RECORDS MANAGEMENT PROGRAM RECORDS CONTROL SCHEDULE FOR THE DDM&S - RECORDS ADMINISTRATION STAFF RECORDS CENTER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000100160029-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 14
• Document Creation Date: December 19, 2016
• Document Release Date: October 13, 2005
• Sequence Number: 29
• Publication Date: November 29, 1963
• Content Type: FORM

Approved For Release 2005/11/21 : CIA-RDP78-00487A000100160029-5
RECORDS MANAGEMENT PROGRAM
0 RECO
DS CONTROL SCHEDULE
FOR THE
0
No' 738 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100160029-5 (4' )
 Preparation:
Approved For Release 2005/11/ V RDP78-00487A000100160029-5
Ale
Records Disposition Authority
Records Control Schedule 30-64 for the Records Administration
Staff is approved and authority given to implement the
disposition instructions contained herein.
Approved:
25
Area ec
i
Date
!on Staff
?Dce 0*
Date
Approved For Release 200;/1 f f RDP78-00487A000100160029-5
 Approved For ease 2005/11t21 : CIA-RDP78=004-8 ~i 10d160029-5
Old Schedule 30-61 - now-
New Schedule 30-64
22
Staff Admin. File
1
Records Program Files
22.1
Staff Case Files
2
Staff Projects Files
23
Admin. Files
3
Admin. Files
21-
Employee Record Card File
4
Employee Card File
25
Courier Classified Mail Receipts
5
Courier Mail Receipts
26
Regulatory Issuances
6
Regulatory Issuances
27
Library Material
7
Library Material
28
Briefing Material
Incorporated with #1
29
Reports and Correspondence
Incorporated with #10
30
Records Control Schedules
8 Same
31
Branch Wroking Files
Incorporated with #11
32
Filing Workshop
Incorporated with #10
33
Staff Working Files
Incorporated with #11
34+
Vital Materials Schedules
9
Vital Records Schedules
10
Records Program Workshops new
35
Reference Publications
Incorporated with #14
11
Analysts Working Files new
36
Branch Working Files (Forms)
Discontinued
37
Reference Publications
14
Reference Publications
38
Forms File
12
Forms File
39
Form Record & Index
Incorporated with #12 and 13-
110
Form Indexes File
13
Forms;.Indexds
1+1
Staff Working File
Incorporated with #11
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100160029-5
 R EOOBpib"dflfl
RR0 1?00511/ ' {0
SCHEDULE NO. ~' s+ ~
.
E
OFFICE. DIVISION. BRANCH
?I
DA
DDS/PECORDS ADMINISTRATION s
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1 ? /
.. OGRAM FILES
L
G~
spondence, reports, and other papers which
2.5
Permanent. Disposal not authorized. .1.
docume t the Agency Records Management Programs.
Retain in current files for ars then
The file is used in directing and administering
transfer to the Records Center at the end
the daily activities of the records programs and
of each calendar year.
in establishing and recommending plans and policies
for the management and improvement of paperwork
activities throughout the Agency. Files are
used for background information, reporting pur-
poses and in conducting daily operations. Filed
by program and by subject thereunder.
2.v
STAFF PROJECTS FILES
These are record copies of special studies,
2.0
Permanent. Disposal not authorized. Retain
surveys and reports which were prepared by Staff
in current files for years them trans-
members after investigating specific problems or
fer to the Records Center if project not of
in developing projects for the improvement of
current interest.
paperwork activities. These include project
analysis, recommendations, asoomplishments,
graphics and other documentary material. Arranged
organizationally and by subject.
3.
ADMINISTRATIVE FILES
These files reflect the housekeeping functions
1.5
mporary. roy hen ariod o
of the Staff. Files include correspondence, report
s
Re re ecord enter aid eh
memoranda on personnel, training, security, logisti
s
tale r year
budgeting a i. other related administrative subjects
.
V V V
Filed according to Agency Subject File Manffiual.
Current.
Temporary. Destroy three years after date
retired to Records Center. Break file annually
~r, I r - r
'
" i
hold at least one year and retire.
and
u; ;
Amoroved r=Gr Release 20L44 fN
RGS 7/16/71
FORM NO. 139 USE PREVIOUS
i JAN 56 E 0IT IONS.
1-1
 ITEM NO.
FILES IDENTIFICATION
VO
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21
000100160029-5
4.
EMPLOYEE CARD FILE V
Consists of OF4b Cara for each employee of the
.1
Temporary. Destroy 30 days after employee
Staff. A brief summary is recorded of employee's
officially resigns from the Agency; if
personal and employment history required for daily
transferred within the Agency forward to
supervision f personnel activities. Filed
gaining component.
alph>~be#ically by surname.
5.
COURIER MAIL RECEIPTS -~ ?~+.1~ `~
Mail receipts prepared on material dispatched
.1
Temporary. Destroy when one year Old.
from the office and receipted by couriers. Serves
as a log. Filed chronologically. (Current)
6. ,
REGULATORY ISSUANCES
Bound copies of Agency Regulations, Notices
.4
Temporary. Retain in current files area.
and Handbooks which are maintained for reference
Destroy when obsolete or superseded.
purposes.
7.
LIBRARY MATERIAL
Books, guides, manuals on subject of interest
Temporary.- Return books to OCR Library
to the Records Management Program. Maintained for
8.
when no longer of interest to theStaff.
reference purposes.
Destroy her publ ations as they become
..:.
obsole -A- --7:" 14 ILI
8. V
CORDS CONTROL SCHEDULES
~
sN
~ 3.
.- au-~ ~~ a
These are the reeord copies of Records Control
Schedules for Agency components, together with
background material pertinent to each office, and
here applicable, authority to dispose of records
which was obtained from the National Archives and
he Congress.
a. Comprehensive schedules for individual
omponents of the Agency. Schedules contain d
.3
Permanent. Disposal not authorized. Place
e-
ailed information on types of records, use, con-
nt
l
in an inactive file when superseded Trans-
fer to the Records Center
s, vo
ume and disposition instructions. Filed
rganizationally., (current)
n
_
ID
Approved For Release 2005/11/21 I
7
O11001 29-
NO PREVIOUS
I JAN 56 139a Eo1T,o RECORDS CONTROL SCHEDULE - CONTINUATION SHEET (41
 Approved For Release 2005/11/21':
/ b. Disposal authorizations obtained from
National Archives on rec0Dds not covered by
General Schedules.
C. Background files. Contain information per-
tinent to analyzing specific records problems,
including organizational changes, files peculiar
to an office, changes in functions or responsi-
bilities within an office, and other papers which
may have been gathered while conducting a study.
Filed organizationally.
VITAL RECORDS DEPOSIT SCHEDULES
Copies of schedules prepared for each component
identifying the vital reoords to be deposited,
frequency of deposit and disposition instructions.
Maintained for reference of VR officer on the
Staff in reviewing VR program activities.
RECORDS PROGRAM WORKSHOPS
Files contain lectures, exhibits, slides,
graphics, guides and reference materials which are
used in conducting workshops in the various
elements of records management. Workshops are
held in cooperation with Office of Training. File
are maintained by program, such as filing, disposi
tion, forms, correspondence, vital ro ords, etc.
ANALYSTS WOORKING FILES
Contain copies of memos, reports statistical
compilations, background information, and related
material pertinent to the records management
activities. Piles are maintained by individual
analysts according to each area of interest or
responsibility, or brought together as a central
file for the`group. Used for background in making
additional 'studies ant to keep analysts apprised
of current happenings. Filed by subject.
Approved For Release 2005/11/21 : P
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
7A000100160029-5
Permanent.
Disposal not authorized.
Retain
in current
area indefinitely.
Temporary.
Review annually and destroy
material no longer pertinent to current
activities.
Temporary. Retain in current file area
until no longer needed for current activities;
transfer to Records Center. Hold for 5 years,
then return to Recds Adm Staff for review.
Temporary. 5cre. annually aad destroy
material no longer of current interest.
RECORDS CONTROL SCHEDULE . CONTINUATION SHEET
 777
ITEM NO.
1,/i2. /
FILES IDENTIFICATION
Approved For Release 2005/11/21
Contains case files on the official yforms
approved for use in the Agency. Files contain,N
initial requests and justification, revisions,
specifications, correspondence, changes, (organ-
izational), and a 5 x 8 card record and index of
each form. Filed numerically by form number.
and others related t
These are machine listings of forms used by the
Agency - cross referenced alphabetically, numeri-
cally, functionally and by OPI; the-DARE-System-
cards-containing a reduced image of current active
forms; and, a 5 x 8 control card on inactive or
obsolete forms. Maintained for control and
reference purposes.
a. Machine listings
c. Control and Index card. Serves as a per-
petual inventory _of inactive Agency forms. Con-
tains a complete history of each form. Used for
replying to telephone inquiries and for reporting
purposes.
ference of the Staff. Some topics are forms,
individually by analysts or collectively for re-
phases of records management. They are maintained
commercial samples and periodicals relating to all
lnese are various publications' brochures,
filing, equipment, correspondence, reports, mail,
Maintained for backgro
records management programs.
Permanent. Disposal not authorized. When
form is superseded or obsolete, remove
5 x 8 card record from folder and place.
in inactive file. Retire to the Redords
Center
U `- IL
Temporary. Destroy when new listing is re-
ceived (generally quarterly).
0 ^- ? P,6o3c4 CO
TemporaPurg~file q ua tey.refflo{te
inac a or bsolet forms.
Permanent. Disposal .not authorized.. Re=
tat i4i current -files indefinitely.
;Z l I{-0L! .~.tnrtv9ti.. trirf rte !j
Temporary. Purge file at least annually
and destroy material of no further interest
to the Staff.
FORM NO. USE PREVIOUS
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
I
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 -
Cl,
r
,100100160029-5
15
PRESIDENTIAL LIBRARY LIAISON FILE
Memos, copies of transmittals, lists , and
.1
Permanent. Disposal not authorized.
receipts for materials selected for transfer to
Incorporate in Agency Archives when no
the National Archives for inclusion in the Presi
longer needed for current activities.
dential Libraries. The file reflects the extent
of CIA's contributions and participation in the
Presidential Libraries Program. File is-
maint-ained for the CIA representative to the
Archivist. Filed. chronologically.
1962 to date).
APPROV
Me
CIA Records Administration Officer
URTHTI
Approved For Release 2005/11/21: CIA-
DP78-004
7A000100160029-5
FORM N0. 139a USE PREVIOUS
I JAN Se EDITIONS.
 ITEM
NO.
K1
R E A-:6"FT891RcAf - 05/11&ttiflT!At04 7A0001001600
DDS/RECORDS ADMINISTRATION STAFF
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
These are the official files of the Records
Management Board maintained for the Board by the
secretary. The files consist of the minutes
and agenda of the Board's meetings, copies of the
Board's reports to the Executive Director,
memoranda, working papers, contributions by the
members, documentation of projects undertaken by
the Board members, and other related papers. The
Board was established in 1968 to oversee the
records management activities for the Agency.
Files are maintained by topic or category.
a. Official files maintained by the
secretary. (1968 to June 1972.)
b. Copies of the Board Files maintained by
the Chairman and members of the Board.
eoAtcuA ,
L~ A S ~t2 ,`'~ ~
Records Management Board established 1968;
discontinued May 1972.
VOLUME
(CUBIC FT.)
Approved For Release 2005/11/21: C rA- -
FORM NO. 13 9 USE PREVIOUS
1 JAN 56 EDITIONS.
TITLE
Chief , RAB
29
Permanent. Disposal not authorized. Cut off
at the end of each calendar year; retain in
current files area until no longer needed for
current activities then transfer to the
Records Center.
Temporary. Destroy when no longer needed
for current reference.
CIA Records Administration Officer
K00100160029-5
 SCHEDULE NO.
R Efk.gv'eVFT8P Zel68g8Uld05/11/21: CIA-RDP78-00
61
OFFICE. DIVISION. BRANCH
SIGNATU
Management Staff, Records I4lanageirent Staff,
Agency Archives and Records Center
TITLE
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1
CENTER SUBJECT FILE
Consists of memorandums, reports and other
4
Temporary. Destroy after three years. Cut
documents pertaining to administration and
off at the end of each calendar year and
operation of the Center. This file is used in
retire to Records Center shelves for
the daily operation. Filed according to the
temporary storage.
Agency Subject Numeric File 24anus1. (1960)
2
'REGULATORY ISSUANCE FILE
Consists of Agency Headquarters Regulations,
2
Temporary. Retain in current Files.
Notices, and Handbooks maintained for reference
(Destroy individual issuances when obsolete
purposes. Current)
or replaced by current issuances.)
3
REFERENCE LIBRARY
This is a collection of unclassified
5
Temporary. Destroy when obsolete or no
publications consisting of magazines, bulletins,
longer needed.
and other publications about Records Center and
Archival Operation. These are used by Center
personnel for reference and training purposes.
Current.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 CIA-
DP78-00
87A000100160029-5
RECORDS STATI STICAL FILE
Consists of statistical forms used in
1.2
Permanent. Disposal not authorized.
Accessioning Disposal functions. These
and
Retain in current files indefinitely.
files show space available in Records Center
and space use various offices of the
d by
d by office. File. 1948-1960.
5
SPACE LOCATOR FILE
Consists of a 12 x 3 card stamped with a
3
Permanent. Retain in current files area
number to reflect each shelf space within the
indefinitely.
Center. This file is used to show, by means
of-colored signal tabs, which spaces are
shelves. s. Filed in numerical
order in a tub file.
6
CONTROL SCHEDULE FILE
RECORDS CONTR
Consists of copies of the Records Control
1.5
Temporary. Retire to the open shelves
Schedule prepared by Management Staff. This
area when a revised schedule is received.
file is used in checking and verifying the
Destroy when Management Staff retires
groups of records accessioned and destroyed
the Record Set.
by the Center. Filed organizationally.
7
DISPOSAL TIC ILER FILE
Consists of copies of Form 140, Records
1.5
Retirement Request, used for the systematic and
orderly disposal of temporary records and for
statistical purposes on permanent records.
Filed chronologically by year of scheduled
destruction. (1948-l9 O)
a. Temporary Record
Temporary. Destroy when records concerned
are destroyed.
PORN NO. 139a USET PREVIOUS
RECORDS CONTROL SCHEDULE . CONTINUATION SHEET
 FILES IDENTIFICATION
Approve or Release 2005/11/21: CIA- , DP78-00
b. Permanent Record
Consists of copieaef Record Retirement
Requests (Form l40), Shelf Lists (Form 140-A ),
Notification of Disposal Action (Form 141),
and related memos. This file has the official
signed copies and is used for the verification
of the disposal of records. Filed numerically
by disposal job number. (1948-1960)
Consists of Records Retirement Requests
(Form 140), Shelf Lists (Form 140-A), and
Notification of Disposition Action (Form 141),
Used by the Center personnel as a reference aid
and a proof of action media. Filed by organiza-
tion.
Consists of the originals of Records Retire-
ment.Request (Form 140) filed in Kardex
cabinets. This file is used to show retention
period, classification, monthly activity,
restrictions, and location of records. Filed
numerically by job number. (1948-1960)
11 SUSPENSE FILES
Consists of request forms for Records Center
service on permanent records, top secret
records, and records being furnished to offices
other than the originating office. This file
is used as a control on records sent out that
FORM NO. +3ga USE PREVIOUS
I JAN 56 EDITIONS.
1.5
87A000100160029-5
Permanent. Retain in current files
indefinitely.
Permanent. Cut off at end of each fiscal
year and retire to Records Center shelves
two years thereafter.
Permanent. Retain in files area indefinitely.
When job is destroyed or transferred, insert
Form 141, destroy Form 140 and incorporate
Form 140-A with the Disposal Job File.
Permanent. When the group of records under
a particular job number are destroyed, pull
Form.140 and incorporate with Disposal
Job File.
Temporary. When document is returned, the
request form is removed and interfiled in
the completed request file.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 Approved For Release 2005/11/21: CIA
must be returned to Records Center. Filed by
month, then alphabetically by name of requestor.
Current.
FINISHED IN'T'ELLIGENCE LOCATOR FILE
Consists of 5 x 8 cards, Form 325, that are
used to locate records. This file indicates
the office a report is received from or sent
to, the number of copies in stock, and the
space location on the shelf. (1948-196(g)
COMPLETED REQUEST FILE
Consists of copies of Form 490, Records
Center Service Request, that have been
serviced. These copies indicate the document
,furnished, person requesting, date sent,
courier receipt number, and is used in lieu of
an outgoing mail log. Filed chronologically
by month and. then job number. (10,52-10,60)
These are copies of receipts signed by
courier upon pickup of classified material.
Filed chronologically. (1958-19at)
CLASSIFIED DOCUMENT RECEIPT FILE
These are signed copies of classified
document receipts. These receipts are no
longer issued or retained by Records Center.
Filed chronologically. (1948-1957)
I DP78-00
5.5
Temporary. Destroy three years after
discontinuance of item. Place in inactive
file when a revised report is received or
when report becomes obsolete and destroy
Temporary. Destroy after two years. Cut
off at the end of each calendar year and
retire to Records Center shelves for
temporary storcge.
Temporary. Destroy after three months.
Temporary. Destroy after two years. This
file is inactive and is eligible for
destruction.
- (41)
FORMJANNO56 139a EDITIOEVIOUS RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
NS.
 a
ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 'CIA-
bP78-00
87A000100160029-5
16
VI'T'AL i?'.'12 RIALS DEPOSIT SCHEDULL FILE
Consists of copies of the Vital 1 aterial
5
Permanent. :Retire to inactive file T,rhen
Deposit Schedules prepared by the Vital i,:aterial
superseded. The inactive file will be
Officers. This file is used by Records Center
placed on open shelfs. (To be evaluated
personnel to check, verify and control Vital
at Dater date).
r,iterials deposited in the Center. Piled
organization.
17
VITAL P?i.^-~TERLUS DEPOSIT SLIP FILE
Consists of Form 620 (Blue Copy) which is
12
Temporary. Retire to inactive file . on
retained by the Records Center to verify deposit,
,
open shelf files w%Then last item on slip
it is also used as a reference and finding
has bean destroyed or vithdratm. Destroy
media. Filed by organization code number.
one year after.
.99469929 6
ON NO. 139a EUSE DITION9!OU9
JAN RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
I
(41)