Subpart 101-1 1.6-Records Equipment and Supplies 101-11.601 [Reserved] 101-11.602 (Reserved] 101-11.603 Stationery standards. 101-11.603-1 General provisions. 101-11.603-2 Standard specifications. 101-11.603-3 Letterhead stationery. 101-11.603-4 Memorandum stationery. 101-11.603-5 Continuation sheets. 101-11.603-6 Manifold (tissue) sheets. 101-11.603-7 [Reserved] 101-11.603--8 Envelopes (printing). 101-11.603--9 Envelopes; borders, markings, etc. 101-11.603-10 Procurement forms. 101-11.603-11 Optional Form 10, United States Government Memo- randum, May 1962. 101-11.603-12 Standard Form 63, Memoran- dum of Call, Nov. 1961. 101-11.603-13 Standard Form 66, U.S. Gov- ernment Messenger Envel- ope, Nov. 1961. 101-11.603-14 Optional P o r m 27, United States Government 2-way Memo. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41-Chapter 101 Subpart 101-11.7-Vito) Records: Records During an Emergency Sec. 101-11.903 Criteria for the use of source data automation. Sec. 101-11.904 Application of source data 101_11.701 Emergency preparedness pro- t - it l d automation. recor s pro ec gram; v a tion status report. Subparts 101-11.10-101-11.48 [Reserved] 101-11.701-1 101-11.701-2 Purpose. Authority. Subpart 101-11.49-Forms. and Reports 101-11.701-3 Background. 101-11.4900 Scope of subpart. 101-11.701-4 Forms. 101-11.4901 Standard Form 138: Annual 101-11.701-5 Definitions. Summary of Records Hold- 101-11.701-6 Preparing offices and coverage. ings. 101-11.701-7 Security. 101-11.4902 Standard Form 115: Request 101-11.701-8 Reporting periods and due for Authority to Dispose of 101-11.701-9 dates. Copies and distribution. 101-11.4903 Records. Standard Form 115a: Request 101-11.701-10 Availability of forms. for Authority to Dispose of i ti Subpart 101-11.8-Standard and Optional on nua R e c o r d s-Cont Sheet. Forms 101-11.4904 Instructions for preparing 101-11.800 Scope. Standard Forms 115 and 101-11.801 Exclusions. 115a. 101-11.802 Background. 101-11.4906 Standard Form 137: Agency 101-11.803 Definitions. Records Center Annual Re- 101-11.803-1 Forms. port. 101-11.803-2 Standard forms. 101-11.4908 Standard Form 127: Request 101-11.803-3 Optional forms. for Official Personnel Fold- 101-11.803-4 Promulgating agency. er (Separated Employee). 101-11.803-5 Sponsoring agency. 101-11.4907 Standard Form 135: Records 101-11.804 Procedures to promulgate, Transmittal and Receipt. modify , or discontinue 101-11.4908 Standard Form 135a: Records 101-11.804-1 Standard forms. Clearance and promulgation. Transmittal and Receipt- (Continuation). 101-11.804-2 Modifications and exceptions. 101-11.4909 GSA Form 439: Report of 101-11.804-3 Proposed discontinuance. Disposition of Records. 101-11.805 Procedures to establish, revise, 101-11.4910 Optional Form 11: Reference 101-11.806 or discontinue Optional forms. Standard and Optional forms 101-11.4911 Request-Federal Records Centers. GSA Form 10: United States 101-11.807 used as public reports. Procurement. 101-11.4912 Government Memorandum. Optional Form 10: United 101-11.808 Initiating Standard and Op- States Government Memo- 101-11.808-1 tional forms projects. Initiating new Standard forms. 101-11.4918 randum. Standard Form 63: Memo- 101-11.808-2 Initiating new Optional forms. randum of Call. 101-11.809 Selected Standard forms for 101-11.4914 Standard Form 65: U.S. Gov- 101-11.809-1 which GSA is designated as promulgating agency. Standard forms for requisi- 101-11.4915 ernment Messenger En- velope. Optional Form 27: United 101-11.809-2 tioning printing and bind- ing. Standard forms for reporting 101-11.4916 States Government 2-Way Memo. "Guides to Simplified In- accidents and for processing claims under the Federal 101-11.4917 formal Correspondence". GSA Form 2034: Vital Rec- 101-11.809-3 Tort Claims Act. Standard forms for medical ords Protection Status Re- port (Part I-Emergency examination and clinical and health records. 101-11.4918, Operating Records). GSA Form 2035: Vital Rec? 101-11.810 Designation of agency liaison ords Protection Status Re- representative. port (Part II-Rights and Subpart 101-11.9-Source Data Automation 101-11 4920 Interests Records). Standard Form 162: Request 101-11,900 In Paperwork Systems Scope. . for Clearance and Procure- ment-Standard and Op- 101-11.901 Definition of source data auto- tional Forms. mation. 101-11.4921 Standard Form 180: Request 101-11.902 Need for source data automa- Pertaining to Military Rec- tion. ords. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-REj 74-00005R000100020033-6 if a 41-Chapter 101 ? 101-11.102-2 AvraoarrY: The provisions of this Part , in connection with the transaction of 101-11 Issued under sec. 205(e), 63 Stat. 390; public business and preserved or appro- 40 U.S.C. 486(c). Sovec The provisions of this Part 101-11 priate for preservation by that agency appear at 29 F.R. 16807, provisions unless or its legitimate successor as evidence Dec. t12, 1964, his Part aerwise noted. of the organization, functions, policies, decisions, procedures, operations, or 101-11.000 Scope of part. other activities of the Government or This part prescribes policies and pro- because of the informational value of mulgates standards, procedures, and museum data contained matereialtherein. Lc acquired grary and techniques for the economical and effi- preserved solely made or ce and cient management of records of Federal Lion purposes, extra reference of or documents agencies. ion purposes, extra copies of documents preserved only for convenience of refer- Subpart 101-11.1-Federal Records; ence, and stocks of publications and of General ? 101-11.101 General provisions. ? 101-11.101-1 Authority. The regulations in this subpart are is- sued pursuant to the authority contained in the Act of July 7, 1943, as amended (44 U.S.C. 366-376, 378-380), hereinafter re- ferred to as the Records Disposal Act, and the records provisions of the Federal Property and Administrative Services Act of 1949, as amended (44 U.S.C. 391-396, 397-401). ? 101-11.101-2 Applicability. The regulations in this subpart apply to all Federal agencies to the extent pro- vided in the Acts cited in ? 101-11.101-1, except that the disposal of court records shall be in accordance with the provi- sions of 28 U.S.C. 457. Section 3 of the Federal Property and Administrative Services Act (40 U.S.C. 472) defines "Fed- eral agency" as "any executive agency or any establishment in the legislative or Judicial branch of the Government (ex- cept the Senate, House of Representa- tives, and the Architect of the Capitol and any activities under his direction)." The same section defines "executive agency" as "any executive department or inde- pendent establishment in the executive branch of the Government, including any wholly owned Government corpora- tion." ? 101-11.101-3 Records defined. (a) Section 1 of the Records Disposal Act (44 U.S.C. 366) defines the term "records," as applied to the disposition of records, to include "all books, papers, maps, photographs, or other documen- tary materials, regardless of physical form or characteristics, made or received by any agency of the United States Gov- ernment in pursuance of Federal law or processed documents are not included within the definition of the word 'rec- ords' * * *.., (b) This definition also applies to the term "records" when used in the Federal Records Act of 1950, by virtue of section 511(a) thereof (44 U.S.C. 41(a)). The Federal Records Act of 1950 was enacted as Title V (sections 501-511) of the Fed- eral Property and Administrative Serv- ices Act of 1949, as amended (44 U.S.C. 391-396,397-401). ? 101-11.101-4 Reports to the Presi- dent and the Congress. Section 508(b) of the Federal Records Act of 1950 (44 U.S.C. 398(b)) provides: "The Administrator shall, whenever he finds that any provisions of this title have been or are being violated, inform in writing the head of the agency con- cerned of such violations and make rec- ommendations regarding means of cor- recting them. Unless corrective meas- ures satisfactory to the Administrator are inaugurated within a reasonable time, the Administrator shall submit a written report thereon to the President and the Congress." ? 101-11.102 Agency records manage- ment programs. ? 101-11.102-1 Authority. Section 506(b) of the Federal Records Act of 1950 (44 U.S.C. 396(b)) requires the head of each Federal agency to es- tablish and maintain an active, continu- ing program for the economical and efficient management of the records of the agency. ? 101-11.102-2 Program content. Agency programs shall, among other things, provide for: (a) Effective controls over the cre- ation, the organization, maintenance and use, and the disposition of all agency records. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41-Chapter 101 (b) Cooperation with GSA In develop- ing and applying standards, procedures, and techniques designed to improve the management of records, assure the main- tenance and security of records of continuing value, and facilitate the segregation and disposal of all records of temporary value. (c) Compliance with the provisions of the Federal Records Act-of 1950 and with the regulations Issued thereunder. (d) Compliance with ? 101-25.104-2 in connection with the moratorium on the purchase of new filing cabinets. 129 F.R. 16807, Dec. 12. 1964, as'amended at 30 F.R. 4757, Apr. 14, 19651 ? 101-11.102-3 Creation of records. Adequate records management con- trols over the creation of agency records shall be instituted to Insure that im- portant policies and decisions are ade- quately recorded; that routine opera- tional paper work is kept to a minimum; and that the accumulation of unneces- sary files Is prevented. Effective tech- niques to be applied in this area include the application of systems for the control of correspondence, forms, directives and Issuances, and reports; the minimizing of duplicate files; and the disposal with- out filing of transitory material that has no value for record purposes. ? 101-11.102-4 Organization, mainte. nance, and use of records. Provision shall be made for the con- tinued analysis and improvement of such matters as mail handling and routing, record classification and indexing sys- tems, the use of filing equipment and supplies, the reproduction and transpor- tation of records, and work production standards relating thereto, to insure that records are maintained economically and efficiently and In such a manner that their maximum usefulness is attained. ? 101-11.102-5 Disposition of records. Provision shall be made to insure that records of continuing value are preserved but that records no longer of current use to an agency are promptly disposed of or retired. Effective techniques for accom- plishing these ends are the development of records control schedules; the trans- fer of records to records centers and to the National Archives; the microfilming of appropriate records; and the disposal of valueless records. ? 101-11.102-6 Liaison offices. Responsibility for the development of the records management program shall be specifically assigned to an office or offices within each Federal agency. The office to which the major responsibility is assigned shall be reported for liaison purposes to the National Archives and Records Service. ? 101-11.102-7 Annual summary of records holdings. Each Federal agency shall submit to the National Archives and Records Serv- ice within 30 days after the close of each fiscal year a summary of its records holdings on Standard Form 136, Annual Summary of Records Holdings (see ? 101-11.4901). Instructions for prepar- in the report are on the form. The summary may be a consolidation for an entire agency, or, If more practical, separate reports may be submitted for bureaus or comparable organizational units. 133 F.R. 8775, June 15, 19681 ? 101-11.103 Agency program evalua- tion. ? 101-11.103-1 Authority. Section 505(c) of the Federal Records Act of 1950 (44 U.S.C. 395(c)) author- izes the Administrator of General Serv- ices to inspect or survey, personally or by deputy, the records of any Federal agency, as well as to make surveys of records management and records dis- posal practices in such agencies. ? 101-11.103-2 Evaluation by National Archives and Records Service. Agency programs for controlling the creation, maintenance, and use of cur- rent records; for the selective retention of records of continuing value; and for the disposal of noncurrent records will be Inspected periodically by the National Archives and Records Service. The ob- jectives of these inspections are to: (a) Determine agency compliance with the provisions of the Records Disposal Act and the Federal Records Act of 1950. 1 (b) Determine agency observance of the regulations set forth in this Subpart 101-11.1. (c) Evaluate the effectiveness of agency records management programs. ? 101-11.103-3 Agency internal evalu- ation. Each agency should periodically in- ,apect their records management pro- Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 ?r Approved Release 2001/07/17: CIA PJf&e QpqQ 00020033-6 ? 101-11.202-2 grams within the agency, with the fre- quency and depth permitted by the agency's resources. These Inspections should have objectives similar to those listed in ? 101-11.103-2, and should be designed to complement the Inspections performed by the National Archives and Records Service. Criteria for agency self-inspection are available from the National Archives and Records. Service. Subpart 101-11.2--Creation of Records ? 101-11.200 Scope of subpart. (a) Sections 505 and 506 of the Fed- eral Records Act of 1950 (44 U.S.C. 395, 396) place upon the Administrator of General Services and the heads of Fed- eral agencies responsibility for the de- velopment and implementation of stand- ards and programs for the economical and efficient management of Federal rec- ords. Specifically, the Act requires that each Federal agency provide for effective controls over the creation of records, in- cluding the making of records contain- ing adequate and proper documentation of agency administration and operations. !b) Effective controls over records cre- ation must encompass all types of records at all levels of organization, central office and field. Specifically, there are four types of records which require continu- ing attention. These types-correspond- ence, reports, forms, and directives-are common to all agencies. Generally these records are created on sheets of paper, but they may also appear on punch cards, film, tape, and other media. ? 101-1.1.201 General provisions. ? 101-11.201-1 Agency action. (a) The head of each Federal agency, in meeting the requirements of section 506 of the Federal Records Act of 1950 for controlling the creation of records, is expected to observe the program respon- sibilities and standards set forth in this Subpart 101-11.2. These responsibilities and standards are basic to the Govern- ment-wide control of records creation; however, the application of the program responsibilities by individual agencies may be influenced by factors such as agency size, organization, mission, and paperwork activity. to: (b) Each Federal agency is expected (I) Assign to an office(s) of the agency the responsibility for the de- velopment and implementation of agencywide management programs for correspondence, reports, forms, ADP records, and directives and for adequate and proper documentation. When or- ganization arrangement, size, or com- plexity requires, actual control may be established at bureau, service, or office level. Programs at these control points will operate within the framework of the overall agency plan. (2) Issue a directive(s) establishing program objectives, responsibilities, and authorities. A copy of each directive Issued (and subsequent amendments or supplements) should be readily avail- able for inspection by the National Ar- chives and Records Service, GSA. (29 F.R. 16807, Dec. 12, 1964, as amended at 32 F.R. 3147, Feb. 22, 1967) ? 101-11.202 Adequate and proper doc- . umentation. ? 101-11.202-1. Statutory responsibili- ties. (a) Section 505(a) of the Federal Rec- ords Act of 1950 (44 U.S.C. 395(a)) vests in the Administrator of General Services responsibility for developing and issuing standards to improve the management of records. (b) Section 506(a) of the Federal Rec- ords Act of 1950 (44 U.S.C. 396(a)) re- quires that the head of each Federal agency "shall cause to be made and pre- served records containing adequate and proper documentation of the organiza- tion, functions, policies, decisions, pro- cedures, and essential transactions of the agency and designed to furnish the in- formation necessary to protect the legal and financial rights of the Government and of persons directly affected by the agency's activities." ? 101-11.202-2 Documentation stand. ards. To insure that adequate and proper records are made and preserved In the Federal Government, the following docu- mentation standards will apply In each Federal agency: (a) The record of the transaction of public business by any Federal official or employee is to be complete to the ex- tent required (1) to facilitate informed action by the incumbents and their suc- cessors in office; (2) to make possible a proper scrutiny by the Congress, other duly authorized agencies of the Govern- ment, and other persons properly and directly concerned, of the manner in which. public business has been dis- Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 ApprovvVoF-qt.f lease 2001/07/ 'tleQ pIRJ"00Q5R000100020033-6 charged; and (3) to protect the financial, legal, and other rights of the Govern- ment and of persons affected by the Government's actions. (b) With particular regard to the for- mulation and execution of basic Govern- ment policy, Federal officials are respon- sible for incorporating in the records of their agencies all essential information on their major actions. Significant de- cisions and commitments reached orally (person to.person, by telephone, or in conference) should be reduced to writing and included in the record. Minutes should be taken at important board, com- mittee, and staff meetings, and these, together with a copy of the agenda and all documents considered at or resulting from such meetings, should be made a part of the record. (c) The programs, policies, and pro- cedures of Federal agencies are to be adequately documented in appropriate directives. A record copy of each such directive (including those superseded) will be maintained as a part of the of- ficial files. (d) Papers of a private or nonofficial character which pertain only to an indi- vidual's personal affairs that are kept in the office of a Federal official will be clearly designated by him as nonofficial and will at all times be filed separately from the official records of his office. In cases where matters requiring the trans- action of official business are received in private personal correspondence, the portion of such correspondence that per- tains to official business will be extracted and made a part of the official files (see ? 101-11.406-6). ? 101-11.203 Creating records essen- tial for current business. ? 101-11.203-1 Statutory responsibili- ties. (a) Section 505(a) of the Federal Rec- ords Act of 1950 (44 U.S.C. 395(a)), vests in the Administrator of General Services responsibility for developing and issuing standards to improve the management of records and for promot- ing the efficient utilization of space, equipment, and supplies needed for records. (b) Section 506(b) of the Federal Records Act of 1950 (44 U.S.C. 396(b)) requires that the head of each Federal agency "shall establish and maintain an active, continuing program for the economical and efficient management of the records of the agency. Such pro- gram. shall, among other things, provide for (1) effective controls over the crea- tion * * * of records in the conduct of current business ? ? ?." Correspond- ence, reports, forms, machine readable records together with supporting docu- mentation, and directives are the prin cipal types of records created on a cur- rent basis by Federal agencies. [29 F.R. 16807, Dec. 12, 1964, as amended at 32 F.R. 3147, Feb. 22, 19671 ? 101-11.203-2 General requirements. Positive action is to be taken to prevent the making of unnecessary records. Existing and proposed office procedures are to be subject to continu- ing examination by agency management with a view to determining their effect on recordmaking. Where justified, such procedures will be revised, consolidated, or eliminated to keep recordmaking to'a minimum. In addition, the detailed pro- gram requirements for correspondence, reports, forms, directives management, and ADP records management set -forth in the following sections of this subpart are to be observed. (32 F.R. 3147, Feb. 22, 19671 ? 101-11.204 [Reserved] ? 101-11.205 [Reserved] ? 101-11.206 Correspondence-agency program responsibilities. ? 101-11.206-1 Correspondence man- agement function. The objectives of correspondence man- agement are to limit correspondence to essential requirements, to improve the quality of necessary correspondence, and to provide for its creation in an eco- nomical and efficient manner. ? 101-11.206-2 Correspondence de- fined. Correspondence is a generic term in- cluding letters, form letters, telegrams, memorandums, endorsements, summary sheets, postal cards, memo routing slips, and other written communications. ? 101-11.206-3 Program requirements. (a) Each Federal agency, in providing for effective controls over the creation of records, is expected to establish an appropriate program for the manage- ment of agency correspondence (? 101- 11.201-1). The program will: (1) Prescribe the types of correspond- ence to be used in official agency com- munications. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved F+ r Release 2001/07/17: CIA-IP 744100&0 PRO 093?0020033-6 ~ 101-11.407-2 (2) Establish and implement agency standards concerning the number and kind of copies required, their distribu- tion and purpose. (3) Implement the correspondence standards set forth in the U.S. Govern- ment Correspondence Manual and in pertinent GSA Records Management Handbooks, with such modifications as may be necessary for specialized agency practices. (4) Implement the Government-wide standards, issued by GSA for the pro- curement and use of letterheads, mani- fold paper, memorandum forms, and envelopes. . (5) Review, on a continuing basis, agency correspondence practices and procedures to find opportunities for im- provement and simplification. (f) Develop and implement procedures at expedite the clearance and han- guides, and principles set forth in the ;U.S. Government Correspondence (b) Standards, guides, and instruc- tions developed for the agency corre- spondence management program are to be In published form, designed for easy reference and revision. They should be readily available to those who write, re- view, sign, type, and file correspondence. ? 101-11.206-4 Program implementa- tion. The following actions are generally basic to a correspondence management program: (a) Prepare only necessary corre- spondence and essential copies. (b) Use form letters to the maximum extent possible following the standards, guides, and principles set forth in the, GSA Records Management Handbook, Form Letters. (c) Employ guide letters and para- graphs where practical, following the standards, guides, and principles set forth in the GSA Records Management Handbook. Guide Letters. (d) Originate letters that are care- fully planned, easily read and under- stood, and responsive to the needs of the recipient by applying the standards, guides, and principles set forth In the GSA Records Management Handbook, Plain Letters. (e) Prepare correspondence that is (g) Provide for periodic spotchecks of agency correspondence to determine compliance with standards. ? 101-11.207 Reports--agency program responsibilities. ? 101-11.207-1 The reports manage- ment function. The primary objectives of reports management are to provide agency man- agement officials with needed informa- tion at times and places, and in the for- mat most useful to them, and to furnish this information as economically and efficiently as possible. The reports man- agement function is also concerned with the review, approval, and clearance with the Bureau of the Budget of reporting plans and forms, as required by the Fed- eral Reports Act (Bureau of the Budget Circular No. A-40, Revised, May 25, 1962). ? 101-11.207-2 Reports defined. (a) A report is data or information, generally summarized, transmitted for use in determining policy; planning, con- trolling, and evaluating operations and performance; and preparing other re- ports. The data or information may be in narrative, statistical, graphic, or other form. (b) Most reports of an agency can be classified as belonging to one of several well defined families or groups of re- ports. Each group of related reports is generally the product of an informa- tion system serving a specific adminis- trative or operational area, such as personnel, budget, or procurement. Consequently, the analysis of reports on a systems basis provides the best means of establishing reports relationships and evaluating information need and adequacy. (c) Certain categories of reports nor- mally are exempted from review and clearance In an agency reports manage- ment program. These usually include: inspection and audit reports; security classified documents; copies of operat- ing documents such as Individual supply and procurement transactions; and in- formation presentations such as research findings, technical summaries, special studies, and surveys. Reports to be ex- empted should be determined by an anal- ysis of agency information requirements. (d) Reports to and from other agen- cies, as well as those for internal man- agement, are included in agency review and clearance procedures. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 $101-11.207-3 Title 41-Chapter 101 ? 101-11.207-3 Program requirements. (a) Each Federal agency, In providing for effective controls over the creation of records, is expected to establish an ap- propriate program for the management of agency reports (1 101-11.201-1). The program will: (1) Establish and implement stand- ards and procedures for the identifica- tion of management information needed for planning and control. (2) Establish and implement stand- ards and procedures for the design of management information systems. (3) Establish and implement stand- ards and procedures for the initiation, identification, review, approval, prepa- ration, and distribution of agency reports. (4) Provide essential management in- formation concerning the number and types of reports in use and, for re- ports which require a significant amount of manpower, the estimated cost of ob- taining, using, and maintaining them. (5) Provide for the periodic review of approved reports for need, adequacy, design, and economy of preparation and use. (b) Standards, guides, and Instruc- tions developed for the reports manage- ment program are to be published, de- signed for easy reference and revision. They should be reaidly available to re- ports originators and users. ? 101-11.207-4 Program implementa- tion. The following actions are generally basic to a reports management program: (a) Establish and maintain an inven- tory of reports for each agency manage- ment information system. (b) Determine, from the inventory of agency reports, whether information available is adequate for management purposes. (c) Determine the kinds of manage- ment information systems that best serve management. (d) Analyze all reports inventoried and all reports submitted for approval in the future to determine that: (1) The information is adequate, nec- essary, meaningful, and useful. (2) The information is obtained from the best available source and in the sim- plest manner. (3) The estimated cost of gathering the information does not exceed its man agement value. (e) Require that each request for a new or revised report explain how the report will be used. (f) Require that each report be sup- ported by a directive setting forth in- structions for preparation and submis- sion. ? 101-11.208 Forms-agency program responsibilities. ? 101-11.208-1 The forms manage- ment function. The objectives of forms management are to increase the usefulness of forms through proper design and accurate us- ing procedures; to reduce costs incident to filling in, using, and filing forms; and to achieve savings in designing, printing, storing, and distributing forms. ? 101-11.208-2 Forms defined. A form is any document, including let- ters, post cards, and memorandums, printed or otherwise reproduced with space for filling in information, descrip- tive material, or addresses. Certain printed items without fill-in space, such as contract provisions, Instruction sheets, notices, tags, labels, and posters, may be considered as forms when it is advan- tageous to identify and control them as forms for purposes of reference, printing, stocking, distribution, and use with other forms. ? 101-11.208-3 Program requirements. (a) Each Federal agency, in providing for effective controls over the creation of records, is expected to establish an appropriate program for the manage- ment of agency forms (1101-11.201-1) The program will: (1) Establish and implement stand- ards and procedures for the submission, review, approval, and identification of agency forms. (2) Implement the forms analysis and design standards set forth in pertinent GSA Records Management Handbooks. (3) Establish and implement stand- ards for the reproduction, stocking, and distribution of approved blank forms. (4) Provide essential management in- formation concerning the number, types, and the reproduction and stocking costs of forms In use. (5) Provide for the periodic review of all approved forms for need and design, and for possible economies in reproduc- tion, stocking, and distribution. (b) Standards, guides, procedures, and Instructions developed for the forms Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release12001/07/17 : CIA-RDP74 %d RU6b I O2 33-6 ? 101-11.209-3 management program are to be In pub- tions; by producing instructions that are lished form, designed for easy reference complete, easily understood, readily ac- and review. They should be readily cessible, and revisable; and by develop- available to those who Initiate, design, ing and distributing instructions and approve forms. promptly and economically: ? 101-11,208-4 Program implementa- ? 101-11.209-2 Directives defined. tion. (a) A directive is a written communi- The following actions are generally cation which initiates or governs action, basic to a forms management program: conduct, or procedure. Directives are (a) Establish and maintain an in- usually printed as circulars, notices, reg- ventory of all agency forms. ulations, orders, and handbooks, and (b) Analyze all forms inventoried and include material for insertion in policy, all forms submitted for approval in the administrative, and operations manuals. future In accordance with standards, (b) Certain materials normally are guides, and principles set forth in the exempted from agency directives man- GSA Records Management Handbook, agement programs. These include pub- Forms Analysis. Ile Information materials such as pro- (c) Review all forms inventoried and fessional publications, news releases and all forms prepared in the future for announcements of programs, catalogs, adequacy of design, maintaining the and pricelists. standards, guides, and principles set (c) Both internal and external direc- forth in the GSA Records Management tives are included in a directives man- Handbook, Forms Design. agement program. (d) Assign a form number and edition ? 101-11.209-3 Program requirements. date to each approved form. (e) Review all requests for new forms (a) Each Federal agency, in provid- and reprints of approved forms to de- ing for effective controls over the crea- termine that the forms are produced and tion of records, is expected to establish made available quickly and cheaply. an appropriate program for the manage- Specifically determine that: . ment of agency directives (? 101-11.201- (1) The most effective and econom- 1). The program will: ical methods of printing and distribut- (1) Establish and maintain a system ing the form are employed, commensu- for the classification, codification, and rate with required quality and intended supplementation of agency directives. use of the form. (2) Establish and implement stand- (2) Proper and adequate inventory ards and procedures for the Initiation, level standards have been established. preparation, review, approval, reproduc- (3) The quantity of the form re- tion, and distribution of proposed agency quested is compatible with procedural directives. and inventory requirements. (3) Establish and implement stand- (4) An acceptable distribution plan ards for the format and editorial style of exists for making the form available agency directives, when and where needed. (4) Review periodically the directives (f) Require that each form be sup- In the system for need and currency and ported by a directive setting forth in- to identify subject voids that should structions for preparing, submitting, and be filled by that origination of new using. (Not applicable to self-explana- directives. tort' forms used by a single organization- (5) Review, on a continuing basis, the al element such as an office, division, or directives system to find opportunities region.) for design and operational improve- (g) Require that each request for a ments. new form justify the form's essentiality. (6) Maintain a collection of signifi- ? 101-11.209 Directives-agency pro- cant directives which document the or- gram responsibilities. ganization, functions, policies, decisions, and procedures of the agency. This col- ? 101-11:209-1 The directives manage- lection will be an integral part of agency ment function. documentation deserving permanent The objectives of directives man- preservation. (See ?? 101-11.202(c) and agement are to facilitate agency admin- 101-11.403.) istration and operations by providing the . (b) Standards, guides, and instruc- right employee with the right instruc- tions developed for the directives man- Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 ? iOj1%_Rpf qd For Releas*120014GU*IrpteCI)OPDP74-00005R000100020033 agement program are to be in published tions and operating procedures; estab- form, designed for easy reference and lishing standards for maintenance and revision. They should be readily avail- disposition of machine readable records; able to those responsible for originating developing optimum machine room pro- and approving directives. cedures; and reviewing these record- keeping practices on a continuing basis ? 101-11.209- Program implements- to find opportunities for improvement. Lion. [32 F.R. 3147, Feb. 22, 1967] The following actions are generally ? 101-11.210-2 ADP records manage- basic to a directives management pro- 171ent defined. gram: (a) Standardize the format, typog- ADP records management includes the raphy, organization, assembly, and dis- documentation of computer programs, tribution. of agency directives. Specifi- machine readable records, functional and cally: operational flow charts, job specifica- (1) Use 8" x 101/2" page size as a tions, records showing the basic coding norm. structure, record layouts, printout plans (2) Use looseleaf pages for easy re- (formats), and basic run Instructions vision. (run books). (3) Print on both sides of paper. [32 P.R. 3147, Feb. 22, 19671 (4) Number and letter directives for ? 101-11.210-3 Program requirements. easy page revision and supplementation. (5) Identify temporary and perma- (a) Each Federal agency, in providing ment material by a feature that will for effective controls over the creation age- readily P epunchtall pages--3-hole pu ch, appropriate i Program foro the establish 3/s." recommended. ment of ADP records ($ 101-11.201-1). (7) Restrict use of pen and ink The pro ram will: types of records to changes. (8) Distribute on a need-to-know and documused and entation ion maintained pre erv tion oper for need-to-act act basis. (b) Analyze all directives proposed for ADP operation; inclusion in the system to determine rea(2) Prescribe dable records, t ogetherswith the nec-of machine (1) that: The directive is necessary. essary classification, labeling, recording, (2) No duplication, overlap, or conflict and filing standards; with other directives exists. (3) Issue retention and disposal (3) The directive conforms with per- standards for the records used in ADP tinent laws, Executive orders, regula- records management; and tions, and agency policy. (4) Review, on a continuing basis, (4) Appropriate coordination and agency ADP recordkeeping practices and clearances have been completed. procedures to find opportunities for im- (5) The proposed distribution includes provement and simplification. appropriate using sources, but is limited (b) Standards, guides, and instruc- to those who "need to know." tions developed for the agency ADP rec- (c) Review all directives proposed for ords management program are to be In inclusion in the system for conformance published form, designed for easy refer- with agency style, format, and editorial ence and revision.^- -^^^, teria. 210 Automatic data processing ? 101-11 . V records; agency program responsi- bilities. (32 F.R. 3147, Feb. 22, 19671 ? 101-11.210-1 ADP records manage- ment function. The objectives of ADP records man- agement are to assure efficient and eco- nomic automatic data processing by: Using proper recording and preservation techniques of valuable machine instruc- ? 101-11.210-4 Program implementa- tion. Each agency should establish agency standards for machine room operations and issue instructions and guidelines in the form of handbooks or manuals. Spe- cifically, these standards should include: (a) Identifying machine room records through classification and labeling; (b) Filing and controlling methods for finding machine readable records; 42 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17: CIA-RDP14!9A b88tP00b b033-6 ? 101-11.304-3 (c) Preserving machine readable rec- ords through proper maintenance tech- niques; (d) Scheduling the disposition and retention of the records used in ADP records management; (e) Developing processing controls for scheduling machine room jobs to assure the optimum use of data processing equipment; and (f) Issuing forms and formats for recording machine programs (instruc- tions), functional and operational flow charts, record layout, record coding structure, printout plans, and basic machine run instructions (run books). [32 F.R. 3147, Feb. 22, 1967] Subpart 101-11.3-Organization, Maintenance, and Use of Current Records ? 101-11.301 General provisions. ? 101-11.301-1 Authority. Section 506(b) of the Federal Rec- ords Act of 1950 (44 U.S.C. 396(b)) requires that the head of each Federal agency "shall establish and maintain an active continuing program for the eco- nomical and efficient management of the records of the agency. Such program shall, among other things, provide for (1) effective controls over the * * * maintenance and use of records in the conduct of current business; * * *". ? 101-11.301-2 Agency action. Each Federal agency is expected to: (a) Assign to an office(s) of the agency the responsibility for the de- velopment and implementation of agencywide management programs for mail, files, and records equipment and supplies. When organization arrange- ment, size, or complexity requires, actual control may be established at bureau, service, or office level. Programs at these control points will operate within the framework of the overall agency plan. (b) Issue a directive(s) establishing program objectives, responsibilities, and authorities. A copy of each directive (and subsequent amendments or supple- ments) should be readily available for inspection by the National Archives and Records Service, GSA. ? 101-11.302 [Reserved] ? 101-11.303 [Reserved] ? 101-11.304 M a i 1-agency program responsibilities. ? 101-11.304-1 The mail management function. The objective of mail management is to provide rapid handling and accurate delivery of mail throughout the agency at minimum cost. To do this processing steps are kept to a necessary minimum; sound principles of work flow are ap- plied; modern equipment, supplies, and devices are used; and, in general, opera- tions are kept as simple as possible, so as to increase efficiency. ? 101-11.304-2 Mail defined. Mail consists of letters, telecommuni- cations, memorandums, post cards, doc- uments, packages, publications, and other communications received for dis- tribution or dispatch. ? 101-11.304-3 Program regiurements. (a) Each Federal agency, In provid- ing for effective controls over the crea- tion of records, is expected to establish an appropriate program for the manage- ment of agency mail Q 101-11.301-2). The program will: (1) Establish and implement stand- ards and procedures for the receipt, de- livery, collection, and dispatch of mail. (2) Implement the mail management standards set forth In the GSA Records Management Handbook, Agency Mail Operations. (3) Provide essential management in- formation concerning the volume and types of mail processed and time re- quirements for internal delivery and mailing. (4) Review, on a continuing basis, agency mail practices and procedures to find opportunities for improvement and simplification. (b) Standards, guides, and instruc- tions developed for the agency mail man- agement program are to be in published form, designed for easy reference and revision. They should be readily avail- able to those concerned with mail and messenger operations. In addition, per- tinent information for users of mall and messenger services should be given the widest possible dissemination. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 ? Am, md For ReleasRtQ001 ZA9apteelAORDP74-00005R000100020033- ? 101-11.3!04-4 Program implementa- tion. The followng actions are generally basic to a mail management program: (a) Deliver mail to the action office within shortest possible time after re- ceipt. (Objective should be 4- to 6-hour delivery.) (b) Establish realistic time limits for replying to White House and Congres- sional mail, and. to public correspond- ence. Limit preparing letters of a purely acknowledgment nature to cases in which a considerable time may be needed . for a substantive reply. (c) Limit mail followup control to se- curity mail or mail important because of its source or content. (d) Make maximum and proper use of Post Office Department services and facilities. (e) Develop and install procedures that expedite and limit mail clearance, reviews, and signing. (f) Provide central control with es- tablished schedules for messenger serv- ices. ? 101-11.305 Files-agency responsibilities. ? 101-11.305-1 The files management function. The objectives of files management are -to organize agency files so that needed records can be found rapidly, complete records are ensured, the selec- tion and retention of records of archival value are facilitated, and the disposition of noncurrent records is accomplished promptly. All services are to be per- formed with maximum economy in per- sonnel, equipment, and supplies. ? 101-11.305-2 Files defined. A file is basically a paper or folder of papers, but the term is used to denote p a p e r s, photographs, photographic copies, maps, or other recorded informa- tion regardless of physical form or characteristics, accumulated or main- tained in filing equipment, boxes, or on shelves, and occupying office or storage space. Stocks of publications and blank forms are excluded. ? 101-11.305-3 Program requirements. (a) Each Federal agency, in providing for effective controls over the creation of records, is expected to establish an ap- propriate program for the management of agency files (? 101-11.301-2). The program will: (1) Establish and implement stand- ards and procedures for: (i) Classifying, indexing, and filing records. (ii) Providing reference services to filed records. (iii) Locating active files to facilitate agency use of records. (2) Implement the files classification, operations, and placement standards set forth in pertinent GSA Records Manage- ment Handbooks. (3) Review the program periodically to determine the adequacy of the system and its effectiveness in meeting requests. (b) Standards, guides, and instruc- tions developed for the files management program are to be in published form, designed for easy reference and revision. They should be readily available to all employees concerned with files opera- tions. In addition, pertinent informa- tion for users of files and reference serv- ices should be given the widest possible dissemination. 101-11.305-4 Program implementa- tion. The following actions are generally basic to a files management program: (a) Standardize classification and fil- ing schemes to: (1) Achieve maximum uniformity and ease in maintaining and using agency records. (2) Facilitate disposal of records in accordance with applicable records dis- posal schedules. (3) Facilitate possible later consolida- tion of identical type files presently maintained at different locations. (b) Formally authorize official file locations. Prohibit the maintenance of files at other than authorized locations. (c) Standardize reference s e r v i c e procedures to facilitate the finding, chargeout, and refiling of agency records. (d) File accumulations of papers re- ceived at file locations on a daily basis. (e) Standardize, to the maximum ex- tent possible, the equipment and supplies used in filing and reference service operations. Use standard items stocked by the Federal Supply Service. (f) Audit periodically a representative sample of the files for duplication, mis- classification, or misfiles. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 ?-101-11.306 Records equipment and supplies-agency program responsi. hilities. ? 101-11.306-1 Managing records equipment and supplies. The objectives of a records equipment and supplies management program are to ensure that equipment and supplies necessary and suitable to agency records operations, procedurally and economi- cally, are available and are put to proper use. Modern equipment and supplies are now manufactured in a wide variety of types which, in most instances, are designed for special uses. Competent ad- vice should be continuously available to assure that the correct item is ob- tained for a given purpose. ? 101-11.306-2 Records equipment and supplies defined. Equipment and supplies include file cabinets, shelf files, visible files, mech- anized files, file guides, folders, Jackets, wallets, and similar dtems used in the creation and maintenance of records and in mail handling. A program for managing equipment and supplies may also cover desk-top office machines, dic- tating and recording equipment, and data, recording equipment. ? 101-11.306-3 Prograin requirements. (a) Each Federal agency, in providing for effective controls over the creation of records, is expected to establish an appropriate program for the manage- ment of agency records equipment and supplies (? 101-11.301-2). The program will: (1) Establish and implement stand- ards and procedures for: (I) Standardization of records equip- ment and supplies used by the agency. (ii) Submission, review, and approval of requests for the purchase of records equipment and supplies. (iii) Proper utilization of presently owned records equipment. (2) Review, on a continuing basis, the utilization of records equipment to en- sure adequate and proper application. (3) Provide for a continuing review of new developments in the field of records equipment and supplies and their pos- sible application to agency records sys- tems. (b) Standards, guides, and instruc- tions for managing records equipment Approved For W lease 2001/07/17 : CIA-RDRt7,#-RQ 9&148p20033-6 and supplies are to be in published form, designed for easy reference and revision. They should be readily available to pro- gram officials responsible for operations using records equipment and supplies. ? 101-11.306-4 Program implementa- tion. The following actions are generally basic to a records equipment and sup- plies management program: (a) Minimize equipment and supplies needs by providing for prompt disposi- tion of records. Reduce or eliminate the need for additional equipment by freeing equipment on hand for reuse. (b) Use, to the maximum extent pos- sible, standard items listed in GSA Stores Stock Catalog and Federal Supply Schedules. Prohibit the purchase of nonstandard items unless Justification for exception is submitted and approved. (c) Review requests for purchase of equipment and supplies to determine essentiality and usability. (d) Review use of currently owned and rented equipment to determine that it is essential, suitable, properly utilized and maintained, and updated as re- quired. (e) Analyze record keeping proce- dures and techniques to determine If requirements for equipment and sup- plies are realistic and if requirements can be reduced or eliminated through improved or changed procedures or techniques. Subpart 101-11.4-Disposition of Federal Records ? 101-11.401 Records control schedules. ? 101-11.401-1 Records scheduling pro. grams. A records scheduling program is es- sential to promote a prompt and orderly reduction in the quantity of records in each Federal agency in accordance with the provisions of section 505(a) and 506 (b) of the Federal Records Act of 1950 (44 U.S.C. 395(a), 396(b)) and the Re- cords Disposal Act (44 U.S.C. 366). ? 101-11.401-2 Basic elements in rec. ords scheduling programs. Three basic elements are present in a records scheduling program: (a) The taking of a complete inven- tory of the records in the custody of the agency; Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 ? 101-11.401-3 Title 41-Chapter 101 (b) The formulation of policy as to ?101-11.401-4 Provisions of records the disposition of each type or series of control schedules. records and its statement in the form of Records control schedules shall pro- a records control schedule. vide for: (c) The application of the records (a) The disposal after minimum re- control schedule to effect the elimination tention periods of those records not hav- or removal of records. ing sufficient value to justify their fur- ? 101-11.401-3 Formulation of records ther retention. Procedures for obtaining control schedules. disposal authorization are prescribed in ? ? 101-11404 and 101-11.406. The following steps shall be taken in (b) The removal to a Federal Records the development of records control Center (or to an agency records center schedules: approved under the provisions of ? 101- . (a) Each Federal agency shall com- 11.412) of those records which cannot be pile a records control schedule for all disposed of immediately but which need maJor groups of records in its custody not be maintained in office space and having importance in terms of content, equipment. Such records will be main- bulk, or space and equipment occupied. tained by the records center pending For all Federal agencies in existence on their transfer or disposal. June 30, 1964 (other than'the Judiciary, (c) The retention as current records for which special arrangements will be in office space, and equipment of the min- made), such records control schedules imum volume of records consistent with shall be completed by June 30, 1965. For efficient operation. all Federal agencies created after June Application of records 30, 1964, such schedules shall be com- ? 101-11.401-5 control schedules. pleted within one year after the creation of the agency. The head of each Federal agency shall (b) Schedules shall clearly identify take necessary action to obtain the ap- and describe the series of records cov- plication of records control schedules to ered, and shall contain instructions that, provide for the maximum economy of when approved, can be readily applied. space, equipment, and personnel. Two Schedules must be readily adaptable to copies of each directive or other issu- use along organizational lines, so that ance (including the text of schedules as each office will have standing instruc- Issued) affecting the agency's records tions for the disposition of records in its disposition program at the division or custody. higher organizational level shall be (c) All schedules shall take Into ac- transmitted to the National Archives and nt the actual filing arrangements in Records Service upon its promulgation. c ou existence, so that disposition of records can be physically accomplished in the blocks possible. such as ex- rd materials , nrec (d) N o o tra 101-11,403-1 Authority. copies of documents preserved for ? convenience of reference, stocks of proc- Section 506(a) of the Federal Records essed documents, preliminary work- Act of 1950 (44 U.S.C. 396(a)) requires sheets, and similar papers that need not the head of each Federal agency to have be made a matter of record, shall not be "made and preserved records containing incorporated in the official files of the adequate and proper documentation of agency. To the maximum extent pos- the organization, functions, policies, de- sible, material not required for record cisions, procedures, and essential trans- purposes shall be disposed of; it should actions of the agency." Section 505(b) not be sent to file. In cases where tran- of this Act (44 U.S.C. 395(b)) directs the sitory files of such materials are estab- Administrator to establish standards for lished and maintained in filing equip- the selective retention of those records ment, such files shall be controlled by having continuing value, and to "assist means of instructions in the records Federal agencies in applying such stand- control schedule. ards to records in their custody." (e) Schedules shall be reviewed at ? 101-11.403-2 Records retention and least once annually to effect changes disposal standards. necessary to maintain their current The following standards govern the status. retention and disposal of agency records: ? 101-11.402 [Reserved] ? 101-11.403 Standards for the selec- tive retention of records. tive Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved Fr Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41-Chapter 101 ? 101-11.404-1 (a) Records control schedules. These disposition schedules, developed by each Federal agency for all records in its cus- tody as provided by ? 101-11.401, desig- nate classes of records of continuing value identified in the records retention plans. The schedules also specify re- tention periods for records not of con- tinuing value. Formulation and appli- cation of these schedules, to provide for the orderly retirement and reduction of records in each agency, is mandatory as provided by ? 101-11.401-3. (b) General records schedules. The schedules, issued by the Administrator, govern the retention and disposal of cer- tain types of records common to all agencies. The schedules are permissive as provided by ? 101-11.404. (o) Records retention plans. A sep- arate plan for each agency or subdivision thereof governs the selective retention of records of continuing value. The plans, which are developed by the Na- tional Archives and Records Service in cooperation with the agency, are Integral parts of agency programs for records re- tention and disposal as provided for by ? 101-11.403-3. ? 101-11.403-3 Permanently valuable records retention program. In an agency program to select per- manently valuable records, the following four basic elements are present: (a) The taking of a complete inven- tory of records in the custody of the agency as provided by ? 101-11.401. (b) The development by the National Archives and Records Service In cooper- ation with the agency, of a records retention plan designating the perma- nently valuable classes of records aris- ing from agency functions. (c) The identification by the agency of the specific records or segments of files allocated. to the classes specified for retention by the plan developed by the National Archives and Records Service. (d) The orderly maintenance and segregation by the agency of the records identified under paragraph (c) of this section. ? 101-11.403-4 Application of records retention plans. Pursuant to the authority cited in ? 101-11.403-1: (a) The National Archives and Rec- ords Service will furnish agencies with records retention plans as rapidly as they are developed. (b) Within 6 months after receipt of a plan, an agency will revise its records control schedules In accordance with the provisions of the plan to assure that all records designated in the plan are re- tained and periodically transferred to the National Archives or to a Federal Records Center, as appropriate. (c) Until such time as an agency's records retention plan is prepared, ex- isting records control schedules remain in effect. (d) Records retention plans are to be reviewed annually by the agency, in or- der to recommend necessary changes to the National Archives and Records Service. (e) The National Archives and Rec- ords Service will conduct periodic in- spections to assure that the provisions of ? 101-11.403-3(d) are being carried out (? 101-11.103). ? 101-11.404 General retention and dis. posal schedules. ? 101_11.404-1 Authority. (a) Section 505(b) of the Federal Rec- ords Act of 1950 (44 U.B.C. 395(b)) di- rects the Administrator of General Serv- ices to establish standards for the selec- tive retention of records of continuing value. (b) Section 15 of the Records Dis- posal Act (44 U.S.C. 380) prescribes that no records of the United States Govern- ment shall be alienated or destroyed ex- cept in accordance with the provisions of the Act. (c) Section 4 of the Records Disposal Act (44 U.S.C. 369) authorizes the Ad- ministrator of General Services to sub- mit to the Congress schedules proposing the disposal, after the lapse of specified periods of time, of records of a specified form or character common to several or all agencies that either have accumulated or may accumulate in such agencies and that apparently will not, after the lapse of the periods specified, have sufficient administrative, legal, research, or other value to warrant their further preserva- tion by the United States Government, (For other schedules for submission to the Congress, see ? 101-11.406.) (d) These General Records Schedules, when reported upon favorably by the Joint Committee on Disposition of Ex- ecutive Papers, constitute authority to dispose of the records included therein. Agencies may apply this authority sub- Ject to approval of the Comptroller Gen- Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 4101-11.404-2 Title 41-Chapter 101 eral of the United States when required by section 9 of the Records Disposal Act (44 U.S.C. 374). Such common records disposal authority is permissive and not mandatory. Provisions of the General Records Schedules may be applied to rec- ords in the custody of the Archivist of the United States at his discretion. Agencies desiring authority to dispose of records covered by such schedules after different periods of time than the periods set forth in the General Rec- ords Schedules shall make request therefor in the manner prescribed by ? 101-11.406. In addition, since the staff agencies involved have approved the standards embodied in these schedules, such requests shall be supported by an explanation of the basis for the shorter retention period proposed. ? 101-11.404-2 Approved General Records Schedules. The General Records Schedules gov- erning the retention and disposal of the following types of records common to several or all agencies, and instructions for using the schedules, are available at the Office of Federal Records Centers, National Archives and Records Service, GSA. All new schedules, as they are pre- pared, will be announced by GSA bulle- tins issued and signed by the Archivist of the United States. (a) Schedule 1, Civilian Personnel Records. (b) Schedule 2, Payrolling and Pay Administration Records. (c) Schedule 3, Procurement and Supply Records. (d) Schedule 4, Property Disposal Records. (e) Schedule 5, Budget Preparation, Presentation, and Apportionment Rec- ords. (f) Schedule' 6, Accountable Officers' Accounts. (g) Schedule 7, Expenditure Account- ing Records. (h) Schedule 8, Stores, Plant and Cost Accounting Records. (i) Schedule 9, Travel and Trans- portation Records. (.1) Schedule 10, Motor Vehicle Main- tenance and Operation Records. (k) Schedule 11, Space and Mainte- nance Records. (1) Schedule 12, Communications Rec. (m) Schedule 13, Printing, Binding, Duplication and Distribution Records. (n) Schedule 14, informational Serv- ices Records. (o) Schedule 15, Housing Records. (p) Schedule 16, Administrative Man- agement Records. (q) Schedule 17, Cartographic, Photo- grammetric, and Related Records. (r) Schedule 18, Security and Protec- tive Service Records. (S) Schedule 19, Research and De- velopment Records. [29 F.R. 16807, Dec. 12, 1964, as amended at 33 F.R. 9777, July 6, 1968] ? 101-11.405 [Reserved] ?101-11.406 Agency disposal authority. ? 101-11.406-1 Authority. Section 15 of the Records Disposal Act (44 U.S.C. 380) prescribes that no records of the United States Government shall be alienated or destroyed except in accordance with the provisions of the Act. It further requires the Administra- tor of General Services to establish pro- cedures to be followed by Federal agen- cies in compiling and submitting lists and schedules of records proposed for dis- posal. ? 101-11.406-2 Submission of disposal requests. Requests for authorization to dispose of records shall be initiated by Federal agencies by submitting records disposal lists or schedules to the National Ar- chives and Records Service on Standard Forms 115 and 115a, Continuation Sheet, as revised (?? 101-11.4902 through 101- 11.4904). Standard Form 115 may be used for submitting either a list or sched- ule, by checking either A or B, respec- tively, under entry 6. Authority con- tained in an approved list is limited to records already in existence and should be used only when records of the types described are no longer accumulating. A schedule gives continuing authorization and will be used in all cases Where the types of records described in the request will continue to accumulate. ? 101-11.406-3 Certification. The signing of Standard Form 115 by a properly authorized agency representa- tive shall constitute certification that the records described ' do not have, or Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 or Release 2001/07/17 : CIA-RDP74-02005R000100020033-6 Title 41-- hapter 101 ? 101-11.407-1 will not have after the expiration of the retention period indicated, sufficient ad- ministrative, legal, or fiscal value to the agency itself to warrant further reten- tion. Appraisal by the National Archives and Records Service will be limited to review for possible value to other agen- cies of the Government, and for re- search or historical value. ? 101-11.406-4 General Accounting Of. fice clearance. Each Federal agency shall obtain the approval of the Comptroller General of the United States, as required by section 9 of the Records Disposal Act (44 U.S.C. 374), for the disposal of certain classes of records relating to claims and demands by or against the Government or to ac- counts in which the Government is con- cerned. Such approval shall be obtained either prior to or concurrently with the submission of the disposal request to the National Archives and Records Service. ? 101-11.406-5 Approval of requests for disposal authority. After review by the National Archives and Records Service, the request, with the Archivist's recommendation, Is trans- mitted to the Congress as required by the Records Disposal Act. If the Joint Com- mittee on Disposition of Executive Pa- pers makes a favorable report on the request, the Archivist shall notify the agency thereof by returning one copy of completed Standard Form 115. This constitutes the disposal authorization, which is mandatory. (For extension of retention periods or withdrawal of dis- posal authority, see ?? 101-11.406-7, 101- 11.406-8.) Such authorized disposal shall be accomplished as prescribed In ? 101- 11.408. ? 101-11.406-6 Mutilation and destruc- tion of records. (a) Sections 505(b) and 506(f) of the Federal Records Act of 1950 (44 U.S.C. 395(b), 396(f)) impose upon the Ad- ministrator of General Services and the heads of Federal agencies responsibilities for preventing the unlawful removal, de- facing, alteration, or destruction of rec- ords. (b) The penalties for the willful and unlawful destruction, damage, or aliena- tion of Federal records are contained in the U.S. Criminal Code (18 V.S.C. 2071). (c) Private files are not governed by these provisions. ? 101-11.406-7 Extension of retention periods. Pursuant to section 505(f) of the Fed- eral Records Act of 1950 (44 U.S.C. 395 M), in eases of emergency or when it Is in the interest of economy, the head of a Federal agency may retain records au- thorized by Congress for disposal after the specified retention period. When records are so retained, a copy of the di- rective directing such retention shall be furnished to the Administrator and such records shall be disposed of as soon as Is administratively practicable. ? 101-11.406-8 Withdrawal of disposal authority. In cases of emergency or when it is in the interest of efficiency of Govern- ment operations, GSA pursuant to sec- tion 505(f) of the Federal Records Act of 1950 (44 U.S.C. 395(f)), will withdraw disposal authorizations contained in dis- posal schedules approved by the Con- gress. Such withdrawal may apply to particular items on schedules submitted by agencies, or may apply to all existing authorizations for the disposal of a spec- ified type of record obtained by any or all agencies of the Government. If the withdrawal is applicable to only one agency, that agency will be notified of such action by letter signed by the Ar- chivist of the United States; if applicable to more than one agency, notification may be by GSA Bulletin Issued and signed by the Archivist of the United States. ? 101-11.406-9 Supersession of dis- posal authority. Disposal authorizations contained in disposal schedules approved by the Con- gress are automatically superseded by Congressional approval of a later sched- ule applicable to the same records, unless the later schedule specifically provides that both the earlier and later schedules shall be applicable, at the agency's dis- cretion. ? 101-11.407 Emergency authorization for the disposal of records. ? 101-11.407-1 General provisions. Under certain conditions, records may be disposed of without regard to the provisions of ? 101-11.406. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 ?Appwmed-for Release 1/$FJ 9j FF5F74-00005R000100020033-6' ? 10.1-11.407-2 Menaces to human health or life or to property. (a) Section 10 of the Records Dis- posal Act (44 U.S.C. 375) author- izes disposal whenever it is determined that records constitute a continuing menace to human health or life or to property. Whenever the head of an agency has determined that records constitute such a menace, he shall notify the National Archives and Records Serv- ice, specifying the nature of the records, their location and quantity, and the na- ture of the menace. If the National Archives and Records Service concurs in the determination, the immediate re- moval of the menace by the destruction of the records or by other appropriate means will be directed. However, if the determination is with respect to still or motion picture film on nitrocellulose base that has deteriorated to the extent described in paragraph (b) of this sec- tion, the head of the agency may follow the procedures therein provided. (b) Whenever any radar scope, aerial, or other still or motion picture film on nitrocellulose base has deteriorated to the extent that it is soft, is emitting a noxious odor,. contains gas bubbles, or has retrograded into ' an acrid powder, and the head of the agency having cus- tody of it determines that it constitutes a menace to human health or life or to property, he may cause such menace to be eliminated immediately by- (1) Arranging for its destruction in a manner that will salvage its silver con- tent; (2) Burning, in the event the quan- tity is not sufficiently large to justify the salvaging of its silver content; or (3) Other appropriate methods in the event that the methods provided in subparagraph (1) or (2) of this para- graph are not feasible. (c) Such films should be removed from inhabited buildings as soon as possible.. (d) Those to be burned should be sub- merged in water-filled drums and con- veyed to a remote spot, approved by fire authorities, for burning. Preferably, only one reel should be burned at a time, but in no event should more than 25 pounds be burned at the same time. The rapid production of gases by burning film makes it extremely dangerous, par- ticularly if burned in a furnace or other confined space. Within thirty days after the destruction of the film as provided in this section, the head of the agency who directed its destruction shall submit a written statement to the National Archives and Records Service describing the film and showing when, where, and in what manner the destruction was ac- complished. $ 101-11.407-3 State of war or threat. ened war. (a) Section 11 o the Records Dis- posal Act (44 U.S.C. 376) authorizes the destruction of records outside the ter- ritorial limits of the continental United States whenever, during the existence of a state of war between the United States and any other nation or when hostile ac- tion by a foreign power appears immi- nent, the head of the agency that has custody of the records determines that their retention would be prejudicial to the interests of the United States, or -that they occupy space urgently needed for military purposes and are without suffici- ent value to warrant continued preserva- tion. (b) Within 6 months after the dis- posal of any records under this authori- zation, a written statement describing the character of the records and show- ing when and where the disposal was accomplished shall be submitted to the National Archives and Records Service by the agency official who directed the disposal. ? 101-11.408 Methods of disposal. ? 101-11.408-1 Authority. Under the provisions of section 15 of the Records Disposal Act (44 U.S.C. 380), Federal agencies are required to follow regulations issued by the Adminis- trator of General Services governing the methods for use in disposing of records. Only the methods set forth in this ? 101- 11.408 shall be used. ? 101-11.408-2 Sale or salvage. Paper records to be disposed of shall normally be sold as wastepaper. If the records are security classified, their dis- posal is governed by the provisions of Executive Order 10501 of November 5, 1953 (3 CFR) as amended. If the records are privileged, that is, if laws or regulations forbid their use by the pub- lic, the wastepaper contractor shall be required to pulp, macerate, or shred them. The contracting omer shall name a Federal employee to witness the dis- 50 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved ForRelease 2001/07/17 : CIA-Rbft44b'M@b020033-6 ? 101-11.409-5 posal. For all other records the contract for sale shall prohibit their resale or use as records or documents. Records other than paper records (film, plastic record- ings, etc.) may be salvaged or sold in the same manner and under the same conditions as paper records. All sales shall be in accordance with the estab- lished procedures for the sale of surplus personal property. ? 101-11.408-3 Donation for preserva- tion and use. (a) Whenever the public interest will be served thereby, a Federal agency may, at its discretion, transfer records author- ized for disposal 'to an eligible govern- ment (including a foreign government), organization, institution, corporation, or person that has made application for them, provided, (1) the applicant agrees not to sell the records as records or docu- ments, (2) the transfer is made without cost to the U.S. Government, (3) no transfer shall be approved if the records contain information the revelation of which is prohibited by law or would be contrary to the public interest, (4) no transfer to a foreign government shall be approved unless such government has an official interest in the records, and (5) no transfer to a person or commer- cial business shall be approved unless the records are directly pertinent 'to the custody or operation of properties ac- quired from the Government. (b) Each donation of records under this authority shall be reported to GSA, National Archives and Records Service, Washington, D.C. 20408. This report shall contain: (1) The name of the department or agency and the name of the major and minor subdivision thereof concerned. (2) The name and address of the re- cipient of the records. (3) A list of the records containing (I) an identifieaton by series of the rec- ords transferred; (ii) the inclusive dates of each series; and (iii) the National Archives and Records Service job and item numbers of the disposal authoriza- tions as indicated on Standard Form 115, Request for Authority to Dispose of Rec- ords (? 101-11.4902), or other disposal authority. ? 1.01-11.408-4 Destruction. If the records cannot advantageously be sold or otherwise salvaged, the records may be destroyed by burning or pulping. ? 101-11.409 Transfer of records from the custody of one executive agency to another. ? 101-11.409-1 Authority. Section 505(e) of the Federal Records Act of 1950 (44 U.S.C. 395(e)) provides that, subject to applicable provisions of law, the Administrator of General Serv- ices shall issue regulations governing the transfer of records from the custody of one executive agency to that of another. ? 101-11.409-2 Approval. No records shall be transferred from one executive agency to the custody of another without the prior written ap- proval of the National Archives and Records Service except as provided in ? 101-11.409-9. ? 101-11.409-3 Agency request. The head of any executive agency may request the transfer of records to or from his agency. Approval shall be requested by letter addressed to the National Ar- chives and Records Service, in which are included: (a) A concise description of the rec- ords to be transferred, including the volume in cubic feet. (b) A statement of the restrictions imposed on the use of records. (c) A statement of the number of ref- erence requests per month made on the records, with information as to the agencies and persons using the records and the purpose of such use. (d) A statement of the number of persons, if any, assigned to the admin- istration of the records. (e) A statement of the current and proposed physical and organizational locations of the records. (f) Information as to why the pro- posed transfer is in the best interests of the Government. (g) A justification for the transfer of records more than 5 years old. ? 101-11.409-4 Agency concurrences. Copies of the concurrence or noncon- currence in the transfer by the heads of any agencies concerned shall be attached to the agency request. ? 101-11.409-5 Records of terminated agencies. Transfers of records of executive agencies whose functions are terminated or are in process of. liquidation are ex- Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Appr1%ya4,, 6Release 20011QZ/1t7f ~PM00005R000100020033-6 pressly subject to this Subpart 101-11.4 and no such transfers. shall be made except in accordance with its provisions. ? 101-11.409-6 Equipment. Records storage equipment shall be transferred with the records contained therein in accordance with arrangements previously agreed to by the agencies concerned. ? 101-11.409-7 Costs of transfers. Approved transfers shall be made without reimbursement to the agency of original custody for any cost involved, except when such reimbursement is previously agreed to by the agencies concerned. ? 101-11.409-8 Restrictions on use of records. Whenever any records that are trans- ferred are subject to restrictions upon their use, imposed pursuant to statute, Executive order, or agency determina- tion, such restrictions shall continue in. effect after the transfer. Restrictions imposed by agency determination may be removed by agreement between the agencies concerned. ? 101-11.409-9 Exceptions. Prior written approval of the National Archives and Records Service is not required: (a) When records are transferred to the 'Federal Records Centers or the National Archives in accordance with ? $ 101-11.410 and 101-11.411. (b) When records are loaned for offi- cial use. (c) When the transfer of records or functions or both is required by statute, Executive order, or Presidential reorga- nization plan, or by specific determina- tions made thereunder. ? 101-11.410. Transfer of records to Federal Records Centers. ? 101-11.410-1 Authority. Section 505(d) of the Federal Records Act of 1950 (44 U.S.C. 395(d) authorizes the Administrator of General Services to establish, maintain, and operate records centers for the storage, processing, and servicing of records for Federal agencies. Such centers are known as Federal Rec- ords Centers. A list of their locations and the areas served is set forth in this ? 101-11.410-1. In addition, a Military Personnel Records Center is maintained for designated records of the Department of Defense. GSA FEDERAL RECORDS CENTERS' A. NATIONAL GSA region Entire Federal Gov- ernment (for per- sonnal records of separated Federal employees; pay records of all Fed- eral employees; and medical rec- ords of civilian employees of the Army, Navy, and Air Force); records of agencies in greater St. Louis area (Missouri only). Designated records of the Department of Defense and the U.S. Coast Guard. National Personnel Records Center GSA (Civilian i'or- sonnel Records). 111 Winnebago Street St. Louis, Mo. 83118. National Personnel Records Center, GSA (Military Personnel Records), 9700 Page Boule- vard, St. Louis, Mo. 63132. Maine, Vermont, New Hampshire, Massachusetts, Connecticut, and Rhode Island. New York, New Jersey except areas south of Trenton, Puerto Rico, and the Virgin Islands. Now Jersey south of Trenton, Dela- ware, and Perm- Sylvania east of Lancaster. Pennsylvania except areas east of Lancaster. District of Colum- bia, Maryland, West Virginia, and Virginia. North Carolina, South Carolina, Tennessee Mis- sissippi, Alabama, Georgto, and Florida. Kentucky, Illinois, Wisconsin, Michi- gan, Indiana, and Ohio. Kansas, Iowa, Ne- braska, North Dakota, South Da- kota Minnesota, and Missouri ex- cept greater St. Louis area. Texas, Oklahoma, Arkansas, and Louisiana. Federal Records Cen- ter, GSA 380 Tra- poloRoad, Waltham, Mass. 02154. Federal Records Center, GSA 641 Washington ?treet, New York, N.Y. 10014. Federal Records Center, GSA 5000 Wissahickon Avenue, Philadel- phia, Pa. 19144. Federal Records Cen- ter, GSA, Naval Supply Depot, Building 308, Me- chnnicsburg, Pa. 17055. Federal Records Cen- ter GSA, Cameron and Union streets, Alexandria, Va. 22314. Federal Records Cen- ter, GSA, 1557 St. Joseph Avenue, Rost Point, Ga. 30044. Federal Records Cen- ter, GSA, 7201 South Leamington Avenue. Chicago, Ill. 00838. Federal Records Cen- ter, GSA, 2308 East Bannister Road, Kansas City, Mo. 64131. Federal Records Cen- ter ,GSA 4900 Hemphill Street, Post Office Box 8216, Fort Worth, Tex. 76115. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-ROR, Teo sQP1W20033-6 GSA FEDERAL RECORDS CENTERS-Continued R. REoxoNAL-Continued Nevada except Clark County, California except Southern Cali- fornia, and Pacific Ocean areas. Clark County, Ne- vada, and South- ern California (counties of San Luis Obispo, Kern, San Ber- nardino, Santa Barbara, Ventura, Los Angeles, .Riverside Orange, Imperial, Ingo and San Dlegof. Washington, Oregon, Idaho, Montana, and Alaska. Federal Records Cen- ter, GSA, Building 48, Denver Federal Center, Denver, Colo. 80225. Federal Records Cen- ter, GSA, Building 1, 100 Harrison Street, San Fran- cisco, Calif. 94105. Federal Records Cen- ter, GSA, 5555 Eastern Avenue, Bell, Calif. 90201. Federal Records Cen- ter, GSA, 6125 Sand Point Way, Seattle, Wash. 98115. NOTE: Certain records are transferred to designated centers for the convenience of administration and refer- ence. The records to be centralized are listed in the agencies' directives for transfer to the designated center. 129 F.R. 16807, Dec. 12, 1964, as amended at 32 F.R. 3147, Feb. 22, 19671 ? 101-11.410-2 Procedures for trans- fers to regional Federal Records Centers. Procedures governing the transfer of records to Federal Records Centers are set forth in this ? 101-11.410. They also appear in detail in the Administration's Records Management Handbook, "Fed- eral Records Centers." (a) Regional Federal Records Centers will accept for transfer any records of- fered by Federal agencies, subject to the following conditions: (1) That the records are not author- ized for immediate disposal and that transportation costs are not in excess of the resulting savings, and (2) That facilities for storing and pro- viding reference service on the records are available. (b) Priority will be given to the re- moval of records from office space, from space convertible to office use, from leased space, and from filing equipment which can be reused. (c) Transfers may be initiated by either oral or written request to the man- ager of the Federal Records Center in GSA region in which the records are located. Requests shall specify the na- ture and quantity of the records pro- posed for transfer. (d) Transfers of records on an agency-wide basis may be initiated by central or headquarters offices of agen- cies by either oral or written request to the National Archives and Records Serv- ice, Office of Federal Records Centers, National Archives Building, Washington, ,D.C. 20408, Requests shall specify the nature and quantity of the records pro- posed for transfer. (e) Transfers to the Federal. Rec- ords Center in Alexandria, Va., shall be accompanied by Standard Form 135, Records Transmittal and Receipt (? 101-11,4907), and Standard Form 135A continuation sheet (? 101-11.4908), in quadruplicate. Transfers to all other re- gional Federal Records Centers shall be accompanied by these forms in tripli- cate. When feasible, records should be transferred in standard corrugated boxes used by the Centers. (f) Regional Federal Records Centers will furnish agencies with a receipt ac- knowledging the transfer of records by returning to the transferring agency a signed copy of the standard form re- quired by paragraph (e) of this section. The returned copy will serve as a future aid in requesting reference service, as it will be annotated with the numbers of the Federal Records Center containers in which the records are stored. 101-11.410-3 Procedures for trans- fer to the Federal Records Center, St. Louis. General Records Schedules 1 and 2 specify that certain civilian personnel and pay records shall be centralized at the Federal Records Center at St. Louis, Mo. (a) The following three types of rec- ords are so specified: (1) Official personnel folders of sepa- rated employees; (2) Service record cards of separated or transferred employees; and (3) Audited individual earnings and service cards and comprehensive pay- rolls. (b) Official personnel folders should be transferred to the Center by trans- mittal letter specifying the number of folders and the month and year of sepa- ration of employees. Receipts will not be furnished for official personnel folders or loose papers intended for inclusion in such folders. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Appr1%ygg1,,j?r4Release 200tiQ7/47-.L-MpWgM-00005R000100020033-6 (c) Loose papers being prepared for transfer for inclusion in official person- nel folders previously sent to the Center shall be screened of temporary material, as defined in the Federal Personnel Man- ual, and only the papers prescribed as permanent and essential for inclusion in each individual's folder shall be for- warded. A separate copy of Standard Form 127, Request for Official Person- nel Folder (Separated Employee) (? 101- 11.4906), shall be used to transmit the papers for each individual. In preparing the copy of Standard Form 127, the en- tries shall be completed in blocks, 2, 4, 5, and 6c, and the date of separation shall be entered in block 5 thereof. (d) Transfer of fiscal records shall be accompanied by Standard Form 135, Records Transmittal and Receipt (? 101- 11.4907), in triplicate. When feasible, records shall be transferred in standard corrugated boxes used by the Federal Records Centers. (c) Standard Form 127, Request for Official Personnel Folder (Separated Employee) (? 101-11.4906) shall be used by agencies in requesting transmission of personnel records of separated em- ployees from the Center. Use of this form insures prompt transmission of the desired folders. It should be sub- mitted to the Center in duplicate. A memorandum in lieu of Standard Form 127 should be used to request informa- tion from the folders. ? 101-11.410-4 Vital operating records. The Administration has established a single, centrally located depository suit- able for the storage and protection of records described in Subpart 101-11.7. The depository is accessible to rail, mo- tor, and air transportation. It has tem- perature and humidity controls allowing the safe storage of both paper records and film. Agencies may make arrange- ments through GSA, National Archives and Records Service, Office of Federal Records Centers, The National Archives Building, Washington, D.C. 20408, for the transfer of indispensable records to this depository and for their use. ? 101-11.410-5 Surveys of records available for transfer. The GSA regional National Archives and Records Service will conduct sur- veys of the records accumulations of field offices of those agencies not operat- ing approved records centers for the pur- pose of recommending records for trans- fer to Federal Records Centers. Such recommendations will be submitted to the field office concerned and to the Na- tional Archives and Records Service, Central Office, for coordination with the appropriate agency headquarters. Sur- veys of records of agency headquarters normally will be made by the National Archives and Records Service. Central Office. ? 101-11.410-6 Release of equipment. File equipment received with the transfer of records to a Federal Records Center will normally be disposed of in accordance with applicable excess per- sonal property regulations. An agency desiring return of the equipment should make such request prior to transfer of the records to Federal Records Centers. ? 101-11.410-7 Servicing transferred records. Restrictions lawfully imposed on the use of transferred records will be ob- served and enforced by all Federal rec- ords centers, subject to the provisions of 44 U.S.C. 2104. Official use of transferred records by Federal employees will be in general accordance with provisions re- lating to public use of such records (see 41 CFR 105-61.1). Subject to any re- strictions on their use, such records may be borrowed by Federal agencies and the Congress for official use outside the Fed- eral records centers. (a) Standard Form 180, Request Per- taining to Military Records (? 101-11.- 4921), shall be used by Federal agencies to obtain information from military serv- ice records in the National Personnel Records Center (Military Personnel Records). Agencies may furnish copies of that form to the public to facilitate un- official inquiries and may direct non- Government organizations to the Super- intendent of Documents to purchase quantities of the form. (b) Requests for official personnel files shall be made in accordance with 1101- 11.410-3 (e). (c) For any other requests, agencies may use Optional Form 11, Reference Request-Federal Records Centers (? 101-11.4910). 138 P.R. 18281, Dec. 10, 19881 ? 101-11.410-8 Disposal clearances. Records at the St. Louis Federal Rec- ords Center, authorized for disposal by General Records Schedules Numbers 1 and 2, will be destroyed in accordance Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 with these schedules without further agency clearance. No other records of a Federal agency still in existence will be disposed of by any Federal Records Center except with the concurrence of the agency concerned. Agency approval will be requested for each disposal action by use of GSA Form 439, Report of Dis- position of Records (? 101-11.4909), or its authorized equivalent, unless prior written concurrence has been given by the agency concerned. ?.101-11.411 Transfer of records to the National Archives. ? 101-11.411-1 Authority. The Administrator of General Services is authorized by section 507(a) of the Federal Records Act of 1950 (44 U.S.C. 397(a)) to accept for deposit with the National Archives of the United States the records of any Federal agency or of the Congress of the United States that are determined by the Archivist to have sufficient historical or other value to warrant their continued preservation by the United States Government. ? 101-11.411-2 Transfers via Records Centers. Records will normally be transferred to the National Archives from a Federal Records Center or an approved agency records center. When such transfers are made, the agencies concerned will be furnished an inventory of the records transferred. ? 101-11.411-3 Direct transfers. The classes of Federal records listed in this ? 101-11.411-3 may be offered for direct transfer to the National Archives. Such transfers shall be initiated by Fed- eral agencies by written request to the National Archives and Records Service, specifying the nature and quantity of the records proposed for transfer. Ex- ]sting arrangements for the transfer of records of the Congress of the United States will be continued. (a) Records of the Executive Office of the President and of Presidential boards, commissions and committees. (b) Records of the Congress of the United States. (c) Records of the Supreme Court of the United States. (d) Audiovisual records (motion pic- tures, still photographs, sound record- ings, etc.). (e) Cartographic records (m a p a, charts, etc.). Approved For Release 2001/07/17: CIA-RDT 4beM Wi1W020033-6 (f) Series of records of unquestion- able value that are not susceptible to screening or other processing (such as microfilming) to reduce their bulk. (g) Records that have been in exist- ence 25 or more years and that are con- sidered to have enduring value. ? 101-11.411-4 Release of equipment. Equipment received with the transfer of records to the National Archives will, when emptied and if needed, be returned on request to the agency from which the records were received. If the return of such equipment is not required, it will be disposed of in accordance with applicable excess property regulations. ? 101-11.411-5 Use of records trans- ferred to the National Archives. (a) Restrictions lawfully imposed on the use of transferred records will be ob- served and enforced by the National Ar- chives and Records Service, subject to the provisions of section 507(b) of the Federal Records Act of 1950 (44 U.S.C. 397(b)). The regulations in this Part 101-11, insofar as they concern the use of records in the search rooms of the Na- tional Archives Building, apply to official use of the records by Federal agencies as well as to the public. (b) In cases of demonstrated need and subject to any restrictions on their use records deposited with the National Archives may be borrowed for official use outside the National Archives Building by Federal agencies and the Congress, provided: (1) Documents of exceptionally In- trinsic value shall not be removed from the National Archives Building except with the written approval of the Archivist. (2) Records in fragile condition, or otherwise deteriorated to an extent that further handling will endanger them, will not be loaned. (3) Each official who borrows rec- ords shall provide a receipt for them at the time they are delivered, and that he shall assume responsibility for their prompt return upon the expiration of the time for which they are borrowed. ? 101-11.411-6 Disposal clearances. No records of a Federal agency still in existence shall be disposed of by the National Archives and Records Service except with the concurrence of the agency concerned. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41-Chapter ?101-11,411-7 ies of ? 101-11.411-7 Transfer of audiovis- finding aids aids. data sheets,icon ualreeords . h +- scripts or in- The following policies shall govern the transfer of audiovisual records to the National Archives: (a) Motion pictures. Government- owned motion picture records on nitro- cellulose film normally will not be ac- cepted for deposit with the National Ar- chives. Federal agencies having nitrate motion pictures, deemed to have suffi- cient value to warrant transfer to the l Archives for permanent preser- ati ona N vation, will obtain from the National direct transfer to the National Archives. Archives and Records Service agreement (a) Manuscript maps; printed and to accession the motion pictures prior to processed maps on which manuscript converting the nitrate film to safety ace- changes, additions, or annotations have tale film. Normally, the following shall been made for record purposes, or which be considered the minimum number of bear manuscript signatures to indicate copies of motion picture film necessary official approval; single printed or proc- h d to t t nal or duplicate) that most nearly rep- resents the action originally photo- graphed in pictures of actual events, or that best represents the edited produc- tion of a picture for which action is staged, with a master positive print and one "use" or projection print. In most cases these will be the negative after lab- oratory cutting is done, or the composite negative of sound film, the master fine- grain positive print, and one other print. (b) Still photographs. A negative and a captioned print (whether on film, glass, paper, or other medium) of each still photographic image are necessary for security, duplication, and use by the National Archives, and such copies, when available, shall be included in col- lections of still photographs offered for transfer. (c) Sound recordings. The following copies, when available, shall be included in collections of sound recordings offered for transfer to the National Archives: (1) For conventional disc recordings, the matrix or stamper of each sound re- cording unit or the original instantane- ous recording if no matrix or stamper is made, and a pressing or dubbing of the recording, if one has been made. (2) For magnetic sound recordings on wire or tape, for scribed or embossed re- cordings on tape, or for recordings photo- graphically reproduced on sensitized film, a "dubbing" If one has been made; otherwise the original magnetic em- bossed or photographed recording. tinuities, review s ee , dexes) that are necessary or helpful in the proper identification and the use of audiovisual records shall be transferred with these materials. ?101-11.411-8 Transfer of carto. graphic records. The following classes of cartographic records when no longer needed for pur- poses of current administration will be c e a essed maps that have been a or interfiled with other documents of a record character or in any way made an integral part of a record. (b) Master sets of printed or proc- essed maps in the custody of the agency by which they were issued. Such master sets should be kept segregated from the stock of maps held for distribution and from maps received from other agencies. A master set should include one copy of each edition of a printed or processed map issued. (c) Index maps, card indexes, lists, catalogs, or other finding aids that may be helpful in using the cartographic rec- ords transferred. (d) Preliminary or intermediate ma- terials such as manuscript field note- books of surveys, triangulation and other computations, "fair drawings" for indi- vidual color plates, and aerial photo- graphs for mapping purposes. (e) Related records that bear on the preparation, compilation, editing, or printing of maps, such as projects fold- ers containing specifications to be fol- lowed and appraisals of source materials to be used. ? 101-11.412 Agency records centers; establishment. ? 101-11.412-1 Authority. Section 506(c) of the Federal Records Act of 1950 (44 U.S.C. 396(c)) authorizes Federal agencies to maintain and operate records centers for the storage, process- ing, and servicing of records that are appropriate therefor, when such centers are approved by the Administrator of Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41-Chapter 101 ? 101-11.603-1 General Services. Such centers operated Service, within 60 days after the close by Federal agencies are referrd to in of each fiscal year, a report on Standard this ? 101-11.412 as "agency records centers." Form 137 center. (? 101-11.4905), for each ? 101-11.412-2 Existing records centers. Subpart 101-11.5-Microfilming Agency records centers in operation as of the date of this Part 101-11 are provisionally approved, pending their in- spection by GSA. ? 101-11.412-3 Requests for authority to establish or relocate records cen- ters. No agency records center shall be established or relocated from one city to another without the prior written ap- proval of GSA . (a) Exclusions. For purposes of this ? 101-11.412 the term "agency records center" excludes: (1) Staging areas containing less than 5,000 square feet of space used by agen- cies for the temporary storage of mate- rials preparatory to their transfer to a records center or other disposition; pro- vided that no records are held in the staging area in excess of 5 years. (2) Areas of less than 5,000 square feet used solely for the storage of records to which occasional reference is made but on which no processing activity (screen- ing microfilming, etc.) is performed. (b) Content of requests. Requests for authority to establish or relocate an agency records center shall be submitted in writing to the Administrator of General Services. Such requests shall specify: (1) Proposed location of the agency records center. (2) Space to be occupied in gross square feet. (3) Nature and quantity of records to be stored. (4) Total personnel to be employed. (5) Justification of the p r o p o s e d center. (c) Approval of requests. Requests for the establishment or relocation of an agency records center will be approved by the Administrator of General Services when greater economy or efficiency can be achieved through its operation than by use of a Federal Records Center op- erated by GSA. ? 101-11.412-4 Annual agency records center report. Each Federal agency operating one or more agency records centers shall sub- mit to the National Archives and Records SOURCE: The provisions of this Subpart 101-11.5 appear at 30 F.R. 10843, Aug. 20. 1965, unless otherwise noted. ? 101-11.500 Scope of subpart. This subpart contains information and procedures pertaining to the furnishing of microfilming services to Federal agen- cies by the National Archives and Rec- ords Service, GSA. ? 101-11.501 Services available. Microfilming services of the National Archives and Records Service, GSA, as described in ? 101-11.501-1 through 101- 11.501-3, are available to Federal agencies. ? 101-11.501-1 Central source of infor- mation on microfilming. This service includes the furnishing of information on current uses of microfilm and on new techniques and develop- ments in this field. ? 101-11.501-2 Technical advice and assistance on microfilm programs. This service is designed to promote programs to preserve records, reduce vol- ume, provide security copies, make dupli- cate copies, or improve information re- trieval systems. ? 101-11.501-3 Central reimbursable microfilming service. This service includes the preparation, indexing, and filming of records; inspec- tion of film; and the labeling of film con- tainers on a reimbursable basis. ? 101-11.502 Requests for service. Agencies desiring these services should contact the appropriate regional office, General Services Administration, Na- tional Archives and Records Service.. Subpart 101-11.6-Records Equipment and Supplies 101-11.601 [Reserved] ? 101-11.602 (Reserved] ? 101-11.603 Stationery standards. ? 101-11.603-1 General provisions. This ? 101-11.603 prescribes the stand- ards for the specifications and use of blank and printed papers and mailing. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41-Chapter 101 envelopes used by executive agencies for official Government correspondence. Standards are also prescribed for the United States Government Memoran- dum, Messenger Envelope, and Memo- randum of Call. The standards are mandatory unless approval for excep- tion is obtained from GSA. Nothing in these standards shall be construed as su- perseding in any manner the provisions of "Government Paper Specification Standards" issued by the Joint Commit- tee on Printing. ? 101-11.603-2 Standard specifications. A Table of Standard Specifications prescribes the color, size, and quality of paper and color of ink for stationery used for Government correspondence, as follows:. STATIONERY Letterhead stationery ................ Continuation sheets..: .............. Manifold (tissue) sheets containing letterhead. Memorandum stationery- ......:...... Continuation sheets ----------------- Manifold (tissue) Sheets not containing letterhead. FORMS United States Government Memo- rnndnm (Optional Form 10). Memorandum of call (S.F. 63 (pads))_. Messenger envelope (S.F. 65) ---------- White ......... White......... White or blue- None.......... Black or blue. Black......... None....... .......... None---------- White --------- I Black......... At discretion of GPO Brown ........I Dark brown.-- 8 x ION' {(8'x7' 18'x5Y4' 8' x ION' 8' x 1oti5' 8' x 10%, 8 x 7' 8' x 6~/' 8' x ION' 1f/88' x "Ow' x 4' x 5)a' 1.nW' x 12' 12'x16' Qualities of paper shall not exceed 60 percent rag- or 25 percent rag 50 percent rag- or 25 percent rag 26 percent rag. CW (writing) - or 25 percent rag(t Cl (writing) or 26 percent rag- 25 percent rag_ }CW (writing)_I 40 At discretion of GPO Kraft --------- 1 100 I Substance weight is pounds per 1000 sheets, 17' x 22'. 9 Other colors may be used pursuant to par. 3(d) but quality shall not exceed 25 percent rag--Sub. 18. ? 101-11.603-3 Letterhead stationery. Letterhead stationery is used in for- mal correspondence where a quality paper identifying the agency is needed. The style and format for letterhead sta- tionery may be selected by the ordering agency provided they meet the standard specifications in ? 101-11.603-2 and the printing requirements of the Govern- ment Printing and Binding Regulations. ? 101-11.603-4 Memorandum Station. cry. Memorandum stationery is on paper of less expensive quality and easily dis- tinguishable from letterhead stationery. It is to be used, when suitable, for in- formal intra-agency and interagency communications, including agency-num- bered forms and form letters. It is also used for correspondence with State and local government agencies in the admin- istration of cooperative programs, and for other informal correspondence. It will be used where Optional Form 10, United States Government Memoran- dum (? 101-11.4912), will not adequately serve agency needs. (See ? 101-11.603- ?11.) Memorandum stationery shall con- tain the masthead "United States Gov- ernment Memorandum" at the top left half of the sheet (? 101-11.4911). Print- ing of the agency name is optional; when included, the name shall be in the space indicated at the top right. If needed, multiple-address communications and designated fill-in spaces may be arranged and printed on memorandum stationery for transmittal and reference. The form may be designed for multiple- address communications and use in win- dow envelopes. ? 101-11.603-5 Continuation sheets. Continuation sheets, for use with either letterhead or memorandum sta- tionery, shall bear no printing. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41-Chapter 101 ? 101-11.701-2 ?101-11.603-6 M a n i f old (tissue) sheets. Manifold sheets, commonly called tis- sues, are for use in making carbon cop- ies. Tissues containing printed letter- heads are for use in making carbon copies that are sent outside the agency when identification of the agency is nec- essary. The printing shall be in the same format and ink color as used on letter- heads. Tissues used for internal copies of correspondence, including continua- tion sheets, shall contain no printing. Distinctive colors may be used for in- ternal reference file purposes. ? 101-11.603-7 [Reserved] ? 101-11.603-8 Envelopes (printing). Agency identification or address, the penalty or postage and fees paid clause, and the designation "official business" shall be printed in either black or blue 4101-11.603-9 Envelopes; borders, markings, etc. Borders, markings, slogans, or designs shall not be printed on mailing envelopes except when specifically approved by GSA and in conformity with postal laws and regulations. As a general policy, both to reduce costs and to prevent undue publicizing of some activities of the Gov- ernment in contrast to others, the use of borders, markings, slogans, or designs to support an agency or its program shall not be authorized in any form, whether printed, stamped, or otherwise affixed. ?101-11.603-10 Procurement forms. The optional and standard forms pre- scribed in ? ? 101-11.603-11-101-11.603- 14 shall be procured from the Federal Supply Service, GSA. Existing stocks of old Standard Forms 63, 84, and 65 and Optional Form 10 shall be used until supplies are exhausted. ? 101-11.603-11 Optional Form 10, United States Government Memoran- dum, May 1962. This form is designed to facilitate in- formal antra- or interagency correspond- ence, including correspondence with State and local government agencies in the administration of cooperative pro- grams. It provides designated spaces for the insertion of names or identifica- tion of addressee and sender along with description of subject matter and date, following the format of discontinued Standard Form 64. Optional Form 10 is printed without agency name. It is intended for use by those agencies whose needs are met by a simple format and whose requirements, if any, for the agency name or special fill-in data on memorandum stationery do not justify a special printing. (See ? 101-11.4912.) ? 101-11.603-12 Standard F or m 63, Memorandum of Call, Nov. 1961. This form serves as notification of an incoming telephone call or of a visitor when the person called or visited is not available. It also is used in referring a visitor to an appropriate person. (See ? 101-11.4913.) ? 101-11.603-13 Standard F or m 65, U.S. Government Messenger Enve- lope, Nov. 1961. This form is for repetitive use in transmitting communications and print- ed matter between offices within the same city. Consecutive spaces are pro- vided for inserting the name and address for the current transmittal. The "Stop" number space is used primarily in the Washington, D.C., area but may be used elsewhere, if appropriate. (See ? 101-.. 11.4914.) ? 101-11.603-14 Optional For in 27, United States Government 2-Way Memo. This form is a 3-part snap-out set with interleaved carbon for informal communications. The message and re- ply are placed on the same page in brief informal language. It can be sent and returned in a window envelope, if an envelope is necessary. Each packet of 100 forms is accompanied by "Guides to Simplified Informal Correspondence." (See ?? 101-11.4915 and 101-11.4916.) Subpart 101-11.7-Vital Records: Records During an Emergency ? 101-11.701 Emergency preparedness program; vital records protection status report. ? 101-11.701-1 Purpose. This ? 101-11.701 provides for report- ing the status of Federal agency emer- gency preparedness programs for the se- lection and protection of vital operating records. ? 101-11.701-2 Authority. Executive Order No. 11093 of February 26, 1963 (28 F.R. 1851: 3 CFR 1959-1963 Comp.), assigns certain emergency pre- paredness functions to the Administra- Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 tor of General Services, Including the providing of instructions on the ap- praisal, selection, and preservation of essential records. The Office of Emer- gency Planning, in accordance with that agency's responsibilities prescribed in Executive Order No. 11051 of September 27, 1962 (27 F.R. 9683; 3 CFR 1959-1963 Comp.), has reviewed and approved the requirements set forth in this Subpart 101-11.7. ? 101-11.701-3 Background. (a) Reporting requirements. The orig- inal reporting requirements for vital operating records protection programs were set forth in Bureau of the Budget Bulletins No. 51-14, May 22, 1951, and No. 52-5, September 6, 1951. These bul- letins were rescinded on March 23, 1954, when they were replaced by the Office of Defense Mobilization's non-Military De- fense Program Memorandum VI-2. Pro- gram Memorandum X-1, Issued by ODM on December 23, 1954, further defined the reporting requirements originally set forth in non-Military Defense Program Memorandum VI-2. Memorandum X-1 rescinded by the Office of Emergency Planning on June 25, 1964, was the basis for the semiannual agency reports on vital records programs since 1954. (b) Protection criteria and guides. The GSA Records Management Hand- book, Federal Vital Records Program, presents the basic assumptions and mechanics for protecting vital records. 129 F.R. 16807, Dec. 12, 1964, as amended at 33 F.R. 9777, July 6, 1968] ? 101-11.701-4 Forms. The report Is in two parts. Part I will be prepared on GSA Form 2034, Vital Records Protection Status Report (Part I-Emergency Operating Records) and Part II will be prepared on GSA Form 2035, Vital Records Protection Status Re- port (Part II-Rights and Interests Rec- ords). (See ? 101-11.4917 and 101- 11.4918.) ? 101-11.701-5 Definitions. (a) The following definitions are per- tinent to preparation of the report: (1) Emergency operating records are records vital to the essential functions of the Federal Government for the dura- tion of an emergency if the country is attacked. Such records include those necessary to the military effort; the mo- bilization and protection of material and manpower resources, of services, and of systems; the maintenance of public health, safety, and order; and the con- duct of essential civil defense activities. These records must be available as needed at or In the vicinity of emergency operating centers. (2) Rights and interests records are records essential to the preservation of the legal rights and interests of indi- vidual citizens and their Government. These records include such groups as Social Security records, retirement rec-, ords, payroll records, insurance records, and valuable research records. These records require protection, but storage points do not have to be at or in the vicinity of emergency operating centers. The determination as to whether a given type of record is vital and which cate- gory it fits is often a difficult decision to make. (b) The GSA Records Management Handbook entitled, "Federal Vital Rec- ords Program," provides further clarifi- cation of the two categories of records. [29 F.R. 16807, Dec. 12, 1984, as amended at 33 F.R. 9777, July 6, 1968 ] ? 101-11.701-6 Preparing offices and coverage. (a) All departments and agencies will submit both Parts I and II of the report. (b) A report is required for each in- dividual vital records program. General- ly, this means that each bureau, service, or office of a department or large agency will prepare a report. Regional or field program reports shall be incorporated within the reports for bureau or service level or above before being transmitted to the General Services Administration. If the department or agency operates a cen- tralized program covering all organiza- tional elements, only one report is required. (c) Each report will be complete In itself and will supersede the previous report. (d) The description of records called for on both parts of the report should adequately portray the type of records involved. The description should be more definitive than a merely broad cate- gory such as "Administrative." It should not, on the other hand, list every indi- vidual record or form. Generally, the entry will be a file or series having a similarity in arrangement, physical type, or substantive relationship to subject or activity. (e) A department or agency may con- sider that a particular. type of record Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41-Chapter 101 ? 101-11.803-1 falls into both the emergency operating and the rights and interests categories. These records should be listed on both Parts I and II of the report and be cross-referenced. (f) All reports for a department or agency will be transmitted together as a package. 120 F.R. 16807, Dec. 12, 1964, as amended at 33 F.R. 9777, July 6, 1968] ? 101-11.701-7 Security. Where a detailed description of the records and their locations is considered a security matter, the report should be security classified appropriate to the degree of classified information it con- tains. 133 F.R. 9777, July 6, 19681 ? 101-11.701-8 Reporting periods and due dates. (a) Reports will be submitted an- nually, as of June 30, and will be due 10 workdays thereafter. (b) A special advisory report also will be prepared and submitted whenever there is a change in the location of the records or whenever a significant change occurs in the status of the program or in the type of records protected. These reports will be submitted as soon as possible after such changes occur. Only that portion of the report form appli- cable to the change need be filled out. ? 101-11.701-9 Copies and distribution. All reports will be submitted in dupli- cate to the: General Services Administration, National Archives and Records Service, Office of Federal Records Centers, Washington, D.C. 20408. ? 101-11.701-10 Availability of forms, The reporting forms illustrated in ?? 101-11.4017 and 101-11.4918 are avail- able from General Services Administra- tion Region 3, Office of Administration, Printing and Publications Division- 3BRD, Washington, D.C. 20407. 133 F.R. 9777, July 6, 1968] Subpart 101-11.8-Standard and Optional Forms. SOURCE: The provisions of this Subpart 101-11.8 appear at 32 F.R. 8034, June 3, 1967, unless otherwise noted. ? 101-11.800 Scope. This subpart sets forth the standards, guidelines, procedures, and forms to be used in the Standard and Optional Forms Program. ? 101-11.801 Exclusions. Excluded from this program are those Standard and Optional forms promul- gated by the Comptroller General or those subject to his approval pursuant to the provisions of section 309 of the Bud- get and Accounting Act of 1921 (31 U.S.C. 49) and section 114 of the Ac- get and Accounting Act of 1921 (31 U.S.C. 66(b)). Although the Bureau of the Budget retains responsibility for the clearance of public reports under the Federal Reports Act of 1942 (56 Stat. 1078, Dec. 24, 1942), ? 101-11.806 includes the procedures for clearance of Standard and Optional forms which are used as public reports. ? 101-11.802 Background. For over 25 years the Federal Govern- ment has had a program for the clear- ance and promulgation of Standard and Optional forms. The most recent basic directive was promulgated as Bureau of the Budget Circular A-17, Revised, of November 14, 1959. In addition, the Bu- reau issued three related circulars: (a) Circular A-5, Revised, of June 3, 1953, and Transmittal Memorandums Nos. 1 and 2 thereto, which prescribed the Standard forms to be used by all Federal agencies for reporting accidents and for processing claims under the Federal Tort Claims Act (28 U.S.C. 2672-2680) ; (b) Circular A-6, Revised, of February 10, 1960, which prescribed the Standard forms to be used for requisitioning print- ing and binding; and (c) Circular A-32, Revised, and Transmittal Memorandum No. 1 thereto, which prescribed the Standard forms to be used for medical examinations and clinical health records. These circulars are being rescinded by a Bureau of the Budget Circular dated May 20, 1967, effective June 1, 1967, since the responsibility for the Standard and Op- tional Forms Program is being shifted from the Bureau of the Budget to the National Archives and Records Service (NARS), GSA. ? 101-11.803 Definitions. The terms listed in ?? 101-11.803-1 through 101-11,803-5 shall have the meanings therein stated. ? 101-11.803-1 Forms. A form is any document, including letters, post cards, and memorandums, printed or otherwise reproduced with Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 space for filling in information, descrip- tive material, or addresses. Certain printed items without fill-in space, such as contract provisions, instruction sheets, notices, tags, labels, and posters, may be considered as forms when It is advan- tageous to identify and control them as forms for purposes of reference, printing, stocking, distribution, and use with other forms. 101-11.803-2 Standard forms. A Standard form is a form prescribed by a Federal agency, pursuant to its au- thority, and approved by GSA for man- datory use. Such mandatory use is generally set forth in regulations of the promulgating agency. ? 101-11.803-3 Optional forms. An Optional form is a form developed for use in two or more agencies and ap- proved by GSA for nonmandatory use. The availability of such forms for use is normally announced by the agency which developed and sponsored the form for use (? 101-11.805). ? 101-11.803-4 Promulgating agency. A promulgating agency is any agency of the Federal Government which has the authority to prescribe regulations and forms for use by other agencies. Stand- ard forms are generally set forth in regulations Issued by the promulgating agency (? 101-11.804-1). ? 101-11.803-5 Sponsoring agency. A sponsoring agency is usually any Federal agency which develops an Op- tional form and, after approval by GSA, announces its availability for use by other Federal agencies (? 101-11.805). ? 101-11.804 Procedures to promulgate, modify, forms. or discontinue Standard ? 101-11.804-1 Clearance and promul- gation. Proposed Standard forms, or revisions to existing Standard forms, will be sub- mitted to NARS by the promulgating agency, using Standard Form 152, Re- quest for Clearance and Procurement- Standard and Optional Forms, for such purpose (see form illustrated in ? 101- 11.4920). NARS will notify the promul- gating agency of its approval or dis- approval by an appropriate entry in item 17 of Standard Form 152 and by return- ing two signed copies. If approved, one copy will be retained by the promulgating agency for its records; the second copy will be used for furnishing GSA, Federal Supply Service, printing and stocking specifications for procuring stock of the approved Standard form (? 101-26.302-6 of this chapter). When such a Standard form is printed, the Standard form num- ber assigned by NARS, the month and year of promulgation (or the month and year of the revision), the name of the promulgating agency, and a reference citation of the agency regulation which requires its mandatory use as a Standard form will appear on the form. ? 101-11.804-2 Modifications and ex- ceptions. In the interest of establishing and maintaining uniformity to the greatest extent feasible, modifications of and ex- ceptions to Standard forms shall be kept to a minimum. (a) In Instances when an agency be- lieves it is not feasible to use a Standard form for its purpose and in the prescribed manner or desires to make substantive changes in the content of an approved Standard form which does not affect for- mat or printing specifications, the af- fected agency will submit its request for exception or deviation with an appro- priate explanation and justification to the promulgating agency identified on the Standard form. The promulgating agency will, after review, forward its reply to the requesting agency, with a copy of the reply being furnished to NARS. (b) In instances when an agency de- sires to alter the format or change print- ing specifications of an approved Stand- ard form, the affected agency will submit its request for exception or deviation on Standard Form 152 with an appropriate explanation and Justification to the agency identified on the Standard form in question as the promulgating agency. The promulgating agency will, after re- view, forward the request with its own recommendations to NARS for final clearance. (c) In instances where overprinting of Standard forms is desired, it is permis- sible without clearance from the promul- gating agency, provided such overprint- ing is fully consistent with the purposes and intent of the Standard form and procurement is in accordance with ? 101- 26.302 of this chapter. Overprinting may consist of names, addresses, uniform en- Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41-Chapter 101 ? 101-11.808-2 tries, etc. Supplementation of Standard forms may be made in accordance with 1101-1.110 of this chapter. ? 101-11.804-3 Proposed discontirut ance. Before a promulgating agency notifies using agencies that the mandatory use of a Standard form is no longer required, it will notify NARS of its intention. In such instances, NARS may (a) author- ize continued use of the form on an op- tional basis, (b) make arrangements for the form to be promulgated as a Stand- ard form by another agency, or (c) con- cur with the promulgating agency that there is no need for the continued use of the form. NARS will inform the promul- gating agency of its decision. ? 101-11.805 Procedures to establish, revise, or discontinue Optional forms. Proposed Optional forms or revisions to existing Optional forms will be sub- mitted to NARS by the sponsoring agency using Standard Form 152 for that pur- pose. NARS will evaluate such proposals in consultation with interested agencies and will indicate its decision by an ap- propriate entry in item 17 of Standard Form 152 and by returning two signed copies. If approved, one copy will be re- tained by the sponsoring agency for its records; the second copy will be used for furnishings GSA, Federal Supply Serv- ice, printing and stocking specifications for procuring stock of the approved Op- tional form (1 101-26.302-6 of this chap- ter). When such an approved Optional form is printed, the Optional form num- ber assigned by NARS, the month and year of approval (or the month and year of the revision), and the name of the sponsoring agency will appear on the form. When a form is approved for op- tional use, announcement thereof will usually be made to potential users by . the sponsoring agency (1 101-11.803-3). ? 101-11.806 Standard and Optional forms used as public reports. Proposed Standard and Optional forms which come under the provisions of the Federal Reports Act of 1942 (56 Stat. 1078, Dec. 24, 1942) and proposed revi- sions to, exceptions to, or discontinuances of such forms must be cleared by the Bu- reau of the Budget (BOB Circular A-40, Revised), as well as by GSA (1 101-11.- 801). By agreement between GSA and the Bureau of the Budget, such Stand- ard form public report documents shall be submitted to NARS, using Standard Form 152. NARS will forward the docu- ments to the Bureau of the Budget for review and approval. ? 101-11.807 Procurement. General procedures for procuring stocks of Standard and optional forms, or modifications thereof are contained in 1 ? 101-26.302-3 through 101-26.302-6 of this chapter. ? 101-11.808 Initiating Standard and Optional forms projects. Similar forms are often used for essen- tially the same purpose in different parts of the Government. By obtaining agree- ment from the people responsible for these forms, the development of a Stand- ard or Optional form may result in sub- stantial benefits to the Government. These benefits include reduced printing and stocking costs, uniform and im- proved procedures for processing the form, reduced training time of employees, and simplified direction. ? 101-11.808-i Initiating new Standard forms. The full potential for developing Standard forms has not yet been ex- ploited. New programs, new legislation, and the establishment of new agencies provide opportunities for beneficial standardization. The expanded use of computers and of communications sys- tems makes standardization. of data ele- ments as well as formats for the Inter-' change of information more essential than ever before. Federal agencies shall initiate projects to develop Standard forms in areas where they have authority. to prescribe uniformity, and where uni- formity would produce benefits. NARS will assist in such studies as needed. Other agencies may be requested to par- ticipate in such studies. ? 101-11.808-2 Initiating new Optional forms. The development and use of Optional forms provide agencies with an oppor- tunity to help reduce the number of over- lapping and duplicate forms. Federal agencies should be alert to the possibili- ties involved.. In developing Optional forms, NARS will provide management leadership. . 63 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R0001'00020033-6 ? 101-11.809 Title 41-Chapter 101 ? 101-11.809 Selected Standard forms for which GSA is designated as pro- mulgating agency. This section provides for promulgation by GSA of certain Standard forms for- merly promulgated by the Bureau of the Budget. The form Identification, to ap- pear on replenishment stocks of existing Standard forms prescribed in this section and new Standard forms added to this section will show GSA as the promulgat- ing agency. This section will be cited as the prescribing directive. ? 101-11.809-1 Standard forms for requisitioning printing and binding. (a) Forms for ordering printing or printing and binding. When ordering printing alone (other than Standard and Optional forms), or printing and binding together, Federal agencies shall submit to the Government Printing Office, Divi- sion of Planning Service, Washington, D.C. 20401. a completed copy of Standard Form 1, Requisition for Printing and Binding, Revised, June 1945, or Standard Form 1-C, Requisition for Printing and Binding for Specialty Items, January 1960, whichever is appropriate for the printing desired. (b) Forms for ordering binding. When ordering binding alone (as the binding of existing documents for library use), Standard Form 1 together with Standard Forms 1-A, Binding Instructions, and 1- B, List of Books To Be Bound, shall be used. (1) Instructions for completing Stand- ard Form 1-A are printed on the back of the form. A completed copy shall be at- tached to each book or group of identical books to be bound. The books accom- panied by the forms shall be sent to the Government Printing Office, Central Receiving Station, at the mailing address shown in this ? 101-11.809-1. (2) A completed copy of Standard Form 1-B, together with the Requisition, Standard Form 1, shall be sent to the Government Printing Office, Division of Planning Service, at the mailing address shown in this ? 101-11.809-1. ? 101-11.809-2 Standard forms for re- porting accidents and for processing claims under the Federal Tort Claims Act. The Standard forms for reporting ac- cidents and for processing claims under the Federal Tort Claims Act (28 U.S.C. 2672-2680) were developed by the Inter- departmental Tort Claims Committee chaired by the Department of Justice and the Federal Safety Council chaired by the Department of Labor (Executive Order 10194 of Dec. 19, 1950, 3 CFR). They are designated and prescribed for use as follows: (a) Standard Form 91 (Revised April 1963), Operator's Report of Motor Ve- hicle Accident, is to be completed at the time and on the scene of an accident insofar as possible, regardless of the ex- tent of injury or damage. Blank forms are to be carried in motor vehicles used in official Government business. (b) Standard Form 91A (Revised June 1953), Investigation Report of Motor Ve- hicle. Accident, Is to be completed by the person investigating the accident as soon as possible. (c) Standard Form 92, Supervisor's Report of Accident, applies to accidents other than those involving motor ve- hicles or aircraft and is to be completed, as soon as possible after an accident, by the supervisor of Government work in which there is injury to Federal person- nel or damage to Federal property, or optionally in contract operations involv- ing non-Federal personnel or property. One form Is to be used for each injured person. (d) Standard Form 92A, Report of Ac- cident Other than Motor Vehicle, applies to accidents other than those involving motor vehicles or aircraft and is to be completed, as soon as possible after the accident, by the person in charge of the premises or activity in which the acci- dent occurred. Aircraft accidents are to be reported on forms prescribed by the Civil Aeornautics Board or other appro- priate activity. (e) Standard Form 94 (Revised June 1953), Statement of Witness, is to be completed by persons having witnessed an accident. (f) Standard Form 95 (Revised Feb- ruary 1963), Claim for Damage or Injury, is to be completed by or on behalf of the person having sustained the injury or damage. ? 101-11.809-3 Standard forms for medical examination and clinical and health records. Standard forms for medical examina- tions and clinical and health records have been developed by the Interagency Committee on Medical Records in order to standardize such records and to as- sist in the exchange of medical informa- tion. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41--Chapter 101 ? 101-11.903 (a) Unless An exception is granted by NARS (? 101-11.804-2), the standard medical examination forms listed below are mandatory for use in general types of medical examinations, medical his- tories, and in employment health records for military and civilian personnel, for beneficiaries of Government programs which Involve medical records, and for civil airmen subject to regulations of the Federal Aviation Administration. At the discretion of a Federal agency, the forms may also be used (1) for medical exami- nation of persons other than employees of the Government, and (2) In place of special medical examination forms such as those required in retirement cases, in claims for injuries, or for treatment fol- lowing injuries. These standard medical examination forms are as follows: Standard form No. Title SF 78, Revised June 1901 Certificate of Medi- (for use when required cal Examination. by the Civil Service Commission), SF 88, Revised June 1956-Report of Medical Examination. SF 89, Revised March Report of Medical 1965 (prohibited for History, civil service appli- cants or civilian em- ployees of the Federal Government unless prior approval is given by the Civil Service Commission). SF 90, Revised July 1961_-Health Qualifica- tion Placement Record. (b) The standard clinical and health record forms which are to be used in hospitals, clinics, dispensaries, and in similar facilities operated by the Gov- ernment are listed in the GSA Stock Catalog, Part II, Standard Forms. The forms are listed in the 500 and 900 series of Standard form numbers and appear under the caption, "Clinical and Health Record Series." ? 101-11.810 Designation of agency li- aison representative. Each Federal agency shall designate an official and an alternate who will serve in a liaison capacity with NARS, on the Standard and Optional Forms Program. The General Services Admin- istration, National Archives and Records Service, Office of Records Management- NR, Washington, D.C. 20408, shall be notified, In writing, of the name, title, location, and telephone number of each such designee as soon as practicable after the effective date of this subpart. The name, title, location, and telephone num- ber of each replacement liaison repre- sentative or alternate will be forwarded to the Office of Records Management at the address shown above within 30 days after the new designation is made. These designated liaison representatives may or may not be the same as those designated under i 101-11.102,6, relating to records management liaison offices. Subpart 101-11.9--Source Data Auto- mation in Paperwork Systems Source: The provisions of this Subpart 101-11.9 appear at 33 P.R. 894, Jan. 25, 1968, unless otherwise noted. ? 101-11.900 Scope. This subpart concerns the application of source data automation (SDA) to the mechanization of office paperwork-proc- essing systems and provides guidelines for agencies to follow in using SDA. ? 101-11.901 Definition of source data automation. "Source data automation" means a system of mechanized document-creating devices in an office environment for cap- turing data in a machine-readable form for future use in producing forms and other records required throughout the system, without subsequent manual re- entry of the data. As a byproduct, SDA may provide a machinable output for use as input to an automatic data processing (ADP) system. ? 101-11.902 Need for source data automation. Applied continuously as an organized program for mechanizing the creation of records through machine-to-machine processing, SDA can reduce costs, Im- prove accuracy, and provide faster proc- essing, SDA can further provide maxi- mum flexibility in the transmission, protection, and perpetuation of data or documents. ? 101-11.903 Criteria for the use of source data automation. SDA is applicable to paperwork sys- tems where the same data are used repet- itively. Use of SDA techniques and devices should be considered whenever the volume of data is adequate to amor- tize the equipment cost within a reason- able period. Use of SDA should also be considered whenever data usage requires Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title '41-Chapter 101 urgent handling to meet deadlines or whenever a greater degree of accuracy is necessary: ? 101-11.904 Application of source data automation. Federal agencies will apply actively and continuously SDA techniques to paperwork procedures, as a part of their records management, systems develop- ment and maintenance, and related activities. The agency will assure that: (a) Responsibility for the promotion and coordination of SDA applications is assigned to an official or office. (b) Present and proposed paperwork activities involving manual operations or the keyboard entry of the same data by two or more office machines are ex- amined for potential application of SDA. (c) Existing automatic data process- ing applications are reviewed for feasi- bility in providing input data captured at the source by SDA or as a SDA by- product of necessary clerical operations. (d) Procedures are established for the submission, review, and approval of all requests for obtaining SDA equipment. Each request should be reviewed for fea- sibility, economy, and compatibility with the existing equipment and systems and with the agency's other plans for im- proved systems. (e) Timely information concerning the capabilities, limitations, advantages, and uses of SDA equipment and techniques is disseminated to managers and operat- ing officials. (f) All GSA publications on the sub- ject of SDA techniques and equipment are made available for use. Subparts 101-11.10-101-11.48 [Reserved] Subpart 101-11.49-Forms and Reports SOURCE: The provisions of this Subpart 101-11.49 appear at 32 F.R. 8036. June 3, 1967, unless otherwise noted. ? 101-11.4900 Scope of subpart. This Subpart 101-11.49 contains forms and reports used in connection with the regulations on records management pre- scribed in this Part 101-11. NOTE: Forms in 11 101-11.4901-101-11.4910 filed as part of the original document. Copies may be obtained from Central Office, GSA. ? 101-11.4901 Standard Form 136: Annual Summary of Records Hold- ings. [33 F.R. 8775, June 15, 1968] ? 101-11.4902 Standard Form 115: Re- quest for Authority to Dispose of Records. ? 101-11.4903 Standard Form 115a: Request for Authority to Dispose of Records-Continuation Sheet. ? 101-11.4904 Instructions for Prepar- ing Standard Forms 115 and 115a, ? 101-11.4905 Standard Form 137; Agency Records Center Annual Re- port. ? 101-11.4906 Standard Form 127: Request for Official Personnel Folder (Separated Employee). ? 101-11.4907 Standard F o r m 135: Records Transmittal and Receipt. ? 101-11.4908 Standard Form 135a: Records Transmittal and Receipt- (Continuation). ? 101-11.4909 GSA Form 439: Report of Disposition of Records. ? 101-11.4910 Optional Form 11: Ref- erence Request-Federal R e e o r d s Centers. ? 101-11.4911 GSA Form 10: United States Government Memorandum. ?101-11.4912 Optional Form 10: United States Government Memoran- dmn. ?101-11.4913 Standard Form 63: Memorandum of Call. ? 101-11.4914 Standard Form 65; U.S. Government Messenger Envelope. ?101-11.4915 Optional Form 27: United States Government 2-Way Memo.- ?101-11.4916 "Guides to Simplified Informal Correspondence". ? 101-11.4917 GSA Form 2034: Vital Records Protection Status Report (Part I-Emergency Operating Rec- ords). ? 101-11.4918 GSA Form 2035: Vital Records Protection Status Report (Part II-Rights and Interests Rec- ords). ? 101-11.4920 Standard Form 152: He- quest for Clearance and Procure- ment-Standard and Optional Forms. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41 hapfer 101 ? 101-13.'3 101-11.4921 Standard Form 180: Re- quest Pertaining to Military Records. NOTE: The form in 4 101--11.4921 is filed as a part of the original document. Federal agencies may, obtain copies from the nearest General Services Administration supply depot. 133 F.R. 18281, Dec. 10, 19881 PART 101-12 [RESERVED] PART 101-13-PRESERVATION OF RECORDS BY WAR CONTRACTORS sec. 101-13.1 101-13.2 101-13.3 101-13.4 i01-13.4a 101-13.5 101-13.6 101-13.7 101-13.8 101-13.9 101-13.10 101-13.11 101-13.12 Scope of regulation. Responsibility of the war con- tractor. Records not to be destroyed for stated period. Partial settlements, exclusions or exceptions. Exemptions. Duplicate copies. Authorization to destroy if photo- graphs are retained. Features w h I c h photography would not clearly reflect, Arrangement, classification and self-identification of records. Minimum standards for film and processing. Certificate of authenticity. Additional special requirements for microfilm. Indexing and retention of photo- graphs. AUTHORITY: The provisions of this Part 101-13 issued under sec. 1, 62 Stat. 705, as nmended; 18 U.S.C. 443. SouRcE: The provisions of this Part 101-13 contained in Regulation 11, Revised, 18 F.R. 1318, Mar. 7, 1953, unless otherwise noted. Redesignated at 26 F.R. 11425, Dec. 2, 1961, and further redesignated at 29 F.R. 19091, Dec, 30, 1004. ? 101-13.1 Scope of regulation. (a) This regulation applies to: (1) Any records of a war contractor relating to the negotiation, award, per- formance, payment, interim financing, cancellation or other termination, or settlement of a war contract of $25,000 or more, (2) Any records of a war contractor and any purchaser relating to any dis- position of termination inventory in which the consideration received by any war contractor or any Government agency is $5,000 or more, and (3) Any records of a war contractor which by, the war contract are required on termination to be preserved or made available. (b) The term "war contract" which is defined in the Contract Settlement Act of 1944 as meaning either a prime contract or subcontract, has the same meaning herein. It is not limited to ter- minated contracts but, except where otherwise limited by the context, also includes continuing or completed con- tracts. (c) As used in this part, the term "rec- ords" includes, but is not limited to, books, ledgers, checks and check stubs, payroll data, vouchers, memoranda, cor- respondence, inspection reports, and cer- tificates, and cost data where involved in final payment or settlement of the contract. ? 101-13.2 Responsibility of the war contractor. (a) Pursuant to section 443 of the act of June 25, 1948, the war contractor shall preserve for the period of time stated below records essential to deter- mining the performance under the war contract and to justifying the settlement thereof ; any determination that certain records are not essential and need not be retained is made at the contractor's risk in accordance with the requirements of such act. (b) Since the Contract Settlement Act defines "war contractor" as a holder of either a prime contract or a subcon- tract, the subcontractor has the same responsibility to preserve his individual contract records as does the prime con- tractor, and may dispose of such rec- ords in accordance with the provisions of this regulation without approval of the prime contractor unless required by the subcontract. ? 101-13.3 Records not to be destroyed for stated period. (a) Except as provided in ? 101-13.4 at the conclusion of the time period stated below, final disposition of the contract records which he is required to preserve is in the discretion of.the war contractor and requires no authorization from the Office of Contract Settlement or (unless required by the war contract) by the contracting agency: (1) Five years after such disposition of termination inventory by such war contractor or Government agency, or (2) Five years after the final pay- ment or settlement of such war contract. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07117 : CIA-RDP74-000058000100020033-6 4101-13.4 Title 41-Chapter 101 (b) Nothing in this section shall be construed: (1) As affecting the requirements re- lating to records under any law other than the Contract Settlement Act of 1944, or (2) As prohibiting the destruction of records, the destruction of which is not otherwise prohibited, or (3) As authorizing the destruction of records where the contract is in litiga- tion or under investigation, or (4) As requiring the photographing of records of war contractors, or (5) As affecting the requirements of the Comptroller General of the United States for preservation and submission of records, or (6) As reducing the period of time for retention of records as provided for in any war contract as that term is defined in this regulation. ] 18 F.R. 1318, Mar. 7, 1953, as amended at 27 F.R. 4739, May 18, 19621 ? 101-13.4 Partial settlements, exclu. sions or exceptions. (a) The period prescribed by ? 101- 13.3 for retaining records commences: (1) On the date the war contractor accepts the final payment or settlement offered by the agency which contracted with him, or (2) Where the war contractor does not accept such payment or settlement, on the date when the period prescribed by law for appeal or other action con- testing such payment or settlement ex- pires, or (3) Where an appeal or other action contesting such payment or settlement is filed on the date of final determina- tion of such appeal or other action. (b) Where the settlement is not com- plete, or there are exclusions or excep- tions to the settlement, the records of the parts or items which are settled are eligible for destruction at the end of the period prescribed in ? 101-13.3 dating from such settlement, except that all records pertaining to such exclusion or exception must be retained for the pre- scribed period from its date of settlement. ? 101-13.4a Exemptions. The provisions of this part and section 443 of the act of June 25, 1948 (62 Stat. 705; 18 U.S.C. 443) do not apply to (a) war contractor records title to which is transferred to a Government agency, (b) war contractor records that are in- eluded by Federal agencies on records disposition schedules approved by the Congress in the manner provided in the Records Disposal Act (57 Stat. 380; 44 U.S.C. 366 et seq.), or (c) war contractor records disposal of which is approved in writing by the Administrator of General Services and the Comptroller General of the United States. (Reg. 11, Rev., Amdt. 2, 22 F.R. 5955, July 27, 1957 ] ? 101-13.5 Duplicate copies. Duplicate or extra copies of the con- tract records need not be retained. ? 101-13.6 Authorization to destroy if photographs are retained. Subject to the provisions of ? 101-13.1, any records to which this regulation ap- plies and which can be reproduced through photography without loss of their primary usefulness may be de- stroyed, Provided, however, That clearly legible photographs thereof are made and preserved in accordance with the conditions and standards set forth in this section. Any number of copies of the record may be destroyed, provided one such photograph of the record is preserved. The terms "photograph," "photographing" and "photography" in- clude, but are not limited to, "micro- photograph," "microfilm," "microphoto- graphing" and "microphotography." ? 101-13.7 Features which photography would not clearly reflect. If there is any significant characteris- tic, feature, or other attribute of a rec- ord which photograph would not clearly reflect, as for example that the record is a copy, or is an original, or that cer- tain figures thereon are red, the record shall not be destroyed unless prior to being photographed it is marked so that the existence of such characteristic, fea- ture, or other attribute is clearly re- flected. When a number of the records to be microfilmed have in common any such characteristic, feature, or attribute, an appropriate notation identifying the characteristic, feature, or attribute with the records to which it applies may be placed at the beginning of the roll of film instead of on the individual records. ? 101-13.8 Arrangements, classification and self-identification of records. At the time of photographing, the rec- ords shall be so arranged, classified and self-identified as readily to permit the Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Title 41--Chapter 101 ? 101-13.14 subsequent examination, location, iden- tification and reproduction of the pho- tographs thereof. ? 101-13.9 Minimum standards for film and processing. The minimum standards for film and processing used in the production of photographs shall be those set forth in the "Standards for Temporary Record Photographic Microcopying Film" Issued by the National Bureau of Standards under date of October 25, 1943, and set forth below as Exhibit A. ? 101-13.10 Certificate of authenticity. The photographs shall have attached thereto a certificate or certificates that the photographs are accurate and com- plete reproductions of the records sub- mitted by the war contractor or pur- chaser and that they have been made in accordance with the standards and re- quirements set forth in this regulation. such certificate or certificates shall be executed by a person or persons having personal knowledge of the facts covered thereby. ? 101-13.11 Additional special require- ments for microfilm. In the case of microphotographs, a mi- crofilm of such certificate or certificates shall be photographed on each roll of film. The photographic matter on each roll shall commence and end with a frame stating the nature and arrange- ment of the records reproduced, the name of the photographer and the date. Rolls of film shall not be cut. Supple- mental or retaken film whether of misplaced or omitted documents or of portions of a film found to be spoiled or illegible or of other matter, shall be at- tached to the beginning of the roll, and in such event the certificate or certifi- cates referred to in ? 101-13.10 shall cover also such supplemental or retaken film and shall state the reasons for taking such film. ? 101-13.12 Indexing and retention of photographs. The photographs shall be indexed and retained in such manner as will render them readily accessible and identifiable and will reasonably insure their preser- vation against loss by fire or other means of foreseeable. destruction. They shall be retained for the period of time during which, except for this regulation, the destruction of the original records would have been prohibited. ExH>err A STANDARD FOR TEMPORARY RECORD PHOTO- GRAPHIC MICROCOPYING FILM (.Gelatin-Silver Halide Emulsion Type) The exposed and processed film shall be of such a type that no serious loss in the qual- ity of the image shall result within five years after processing when the film is kept under ordinary storage conditions. All film shall be of 16 mm or 35 mm size either perforated or unperforated as specified. DETAILED REQUIREMENTS Film base. The film base shall be the slow burning cellulose-acetate type known as "safety" film. The thickness of the film base and emulsion shall be 0.0055?0.0010 inch. Emulsion. The emulsion or light sensitive coating shall be composed of silver-halide crystals of a size distribution entirely suit- able for microcopying use, uniformly dis- persed in a thin layer of high grade gelatin on one side of the film base. The white- light and spectral sensitivities shall be such that accurate and complete copies of the documents are obtained with the usual ex- posure and development technique. Processing. The film shall be developed with the usual organic developing agents such as "Metol," hydroquinone, gycin, etc., compounded to produce a silver Image essen- tially black. Developers producing stained or colored images are not to be used. The films shall be fixed in the usual sodium thio- sulphate fixing bath. Fixing baths contain- Ing ammonium thiosulphate shall not be used. No intensification or reduction of the developed image is permitted. Hypo content of emulsion. The hypo (so- dium thiosulphate) content of the processed film shall not exceed 0.02 mg per square inch of film. The hypo content shall be deter- mined by the method of Crabtree and Ross In the Journal of the Society of Motion Pic- ture Engineers, Vol. 14, p. 419 (1930).' One square inch of film (1%" of 16 mm film or 3/4" of 35 nun film) is immersed in a shell vial 3/4 x 4" containing 10 ml of the follow- ing solutions: Potassium bromide--------------- 26 grams. Mercuric chloride---------------- 25 grams. Water to make------------------- 1 liter. After the sample has remained in the above solution for 15 minutes the turbidity Is com- pared with that of three similar shell vials containing the above solution, one with no hypo, one with 0.02 mg, and one with 0.03 mg hypo (Na2S2O). The comparison Is made in a darkened room using a mercury lamp for 2 In this article (p. 426) the sensitivity of the mercuric chloride test is given as 0.05 mg of hypo without stating the volume of solution or area or length of film. This value is obviously for 1 foot of film since with or- dinary care 0.005 mg per frame of 35 mm film (1 square inch) is detectable. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6 Approved For Release 2001/07/17 : CIA-RDP74-00005.R000100020033-6 41-Chapter 101 illumination. The shell vials should rest on a black surface, the light entering from one side of the vials. The criterion is that the turbidity of the tested sglutlon should not exceed that of the one having 0.02 mg. of hypo. Flexibility. Flexibility is determined by means of a Pfund folding endurance tester used as described by Weber and Hill, Na- tional Bureau of Standards Miscellaneous Publication M158, obtainable from the Su- perintendent of Documents, Government Printing Office, Washington, D.C. 20402, price 5 cents. Processed film, conditioned at 65a rela- tive humidity, shall stand at least 16 single folds in the Pfund tester (19 mm between jaws) without breaking. Film aged 72 hours at 100?C and conditioned at 65% relative humidity shall not. lose more than 25% in folding endurance of the original sample. Burning time test. A sample 16 inches long shall be cut from the 16 mm or 35 mm film to be tested. All gelatin layers shall be removed by washing in warm water or treat- ment with an enzyme such as pancreatin. After drying for at least 24 hours, the sam- ple shall be marked 2 inches from each end and perforated with holes approximately 0.12 Inch in diameter along one edge at intervals of about 11/4 inches, if sample is not already perforated. A wire having a diameter of not more than 0.020 inch shall be threaded through the perforations on one side at points approximately 11/4 inches apart. The wire holding the dried sample is stretched horizontally between two supports permitting the sample to hang vertically from it. The bottom corner of one end of the eample is ignited. The time which elapses from the moment the flame reaches the first mark until the flame reaches the second mark shall be recorded as the burn- ing time. If the sample does not ignite or If it does not completely burn, the burning time is recorded as infinite. The test shall be made in a room free from draughts. At least three tests shall be made. The burn- ing time shall not be less than 45 seconds. s available. 'sement. 1 for transfers. ovisions of this Part Ic, 6, 53 Stat. 812, as sec. 205(c), 63 Stat. sec. 704, 64 Stat. 816, App. 2154; E.O. 10480, 19-1953 Comp., p. 962, 1.1. 29 F.R. 5076. ,ns of this Part 101-14 1, Nov. 20, 1964, unless of part. ;h strategic, critical, basic materials re- onal stockpile, and xcess to the require- al stockpile. -Transfer of Excess itical Materials to kpile of subpart. with the transfer of Critical materials to )se and authority. rtes the policy and ;ransfer to the na- :ess materials which cal. Approved For Release 2001/07/17 : CIA-RDP74-00005R000100020033-6