AUDIT OF RECORDS MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000100100002-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 17
• Document Creation Date: December 19, 2016
• Document Release Date: September 15, 2005
• Sequence Number: 2
• Publication Date: September 16, 1958
• Content Type: MEMO

AT
Approved For ease 2005/11/21 : CIA-RDP78-004870100100002-0
taougnt together
16 september 1958
records veree destroyed three cubic feet or
were transferred to the Becords center, ands ro tely 20 feet
of reference 1nblicee its vere tamed. to the OCR/L1bmry. In
a nion, the double sreogbowd folders venue sal aceGl with the
stwaard toe krn folders vhIcb further x%duced the filing s9ace
requ d. to house the records. Alm t a total vo1* of records
is aeamj3 (46 cubic feet), the staff will tiM that the sysste eatic
e transfer to OM/Library of the ftmc of obtaining
d i s t r i b u t i n g s I a z b l i c a t i o n s is a c 1 bl e
cox is nom illy performed by the Library for of hw offices in
Aim.
area. It also had. the effect of releasing to the
eight bookshelves and a camOmmrt a table f an overcrowded voftlne
feet of legislative publications to the Library ssod, to
imagram. This action. enabled the staff to ts~ea er s s awat ly
coutributim to an effective a successful records
AT . 4. Ivishtoth> sI
i the course of the
intent,
of the records on a currmt basis.
for her competent assistance
With her a tinuing coo eation
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100100002-0
n of the disposition ins ions aStwd upon in the
vim result in greater efcieicy in
ST
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0
ST
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100100002-0
 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100100002-0
RECORDS MANAGEMENT. PROGRAM
RECORDS CONTROL SCHEDULE
FOR THE
GENERAL COUNSEL
FORM NO. 738 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100100002-0 (41)
1 JUL 55
 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100100002-0
RECORDS DISPOSITION AUTHORITY
Records Control Schedule No. 32-57 for the Office
of the General Counsel is approved and authority hereby
given to implement the disposition instructions contained
thereon.
ie , Redor s Management
Staff
1 Date J 7
ST
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100100002-0
 Approved For Re.e 2005/11/21 : CIA-RDP78-00487A0
0100002-0
IV
ITEM CHANGES
on new Schedule
Old schedule New schedule
la
b new item
2 - 2
3 deleted * see item 12-2
4 4
5 - 5
6 - 6
7a
b - 7
8 - 8
9 - 9
10 - 10
11 - 11
12 - 12
12-1 - 13
12-2 - 3
Equipment in the Office
of the Chief GC.
12 legal safes
1 Mosler safe
1 4-dr cabinet
Branch Office
previously shown as Covert Branch
Old Schedule
Item 24
25
26
27
28
29
30
31
New Schedule
Item 14
15
deleted
16
17
18
19
20
The Staff of the
Legislative Counsel was transferred to
the General Counsel 9 Sept 1957. The
Records Control Schedule for Legislative
Counsel will be revised and added to the
schedule for the General Counsel.
RD 30 Sept 57
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100100602-0
 SCHEDULE NO.
REAPf*6vO61f86Re88t1I81A?5/11/21: CIA-
57
,
CE
OFFICE. DIVISION. BRANCH
T
OFFICE OF THE GENERAL COUNSEL
DATE
? 9~ys
ITEM
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
NO.
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
(CUBIC FT.)
OFFICE SUBJECT FILE
Consists of correspondence, reports and other
papers which document opinions and decisions
relating to legal matters in connection with
the official business of the Agency, proposed
and existing legislation affecting Agency
activities, and the intrepretations of
Public Laws, Executive Orders, and other
regulatory issuances as they pertain to CIA.
Also included in the file are records which
document the establishment, operation and the
administrative functions of the office.
Filed by subject in accordance with Subject
file manual.
(195+ to date)
a. Substantive and documentary records.
11.8
Permanent. Disposal not authorized.
Cut off every third year; transfer to
the Records Center 3 years after.
b. Administrative and housekeeping records.
1.6
Temporary. Destroy after one year.
Cut off at the end of each year;
retain for one year and destroy.
2
PRECEDENT FILE (LEGAL DECISIONS)
Copies of legal decisions which establish
2.0
Permanent. Disposal.not authorized.
a precedent for future determinations and
Retain in current files area
copies of selected legal opinions rendered by t
he
indefinitely.
Staff. Filed alphabetically by subject-.
(1917-to date)
FORM NO. 139 USE PREVIOUS (41)
1 JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release -
-
-
3
PROPOSED REGULATIONS
~1 -
Copies of proposed regu]a tions received from
2.0
Temporary. Destroy after one year.
Regulations Control Staff for comment and
Place in inactive file when regulation
retained for reference purposes. Filed
is published. Destroy after one year.
chronologically
(CuLrrent )
4
CONVENIENCE FILE (Reading)
Extra copies of outgoing correspondence
I $
Temporary. Disposal not authorized
maintained for convenience of reference.
at this time. Cut-off at end of eainh
Filed chronologically.
year; transfer to the Records Center
CL95lto date)
when three years old.
/1 `1
5
'EMPLOYEE RECORD CARD FILE
Consists of Form OF-4b, Employee Record ?
.1
Temporary. Destroy upon separation
Card, used in the immediate supervision
from the Agency; upon intra-agency
of the personnel of the Office. Cards
transfer forward to
~ gaining office.
record personnel actions, training courses
attended, and other information neeessary
in the direct supervision of the personnel.
Filed alphabetically by surname.
(Current)
6
LIAISON CONTACT FILE
Consists of lists of individuals who have
received security clearance to serve as
contacts with the Office. Correspondence
pertaining to the Individuals and their
clearance is filed in the "Office Subject
File" (item 1).
a. List covering individuals in Government
.2
Temporary. Destroy when superseded or
Agencies, and commercial firms. Arranged
obsolete, or no longer needed for
by the agency or organization
reference purposes.
(Current)
0100002-0
FORM I JANN
139a 56 USE PREVIOUS
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET c.~l
 ITEM NO.
FILES IDENTIFICATION
VOLUME DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : C
-00
87A000100100002-0
6
LIAISON CONTACT FILE (continued)
b. List covering lawyers. Arranged by
.2
Temporary. Destroy when superseded
state of residence and alphabetically
or obsolete, or no longer needed
by name thereunder.
for reference purposes.
(Current)
7
ASSIGNMENT LOGS
Records of individual work assignments and
.2
Temporary. Destroy when superseded
assignment for comments on proposed Agency
or no longer needed for reference
regulatory issuance. Maintained in loose-
purposes.
leaf binders by month and cross-indexed by
individual' s name.
(1956 to date)
8
VITAL MATERIALS TRANSFER SLIP FILE
Consists of Vital Materials Transfer Slip
.1
Temporary. Disposal not authorized
which is used to record and control of '
at this time.
material transferred to the Vital Materials
Repository by the Office. Filed
numerically by deposit number.
(1951 to date)
9
MAIL LOG
Record of all classified material, including
J6
top secret .and cables, received and dis-
patched by the office. Maintained primarily
for security purposes. Filed by type of
material and chronologically thereunder.
a. Top Secret
~
Temporary. Disposal not authorized.
Cut off at end of each calendar year
and transfer to Records Center one year
after.
Approved For Release 2005/
FORM
(41)
I JANN55 1398 EU DITIONS. U0 RECORDS CONTROL. SCHEDULE ?- CONTINUATION SHEET
 ITEM NO.
Approved For Release A- RP78-004
MAIL LOG (continued)
b. Secret and below
COURIER'S CLASSIFIED MAIL RECEIPTS
Consists of the office copy of Courier's
Classified Mail Receipt, which was signed
by the courier at the time the material was
picked up for delivery to addressee. Filed
chronologically.
(Current)
LIBRARY MATERIAL
Consists of bound copies of legal books
maintained for reference purposes.
13
REFERENCE PUBLICATIONS FILE
Consists of copies of CIA Regulations and
Notices, OSO and Clandestine Services
Regulations, NSC Directives, and Federal
Register. Filed by type of issuance.
Information copies of incoming and outgoing
cables which are retained for reference
purposes. Filed chronologically.
FORM NO. 1398 USE PREVIOUS
I JAN 56 EDITIONS.
./
480
5.6
Temporary. Destroy after one year.
Cut off at end of each calendar year;
destroy one year thereafter.
j /s
Temporary. Return to Library when no
longer needed for reference purposes.
Temporary. Destroy when superseded or
obsolete, or no longer needed for
reference purposes.
Temporary. Destroy when 6 months old.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 (-- SCHEDULE NO.
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OFFICE. DIVISION. BRANCH SIGN
Office of the General Counsel - Branch Office TITLE DATE
k
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT. AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
14
BRANCH SUBJECT FILE
Consists of correspondence, reports and
4.0
Permanent. Disposal not authorized
related form records which document the
(Cut off at the end of every 3rd
legal aspects of covert projects and
year; transfer to Records Center
activities. Filed alphabetically by
3 years thereafter.)
subject.
(1951 to date)
15
PROJECT FILE
Consists of correspondence, reports, and
14.0
Permanent. Disposal not authorized
related form records which document the
(Place in inactive file when project is
legal aspects of specific covert projects.
completed or discontinued;' cut off
Includes the-administrative plan, copies
inactive file at end of each year and trans-
of contracts, and legal opinions. Filed
fer to Records Center 1 year thereafter.)
alphabetically by project name.
16
CONVENIENCE FILE (Reading)
Ext copies of o ing correspondence
maintain for convenie of reference.
3.0
Tem ary. Dispo not authorized.
(Cut o at end of ea ear; transfer
Filed chrono call
y.
to Records nter when 3 xs old.)
~ to y date )
17
LIBRARY MATERIAL
Consists of legal books maintained as a ready
52.0
Temporary. Return to the OGC library
reference.
when no longer needed for reference
Approved For Release 2005/11/21 0 Q1A-R
=W
purposes.
87A0001 00100002-0
FORM NO. 139 USE PREVIOUS
(41)
JAN 56 EDITIONS. )
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
DP78-00
87A000100100002-0
18
REFERENCE PUBLICATIONS FILE
Consists of copies of CIA Regulations and
2.0
Temporary. Destroy when super-
Notices, OPC, OSO, and Clandestine
seded or obsolete, or no longer
Regulations. Filed by type of issuance.
needed for reference purposes.
19
MAIL LOG
Record of all classified material received
.1
Temporary. Destroy when 1 year old.
and dispatched by the office. Maintained
(Cut off at the end of each-year;
primarily for security purposes. Filed
destroy 1 year thereafter.)
chronologically.
(1956-1957)
20
COURIER'S CLASSIFIED MAIL RECEIPTS
Consists of the office copy of Form 35-16
.2
Temporary. Destroy ~~--
Courier's Classified Mail Receipt, which
o.ld-- eac
was signed by the courier at the time
A ,
the material was picked up for delivery
to addressee. Filed chronologically.
(1956-1957)
21
TAX FILE
2.0
Temporary. Destroy after 16 years.
Consists of memoranda copies of legal
Cut off at end of each year. Retain
advice or assistance rendered on
in current files area for three years
individual tax problems. Filed alpha-
then transfer to the Records Center on
betically.
an annual basis.
(1951 to date)
Approved For Release 2005/11/21: CIA-
8-00
87A0001 00100002-0
FORMJ NO. 139a EUSE
DITIONSIOUS
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 Approved For ase 2005/11/21 : CIA-RDP78-004870100100002-0
Legislative Counsel was transferred from the Office of the
IIlnspector General to the General Counsel on'9 September 1957. The
following changes in schedule and item numbers resulted:
Old Schedule New Schedule
12.03-56 32.58.1
Item number Item Number
5 lc
6 la
7 lb
8 2
3 new item ( removed from subject file # 5)
9 ( made part of if lc)
10 4
5 new item
11 7
12 6
8 new item
Equipment Records
5 legal safes Permanent 10.6 cu ft
8 bookshelves Temporary 11.3
(Publications, 24.0
bills, laws, 45.9
ST
9-17-5g
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 Approved For Release 2005/11'f21.91 4AWT&A000100100002-0
RECORDS DISPOSITION AUTHORITY
Records Control Schedule (No. 32-58.1) for the Leg-
islative Counsel is approved and authority hereby given to
implement the disposition instructions contained therein.
Preparation and Review:
N nagement Analyst
Ze , Records ispos do
Branch
%5-
/9-
Approved For Release 2005/11/2c L
Approved:
unier, cor s Management-
Staff
/917
Date
'6I 81000100100002-0
 ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
Subject File
Consists of correspondence, memorandum,
reports and other papers pertaining to legislation
affecting the Agency, liaison activities with
members of Congress and the various Congressional
Committees, and papers which accumulate in con-
ducting daily operations. The files contain
House and Senate Bills, Reports, and Resolutions;
hearings and testimony on legislative programs of
interest to the Agency together with related corre
pondence and comments. Also included in the file
are journals of daily events and staff activities,
briefing material used by the DCI in his contacts
and meetings with Congressional Committees, and
other material which reflects procedures, plans,
programs and administration of daily activities.
Filed according to Agency Subject File.
(1956-58)
a. Congressional Committee Files
b. Legislation File.
VOLUME
(CUBIC FT.)
7A000i@O
5&
&12-n
Permanent. Disposal not authorized.
Transfer inactive files to the Records
Center as indicated below.
Cut off at the end of each Congress and
retire to the Records Center at the end
of the calendar year.
Cut off at the end of each Congress and
transfer to the Records Center all files
which are inactive or no longer of in-
terest to the Staff
transfer to the Records Center two years
thereafter.
FORM NO. j39 USE PREVIOUS ~~?U? 44+i14^ IIJI (41)
1 JAN 56 J J EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21
c!i
QZR~fln
$jAOOOlOO100002-0
2
Chrono File (Reading)
Extra copies of outgoing correspondence
Temporary. Destroy after 2 years.
maintained for convenience of reference. Filed
Cut off at the end/of each year; destroy
chronologically. a
te;
two years later:
(4956=
3
Members of Congress File
c 0
Individual case files maintained on egch
Temporary. Destroy after 10 years.
member of Congress. Consists of correspondence
Screen at the beginning of each Congress
pertaining to employment of individuals sponsored
and remove folders for those members whose
by Congressmen, reports of liaison activities
terms have expired. Transfer to the
with members of Congress, and other papers re-
Records Center; destroy after 10 years.
lating to activities of members of Congress
which may be of interest to the Staff.
194 7
4
Congressional Liaison Record File
Consists of a 5 x 8 card record containing
.1
Temporary. Destroy when no longer needed
a summarized account of number and nature of con-
for reference purposes. -
tacts with members of Congress. To be used for
statistical purposes and as a reference file.
Filed chronologically.
5
Legislation Files
a. CIA Legislation. This file brings to-
1.4
Permanent. Disposal not authorized.
gether all CIA legislation prior to its enact-
After bill is enacted into law tr-ais?ferr-
ment into law. It contains proposed-amendments
incorporate correspondence, comments,
to certain CIA Bills, background information and
and pertinent background material j-nt a-
comments relating thereto. The file provides a
the-suh--: and destroy re-
convenient reference to new and proposed legisla
dd plicate material
maining working papers a
tion affecting the Agency and serves as a werkin
L
,. ~{ ~~ ~; , 4?,.
file for the Staff. Filed according to legisla-
tion.
(1950 to--date)
A
~1
5
A_
h
Appr Pd For Rpipanp 200-5/11 /21 - n
nP7R-00
A4ffl Q
'
~
R7An
RECORDS CONTROL SCHEDULE . CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
YjQLj!ME_
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 Cl
`
qftOO1
,
b. Other Legislation. These are copies of all
.0
Temporary. Destroy,,at the end of each Congres
current House and Senate Bills which may be of
interest to the Agency. They are maintained for
convenience of reference for the Staff. Filed
according to category and numerically thereunder.
(Current)
c. Congressional Record. Consists of copies of
Temporary. Destroy at the end of each
the proceedings and debates, minutes of meetings
calendar year.
of the Congress. Maintained for reference pur-
poses.
(Current)
6
Reference Publications
These are extra copies of Congressional
2:0
Temporary. Destroy when superseded or no
Reports, Bills, and Hearings, volumes of the
longer needed for reference purposes.
U.S. Code, Congressional Index, Congressional
Directories, and The Congressional and Administra
tive News. Maintained for reference purposes.
7
Publications Control Card
Consists of a 5 x 8 card file on publication
.5
Temporary. Destroy when obsolete or
in which various components are interested. The
superseded.
publication title and document number are re-
corded together with the distribution list.
Cards serve as a distribution control as well as
an index to the publications which are maintained
by the staff for reference purposes.
ONFIDE
TEAL
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DP78-004
7A000100100002-0
F
139, (41)
1oJANN 5 eotloN~'oue
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
 ?
ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
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~~
0100100002-0
8
Card Files iroes
a. This is a 3 x 5 card file containing
.1
Temporary. Destroy at the end of each
information on legislation of interest to the
Congress.
Agency and on bills under consideration by Con-
gress. Serves as a convenient reference to the
legislation portion of the subject file.
b. This is a 3 x 5 card listing of members
.1
Temporary. Retain indefinitely in current
of Congress their affiliations with employees
and
files area.
of the Agency.
c. This is a 3 x 5 card recording of pro-
.1
Temporary. Destroy when traveller has been
posed trips by members of Congress indicating
debriefed by the Agency after trip has been
itinerary an purpose of trip.
d
made.
M
IAL
A roved For Release 2005/11/21 CI7a-
'