AMENDMENT TO RECORDS CONTROL SCHEDULE 40A-57

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000100280001-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 18
• Document Creation Date: December 19, 2016
• Document Release Date: September 14, 2005
• Sequence Number: 1
• Publication Date: July 30, 1963
• Content Type: MF

Approved For Release 2005/11/21 : CIA-RDP78-00487A000100280001-2
40A-57
RECORDS MANAGEMENT PROGRAM
? RECORDS CONTROL SCHEDULE
FOR THE
25X1
FEDERAL CREDIT UNION
FOAM MO. 738 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100280001-2 ca,1
1 JUL 55
 Approved For ease 2005/11/21 : CIA-RDP78-00487010028O96 2
30 July 1963
MEMORANDUM FOR: CIA Records Administration Officer
SUBJECT : Amendment to Records Control Schedule 40A-57
RESCINDS Item 7 of Schedule 4OA-57
1. Attached hereto for your approval is an amendment to
Records Control Schedule 1+OA-57.
2. Recently it was requested by the Credit Union that an
amendment be made to Item 7 in order to allow retirement of the
Share and Loan Ledger Card File used prior to 1 January 1963.
Approval of this amendment would be appreciated as soon as
possible in order to enable the retirement of the twenty-one
feet stated in Item 7a.
3. The rest of the schedule remains unchanged.
Attachment:
Amendment to RCS 4OA-57
Approved For Release 2005/11/21: CIA UP 00487AM0,10O28O401 2
25
 FILES IDENTIFICATION VOLUME DISPOSITION
Approved For Release 2005/11/21 : CIA- DP78-0 -
SHARE AND LOAN LEDGER CARD FILE
a. Consists of microfilm of Form FCU 2-401,
Individual Share and Loan Ledger, maintained on
all members of Credit Union prior to 1 Jan 63 to
record shares purchased by members, dividends
paid, to members, payments made on loans, and
contains a running balance of the account as of
31 December 62. Filed numerically by account
(1947 - 1962)
b. Consists of LeFebure le r cards main-
tained of all members of the Credit Union.
These cards are a continuation of loyee ac-
count information described in "a" a ve. Filed
numerically by account number.
(1963 - /i/3&/)71,)
CASH ACCOUNT BALANCE FILE
Consists of audit envelopes, cancelled
checks, bank statements, and dividend records
,
Dividend record is prepared annually and shows
rate of interest being paid, member's account
number, total amount of dividend for each, etc.
arranged chrono and by account number thereunder
Other material included in this file is trial
balance sheets, cash received vouchers, Treas-
urer's daily reports, daily cash settlement
sheets, share withdrawal receipts, posting
machine tapes, etc.
(1969 -
PAYROLL DEDUCTION FILE
a. Machine listings contain name of
employee, account number, and amounts withheld
from pay to repay loans, purchase shares, or
both. Listings are used to post entries to
share and loan ledger cards. Filed chrono.
(1969 - )
Approved I rir Rplpacup 200-5/11/21
I~
4.0
When no more posting can be made
or when account is terminated, place
ctive file. Until installment of new
em, cards will remain in office area.
Temporary. Cut off annually. Transfer to
Records Center after annual audit. Destroy
five years after audit.
nary. Cut off annually. Transfer to
Records Center. Destroy when five years old.
-RDP78-00487A000100280001-2
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
i
 (1948-1957)
r4r
ECRET
Approved For Release 2005/11/21: CIA-RDP78-00
SHARE AND LOAN LEDGER CARD FILE
Consis
Share an
of Form FCU-2-401, Individual
Loan Ledger, maintained on
members of \
cards are us
he Credit Union. These
ed to record shares p
by members, di
dends paid to me er
ments made on loft
balance of the acc
cards are totaled an
general ledger monthly
by account number.
(19
and con a r
t. En ies on
s'pos d to the
Consists loose-leaf binders conta
registe used to assign account num
Credi Union members. Registers c
nam of employee, number assign ,
A anged numerically by acc nu
(1947-1957)
Consists of the original copes the
Application For Loan, the Not and the
Extension Agreement when a opriate.
These-documents are e for each
loan made by the Cred Union and serve
as the official rec d of agreements an
understandings b een the maker and
holder of the te. Filed numeric ly
by Note N r .
Permanent. Disposal not authorized by
this schedule. (Place in inactive file
upon termination of account-and retain
in current files area efinitely.'
i'ary. Destroy whe
3 years old.
off at end of ea year; destroy
years thereafte
Te rary. Return Note and Extension
Agree t to maker upon final payment.
(Place A lieation For Loan in inactive
file; scree annually and destroy those
indicating a teriod of 7 years since
final payment.)
FORM AN NO. . 139a EEDDIETIOPREVIOUS RECORDS CONTROL SCHEDULE - CONTINUATION SHEET (41)
1J
 STANDARD FORM NO. Qd
Approved For,ease 2005/11/21 : CIA-RDP78-0048700100280001-2
Office Memorandum -UNITED STATES GOVERNMENT
W0
STAT
FROM
I3 ranch
SUBJECT: Records in Records Center subject to Audit Certification.
These records are from the Office of Personnel, Schedule 40-56 & 40a-56.
JOBS
FOOTAGE ITEMS
58-171
9 l 7b & c
58-381
4 16a& 17c
57-625
5 465 & 469
57-626
12 465e & 4
Z
58-43
_
16 Z
58-101
1 475
disposal one or two years after audit. Personnel says it's im-
possible to give us Audit Certification.
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The underscored items are the ones that call for
 Approved For ease 2005/11/21 : CIA-RDP78-004870100280001-2
Schedule 1iOa-56
Schedule 40a-57
1
2
3
3
4
4
5
5
6
6
7
7
8
8
9
Discontinued
10
9
11.
10
lc:
11
13
12
111W
13
15
14
16
15
17
16
18
17
19
18
20
19
-1-
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 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100280001-2
RECORDS DISPOSITION AUTHORITY
Records Control Schedule (No. 40a-57) for the
Northwest Federal Credit Union is approved and
authority hereby given to implement the disposi-
tion instructions contained therein.
STAB
(_ . c1;7Z
Date
STAT
Gale r, e r
Branch
Date
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100280001-2
 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100280001-2
?
The Accounting Mm ual for
Federal Credit Unions published
by the Department of Iealth Educa-
tion and Welfare, was used as a
guide in preparing this schedule.
For records not covered by the
manual comparison was made with
similar type records of this
Agency and disposition recom-
mended accordingly.
Approved For Release 2005/11/21 : CIA-RDP78-00487A000100280001-2
 4
Ex o lit 1
SCHEDULE NO.
R@ 0W44f a gPP5/11/21 : CIA-RDP78-004
7A000100280 -_
CONCURRENCE
OFFICE. DIVISION. BRANCH
SI
2
I dera:L Credit Union
T
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1
SUBJECT FILE
Consists of correspondence, reports, and
other papers pertaining to the administra-
tion of the Agency Credit Union System.
a. Permanent Records - Consisting of
1.0
Permanent. Disposal not authorized by
the Charter, by laws and amendments,
this schedule. (Retain in current
correspondence from the Bureau of
files area.)
Federal Credit Unions, etc. Filet
alphabetically by subject.
(1950-1957)
b. Temporary Records - Consisting of
4.8
Temporary. Destroy when 5 years old.
correspondence on membership
(Cut off at end of every other year;
applications, loan applications,
transfer to Records Center 1 year
dividends, delinquent accounts,
thereafter.)
copies of T&A's on Credit Union
employees, copies of dispatches to and
from field stations, 'extra copies of
the Credit Committee reports, etc.
Filed by subject.
(1950-1957)
W
l(
A roved For Release 2005/11/21 CIA-
DP78-
,
A000100280001-2
FORM NO. 139 USE PREVIOUS (41)
I JAN 56 EDITIONS.
 Approved For Release 2005/11/21: CIA-IJDP78-004
Consists of the official minutes, reports,
and other correspondence related to the
meetings ofLthe Credit Committee for the
Northwest F deral Credit Union. Minutes
are recorded on Form FCU-203, (no title)
which contains information on loan
applications approved and rejected, members
present, actions taken by the committee,
etc. Copies of pertinent financial and
statistical reports and Supervisory
Committee audit reports are also in this
file. Filed chronologically.
(1956-1957)
Consists of copies of financial and statis-
tical reports prepared at prescribed inter-
vals reflecting the financial status of the
Credit Union including the net profit or
loss.
a,. Form FCU-109, Financial and
Statistical Report, submitted to the
Board of Directors monthly. Filed
chronologically.
(1947-1957)
b.. Form FCU-521, Financial and
Statistical Report, prepared annually
for the Bureau of Federal Credit
Unions. Filed chronolo ically.
(191.7-1957)
FORM NO. 1d39a use PREVIOUS
I JAN De ?7 EDITIONS.
SECRET
Permanent. Disposal not authorized.
Cut off every other year and transfer
to Records Center 1 year thereafter.
Permanent. Disposal not authorized.
Retain in current files area indefinitely,
Permanent. Disposal not authorized.
Retain in current files area indefinitely
RECORDS CONTROL SCHEDULE . CONTINUATION SHEET
 Approved For Release 2005/11/21: CIA-FIDP78-004
DIVIDEND RECORD FILE
SECRET
Consists of Form FCU-112, Dividend Record, .1
containing the names of Credit Union
members receiving dividends. This form is
prepared annually and shows the rate of
interest being paid, members name and
account number, total amount of dividend
for each, etc. File is arranged chronologi.
cally and by account number thereunder.
(1955-1956)
Consists of SF-1130, Time and Attendance
Report, maintained on Credit Union employee
as a record of their sick leave, annual
leave, overtime worked, etc. Filed
alphabetically by name.
(1955-1957)
Consists of Form FCU-150-123, a dual pur-
pose 3"x5" card. One side of this form
serves as an Application For Membership,
the other as a Joint Share Account Agree-
ment. These cards provide a source of
information to the Board of Directors when
approving membership applications, contain
signatures of Members for identification
purposes, and provide for the right of
survivorship under the joint agreement.
Filed alphabetically by name.
(1947-1957)
SEC RE
Temporary. Destroy 5 years after annual
audit.
Temporary. Destroy when 1 year old.
(Cut off at end of each year; destroy
1 year thereafter.)
Permanent. Disposal not authorized by
this schedule. (Place in inactive file
upon termination of account and retain
in current files area indefinitely.
revel Fer ReIeasa 2005/1 /21 :IA F R78111467M001002$0001-9
~OJANNO. 139a usE "N"Ous
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET (41)
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA,
-004
87A000100280001-2
7.
SHARE AND LOAN LEDGER CARD FILE
E
a. Consists of Form FCU 2-1+01, Individual
21.0
Temporary. Retire complete card file to
Share and Loan Ledger, maintained on
Records Center. Hold for three years, then
all members of the Credit Union. These
destroy.
cards were used prior to 1 January 1963
2
to record shares purchased by members,
dividends paid to members, payments made
^?PRO
f
E
on loans, and contained a running balance
ate
of the account. Filed numerically by
C umcer
account number.
(19+7-1962)
b. Consists of LeFebure ledger cards main-
16.0
Permanent. Place in inactive file upon termi-
tained on all members of the Credit
nation of account. Hold in office area for an
Union. These cards, which replace Form
indefinite period of time.
FCU 2-1+01, have been in use since the
new system was put into effect on 1
January 1963. Filed numerically by
account number.
(1963-
8.
MEMBERSHIP ACCOUNT NUMBER REGISTERS
Consists of loose-leaf binders containing
.2
Temporary. Destroy when 3 years old. (Cut
registers used to assign account numbers to
off at end of each year; destroy 3 years
Credit Union members. Registers contain name
thereafter.)
of employee, number assigned, and date.
Arranged numerically by account number.
(1917-1957)
9.
NOTE FILE
Consists of the original copies of the
3.9
Temporary. Return Note and Extension Agreement
Application for Loan, the Note and the Exten-
to maker upon final payment. (Place Applica-
sion Agreement when appropriate. These docu-
tion for Loan in inactive file; screen annual7-3
meats are prepared for each loan made by the
and destroy those indicating a period of 7
Credit Union and serve as the official recor
years since final payments)
of agreements and understandings between the
ta
maker and holder of the note. Filed numeri-
cally by Note Number.
(1918-1957)
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
FORM JAN 5; 139a EDITIONS"?'
I
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA-
DP78-004
7AO00100280001-2
SECR
ET
10
NOTE NUMBER REGISTERS
Consists of registers used to assign control
.2
Temporary. Destroy when 3 years old.
numbers to approved loans. These numbers
(Cut off at end of each year; destroy
are.recorded on the Note and related
3 years thereafter.)
material. Registers contain number assigned
name of employee, and date. Arranged
numerically by Note Number.
(1953-1957)
11
COMAKER NAME FILE
Consists of 3"x5" cards containing the
.2
Temporary. Destroy when no longer
names of those employee's who have signed
needed for reference purposes.
as comakers of notes; maintained for
reference purposes. Files arranged
alphabetically by name.
(195i.-1957)
12
LOAN SECURITIES FILE
Consists of individual envelopes containing
documents and legal instruments posted
by employees as securities for loans
received, and includes a 3"x5" card
tickler file.
a. Colleteral File - Containing
3.0
Temporary. Return all material to
titles to motor vehicles including
employee upon final settlement of
the notorized Indenture, insurance
loan.
policies, Form 769E, Official Binder,
etc. Filed numerically by account
number.
(Current)
b. Tickler File - Consists of 3"x5" cards
.1
Temporary. Destroy related card upon
prepared on selected cases and used as a
final settlement of loan.
follow-up on automobile insurance policies
which will expire during the course of the
loan.
(1951.-1957)
- L3 1) r
I JANN56 139g EDITIONS. RECORDS CONTROL SCHEDULE - CONTINUATION SHEET (41)
 ITEM NO.
FILES IDENTIFICATION
VOLUME
6ISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CI
-11
004
7A000100280001-2
V
T
13
SCHEDULE OF DELINQUENT LOANS FILE
Consists of copies of Form FCU-118, Schedul
e .2
Temporary. Destroy when 5 years old.
of Delinquent Loans, prepared monthly for
(Cut off every other year; destroy 5
the Board of Directors. These schedules
years thereafter.)
contain the account number, date of last
payment, the extent of the delinquency,
etc. Delinquent loans are also classified
and reported on the monthly Financial And
Statistical Report. Filed chronologically.
(1955-1957)
14
DELINQUENT ACCOUNTS CARD FILE
Consists of 5"x8" cards prepared on
.2
Temporary. Destroy related card upon
delinquent accounts and used to record the
final disposition of case.
dates delinquency notices were sent and
dates replies were received. When
appropriate, cards contain a notation that
the account has been referred to a collec-
tion agency. Arranged by status of the
account and alphabetically by name there-
under.
(1950-1957)
15
PAYROLL DEDUCTION FILES
Consists of machine listings and a 5"x8"
card filet containing the names of those
members who have authorized payroll de-
ductions to repay loans, purchase shares,
or both.
a. Machine Listings - Containing the
2.0
Temporary. Destroy when 5 years old.
names of employee's1 account numbers,
(Cut off at end of each year; transfer
and amounts withheld from their pay.
to Records Center 1 year thereafter.)
Listings are used to post entries to
the Share and Loan Ledger Cards. File
chronologically.
(1956-1957)
EGRET
FORM NO. 139a U!E PREVIOUS
1 JAN S6 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : CIA
- 4
7A000100280001-2
15
PAYROLL DEDUCTION FILES
b. 5"x8" Card File - Containipg the
.8
Temporary. Destroy when superseded or
names of those employees who have
obsolete.
forwarded Form 56MM- Authority To
Make Payroll Deductions, to the Office
of The Comptroller. Filed numerically
by account number.
(1954-1957)
16
CASH ACCOUN'.P BALANCE FILES
Consists of vouchers, cancelled checks,
Trial Balance Sheets, bank statements,
Journal And Cash Records, Treasurer's
Daily Reports, and similar types of
material used to balance and account for
eash receipts and disbursements on a daily
basis.
a. Journal And Cash Record File-
.4
Incorporate each years accumulation
Consisting of copies of Form FCU-101,
with corresponding General Ledger,
containing a record of each trans-
(Item iL.)
action with debit and credit entries
used to balance cash and serves as
a work sheet for the General Ledger.
Filed chronologically.
(1954-1957)
b. Cancelled Check File - Containing
.6
Temporary. Destroy 5 years after audit.
cancelled checks which represent
(Cut off at end of each year; transfer
receipts for expenditures and bank
to Records Center after annual audit.)
statements reflecting the current
status of the account. Filed
numerically by check number.
(1956-1957)
c. All Other Material - Consisting of
11.5
Temporary. Destroy 5 years after audit.
Vouchers, posting machine tapes
(Cut off at end of each year; transfer
)
al audit
ft
Treasurer's Daily Reports, Daily Cash
.
er annu
to Records Center a
Settlement Sheets, used bank books,
-
Cash Received Vouchers, Share With-
drawal Receipts, etc. Filed
chronologically.
L1956-1
Fo*m
1 jANNS6 139a LOITRON$,OU'f RECORDS CONTROL SCHEDULE - CONTINUATION SHEET I?"
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : -
-
-
ECET
17
GENERAL LEDGER FILES
Consists of Form CU-102, General Ledger,
1.5
Permanent. Disposal not authorized.
Form CU-108, Bank Reconcilement, Form FCU-
4
Retain in current files area indefinitely.
10
, Expense Ledger, and Form FCU-101
Journal And Cash Record, maintained as
accounting records for the receipt and
disbursement of funds. The General Ledger
contains debit and credit entries and
reflects a summary of the transactions.
(1947-1957)
18
MACHINE LISTINGS
Consists of copies of machine listings con-
.6
Temporary. Destroy upon verification of
taining rosters of Credit Union members and
revised listings.
statistical information such as account
numbers, new members, etc. Members are
added or deleted from listings by forward-
ing notifications to Machine Records.
Maintained for convenience of reference.
(Current)
19
DISPATCH LOG
Consists of copies of Form 35-31, Abstract
.1
Temporary. Destroy when 1 year old.
File Slip, containing a record of dispatche
(Cut off at end of each year; destroy
received from, and, dispatches forwarded to
1 year thereafter.)
field stations. Filed by area code
designation.
(1955-1957)
*pp, aved Fe Release 2006M 4Q4 ! GIA
SECRET
QW8 1919
Q7Annnjnn,)annnj
FORM NO. i39a use -sevlous
I JAN 56 i7 EDITIONS.
RECORDS CONTROL SCHEDULE ? CONTINUATION SHEET
 Approved For Release 2005/11/21 : CIA-RDP78-00487A000100280001-
EC 1
3 September 1964
MEMORANDUM FOR: CIA Records Administration Officer
SUBJECT : Revised page - Records Control Schedule
40-64 for OP/BSD, Credit Union (16 July 64)
RESCINDS : Final page only - Subject Schedule
AY, .
1. It is requested that the attached page replace the
final page of the Records Control Schedule cited above.
q/1.1 I I
2. This was retyped in order to change the disposition
instructions for item 9. It has been determined that upon
final payment of loans that it would be desirable to retire
such applications to Records Center shortly thereafter.
3. It would be appreciated, therefore, if you would
substitute the attached page for the one dated 16 July 1964
in order that material presently being held for retirement
may be forwarded to Records Center without delay.
25
Attachment:
Revision to RCS 40-64,
OP/BSD/Credit Union
RAO/OP
Approved For Release 2005/11/21 : C f# RO~ 3-004 A0QO.. 8 ' 1-2
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
9
Approved For Release 2005/11/21 : Cl
NOTE FILE
004
-
7AOOO1OO28OOO1-2
.
Consists of the original copies of the
10.5
Temporary. Upon final payment, place applica
Application for Loan, the Note and the Extension
tion for loan in inactive file and return
Agreement when appropriate. These documents are
note and extension agreement to maker. Upon
prepared for each loan made by the Credit Union
accumulation of one foot of inactive files
and serve as the official record of agreements
one year or older, forward to Records Center
and understandings between the maker and holder
and hold for six additional years; then
of the note. Filed numerically by account
destroy.
number.
(1963 - )
10.
SCHEDULE OF DELINQUENT LOANS FILE
Consists of copies of Form FCU-118,
.8
Temporary. Cut off every other year. Destro
Schedule of Delinquent Loans, prepared monthly
five years thereafter.
for the Board of Directors. These schedules con-
tain account number, date of last payment, the
extent of delinquency, etc. Delinquent loans
are also classified and reported on the monthly
financial and statistical report.
(1959 - )
98.6
(+,
Itrt
~ _
I-JAN-58 ij9a EDITIONS:VVa RECORDS CONTROL SCHEDULE - CONTINUATION SHEET