RECORDS MANAGEMENT PROGRAM RECORDS CONTROL SCHEDULE FOR THE INSPECTOR GENERAL

Document Type: 
Collection: 
Document Number (FOIA) /ESDN (CREST): 
CIA-RDP78-00487A000100070008-8
Release Decision: 
RIPPUB
Original Classification: 
S
Document Page Count: 
6
Document Creation Date: 
December 19, 2016
Document Release Date: 
November 14, 2006
Sequence Number: 
8
Case Number: 
Publication Date: 
August 7, 1969
Content Type: 
FORM
File: 
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PDF icon CIA-RDP78-00487A000100070008-8.pdf209.09 KB
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Approved For Release 2006/11/14: CIA-RDP78-00487AO00100070008-8 P6 ~t iq~5 12.03-69 RECORDS MANAGEMENT PROGRAM 0 RECORDS CONTROL SCHEDULE FOR THE ? FORM N0. 1 JUL 55 738 Approved For Release 2006/11/14: CIA-RDP78-00487AO00100070008-8 RECORDS DISPOSITION AUTHORITY In accordance with Fede l Statutes and Records Disposition Authorizations granted by the U. S. Congress the attached Records Control Schedule 12.03-69 for the Offic* of the Inspector General is approved and imple- mentation of the disposition instructions contained therein is authorized. Approved For Release 2006/11/14: CIA-RDP78-004 FILES IDENTIFICATION (TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES) OFFICE OF THE INSPECTOR GENERAL ITEM NO. Consists of correspondence, reports, memoranda and other papers reflecting policy, procedures and decisions pertaining to the functions assigned to the Inspector General. Also includes files from predecessor IG such as Activities reports, Chrono files and other. Filed by subject or organizational component. a. Substantive and Policy Material RECORDS CONTROL SCHEDULE b. Transitory and administrative material Reports of inspections conducted by the Staff and recommendations for improvements on proper assignment of functions and missions, methods and procedures of performance by components, or other areas where surveys are deemed necessary. Filed by Agency component. transfer to the Records Center records if no longer needed for current operational reference. Permanent. Disposal not authorized. Cut off annually; hold one year then year old. Permanent. Disposal not authorized. Hold one year then transfer to the 2 Records Center in annual blocks. ITEM NO. A6WeWVVFd6fa A& POSITION INSTRUCTIONS _ r 3 INDIVIDUAL CASE FILES a. Consist of documents accumulated in 1.5 Temporary. Transfer inactive cases to investigating complaints, suggestions or the Records Center at end of each year. problems of individuals which are brought Hold in Records Center 10 years from to attention of the IG. Filed numerically date of retirement then return to the by case number. IG for review and disposal. (1968 to date) b. Previous item eliminated. 4 CASE FILES INDICES a. A 3 x 5 card file used as a control 3. 0 Temporary. Retain indefinitely in current and index. Maintained alphabetically and files area. Destroy card 3 years after case cross referenced to numerical file. file is destroyed. b. Log book used for assigning numbers to .1 Temporary. Destroy pages when no longer case files and as a quick reference to the needed for reference purposes. files. ryr. 5 SPECIAL STUDIES Reports and evaluations following invest- 3. 0 Permanent. Disposal not authorized. igations and studies of various Agency Programs Transfer to Records Center at end of such as JOT Program, Foreign Travel, Library each year if no longer used for current Procurement Procedure, Defector and Briefing reference. Systems, Career Service and others. Filed by Subject. 6 WORKING FILES These are working drafts of surveys, notes 34.0 Temporary. Destroy 6 months after survey and materials related to investigation or survey. completed. Each staff member maintains his own files. (Current) COMMUNICATION CONTROL FILES a. Top Secret Log. Maintained for control of top secret documents. b. Logs maintained on other classified Maintained chronologically. c. Log used primarily for recording receipt and disposition of personnel folders referred to the staff for con- sideration or review. d. Document Receipts. Retained signed copies for material transmitted outside the office. e. Courier Receipts. Office copy of receipts signed by courier when material picked up for delivery. ADMINISTRATIVE FILES These are forms, correspondence and memoranda reflecting administrative support functions within the Office of the IG. Specifically activities as Travel, Budget, Personnel, Security and housekeeping functions. Files are used for administrative purposes and essentially duplicated in other offices having the primary responsibility for the Agency. Filed by subject. Tom orarv. Dcst v 10 vrs after doQimnntJ aro owngradQd, trai7sferred out of contrG~ ~f~ q~bJ rposnt, or destroyed. Temporary. Destroy after 1 year. Cut off file at end of each calendar year; retain , for 1 year then destroy. Temporary. Destroy quarterly after folders have been returned to sender. Temporary. Destroy ' after 2 yoars. Temporary. Review file at end of each year and destroy material having no current value. RECORDS CONTROL SCHEDULE - CONTINUATION SHEET !ITEM ah?rP~t3~ ~Fd~h~~sr~ ISTHMUS LETTERS No longer received on Staff. IG CHRONO READING FILE Extra copies of outgoing communications maintained as a convenient reference file. Filed chronologically. REGULATIONS FILES Copies of all Agency Regulations and Notices which are used by the Staff for reference purposes. FORM NO. 139a USE PREVIOUS I JAN 56 EDITIONS. Temporary. Destroy after 5 years if of no further value. Retain in current files i-j area fie 55-ears their destroy. Temporary. Destroy when superseded or no longer of interest to the Staff. ? /yi?