CIA RECORDS CENTER OPERATING PROCEDURES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00433A000100180001-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 15
• Document Creation Date: December 12, 2016
• Document Release Date: December 26, 2001
• Sequence Number: 1
• Publication Date: July 1, 1952
• Content Type: REPORT

0014
Approved For Release 2002/01/16P78-00433A000100180001-2
!Security Information'
CONFIDENW
DOC -!....._,_ REV BATE. 'Z~ DY C
ORIG COMP DPI --A-2-- TYPE
ORtG CLASS PAGES REV CLASS
JUST QfCK NEXT RIV-2011 AUTHI HR 70.2
EPAF;ED li :
ECORDS ANAGEMENT c, D I STR I BUT I ON BRANCH
ADM I Id I STRAT I VE SERV I CE
CENTRAL INTELLIGENCE AGENCY
JULY 1952
DENTAI.:
Approved For Release 2002/01%6-8thtg:lM I -00433A000100180001-2
 SE
Approved For Release 2002/01/''Oc+-004.3 Q1'0
RECORDS MANAGEMENT PROGRAM
CIA RECORDS CENTER
OPERATING PROCEDURES
THE CIA RECORDS CENTER WAS ESTABLISHED TO RECEIVE, PROCESS,
AND SERVICE THE RECORDS OF THE AGENCY WHEN THEY ARE NOT
ACTIVELY NEEDED IN CARRYING OUT DAY-TO-DAY OPERATIONS. THE
RECORDS MUST BE GIVEN THE SAME CARE AND ATTENTION AS GIVEN
RECORDS IN CURRENT USE: THEY MUST BE IDENTIFIED, INVENTORIED,
SERVICED, AND KEPT IN GOOD ORDER.
THE BASIC OBJECTIVES OF THE i\ECORDS CENTER ARE:
(A) CUSTODIAL - To PROVIDE ADEQUATE HOUSING INTO
WHICH SEMI-ACTIVE'AND NON CURRENT FILES CAN BE
RETIRED ON A CONTINUING BASIS AND IN A SYSTEMATIC
MANNER.
(B) PROCESSING - TO REDUCE THE BULK OF NON-CURRENT
FILES TO THE ABSOLUTE MINIMUM REQUIRED FOR
OPERATIONAL, LEGAL, OR RESEARCH PURPOSES BY
ELIMINATING NON-RECORD MATERIAL-AND USELESS
RECORDS AUTHORIZED FOR DISPOSAL, TO REFINE AND
IMPROVE THE ARRANGEMENT OF RECORDS OF CONTINUING
VALUE.
(C) SERVIC__ - To PROVIDE SERVICE ON FILES RETAINED
FOR OCCASIONAL REFERENCE ONLY.
THE CIA RECORDS CENTER, THEREFORE, IS NOT A PLACE FOR THE
DEAD STORAGE OF USELESS RECORDS BUT RATHER, A FACILITY
FOR HOUSING RECORDS OF CONTINUING VALUE AND AN INTERMEDIATE
DEPOSITORY FOR RECORDS OF TEMPORARY ADMINISTRATIVE VALUE.
RECORDS IN THE LATTER CATEGORY WILL BE HELD IN THE CENTER
UNTIL THEY CAN BE DISPOSED OF LEGALLY. RECORDS OF CONTIN-
UING VALUE REPRESENT THE WRITTEN, SUBSTANTIVE EXPERIENCE
OF THE AGENCY. IN TIME, THESE RECORDS WILL REPRESENT A
GREAT FUND OF EXPERIENCE ON WHICH FUTURE ADMINISTRATORS
AND OPERATING OFFICIALS WILL DRAW TO MAKE USE OF THAT
EXPERIENCE.
THE RECORDS CENTER, THEREFORE, IS UNDERTAKING A GREAT
RESPONSIBILITY WHEN IT ACCEPTS THE CUSTODIANSHIP OF THE
RECORDS OF THE AGENCY. THEY MUST BE HELD IN READINESS
FOR CURRENT OPERATIONS AND BE APPROPRIATELY HELD SO THAT
E T 1
sm
Approved For Release 2002/01g&puiilgl N-00433A000100180001-2
 SECRE1
Approved For Release 2002/01/2J%arV"PPj3j-0
OPERATIONS IN THE FUTURE MAY TAKE MORE INTELLIGENT ACTION
THROUGH A KNOWLEDGE OF THE EXPERIENCES OF THIS PERIOD.
SERVICING RECORDS
IHE FINAL TEST OF THE EFFICIENCY OF A RECORDS FACILITY IS
ITS ABILITY TO GIVE SERVICE -- PRODUCE THE RECORDS UPON
REQUEST. A RAPID SUCCESSFUL SEARCH CONTRIBUTES TO THE
-EFFICIENCY OF THE ORGANIZATION AND ALSO CREATES A FAVORABLE
IMPRESSION UPON THE GROUP OF ADMINISTRATORS AND OPERATING
OFFICIALS YOU ARE REQUIRED TO SERVE. THE SEACHER IS THE
CONNECTING LINK BETWEEN THE CENTER AND THE OPERATING OFFI-
CIALS. IT IS OF UTMOST IMPORTANCE THAT THIS EMPLOYEE BE
EFFICIENT, COURTEOUS, AND PROMPT IN THE PERFORMANCE OF HIS
OR HER DAILY DUTIES. IN THIS MANNER, THE CONFIDENCE OF
THE ENTIRE AGENCY IS GAINED AND ONLY UNDER THESE CIRCUM-
STANCES CAN THE FUNCTION OF ASSISTING IN ADMINISTRATION
BE CARRIED OUT.
j. RESPONSIBILITY AS I0 CONTENT OF RECORDS
DURING THE COURSE OF SERVICING RECORDS IN THE CUSTODY OF
THE RECORDS CENTER IT WILL BE NECESSARY, OCCASIONALLY, TO
READ OR SCAN THE CONTENTS OF DOCUMENTS TO ASSURE THAT A
REQUEST IS BEING FILLED PROPERLY. THE EMPLOYEES OF THE
RECORDS CENTER ARE CAUTIONED TO TREAT THE INFORMATION
CONTAINED THEREIN WITH THE GREATEST CONFIDENCE;, CONTENTS
OF DOCUMENTS SHALL NOT BE DISCUSSED WITH ANY PERSON EXCEPT
IN CARRYING OUT OFFICIAL BUSINESS. ANY DEVIATION FROM
THIS PRINCIPLE WOULD BE IN VIOLATION OF SECURITY REGULATIONS
AND A COMPLETE BREACH OF FAITH WITH THE ADMINISTRATORS AND
OPERATING OFFICIALS THAT YOU ARE REQUIRED TO SERVE.
TELEPHONE HABITS IN A RECORDS FACILITY
TELEPHONE MANNERS AND TONE OF VOICE ARE INFLUENTIAL IN
CREATING IMPRESSIONS FOR THE INDIVIDUAL AS WELL AS FOR THE
OFFICE HE OR SHE REPRESENTS. IT IS ESSENTIAL THAT THOSE
INDIVIDUALS WHO ANSWER THE TELEPHONE FOR THE RECORDS CENTER
MAKE GOOD IMPRESSIONS,, SO THAT THE SECTION WILL ALWAYS
HAVE THE CONFIDENCE AND GOOD WILL OF THOSE WHO CALL. THE
FOLLOWING RULES ARE IMPORTANT IN ACCOMPLISHING THIS PURPOSE:
(A) ANSWER THE PHONE PROMPTLY.
~B~ IDENTIFY YOUR SECTION, "RECORDS CENTER".
(C) SPEAK DISTINCTLY IN AN INTERESTED, CHEERFUL TONE.
(D) DE COURTEOUS.
" TIAL
Approved For Release 2002/01/101
Security Information
 SECRU
Approved For Release 2002/01 /'I qufbY4 AM&t00433A000100180001-2
(E) HANDLE THE CALL YOURSELF. VOLUNTEER YOUR OWN
? ASSISTANCE, "MAY I HELP You?" TAKE THE PERSON'S
NAME, LOCATION, TELEPHONE NUMBER, AND INFORMATION
REQUESTED.
DO NOT KEEP PEOPLE HOLDING THE LINE. IF THE
REQUEST WILL TAKE LONGER THAN YOU ANTICIPATED,
OFFER TO CALL BACK, AND THEN DO SO PROMPTLY.
(G) TAKE MESSAGES FOR OTHERS WILLINGLY.. WRITE
ESSENTIAL DETAILS ON A SUITABLE MESSAGE FORM.
DELIVER PROMPTLY.
BE PROMPT IN GIVING INFORMATION AND RETURNING
CALLS.
(I)
KEEP CONVERSATION BRIEF AND BUSINESSLIKE.
IF THESE RULES. ARE ADOPTED AND PUT INTO EFFECT YOU WILL
WIN A REPUTATION FOR COURTEOUS, PROMPT, EFFICIENT, AND
BUSINESSLIKE SERVICE.
B RECEIVING AND STORAGE
I . ARRANGEMENTS FOR' TRANSFER
UPON RECEIPT OF A PROPERLY PREPARED, EVALUATED, AND APPROVED
FORM 60-52, RECORDS RETIREMENT REQUEST, (EXHIBIT A) BY THE
RECORDS CENTER, A JOB NUMBER WILL BE ASSIGNED TO THE
DESCRIBED RECORDS AND THE REQUESTING OFFICE NOTIFIED OF
THE APPROVAL OF TRANSFER. THE CENTER PERSONNEL WILL THEN
FORWARD THE REQUIRED BOXES AND LABELS; ASSIST IN BOXING
THE MATERIAL; AND ARRANGE FOR THE PICK-UP AND DELIVERY TO
THE RECORDS CENTER.
2.. RECEI PT OF RECORDS
UPON RECEIPT OF THE SHIPMENT, THE CENTER WILL CHECK IT
AGAINST FORM 60-52, RECORDS RRETIREMENT REQUEST, FOR
COMPLETENESS AND ARRANGEMENT, IF THE SHIPMENT IS NOT
COMPLETE, OR IF MATERIAL NOT DESCRIBED ON THE FORM 60-52
IS INCLUDED, REFER IT TO THE RECORDS MANAGEMENT ANALYST
FOR INFORMATION AND CORRECTIVE ACTION. IF THE SHIPMENT
IS RECEIVED IN GOOD CONDITION ACKNOWLEDGEMENT OF RECEIPT
ON'THE FORM 60-52 WILL BE ACCOMPLISHED.
-3-
Approved For Release 2002/01/1~Off DP78-00433A000100180001-2
Security Information
 Approved For Release 2002/01/10~78a -00433A0001 00180001-
N%4-
orrrafron
3. PREPARAT_1 O~IJ OF^ CONTROLS
0.
AFTER COMPLETING FORM 60-52, RECORDS RETIREMENT REQUEST,
ONE COPY WILL BE RETURNED TO THE ORIGINATING OFFICE AND
THE REMAINING THREE WILL BE MAINTAINED IN THE FOLLOWING
MANNER AS CONTROLS OVER THE MATERIALS; (A) THE ORIGINAL
WILL BE FILED NUMERICALLY BY JOB NUMBER AND WILL BE USED
AS A JOB LOCATOR AND A POSTING RECORD OF REFERENCE ACTIVITY;
(B) THE SECOND COPY WILL BE FILED BY OFFICE DESIGNATION
TO PROVIDE INFORMATION ON THE RECORDS OF A SPECIFIC OFFICE
AND ALSO TO FACILITATE REFERENCE SERVICE WHEN THE JOB
NUMBER IS UNKNOWN; (C) THE THIRD COPY WILL SERVE AS A
DISPOSAL TICKLER FILE AND WILL BE FILED BY AUTHORIZED
DISPOSAL DATE.
REPORT OF MATERIAL RECEIVED
THE CUBIC FEET OF RECORDS RECEIVED WILL BE NOTED DAILY ON
THE RECORDS CENTER WORK SHEET, EXHIBIT B). AT THE END
OF EACH MONTH A REPORT, PREPARED FROM INFORMATION OBTAINED
FROM THE WORK SHEET, WILL BE SUBMITTED TO THE CHIEF, RECORDS
MANAGEMENT AND DISTRIBUTION BRANCH.
PHYSICAL ARRANGEMENT ON 'SHELVES
STORAGE CONDITIONS WHICH GOVERN THE PHYSICAL ARRANGEMENT
AND PLACEMENT OF EQUIPMENT WILL DETERMINE, TO A LARGE EXTENT,
WHERE MATERIALS SHOULD BE PLACED IN THE CENTER. IT IS
DESIRABLE, HOWEVER, TO GROUP RECORDS TOGETHER ACCORDING
TO THE DISPOSITION ACTION TO BE TAKEN ON THEM. FOR EXAMPLE,
RECORDS TO BE HELD PERMANENTLY OR INDEFINITELY SHOULD BE
KEPT SEPARATELY. RECORDS WITH SIMILIAR DISPOSAL DATES
SHOULD BE GROUPED TOGETHER. SMALL SERIES OF FILES FOR
WHICH DISPOSAL DATES HAVE BEEN ESTABLISHED SHOULD ORDINARILY
NOT BE INTERSPERSED AMONG LARGER BLOCKS OF FILES TO BE
RETAINED FOR RELATIVELY LONGER PERIODS OF TIME. 1N
DETERMINING THE PLACEMENT OF SUCH FILES, HOWEVER, THEIR
ACTIVITY MUST ALSO BE TAKEN INTO ACCOUNT.
THE WORD "PROCESSING" IS A GENERAL TERM COVERING ALL THE
NUMEROUS OPERATIONS PERFORMED ON RECORDS RECEIVED BY A
RECORDS FACILITY WHICH IN ANYWAY AFFECT THE QUANTITY,
ARRANGEMENT, OR CONDITION OF THE MATERIAL. THE CIA
RECORDS OFFICER WILL CONSIDER THE FACTORS OF ?.IME AND
SPACE IN DETERMINING WHAT PROCESSING SHOULD BE DONE AND
WILL ISSUE APPROPRIATE INSTRUCTIONS TO ACCOMPLISH THE
PROCESSING. THE TYPE AND AMOUNT OF PROCESSING WILL
DEPEND ON THE ULTIMATE DISPOSITION TO BE MADE OF THE
RECORDS. UPON DETERMINATION OF PROCESSING TO GE DONE
Approved For Release 200V01/1Q: 1XIA. RDP78-00433A000100180001-2
SECRET
 Approved For Release 2002/01/10 : ? 78-00433A000100180001-2
Security Informancm
THE THIRD, OR DISPOSAL TICKLER, COPY OF FORM 60-52 WILL
BE FILED IN A SUSPENSE FILE WITH A DETAILED EXPLANATION
OF PROCESSING TO BE ACCOMPLISHED. AFTER COMPLETION OF
PROCESSING THE FORM WILL BE FILED IN THE DISPOSAL TICKLER
FILE BY DISPOSAL DATE.
C. REFERENCE SERVICE
1. REQUEST FOR RECORDS
A REQUEST FOR MATERIAL MAY BE RECEIVED BY PERSONAL CONTACT,
TELEPHONE, OR IN WRITING. PERSONAL CONTACT OR TELEPHONE
REQUESTS SHOULD BE RECORDED ON SCRATCH PADS AS TEMPORARY
INFORMATION. INFORMATION NECESSARY TO SATISFACTORILY
SERVICE A REQUEST INCLUDES; REQUESTORS NAME, OFFICE, TELE-
PHONE EXTENSION, LOCATION, SUFFICIENT DESCRIPTION OF THE
MATERIAL, AND JOB NUMBER IF POSSIBLE.
LOCATING RECORDS
IF THE JOB NUMBER IS FURNISHED BY THE REQUESTOR, REFER TO
THE JOB LOCATOR FILE FOR LOCATION OF THE REQUESTED RECORDS.
IF THE JOB NUMBER IS UNKNOWN BUT THE TITLE OF THE OFFICE
CREATING THE RECORDS IS PROVIDED, REFER TO THE ORGANIZATIONAL
FILE FOR THE LOCATION. WITH A KNOWLEDGE OF THE TYPES OF
RECORDS CREATED BY THE VARIOUS OFFICES THE SEARCHER CAN,
IN MANY CASES, LOCATE A REQUESTED RECORD EVEN THOUGH THE
JOB NUMBER AND ORIGINATING OFFICE ARE NOT FURNISHED.
HOWEVER, IF A RECORD CANNOT BE FOUND, OR IF THE USUAL
PROCEDURE FOR LOCATING RECORDS RESULTS IN AN EXTENSIVE
SEARCH, IT IS A GOOD POLICY TO REPORT IMMEDIATELY TO THE
SUPERVISOR. AN EFFORT SHOULD BE MADE TO DETERMINE THE
REASON FOR THE DIFFICUTLY, A REASON OTHER THAN THE
REQUESTOR GAVE THE WRONG INFORMATION". ONLY AFTER THE
MOST EXHAUSTIVE SEARCH SHOULD A REPORT BE MADE TO THE
REQUESTOR THAT ?A RECORD IS NOT IN THE CUSTODY OF THE
CENTER OR THAT IT CANNOT BE FOUND.
LOAN OF RECORDS
FILES TRANSFERRED TO THE RECORDS CENTER WILL BE AVAILABLE
TO AGENCY PERSONNEL FOR AUTHORIZED ADMINISTRATIVE PURPOSES
OR APPROVED RESEARCH PROJECTS UNDER PROCEDURES DESIGNED
TO SAFEGUARD THEM FROM LOSS OR DAMAGE, AND TO COMPLY WITH
SECURITY REGULATIONS. INTER-AGENCY LOANS SHOULD BE CLEARED
THROUGH LIAISON DIVISION, OCD BEFORE ANY MATERIAL IS ISSUED.
h. _CHARGE-OUT RECORDS
IT IS ESSENTIAL THAT ADEQUATE CHARGE-OUT RECORDS BE MAINTAINED
Approved For Release 2002/01/10:1
;lA-R ,Jtkff3A000100180001-2
Security I ~Inffo{ rrmatiott
 SECRET
Approved For Release 2002/01/1q -
~tRY P78-D0433A000100180001-2
ON ALL MATERIAL LOANED" T m1T'CORDS CENTER TO PREVENT ITS
MISPLACEMENT, AND TO PROVIDE THE KNOWLEDGE OF ITS LOCATION
IN EVENT THAT OTHER REQUESTORS MAY HAVE A NEED FOR THE SAME
FILE.
5?
8.
To SERVE THIS PURPOSE FORM 36-F43, RECORDS CENTER CHARGE-
OUT SLIP (EXHIBIT C), WILL BE PREPARED ON ALL MATERIAL
LOANED BY THE CENTER. THE FORM WILL THEN BE FILED BY
DUE DATE OF THE MATERIAL. IF A PERMANENT WITHDRAWAL OF
MATERIAL IS MADE THE CHARGE WILL BE NOTED ON THE LOCATOR
FILE COPY OF THE FORM 60-52. AN "OUT" CARD WILL REPLACE
THE RECORD WITHDRAWN FROM THE FILE.
ROUTING REQUESTED MATERIAL
IN ADDITION TO A ROUTING SLIP, A PINK RECORDS CENTER
11 FLASH" FORM (EXHIBIT D), SHOWING DATE DUE FOR RETURN,
WILL BE ATTACHED TO THE MATERIAL. MATERIAL WILL BE SENT
BY COURIER OR, IF URGENT, IT WILL BE DELIVERED BY CENTER
PERSONNEL.
REPORT OF REFERENCE ACTIVITY
THE NUMBER OF REQUESTS SERVICED WITH THE NUMBER OF ITEMS
COVERED WILL BE NOTED DAILY ON THE RECORDS CENTER WORK
SHEET. AT THE END OF THE MONTH THE REQUESTS SERVICED
DURING THE MONTHWILL BE POSTED TO THE FORM 60-52 IN THE
LOCATOR FILE. THE REFERENCE ACTIVITY WILL ALSO BE REPORTED
TO THE CHIEF, RECORDS MANAGEMENT AND DISTRIBUTION BRANCH
ON THE MONTHLY REPORT.
FOLLOW-UP ON RECORDS LOANED
THE TICKLER FILE ON LOANS WILL BE CHECKED PERIODICALLY
AND ON EXPIRATION OF THE PERIOD FOR WHICH THE RECORD WAS
LOANED THE RECIPIENT WILL BE CONTACTED AND REQUESTED TO
RETURN IT. IF THE MATERIAL IS NEEDED FOR A LONGER PERIOD
OF TIME At! EXTENSION WILL BE GRANTED. WHEN AN EXTENSION
IS GRANTED THE NEW DATE DUE WILL BE NOTED ON THE FORM
36-143 AND THE FORM WILL BE REFILED BY THE NEW DATE.
RECEIVING CHARGED-OUT "MATERIAL
MATERIAL RETURNED TO THE CENTER, WILL BE CHECKED TO
DETERMINE THAT THE. ENTIRE FILE WAS RETURNED. FORM 36-143
WILL BE WITHDRAWN FROM THE TICKLER FILE AND DESTROYED
WHEN AUTHORIZED. THE MATERIAL WILL BE REFILED AND THE
"OUT" CARD REMOVED.
D. DISPOSAL ACTIVITY
THE RECORDS CENTER WILL BE RESPONSIBLE FOR THE SYSTEMATIC
Approved For Release 2002/01/10r: 6la RD% $ 3A000100180001-2
S9curity fnformatfoti
 SECRET
Approved For Release 2002/01/18eeWhRd?RJ100433A000100180001-2
DISPOSITION OF RECORDS AUTHORIZED FOR DISPOSAL. RECORDS SHOULD
BE DISPOSED OF AS SOON AS POSSIBLE AFTER THE REQUIRED PERIODS"
OF RETENTION HAVE ELAPSED.
THE DISPOSAL TICKLER FILE WILL BE CHECKED PERIODICALLY
TO DETERMINE WHAT RECORDS-HAVE REACHED THE END OF THEIR
RETENTION PERIODS. BEFORE ACTUAL DISPOSAL. OF ANY RECORDS
IS ACCOMPLISHED, HOWEVER, THE CENTER WILL PREPARE TWO
COPIES OF FORM 36-145, NOTIFICATION OF DISPOSAL ACTION,
(EXHIBIT E), FOR THE SIGNATURE OF THE CIA RECORDS OFFICER.
THE TWO COPIES OF THIS'FORM WILL BE FORWARDED FOR CON-
CURRENCE, TO THE OFFICE CONCERNED WITH THE SUBJECT RECORDS.
THIS IS DONE TO ASCERTAIN THAT NO CONDITIONS EXIST WHICH
WOULD REQUIRE THEIR RETENTION FOR A LONGER PERIOD THAN
THAT SPECIFIED. WHEN FORM 36-1)45 IS FORWARDED THIS ACTION
WILL BE NOTED ON FORM 60-52 IN THE DISPOSAL TICKLER FILE,
2. DE'STRUCTI ON OF MATER I AL
ON RECEIPT OF FORM 36-145, SHOWING CONCURRENCE OF THE
OFFICE CONCERNED, THE MATERIAL WILL BE DESTROYED IN
ACCORDANCE WITH SECURITY REGULATIONS. AFTER DESTRUCTION
OF THE MATERIAL THE CIA RECORDS OFFICER WILL j~CCOMPLISH
THE CERTIFICATION OF DESTRUCTION ON FORM 36-145 AND THE
FORM WILL BE ATTACHED TO THE ORIGINAL COPY OF FORM 60-52
(LOCATOR FILE COPY). THE TWO FORMS WILL THEN BE FILED
IN THE COMPLETED DISPOSAL FILE. TIME OTHER TWO COPIES OF
FORM 60-52 PERTAINING TO THE RECORDS DESTROYED, WILL BE
REMOVED FROM THE FILES AND DESTROYED.
3.
REPORT OF DISPOSAL ACTIVITY
THE VOLUME OF MATERIAL DESTROYED WILL BE NOTED ON THE
RECORDS CENTER WORK SHEET.. AT THE END OF THE MONTH THE
VOLUME OF THE MATERIAL DESTROYED DURING THE MONTH WILL BE
REPORTED TO THE CHIEF, RECORDS MANAGEMENT AND DISTRIBUTION
BRANCH.
Approved For Release 2002/01/10 : CIA?RDP78--00~~43t3A000100180001-2
 DING
STATI
Approved or Release -RD - 4
~OAi-~y CIA RECORDS CENTER
RECORDS RETIREMENT REQUEST
Job ,No,.
52-31
[ubmit in original and 3 copies to Records Management and Dist- I
FOR REFERENCE SERVICE ON RECORDS TRANS-
T
yLribution Branch. One copy will be returned to the originating
FERRED TO STORAGE CALL EXT. 3801 AND
~p
I
office when material is accessioned by CIA Records Center.
TO ABOVE JOB NUMBER.
REFER
T0: Chief, Records Management and Distribution Branch,
DATE
Administrative Services.
I FEBRUARY-1952
FROM: COLLECTION AND
DIVISION
BRANCH
(Office) DISSEMINATION
CIA LIBRARY
DOCUMENT
APPLICATION IS MADE FOR RETIREMENT OF THE RECORDS LISTED BELOW
BRIEF DESCRIPTION (inclusive dates, form numbers and titles, arrangement, and function of files)
0
FORM 35-16, COURIER'S CLASSIFIED MAIL RECEIPT DAT
ED I JULY 1951 THROUGH
I JANUARY 1952 NUMBERED, #350 THROUGH 2775.
CARBON COPY OF RECEIPTS PREPARED ON ALL OUTGOING
CLASSIFIED MATERIAL.
ORIGINAL COPY RETAINED BY THE MAIL CONTROL SECTIO
N., ADMINISTRATIVE
SERVICES.
Inventory listing attached or r-i Index included in
transfer
GENERAL INFORMATION
CLASSIFICATION OF RECORDS
FILE EQUIPMENT OCCUPIED BY RECORDS
UNCLASSIFIED
Letter
? Other (specify)
Legal
Number of drawers
APPROXIMATE REFERENCE ACTIVITY PER MONTH
-- NONE
LOCATION OF RECORDS
Appro
~ Releas
7$-
0C4O WOjP.2`' RECORDS OFFICER
)UE
10,2
I
EXHIBIT Ar
 STAT
RECORDS DISPOSAL SCHEDULE 351 S 346, HOUSE REPORT ~- 82ND CONGRESS,
IST SESSION. RETAIN I YEAR. "~~ 3Fa C7
DISPOSITION RECOMMENDATION
AT END OF RETENTION PERIOD
Destro
y
ST
FOR USE OF RECORDS MANAGEMENT ONLY
TI NFT[ .R UA R Y 52
I_ I Review
((-~ -~
Microfillm = Other (Explain'
CENTER BOXES
RDP78-00433A00010
180001-2
 RECORDS CENTER WORK S1--IEET SECRff (EXHIBIT B)
Approved For Release ;002/01/10 : CI[4-R
D
8-- 0433A000100180Q01-2
~~
~
 Approved For Release 2002/01/10P78-00433A000100180001-2
Security Information
(EXHIBIT C)
52-31
REQUESTOR
BUILDING
ROOM
i
ii*
OE, OCD
203
10 MAR 52
LOCATION
1050 M BLDG
SECTION
2
COURIER RECEIPTS DATED
2 DEC. 1951 THROUGH
30 DEC. 1951
FORM NO
36-w3 RECORDS CENTER CHARGE-OUT SLIP
NAY 1952
1
24 MA R
24
25X1A
Approved For Release 2002/01/10 5?78-00433A000100180001-2
Security Information
 Approved For Release 200 /0'f/'f0-' A-RDP78-00433A000100180001-2
r`0~~~~TIAL
RETURN THIS RECORD
TO
CIA RECORDS
CENTER
RECORDS MANAGEMENT
AND
25X1A
RETURN NO LATER THAN
Approved For Release 2002/01/1%t WjDP78-0 3 IDV
Security'lriformatiot4
 (EXHIE3IT E) $
Approved For Release 2002/01/10: CIA-RDP78j004 C
ur,ty Inform,
NOTIFICATION OF DISPOSAL ACTION
25X1A
Date: 5 JANUARY 1953
SUBJECT: Request for Concurrence in Records Disposal.
TO
FROM : CIA Records Officer
1. Your concurrence. is requested for the disposal of the
following records transferred.to the CIA Records Center under Job
Number 52-31
2. Description:
FORM 35--16, COURIERIS CLASSIFIED MAIL RECEIPTS
DATED I JULY 1951 THROUGH I JANUARY 1952.
3. Authority for disposal of the above records:
RECORDS DISPOSAL SCHEDULE 351 s 346, HOUSE REPORT
1453 '"2ND CONGRESS IST SESSION WHICH STATES THAT
SUBJECT RECORDS SHALL BE DESTROYED AFTER ONE YEAR.
4. Please sign and return original to CIA Records Officer.
Approved:
AREA RECORDS OFFICER
Subject records destroyed m
12 JANUARY
DATE
953
~ORM1952 36-145 Approved For Release 2002/01/DP78-0043.3A000t001. 0001
Security Informahort
 Approved For Release 2002/0A1 Ar -00433A000100180001-2
Provides housing for semi-active and non-current
records to permit the systematic retirement of such records
from operating offices; serves as a central storage and
processing point for the retirement, preservation and/or
disposal of records; provides reference service on such
records; processes inactive record material and reduces
the bulk of non-current records to the absolute minimum
required for operational, legal, research or historical
purposes by eliminating non-record material and records
of temporary value which are authorized for disposal;
provides for the systematic transfer of processed records
to the National Archives for preservation, or to a similar
facility within CIA.
Servos as Agency-wide focal point for providing
special reference service and receiving and filing all requests
for permanently valuable records preserved in the Agency
or National Archives; develops, segregates and maintaits
controls necessary to meet the needs of the Agency with
respect to the use of such material. Maintains central
subjectial and functional reference on all administrative
issuances.
Approved For Release 2002/01/10 : CIA-RDP78-00433A000100180001-2