SECTION II: CORRESPONDENCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000200130001-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: August 6, 2002
• Sequence Number: 1
• Content Type: REGULATION

C 1\TFIDENTIAL
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RECORDS AND CORRESPONDENCE
5. PENALTY INDICIA MAIL. penalty indicia mail is that official mail of the
United States Government which may be transmitted through the Federal postal
service without the application of postage stamps in accordance with the Penalty
Mail Act of 1948 as amended. Penalty indicia mail is identified by the use of
mailing wrappers which identify the contents as official business and bear a
printed statement of the penalty for private use to avoid payment of postage.
Individuals using matter bearing penalty indicia for private use to avoid payment
of postage are subject to a fine of $300 for each use.
a. SIGNIFICANCE. The use of penalty indicia in lieu of postage stamps is a
matter of convenience and economy to the Government. Ths use of penalty
indicia imposes the following obligations on the Agency:
(1) To ensure that employees are aware of the illegality of the use of penalty
indicia for personal correspondence.
(2) To ensure that penalty indicia is used only for official correspondence, in-
cluding such enclosures as are reasonably related to the subject matter
of the correspondence.
(3) To determine the annual rate of reimbursement to the Post Office Depart-
ment for the estimated use of penalty indicia mail.
(4) To submit to the Post Office Department within 60 days after the close
of each fiscal year a report covering the quantity of official mailing indicia
procured.
b. OFFICIAL USE. Official mail qualifying for transmission under penalty in-
dicia is broadly limited under Section 306 of the Penalty Mail Act of 1948
(39 U.S.C.A. 321 n (Supp. 1956)) to official letter correspondence and such pub-
lications, documents, or articles as must be transmitted in connection with the
administration of the mailing agency or department. Excepting as indicated
above, the general mailing of books, periodicals, or other articles under penalty
indicia is not authorized. In any instance where uncertainty arises, prior
verification shall be obtained from the Chief, Mail and Courier Branch,
Logistics Services Division, Office of Logistics.
c. RESPONSIBILITIES
(1) Operating Officials will implement this paragraph to the extent deemed
necessary to meet the requirements set forth in subparagraphs a(1) and
(2) above.
(2) The Director of Logistics is charged with those responsibilities set forth
in subparagraphs a(3) and (4) above.
6. I'USTAGE
a. POLICY. Postage stamps and postage-meter machines will be used only for
official mail.
b. AGENCY POSTAGE-STAMP CUSTODIAN. The Chief, Mail and Courier
Branch, Logistics Services Division, Office of Logistics, is designated as the
Agency postage-stamp custodian.
c. ESTABLISHMENT OF OPERATIONAL POSTAGE-STAMP ACCOUNTS
(1) When necessary for operational or security purposes, an Operating Official
may request approval for the establishment of an operational postage-
stamp account not to exceed $500 in stamp value. Such requests, in
GROUR 1
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RECORDS AND CORRESPONDENCE
memorandum form, shall be submitted to the Director of Logistics for
approval. The requests shall provide the following information:
(a) A brief statement of justification, including reasons why mail requir-
ing postage stamps cannot be processed through the Mail and Courier
Branch.
(b) Estimated value of postage stamps required for no less than 30 days
and no more than 60 days.
(c) Names of employees to be designated custodian and alternate cus-
todian of the operational postage-stamp account.
(2) Custodians shall be personally accountable and responsible for the proper
custody of the stamps, and for submitting periodic certifications concern-
ing official use of stamps.
d. PROCEDURES
(1) Agency mail requiring postage, together with completed Form No. 239,
Postage Slip, shall be submitted to the Mail and Courier Branch. Unless
this form has been completed to require otherwise, postage will be applied
through use of a postage-meter machine.
(2) The Director of Logistics shall advise the custodians of postage-stamp
accounts regarding the procedures for the procurement, use, and control
of stamps.
7. REPORTING OF CONVERSATIONS
a. POLICY
(1) Form No. 1132, Memorandum of Conversation (figure 1), replaces the
Memorandum for the Record iri reporting conversations of Agency officials
with persons outside the Agency. Form No. 1132 need not be used if the
conversation:
(a) Is made a part of the minutes of a meeting;
(b) Is reported in an established intelligence information report, such as
an 00, CS, or CR report; or
(c) Is recorded in another form of memorandum.
(2) Memorandums of Conversations which may determine or affect policy of
this Agency shall be sent through the appropriate Deputy Director to the
Director. Other Memorandums of Conversations which a responsible offi-
cial determines should be brought to the attention of the Director or
Deputy Director of Central Intelligence shall be routed to their offices
through the appropriate Deputy Director.
b. PROCEDURES
(1) PREPARATION OF FORM NO. 1132
(a) If the conversation covers more than one subject, each subject shall
be listed in the heading.
(b) Established procedures concerning maintenance of source security
shall apply to listing the participants in the conversation.
(c) Established procedures concerning application of the need-to-know
principle shall apply in listing the distribution of copies.
(2) DISTRIBUTION
(a) If the Director or Deputy Director is a participant in a conversation
to be reported on Form No. 1132, the junior Agency official present
or the designated official shall prepare the Memorandum of Conver-
6 Revised: 28 January 1963
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sation and submit the original and all copies to the Director, or
Deputy Director, as appropriate, for approval of the substance and
the distribution.
(b) Other Memorandums of Conversation to go to the Director shall be
submitted in an original and one copy. If they are to go to the Deputy
Director they shall be submitted in original only. Distribution of
copies shall be made by the originator in conformity with established
procedures.
8. CIA OFFICIAL ADDRESS. The Agency's official mailing address for un-
classified mail is:
Central Intelligence Agency
Washington, D.C. 20505
Any variance from this address must be approved in writing by the Office of
Security.
Revised: 4 August 1965 (257) a:d~a~a+?m'o~~oma~K 7
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IG. 1 RECORDS AND CORRESPONDENCE
Memorandum of Conversation
Figure i
8 Revised: 1 April 1961
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