RECORDS MANAGEMENT PROGRAM SURVEY REPORT OF THE REAL ESTATE AND CONSTRUCTION DIVISION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00433A000100150005-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 38
• Document Creation Date: December 9, 2016
• Document Release Date: August 21, 2001
• Sequence Number: 5
• Publication Date: July 13, 1960
• Content Type: REPORT

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RECORDS MANAGEMENT PROGRAM
NTIAt
SURVEY REPORT
OF THE
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13 JULY 1960
FORM NO.
1 JUL 55.737
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Office Memorandum
? UNITED STATES GOVERNMENT
nrlftl TO Chief, Real Estate and A .C io D~ivision,
Office of Logistics
Chief, Records Management Staff, Management Staff
SUBJECT: Records Management Survey, Real Estate and
Construction Division
1. Attached is the Report of Accomplishments on the Records
Management Survey conducted in the Real Estate and Construction
Division at your request.
2. The report is arranged as follows:
a. Appendix A, "General," summarizes the records problem
on which you asked our assistance and outlines the scope and
nature of the survey.
b. Appendix B, "Records and Mail Control," describes the
institution of a Division mail control system, the establishment
of a centralized filing system, and the responsibilities of
personnel who will maintain this filing system.
c. Appendix C, "Records Maintenance," describes the several
categories of files established or those files reorganized and
set up in a more useful condition. This phase of the survey
consumed a major portion of the total time and effort put into
the project.
d. Appendix D, "Records Creations and Forms" pertains
solely to those forms and related systems developed to enable
the Division to acquire more reliable real property information
at specified intervals. Of major importance is the flexibility
with which statistical information may be processed by the
adoption of a machine reporting system.
e. Appendix E, "Records Disposition," contains a resume
of accomplishments in reducing the volume of records holdings
by retirement and rearrangement of files. It also brings atten-
tion to a rather large reference collection in the Division.
f. Appendix F, "Suggestions For Further Improvement," indi-
cates where we feel additional improvements can be made in your
program. These suggestions should be implemented to insure con-
tinuity of the new systems and procedures established.
CONFIDENTIAL
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g. Exhibit 1, List' 91M
h. Exhibit 2, Real Estate and-Construction Division
Memorandum Number 2.
i. Exhibit 3, Real Property Title and Acquisition Docu-
ments for Acquisition Folders.
J. Exhibit 4, Standards for Filing Material in Case Files
for Construction, Service, and Utility Contracts.
k. Exhibit 5, Listing of Documents to be Deposited as
Vital Records.
1. Exhibit 6, Real Property Summary Reports.
M. Exhibit 7, Procedure for the Completion and Maintenance
of Real Property SummaiyReport.
n. Exhibit 8, Record of Real Property Title and Acquisition
Documents.
3. Some of the significant accomplishments of this survey
a. Established a Central Filing Area to maintain and
consolidate Real Property Acquisition and Construction records.
b. Developed records to facilitate the acquisition and
recording of statistical information on real property acquisi-
tion, maintenance, disposal and construction.
c. Developed and installed a Mail Control Procedure to
facilitate mail flow and to ensure timely Division action on
correspondence.
d. Established file categories to better document Division
responsibility and activities.
e. Created 1800 Real Property Acquisition Files to house
material documenting the Agency's right to the use of these
properties.
f. Retired 27 cubic feet of non-current records to the
Records Center.
g. Returned one excess 4-drawer safe to stock and ex-
changed two legal size safes for letter size.
4. I suggest that be.permitted to follow-up on
this project on a weekl asis over the next several months for
the following reasons:
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a. There has been a slight delay in putting the IBM
system into operation.
b. There seems to be a very wide and keen interest in
the IBM system from several other offices.
c. All details and opinions expressed by other interested
components are not yet settled.
d. There are files which still need to be inventoried
and rearranged and continued guidance should be given to the
personnel who-are currently working on these files.
5. I am appreciative of the opportunity to assist in the
development of this overall records plan. I consider the Real
survey. The cooperation of your entire s
this project a success.
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 APPENDIX A
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REPORT OF ACCOMPLISHMENTS ON MANAGEMENT STAFF SURVEY OF REAL ESTATE
AND CONSTRUCTION DIVISION FILING SYSTEMS
1. A survey was begun in November 1959 at the request of the
Chief, Real Estate and Construction Division. The request for assis-
tance was based on two broad problems. First, the Division needed
guidance and better procedures with which to manage records and
papers within the Division. Secondly ,,a more reliable field reporting
system was needed to enable the Division to fulfill its responsibility
to the Agency Real Estate Program.
2. Division concern was due to the fact that in previous years
the methods and procedures for acquiring, recording, and reporting
real property information and statistics, was at best, felt to be
inadequate. Files had become quite voluminous over a twelve year
period; several field stations were failing in reporting appropriate
real property information to Headquarters; and Division reports were
based in part on field reports five years old. Several small Stations
had failed to report real property holdings at all.
3. The Division Chief presented the records problem as a
threat to the continued effectiveness of the Office. It was his
opinion that a major effort was needed to correct suspected defi-
ciencies and that the nature of the problems indicated that a cen-
tralized control of Division records should be established. The
survey then was primarily concerned with real property acquisition,
construction, and disposal as opposed to the Space Maintenance and
Facilities Branch function. The Domestic Safe-House Operations were
also excluded from the survey.
4. Approximately three weeks were spent in becoming acquainted
with the Division and its operations. During this period an inventory
of records was made by homogeneous groupings and samples of forms and
reports were collected for review. Interviews were then arranged
with other federal agencies as well as the Recorder of Deeds, Mont-
gomery County, Maryland, for additional orientation.
5. The Department of State real property management system
appeared most realistic of those examined. A system was then devel-
oped for the Real Estate and Construction Division from ideas of
these other agencies as well. as from suggestiops of Division personnel.
After approval of the system by the Division Chief it was presented
orally to each branch.
6. Listed below are the major objectives of the entire survey:
a. To establish an effective control over Division records.
b. To eliminate duplication of files and obsolete material.
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c. To institute an effective mail control procedure.
d. To standardize filing practices.
e. To establish new and revised reporting requirements
and standards.
f. To provide basic instructions and tools to field stations
to insure compliance with requirements.
g. To record reported information in a logical and useful
manner.
Exhibit 1 lists the accomplishments which resulted from action
toward these objectives. The details of our approach to objec-
tives are in tabs B thru E.
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 >T. APPENDIX B
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RECORDS AND MAIL CONTROL
1. The initial review of Division records revealed to some
extent their present condition, and usefulness, the manner in which
papers were filed, and the Division action required or taken. The
daily receipt of mail appeared rather heavy constituting a major
portion of the individual secretary's work for the day leaving little
time for unfinished business of yesterday. There was virtually no
way of being informed of incompleted work or backlogs except by a
monthly reporting system to which each Branch contributed. Division
attention to unfinished business was accomplished by a monthly notice
from the Logistics Registry. Notice of delinquency on more urgent
matters was called to the attention of the Division upon occurance.
2. The Administrative Staff, Office of Logistics published
Logistics Instruction 43-200-2, Correspondence Control Procedure
in 1955. This instruction established the basic mail control pro-
cedure for all Divisions. It was found however that the Real
Estate and Construction Division did not effectively use this
instruction. Control tickets provided for by the instruction and
prepared by the OL Registry were removed from correspondence by
the Division and filed without further action. In lieu of control
tickets, handwritten and typed logs were prepared at the Division,
Branch, and Section level. These supplemental logging systems did
not aid the Division in meeting deadlines or indicate where corres-
pondence was physically located in the Division after the initial
logging.
3. A review of the above mentioned Instruction indicated a
need to supplement it with an internal instruction designed more
specifically to Division problems. The supplemental instruction was
issued as Division Memorandum No. 2 (EXHIBIT 2). In addition, each
week a list containing those documents on which Division action has
srbeen taken within the specified time is prepared and circulated to
all Branches as a follow-up measure. The Instruction also estab-
lished a flow of correspondence which allows the Division and Branch
Chiefs to be currently informed of office activities.
4. The suggestion of a centralized contol of Division records
was agreed to from several points of view. The most compelling
reason for centralization was that legal papers documenting the
acquisition of real property literally were scattered in all files
throughout the Divisions. Documents taken from files were not
charged to the individual making extensive searching necessary when
looking for a given paper. During the records review phase of this
project evidence was uncovered which indicated some documents had
been missing from the files for a two year period.
5. Space for a centralized filing area could not be obtained
within the wing housing the Division. Space adjacent to the wing
was procured by an agreement between the Division and the Building
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Planning Staff and used to establish the Central File Area. Five
7+-drawer safes make up total filing equipment used in the Central
File and space for research and reference work was provided by
installing a waist-high counter to divide the research area from
the files. A sorting device was procurred at a cost of approxi-
mately $30 to facilitate sorting and routing of mail.
6. In accordance with Division Memorandum No. 2, incoming
mail is initially received by the Central File Personnel who are
responsible for accurate direction of all mail to the various
Branches. Central File personnel are also responsible for estab-
lishing new folders for contracts, projects, and real property
acquisitions; for filing all documents according to established
standards; for acquiring any additional documentation on real
property acquisitions that can be obtained; for maintaining a
current and accurate inventory of Agency real property holdings by
use of the Real Property Summary Report; for preparing auxiliary
reports upon request from the summary report; and for maintaining
a record of the location of real property acquisition documents.
Control is exercised over documents removed from the files for
review and research by a charge-out system.
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Records Maintenance
1. Eleven 4-drawer safes, filled to capacity, were maintained
by the branches covered. by this survey. However, this volume of
material was misleading in relationship to the records needed by the
division. Some material dated from 1948. Also, information on a
given subject could be found duplicated in several places yet filed
under different subject headings. Real property title documents
and other papers documenting the acquisition of property were found
in several different files throughout the division. On a significant
number of properties such documentation had not been obtained nor
was there a record to show that another agency had these documents
in their possession as is true in some cases.
2. The Director of Logistics is responsible for Agency real
property acquisition, maintenance, management, and disposal.
,Quarterly and annul reports on real property holdings must be sub-
mitted to the Comptroller who in turn reports to the Bureau of the
Budget. These reports in the past have been prepared by hand. Pre-
paration of the quarterly report for example has been reported to
take one week full time of a Secretary each reporting period. The
maintenance of statistical information on real property for reporting
purposes was more or less maintained by individuals according to
geographical areas of assignment. Statistics on real property
expenditures were recorded by hand on a work sheet by the Branch
Secretary as reports were received from field Stations. No
evidence of summarized statistical information on domestic properties
was found; however they were recorded and accounted for on the
quarterly report to the Comptroller. Reports made to the Office
of the Comptroller on occassions contained notes to the effect
that the report was based on the best information available in the
Division. These notations tend to give the impression that the
Division lacked confidence in the accuracy and completeness of
its records.
3. The Administration of the Division, its policies, and
methods of conducting business could not be fully determined since
in essence the Division lacked a file in which this type of infor-
mation could be found. Lack of such documentation apparently
resulted from a tendency to relate all correspondence to a specific
contract, project or program. Hence delegations of authority were
dispersed throughout the Division files. The Division then could
not determine who had been granted certain authorities without
checking many files. This same practice was true in some degree
for all correspondence.
4. Based upon the above conditions a complete revamping of
Division records was necessary. Specific categories of records
were established which would more accurately reflect the functions
of the Office. These categories ware as follows.
ZWQ safes of m ter al contain
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ments substantiating Division administration were
selected and classified according to the Subject-
Numeric System. Assistance was obtained from the
Division secretaries with preparation of folders,
labels, etc. In addition to a current year file,
that material documenting last years business was
also arranged according to the Subject-Numeric
System. The balance of the material was then re-
tired to the Records Center. To acquaint all secre-
taries with the filing system, of the
Records Management Staff conduce a class of the
filing workshop.
b. Real Property Acquisition Files
(1) All files of the Acquisitions Branch were purged
and reassembled. Approximately four months were spent
assisting the Division in establishing this file.
Another analyst from the Records Management Staff
assisted on a part time basis with this phase of the
project. In all, approximately 650 files varying in
volume of material from one to four inches thick
were screened. Approximately 1800 new files were
created from this material. The guiding factor in
the creation of this file was "What documentation is
necessary to constitute the Agency's right to the use
of such property."
(2) A list of documents necessary and which reflect
to the fullest degree possible the Agency's ownership
or right to the use of a particular property was pre-
pared. (EXHIBIT 3) This listing was used as a guide
in searching for papers to document a Real Property
transaction and will be used in the future as a basis
for determining whether or not complete documentation
has been received. The initial phase of this portion
of the project was then to separate these papers from
the transitory and public relations material in the
files. This in effect created two files, Real Property
Acquisition Files and Station Correspondence Files.
(3) To further facilitate the use of information
available on real property and for ease in adding
additional information to the files it was decided
to establish the Acquisition Files according to geo-
graphic areas, i.e. Domestic, AF, EE, NE, FE, SR, WE
and WE. Because of the control and the administrative
system exercised by the respective offices, properties
for the Office of Communications and the Office of
Operations were also set up as separate categories.
Within the geographic areas properties were further
identified by Country, by Station, whether assigned,
leased, or purchased and finally by number. This
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method of establishing a filing system was conditioned
partly by the nature of requests for information from
the files and partly to facilitate the adoption of the
information to a machine reporting system.
(4+) Terms of individual leases on leased properties
also dictated to a certain extent the method of filing.
The original intent of establishing individual acquisi-
tion files for each property was modified to the extent
of grouping short-term leases on residential properties.
Short-term residential properties (leases of two years
or less) make up approximately 75 per cent of the leased
category and approximately 50 percent of the total
number of properties. These short-term leases, while
representing a very substantial investment to the Agency,
were initially considered as a portion of information
that could be dropped from most reporting requirements.
This thinking in pa-ttaas conditioned by the nature of
the lease, the type of facility involved, the descretion
authorized the Chiefs of Station to acquire such facili-
ties, the relative minor role of the Division in such
matters and the more or less common nature of such trans-
actions insofar as the Agency is concerned. It was
anticipated, however, that financial statistics on
these facilities would be reported annually as a com-
bined one line item on the proposed machine listing.
(5) The Division requested that short-term leased
properties be included as a regular part of the report-
ing system to provide them with more statistical data
on these facilities. Hence these properties are being
listed in detail on the IBM source document for punching
on cards. The consensus of meetings held by the Divi-
sion with support elements of DD/P indicated that the
.additional statistical information is also desir&,by
` the _DD FP. Fact ities not covered by the filing system
_ -
were those acquired by employees within authorized
quarters allowances, reimbursements to other organiza-
tions for quarters of integrees and official organization-
al leases of less than one year and on which rent did
not exceed $100 per month. Agency regulations excluded
these facilities from reporting requirements.
c. Station Correspondence File
(1) In the establishment of Real Property Acquisition
Files, material of a transitory nature was segregated and
filed according to Area and Station. In many cases this
type of material constituted a major portion of the ex-
isting files. This material consisted mainly of dis-
patches transmitting Real Property Reports, general area
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information on housing, construction plans that didn't
materialize and similar material on which reference
and reliability diminish with time. Two breaks were
made in this material with correspondence dating prior
to 1959 being retired to the Records Center. Material
acquired in 1959 and 1960 constitute the current file.
A new file will also be established beginning in 1961
to house the next two subsequent years.
(1) Contract files were moved into the Central File
Area and are being screened and set up according to
developed filing standards. These files are voluminous
as a result of several contracts in some instances
being filed together. This practice was particularly
true where engineers, because of insufficient time and
help, had to do their own filing. In some cases several
contracts actually do constitute a single project; how-
ever, good records keeping practices dictate that each
contract should be handled as a separate legal entity
and filed accordingly. Special folders to house con-
struction and service contracts were obtained from the
Procurement Division. These folders allow contracts
to be segregated within the folder into several signifi-
cant divisions for ease of reference. Sae EXHIBIT 4 for
standards of filing in contract folders.
(2) A form record to control the various phases of con-
tract progress has also been prepared. This form will
be attached to the inside of the front of each Contract
folder. Specifically the form will show how far the
contract has progressed from an administrative and not
from a construction point of view. Construction progress
is reported by Project Engineers on a regular schedule.
Previously Division Engineers used a similar control
medium; however each Engineer did so by making his own
control form. These various control forms made the
establishment or determination as to the exact stage
of contract progress rather difficult. Then too the
previous forms did not provide for the recording of
similar types of information on each contract nor did
they necessarily conform to the various formal stages
a contract by nature must adhere to.
e. Construction and Utility Engineering Drawings
(1) An inventory of these drawings, tracings, etc. has
been in progress for some three to four months. The
inventory is being accomplished by Engineering personnel
as time permits. While the Engineering Branches do not
feel that a firm policy should be established regarding
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a permanent type filing system until the inventory is
completed, they have segregated drawings into geo-
graphic areas. These areas have also been isolated
into specific file drawers. A suggestion that drawings
be further identified by station, by type of drawing
and by building or property number has been made to
the Branch.
(2) Filing control of engineering drawings was
established on a decentralized basis. Several valid
reasons against physically moving engineering drawings
into the central filing areaWaa` expressed by personnel
using these drawings. Physical characteristics of the
filing room presented a space problem. To move all
drawings or a portion of them into the filing area will
take away a part of the space intended for reference
use by researchers since floor loading limitations
determine where drawing cabinets can be placed. There
was also the question of whether or not female personnel
should be expected to physically handle this type material
because of its size and weight. Another consideration
was that file personnel would have to either use a step-
ladder or attempt to file or pull material from a height
five to six inches above shoulder height.
(3) Branch personnel felt that the convenience of
having these drawings available to them within their
assigned office space was more important than a control
of filing and retrieval. The Branch agreed to assign
the responsibility of general maintenance to one indivi-
dual while holding each individual of the Branch responsi-
ble for replacing a drawing in the exact location from
which it was taken. Once firmly established, the in-
ventory will be kept in a current condition by having
all new drawings prepared or received by the Branch flow
through the Central File for proper registering. Should
it be necessary to take a drawing from the office, the
individual concerned will have it charged out by the
Central File personnel.
f. Construction Photograph and Specifications File
(1) en er-eat ojxr hese files, suggested by the
Chief, Construction Engineering Branch, are not yet
fully established. Specifications are normally an
integral part of a contract and are filed with the
contract. A specification file will then be extra
copies used primarily as samples. Construction photo-
graphs are specifically related to the Construction
Contract and should be filed in the appropriate section
of the Contract folder provided for that purpose.
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(2) The specification file ha.s not been incorporated
into the official file area and presently remains within
the Branch office space at their request. Adequate
space is available in the Central File Area and transfer
of the specification file to this area would release
another 4-drawer safe in the Branch for return to stock.
g. Vital Materials
(1) A listing of material to be deposited as vital
materials was prepared during the early stages of the
survey. This listing, EXHIBIT 5, conflicts to some
degree with the present deposit schedule. The proposed
listing specifically excludes leases on short-term pro-
perties overseas and contracts of less than $2000. In
addition, the schedule contains a new item, namely the
Record of Real Property Title and Acqusition Documents.
This item has been added to serve as:a working conveni-
ence and as an inventory of documents on deposit.
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RECORDS CREATION AND FORMS
1. Real Estate and Construction Division Memorandum No. 2
prophits the preparation or creation of unnecessary correspondence
in the Division. This section of the report is therefore concerned
with records creation as it relates to the development of new forms
and the procedures for their use. As already indicated in this
report, statistical information on real property holdings is a
reporting requirement placed upon the Office by external interests.
A system to enable the Division to meet these recurring reporting
requirements was decided upon and a new record, Real Property
Summary Report was developed. See EXHIBIT 6 for the two suggested
formats. Format "A" is proposed by Records Management Staff and
Format "B" is requested by the Division.
(1) The Real Property Summary Reporting system intends
that statistical information most frequently needed by
the Division be adapted to the IBM listing and that
subsequent reporting requirements be fulfilled through
this medium. Certain information has been coded which
will allow specific properties c' ' categories of proper-
ties to be selected by machine from any station or
stations to fulfill a reporting requirement. Of major
importance is the fact that the total Agency investment
in real property can thus be determined with more relia-
bility than has been true in the past. Statistics will
also be available showing the recurring annual costs of
these properties in more detail than before. Initially
all information available at headquarters will be
recorded by the Division as will subsequent changes in
real property holdings reported from the field. Com-
pleteQ6 listings will be sent to each field station on
an annual basis for verification thereby relieving
field stations of a record keeping burden. See EXHIBIT
7 for instructions on the completion and maintenance of
this report.
(2) Prior to deciding on a method of accomplishing this
procedure, discussions were held with personnel of the
Machine Records Division and The ADP Advisory Group.
Machine Records Personnel agreed to accept the job to-
gether with the necessary maintenance program. A final
decision on the IBM system was made with the full know-
ledge that, for all practical purposes, these machines
may be replaced by a computer in the near future. It is
understood, however, that enough IBM machines will be
retained to process the Agency payroll. These same
machines could be used to process this particular job.
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(3) This format of the suggested report varies some-
what from that desired by the Division. A comparison
of these reports will reveal this variation which is
under the general heading of "Quarters Allowance Data"
on the report requested by the Division. No provision
is made for this information on the proposed report as
the collection of this data is believed not to be a
responsibility of the Real Estate and Construction Division.
Listing of individual properties on source documents for
the machine is now progressing satisfactorily. Some
difficulty is being experienced with property identifica-
tion on the listing since in some cases field stations
have not assigned control numbers. Security considera-
tions prohibit the use of any other identifying media
which would tend to reveal property location or a pro-
ject to which it may relate.
(4) The Real Property Summary Report has been incorporated
into a test Financial Property Accounting System which
the Technical Accounting Staff has forwarded to the
Station. Several improvements have been made to the
report format since the Accounting System was sent to
There are two main differences between the TAS
system and that proposed for Real Estate and Construction
Division. (1) TAS intends to impose it upon Type I
Stations only at the present time. (2) TAS also intends
that field stations complete the report as opposed to
its being completed at headquarters by machine and veri-
fied by field stations.
(5) The proposed IBM format has been forwarded to
the ARO/OL as the first formal coordination point out-
side the Division. Previous informal discussions were
held with members of the Technical Accounting Staff and
the OL Security Staff. The Management Analysis Staff,
in conjunction with its survey of the Office of Logistics,
is-now obtaining coordination from the Comptroller,
Audit Staff and the SSA/DDS.
b. Record of Real Property Title and Acquisition Documents
(1) The Division does not now have in its possession
those documents constituting the Agency's right to the
use of some properties. In other cases it is presently
difficult without some research to determine whether or
not certain documents have ever been received and whether
or not a copy of the document has been deposited in the
Vital Materials Repository. The proposed system for
recording the receipt and/or physical location of real
property acquisition documents is similar to that used
by the Department of State.(EXHIBIT 7). The Division
system will show whether or not a document has been
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received; that a copy has been deposited in Vital
Materials; the terms of the agreement; and the parties
involved in the agreement. A copy of the completed
Real Property Title and Acquisition Documents Record
will also be placed in Vital Materials as a reference
aid for emergency use.
(2) A listing of those documents which the Division
should possess but presently am missing from the files
is being prepared in conjunction with preparation of
the statistical source documents for IBM. As the listing
for each station is completed it will be forwarded to
the Acquisition Branch which will request these documents
from field stations.
c. Real Property Report
(1) Two individual forms are presently used to gather
information on the physical characteristics of real
property. Form 360 is prepared by field stations and
Form 979 is prepared for domestic properties. A com-
bined form has been developed which permits a physical
description of the property to be made by a check system
rather than in narrative form. The same categories of
information will be collected on both foreign and
domestic properties which will in turn be described
in the same basic terms rW frame of reference.
These Real Property Reports are to be submitted
initially upon acquisition of property and each time
the improvements thereon exceed $500. From these
reports the Real Property Summary Report will be
annotated to reflect current Real Property holdings.
This report in draft format has been concurred in by
the Division and forwarded through the AR0/0L for
processing.
SECRET
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 Approved For Release 0910 : CIA-R8-063160150005-1
i%W
RECORDS DISPOSITION
1. In the near future all records of the components within
the scope of this survey (with the exception of personal working
material) will have been completely revamped. The current Records
Control Schedule will then be out of date and must be revised to
adequately and effectively control the destruction and retirement
of obsolete and non-current records. The ARO/OL is currently
auditing Records Control Schedules of the entire Office of Logistics.
Accordingly, it has been proposed to the ARO/OL that she bring the
Real Estate and Construction Division schedule up to date in the
near future. Assistance with this task was offered to the ARO.
2. Non-current records segregated from active material were
retired to the Records Center. Retirement rather than destruction
of some records was decided upon because the rearrangement of
material to a certain extent either increased or decreased their
current and potential value. Rearranging of material also made the
disposition instructions of the existing Records Control Schedule
obsolete. Files were retired in the exact sequential arrangment
in which they existed in the Division to facilitate future reference.
Twenty seven cubic feet of records were retired to the Records
Center. This volume is the equivalent of three and one-half 1+-
drawer safes valued at $1600. Another three to four cubic feet of
material will be retired in the near future.
3. Only one excess safe could be returned to stock since,
with the creation of a Central Filing Area, several safes were
needed in the Branches for overnight storage purposes. Consolida-
tion of files actually emptied three additional four-drawer safe
making a total gain of approximately seven. In addition two 4-
drawer legal size safes in the Central Filing Area were exchanged
for letter size. Another safe could possibly be returned to stock
if the need for sample specifications and a rather large amount of
personal working material in one Branch is eliminated.
4. Of major importance from a records point of view is a
voluminous collection of reference books, periodicals and similar
publications now stored in 6 non-insulated cabinets and 32 book
case sections. Not only does the storage equipment occupy valu-
able space, but also it presents an impression of crowdedness in
the Division. Each Branch Chief has been asked to look into the
situation and return to the library all material not needed.
5. Reduction in the volume of a reference file poses some
difficulty for personnel other than the users of such material.
An employee other than the user cannot accurately select publications
not needed by technical personnel. An accurate selection in
this case would mean literally checking each publication with
several people before destruction or return to the library. Except
by being arbitrary an outsider will have little success in reducing
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this volume of reference material. Each Branch should accept this
task as their own responsibility. More reliance on the Office of
Logistics Library would oliviate this problem to a large extent.
Under ordinary circumstances the library will procure books and
periodicals for the various offices and also provide storage for
them. Logistics Instruction 5-200-1 of 12 January 195+ can be
referred to for guidance in this matter.
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 ApPE nIx F
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Suggestions For Future Improvements
1. THAT REAL PROPERTY RECORDS PREVIOUSLY RETIRED TO THE RECORDS
CENTER BE SCREENED AND THAT DOCUMENTATION ON ACQUISITION OF CURRENT
REAL PROPERTY HOLDINGS BE RETURNED TO THE DIVISION.
Presumably records retired prior to-this survey did not contain
documents substantiating the right to the use of current Agency
real property holdings. Due to the previous arrangement of the
files this may be a false assumption and should be verified before
destruction of the records.
2. THAT EVERY EFFORT BE MADE TO COMPLETE THE "RECORD OF REAL PROPERTY
TITLE AND ACQUISITION DOCUMENTS."
This record is to be used to show where documents are physically
located which substantiate the Agency's right to the use of a
Local custom at some field stations prohibit taking original
documents out of the area. Where this custom prevails this
fact should be recorded on the "Record of Real. Property Title
and Acquisition Documents."
3. THAT AN INVENTORY BE MADE OF ALL BLUEPRINTS, DRAWINGS AND TRACINGS
ON CONSTRUCTION,, AND., ELECTRICAL AND MECHANICAL FACILITIES.
Approximately 300 drawings have been inventoried and indexed.
To facilitate the use of these drawings in the future a printed
index form has been designed and forwarded to the plant for
printing.
fib. THAT NEW FILE FOLDERS BE PREPARED TO RECEIVE CORRESPONDENCE
BEGINNING 1 JANUARY 1961.
Filing each years accumulation of correspondence in new file
folders will eliminate the need for future screening of files
prior to destruction and retirement. The practice of filing
in new folders each year will permit files to be retired or
destroyed on a group or block basis without screening. An
annual break in a filing system increases the usefulness of
the file by decreasing the amount of material to be searched
on a given subject.
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 EXHIBIT 1
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LIST OF ACCOMPLISHMENTS
1. Established a Central Filing Area to maintain all Real
Property and Construction Records which document the Agency's right
to the use of such property and the construction of facilities as
required.
a. Provides centralized control of real property records.
b. Provides space for reference use and researches.
c. Insures more efficient and timely mail handling.
d. Insures uniformity of files and in filing papers docu-
menting real property acquisition and construction.
e. Establishes control over the removal and return of
material from files.
f. Provides one point of reference for real property
acquisition,maintenance, construction and disposal data.
.n.. ,.,
_
d
fo
R
official records from
a
e
e
r
on real property acquisition, maintenance, disposal and construction.
1,17 -1
2. Created documents to facilitate the receiving, recording,
processing, and handling of statistical and financial. information
a. Real Property Summary Record - IBM
b. Record of Real Property Title and Acquisition Documents.
c. Redesigned Form 360 and 979 to establish standards of
reporting the physical characteristics of real property,
both domestic and overseas.
e. Standards for filing, and, selection of material for
filing in Real Property Acquisition Files.
f. Standards for filing material in construction and pro-
ject files.
Blueprint and Drawing Index Card.
3. Developed and instituted a Mail Control Procedure to
facilitate the flow of mail and to ensure timely Division action
on correspondence.
a. Mail suspense and follow-up procedure.
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i.~.
b. Standard routing channels.
c. Notification of uncompleted action on correspondence.
4? Established File Categories to better document Division
responsibility and activities.
a. Division Administrative File.
b. Real Property Acquisition File.
c. Station Correspondence File.
5. Screened approximately 650 existing file folders and created
1800 Real Property Acquisition Files. (An individual file folder was
not made for short-term leased residential properties.)
6. Retired 27 cu. ft. of non-current records to the Records
Center as follows:
a. 6 cu. ft. of Division Administrative Material.
b. 3 cu. ft. of Safe House Branch Accounting files.
c. 17 cu. ft. of Station Correspondence files.
d. 1 cu. ft. of Contract Files.
7. Exchanged two 4-drawer legal size safes for two '-drawer
letter size safes.
a. Lighter floor load.
b. Reduced Acquisition Document Folders from legal size
to letter size.
8. Returned one 4-drawer legal safe to stock, replacement
value $x+50.
a-----Replacement value of *50.
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(COPY)
S E C R E T
REAL ESTATE AND CONSTRUCTION DIVISION
SUBJECT: Mail Control Procedure
1. GENERAL
20 January 1960
Memorandum No: 2
The purpose of this memorandum is to supplement Logistics
Instructions 42-100-3 and 43-200-2 which provide for the control of
documents received or dispatched from the Office of Logistics and
preparation of correspondence. Internal Division control will also
be established and is explained in this memorandum. Two separate
forms will be used for this purpose and they are:
A. Form - 238, Document Control, (sample attached) is to
be used to control the receipt and dispatch of correspondence
and to insure timely Division action on such correspondence.
B. Form - 36-270, Correspondence Charge-out, (sample
attached) to be used when documents are taken from Division
files and given to an individual for use.
2. CONTROL OF INCOMING CORRESPONDENCE (Division Level)
All incoming mail, including "hand carried", will be received
in the Division's Central File. Mail will be opened. and processed in
accordance with the following instructions:
A. Copy No. 1 of Form 238 will remain with the document
until the document is dispatched outside the Division, replied
to, or filed. It will then, upon completion of one of the above,
be forwarded to the Office of Logistics Registry. Copies No. 2
and 3 have been retained by the Registry.
B. Copy No. 4 of Form - 238 will be marked by Central File
personnel to indicate the Branch within the Division to which
the document will be directed. This copy of the Form will then
be removed from the document and placed in a five-day suspense
unless the contents of the document itself indicate a longer or
shorter due date.
(COPY)
S E C R E T
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S E C R E T
C.. The Division or Office copy of the document will then be
marked in the upper right hand corner of the first page of the
document to indicate the file in which the document and reply
will be filed after Division action. For example, a document
for the "Administrative File" might be marked Buildings and Grounds 3-
Construction, a document for the "Station File would be marked
25X1A FE to indicate the Area, to indicate the Station, etc.
D. Central File personnel will then select and route
appropriate documents through the Office of the Division Chief
prior to their routing to the Branch for action. After review,
the Secretary to the Chief will be responsible for forwarding
documents to the Branches. Documents which need not be routed
to the Division Chief will be routed directly to the Branch by
the Central File personnel.
E. Other documents will then be sorted according to destina-
tion and placed in a sorting device to be supplied for this purpose.
The mail is then ready for pickup by Branch personnel.
F. Each day Central File personnel will remove the copies
of Form - 238 placed in the suspense file for that day and
notify Branches that action is required that day if not already
acted upon.
G. Upon completion of action Form - 238 will be removed
from suspense, marked to indicate that Division action is
completed, and then filed by number in a numerical file.
3. CONTROL OF INCOMING CORRESPONDENCE (Branch Level)
A. Designated Branch personnel will pick up Branch mail
from the Central File at 10:00, 2:00, and 4:00 daily, (time
subject to adjustment.)
B. After review and routing by the Branch Chief, a copy
of Form - 238, will be removed by the Branch secretary and will
be marked to indicate the individual in the Branch to *1"h
the document was given for information or action.
C. The Branch copy will then be put on a four-day suspense
unless the suspense date on the control ticket indicates a
longer or shorter date.
-2-
S E C R E T
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S E C R E T
D. Each day the Branch secretary will remove the copies
of Form - 238 placed in suspense for that day and notify Branch
personnel that action is required on that day. Upon completion
of Branch action, Branch copy of Form - 238 will be destroyed.
E. Should action be completed prior to the deadline date,
the Branch copy of Form - 238 will be removed from suspense and
destroyed.
4. CONTROL OF OYGO]NG CORRESPONDENCE
A. The component originating outgoing correspondence or
documents will prepare Form - 238 and necessary document# receipts.
Note: Preparation of Form - 238 is not required where action
is in response to an incoming document and for which Form - 238
has already been prepared. The originating office of correspon-
dence will prepare only two co ies of correspondence for the
Division. The official file copy will be a yellow tissue and
a white tissue copy will be prepared for the Branch Chronological
File. Al]. copies of outgoing correspondence will remain assem-
bled until officially signed.
B. Documents will then be`"hand carried" to the Office
of the Division Chief by Branch secretaries for signature.
C. Amer signature documents will be dated, all copies
marked to indicate that the original has been signed, and then
all copies will be forwarded to the Central File area by the
Secretary to the Division Chief. Central File personnel will
remove two copies of the document for Division files.
D. Copy No. 4 of Form - 238 will be marked by personnel
of the Central File area to indicate the date the document was
dispatched through the Registry.
E. Copy No. 4 of Form - 238 will then be filed in a
numerical file.
F. Al]. outgoing correspondence will then be placed in an
envelope and forwarded to the Registry by messenger service
for routing to recipients.
-3-
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SECRET
CONTROL OF REFERENCE TO DIVISIQM DOCUMENTS
To prevent loss and misplacement of records it is necessary to
control material withdrawn from the files. This control will be established
by a charge-out system. Individuals to whom documents are
given by Central File personnel will be charged with the document until
it is returned or until the Central File has received official notice
that custody of the document has been transferred to another individ-
ual. Form - 36-270, Correspondence Charge-out, will be filled out and
filed in the exact location from which the record or document was
removed. Upon return of the charged record, Form - 36-270 will be
removed from the file and cancelled.
6. CONTROL OF TRANSFER OF DOCUMENTS FROM ONE INDIVIDUAL TO ANOTHER
When an employee wishes to transfer custody of a charged docu-
ment to another employee, a telephone call to the Central File is
necessary to effect the transfer. This call should be made prior to
actual transfer of custody of the document.
Central File area personnel will then locate the Charge-out,
card for the individual document, cancel the charge appearing on it,
and enter the new charge. There will be no limit on the number of
times custody of a document is transferred. No restrictions will be
placed on the length of time--a document is charged out providing the
length of charge is reasonable and the system is not abused.
e,
Distribution:
All RECD Personnel
OL/REC (19 Jan. '60)
S E C R E T
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 Apped For Release 200 CIA-RDA 8-00433A0 0100150005-1
REAL PROPERTY TITLE AND ACQUISITIONS DOCUMENTS
FOR ACQUISITION FOLDERS
1. Memorandum from station requesting authority to acquire property.
2. Headquarters reply granting authority to acquire property.
4. Titles.
5. Deeds.
6. Leases.
7. Permits.
8. License.
9. Land Registration Certificates.
10. Letter of Assignment and/or Agreements.
11. Letter of request for space.
12. Space Assignment Records - GSA.
13. Space Occupancy Records - GSA.
14. Request for Renewal of Lease and Letter of Renewal.
15. Form 360 - Real Property Record.
16. Documents of condemnation proceedings.
17. Document of suits.
18. Land Surveys.
19. Photographs.
20. Floor plans.
21. Inventories.
22. Correspondence of a nature which also tends to document official
negotiations for real property which may be in addition to or in
lieu of the above.
23. Record Document of Vital Materials deposit.
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 EXHIBIT !
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STANDARDS FOR FILING MATERIAL IN CASE FILES FOR
CONSTRUCTION, SERVICE, AND UTILITY CONTRACTS
I. GENERAL
1. Legal size folders shall be used.
2. Correspondence and other papers pertaining to two or more
sections of the contract or project folder shall be cross indexed.
The attached Form No. 36-150a, Correspondence Cross Reference, shall
be used for this purpose. These Forms are available in the Supply
Room.
3. All papers forwarded to the Central File for filing shall be
marked in the upper right corner with the contract number and the appro-
priate section of the contract or project file folder. All supporting
correspondence shall be stapled to official file copies.
II. STANDARDS FOR FILING MATERIAL ACCORDING TO FOLDER SECTIONS
1. PRECONTRACT DOCUMENTS SECTION - (To include but not limited
to the following:)
a. Original file copy of request for construction, renova-
tion, repair, etc.
b. Approval of project by Director of Logistics, DDS, PRC,
Comptroller, etc.
c. Cost estimates.
d. Notice of prospective bidders
e. Invitation for bids, Standard Form 20
f. Notice of bid opening
g. Original bid list
h. Tabulation of bids
i. Schedule of bids
2. CONTRACT AND AMENDMENT SECTION
a. Statement and Certificate of Award
b. Official file copy of executed contract and SF 23
c. Official file copy of executed contract for Architectural
and Engineering Services
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 ApprWv d For Release 2001Q -..ICIA-RD 00433A000100150005-1
d. Standard Form 25, Performance Bond
e. Standard Form 25a, Payment Bond
f. Letter of Renewal of Contract
g. Subsequent Supplemental Agreement and/or Change Orders
h. Contractor's Security Agreement
i. Addendum to Contractor's Security Agreement
J. Notice of Final Inspection and Acceptance
k. Contractor's Release
1. Specifications together with all addenda
3. PAYMENT AND AUDIT SECTION
a. Power of Attorney
b. Memorandums regarding Policy Guidance on methods of payment
c. Request for Payment
d. Payment Schedules
f. Contractor's Cost Summary
g. Memorandum Receipts
4. CORRESPONDENCE SECTION
a. Verbal job quotations
b. Requests for and Delegations of Authority to advertise
bids, receive bids, and award contract.
c. Official file copy of letter transmitting contract to
contractor for signature.
d. Contractor's letter returning contract properly executed.
e. Drawings and blue-prints not to exceed 18 x 24 inch size.
f. Memorandum to record regarding Contractor's performance.
g. Inspection Reports
h. Rejection Reports
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SEC T
 App.Wed For Release 20 M ! CIA-RDP7_ -00433A000100150005-1
i. Routine general. correspondence to and from the Con-
tractor which does not pertain to performance and/or payment
and audit, e.g. labor disputes, notice to contractor stipulating
clearance of his employees, etc.
5. PHOTOGRAPH SECTION
a. Photographs of construction progress
b. Photographs of faulty material, construction, etc.
6. REPORTS SECTION - (To be used only when Engineer has been
assigned to project and is required to prepare and submit Progress
Reports)
b. Progress Reports - (From Project Engineer)
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 EXHIBIT 5
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LISTING OF DOCUMENTS TO BE DEPOSITED
AS VITAL MATERIALS
?.tV
2. Letters of Assignment of Real Property a equivalent.
3. Leases (all domestic) (in excess of 5 years for overseas)
4. Use Permits.
5. Contracts (Over $2000)
6. Letters of a Contractural Nature (Construction)
7. Record of Real Property Title and Acquisition Documents.
stail
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a
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Use
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)08/3
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0433A000
1 0150005-1
 EXHIBIT 7
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PROCEDURES FOR THE COMPLETION AND MAINTENANCE OF
REAL PROPERTY SUIVEARY REPORT
(1)
Purchased Property - That property to which complete
beneficial ownership is for unlimited duration, title
being vested in the Agency or its representative by a
deed of conveyance.
(2) Assigned Property - That property owned or controlled
by another organization, the occupancy and use being
transferred to the Agency or its representative under
mutually acceptable terms and conditions.
(3)
Leased Properties - That property acquired by the Agency
or its representative for a specified term or period
during which exclusive control may be exercised by the
Agency unless otherwise agreed.
(4) Improvements to Real Property - This term shall include:
a. Extensions of, or additions to, existing real
estate structures, and new construction of facili-
ties not previously available, and
b. In addition, improvements to real property shall
include the cost of replacements or repairs in-
curred at time of acquisition to place real property
in a usable condition.
(5) Alterations to Real Property - This term shall mean the
the relocation, rearrangement, or other similar type of
change in an existing structure which affects its
capacity, efficiency or usefulness, size, shape, or
function.
(6) Maintenance of Real Property - This term shall mean the
recurring work required to keep a facility (plant,
building, structure, utility system, or any real property)
in such condition that it may be continuously utilized
at its designed capacity, for its intended purpose.
(7) Repair - This term shall mean the restoration of a
facility to a condition substantially equivalent to its
original or designed capacity and efficiency, or to
reduce depreciation and obsolescence by replacement or
overhaul.
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1%W .
(8) Operational - As used here, this term refers only to
safe-sites or safe meeting places and in no way refers
to organizational operations such as reproduction,
warehousing, etc.
II. Reports of Real Property Holdings
A. Foreign
Foreign real property acquisitions, improvements, and altera-
tions ordinarily are reported to Headquarters by Form 360, Real Property
Report. Notification of disposal of real property is usually accom-
plished by dispatch. Occasionally it will be necessary to amend the
Real Property Summary Report to reflect acquisition, improvement, and
alteration on the basis of either a cable or dispatch when Field Stations
fail to submit Form 360.
There are various papers and documents which may justify
changes to the Summary Report for Domestic properties. Some properties
are acquired by Division personnel for a Headquarters component in
which case the person responsible for the acquisition should initiate
the Form 360. Properties acquired should be
reported by the using component. in some -ns antes, owever, the only
record on file in the Division is a request from the user of a property
for renewal of a previously negoiated lease. Therefore the Real
Property Summary must be based on this request until other documenta-
tion is obtained.
Properties leased by GSA for assignment to the Agency must
in some'cases be carried on the Summary Report on the basis of the
Space Assignment Record from GSA. The Division does however have
Forms 360 on most of these properties which were prepared by the
Division. On other domestic properties Form 360 is submitted for
each individual facility comprising an investment to the basic property.
Adjustment to the entry on the Summary Report for the basic property
will then be necessary on the basis of From 360 for the individual
facility. _is an example where this is true.
III. Preparation for and Recording of Statistical Information
A. Upon receipt in the Central File of any of the above described
documents process the document according to Real Estate and Construction
Division Memorandum No. 2 of 20 January 1960. Prior to dispatch or
routing to Branches the following action will be taken:
(1) New Properties - Purchased, Assigned, Leased (including
residential leases in excess of 2 years.) Prepare: new
folders.
P
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(2) Short Term Residential and Operational Leases - Add
s after routing to
ld
er
these documents to exisiting fo
the Acquisition Branch.
(3) Notice of Disposal of Property - Remove individual
property folders or Form 3"60- from the active file
and place# in inactive file pending retirement.
B. If the document is a notification of disposal a line will
be drawn through the entire entry on the Summary Report. Adjustment
to an existing property or addition of a new one will be based upon
information furnished in the report. Below by number corresponding
to the column on the Summary Report is an explanation of the informa-
tion to be entered.
(1.)
Property Number - This'is an identification number
assigned to individual properties by field stations
for control and reporting purposes. This number has
been assigned to domestic properties by Headquarters.
In some cases numbers have not been assigned and other
identification has been given. This other identifica-
tion must be used until field stations are informed
again of the security implications and the necessity
of a number identification.
(2) Use - This column reflects by code number "use"
being made of the property which may not necessarily
be that intended by the physical characteristics of
the property or building. Immediately above this
column is an explanation of the codes, select one
for entry in this column. Thus a warehouse type
facility being used as office space will be entered
in the "use" column as code 1. A combination office
and warehouse facility will then appear as code 1-3.
This column is not intended to reflect the intended
use of a facility. Physical characteristics are
reflected by Form 360, Real Property Report.
(3 and 4) Area, Square Footage, Acres - These columns are
self explanatory except that in cases where land area
exceeds 1 acre around the building or facility the
approximate excess will be entered in acres. Square
footage entered should represent net usable square
footage.
(5)
Acquisition Code - a code number to indicate the
method, or, how the property was acquired will be
entered in this column. This code is to be selected
from those listed. Codes 1 thru 3 apply to acquisi-
tion where land and buildings are acquired together
CONFIDE
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or in a single transaction. Codes 1+ thru 6 are to be
used when land is acquired by purchase; lease or assign-
ment and facilities or buildings are cgnstructed at
Agency expense. Codes 7 thru 9 applies to unimproved
land.
(6) Date of Interest - Enter in this column the year in
which the property was acquired or the effective date
of the transaction. On leased property date of interest
would be the date of the first or original lease if
subsequent leases have been comsumated.
(7) Purchase Price, Annual Rent, Reimbursement - Purchase
price and annual rent are self explanatory. Once
entered, distinctions between these cost figures will
be reflected by the Acquisition code entered in column
5. Reimbursement normally applies to assigned properties
and represents the share of the total operating expenses
which are borne by the Agency.,
(8) Key Money, Realty Fee - Enter a combined total of these
costs. Key money will not apply in some areas of the
world. In other areas it is a common and an accepted
expense of acquiring Real Estate. Usually this money
will be refunded at the expiration of the lease and
should not be recorded. When not refundable a pro-rata,
figure should be used for the reporting year.
Realty fee normally is an expense related to the purchase
of a property and in this instance should be reported as
a part of the purchase price column 7. When a Realty
Fee is incurred as an expense in obtaining a lease the
figure used in this column shall be a pro-rata cost.
(9 and 10) Improvements and Alterations - Enter in column
9 all expenditures to date of this report - see defini-
tions of Improvements and Alterations. Enter in column
10 only those expenditures of the past 12 months either
fiscal or calendar year depending upon date of prepara-
tion of this report.
(11 and 12) Maintenance, Repair and Replacement - Enter
financial data as indicated in preceeding item. See
definitions of Terms.
(13 and 11+) Utilities and Services - Enter in these columns
expenditures for gas, water, heating, lighting, etc.
If expenditures for guard and janitorial services are
borne by the Agency, these expenses may also be reported
in these columns.
Approved For Release 2
fIA101 50005-1
 .rsreea~R naB .99~-4 RAAl1ffiPf111a! mTIM'S7 6,,..e.~
Approved For Release 2001/08/30 : eLVA-MP78-00433AO00100150005-1
so-I ACWI8ITI0A DOCUMEIM
Prouerty "Use" Codes
i-0fffice 2-Residence 3-Warehouse 5-Proprietary 6-Other
Prop. Tenure I'I Parties Location of Original Copy Depo-
Ro. Use Address Date Acquired Fran TO Documents cited
Yea NO
Apprdved or Release
8-00 33A000100150005-1
(
en filled in)