AUTHORIZATION TO DESTROY DCS RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000400020005-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 42
• Document Creation Date: December 19, 2016
• Document Release Date: September 16, 2005
• Sequence Number: 5
• Publication Date: October 20, 1972
• Content Type: MEMO

OPTIO AL
/pg''l,,,~~:,7
MAY 1982 EDI
.AY I'N. REG.NprOved For Rele*l~fb 21 i 21DF 78-00487A000020005-3
GSA UNITED STATES GOVERNMENT
Memorandum
Chief, Records Center
DCS Records Management Officer
SUBJECT: Authorization to Destroy DCS Records
1 REFERENCE:
telecon this date, same subject
DATE: 20 October 1972
1. The Records Center is hereby authorized to destroy the
IBM punched cards retired under DCS Job No. 64-303. These are
machine record cards which serve as an index to al
Included are
retired under a previous records schedule which required that they
be retained at the Records Center for 20 years after publication
of the corresponding intelligence reports. The present records
schedule authorizes destruction of the cards by DCS twelve years
after publication of the reports.
The cards were
2. The cards have been converted to magnetic tape by the
Office of Computer Services. Further, computer output microfilm
(COM) listings have been produced by OCS in both
duplicate diazo copy has been retained in DCS. The COM has been
random checked for accuracy, and the computer tape can be utilized
in the future to manipulate the data in any manner required. There-
fore the punched cards may be destroyed.
I The original camera
negative oltFie CON has been forwarded to the Archives and a
Chief, Records ministr on Branch
J
AppW,yycF~)rf
A"e~~1~flar~ly o nphe7P yroll7a00020005-3 gs Man
25
25
25
25
 Approved For ReI -2W6i=f-l 2''-:?eFA440PP7 TA 0020005-3
SUBJECT . DCS Memo 20 Oct 1972 to Records Center about
Destruction of DCS Job No. 64-303
I talked to the DCS/RMO about the request.
He said the material at the ecor s Center that he is requesting
destroyed is dated up through 1956. The material dating from 1957 is
said the item is covered on the DCS Records Schedule under Item 55 a
which is the index to the Report File. The disposition instruction for
Item 55a is "Temporary. Destroy 12 years after report is published.
Prepare machine listings before destroying."
being retained by Contact Service not sent to the Center.
If the Records Center is using the date of retirement of those
records as the countdown for retention of the records then it's too
soon for destruction and the Records Center wouldn't know the date
of the records unless it appeared on the outside of the box or on
the retirement request submitted by DCS. A review of the content of
the box when destruction request is received would give them a quick
clue and settle any doubt. Also note, there's a machine listing made
before destroying the cards which gives DCS an updated index. Therefore,
I think there's no further need to keep the punch cards for DCS at the
Records Center.
I agree with Chuck that Records Officers should sumbit a change
to our staff notifying that they have converted their files from hard
copy to Microfilm or mag tape, or whatever. We can make the change
on our schedule from this request if you will sign it, please.
"In the old days" and his predecessors had been
prompt in submitting any change for the DCS Records Schedule. But
since the advent of the microfilm era this has become a gray area
for us as well as others. I would say that we do not get notifications
for changes on the schedules when they have been converted to Microfilm.
I feel that we have gotten the message to some records officers but
sometimes they forget or don't think about it. With time and energy
this will right itself. In the meanwhile, if Records Officers continue
to send the notices to the Records Center bypassing this Staff, then
Chuck should refer them to us.
ST
ST
Approved For R, ase=2005 1121- t1X-R1 78 6U48-iA600400020005-3
 2 2 NO 11912
Approved For Releft 2005/11/21: CIA-RDP~78-00487A00 0020005-3
ARM'
SUBJECT: Procedure for Changing Records Control Schedule to
Reflect Microfilming
Attached is the memo from DCS requesting destruction of records
because they have been microfilmed. This like the case we just had
with the CRS Source Cards involves destroying records sooner than
called for in the existing schedule.
I think what we need is an SOP whereby the Records Officer sends
this type of authorization to your staff, along with a revision to
their Records Control Schedule. Then after review and approval, the
Records Center will take the necessary action as approved.
If I can be of further assistance to you, do not hesitate to give
me a call.
ST
uVIJIN
USE
a
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 ITEM NO.
561
Approved For Release 2005/11/21: CIA
b. Contact Specialist (CS) File - Maintained by
CS name and by report number thereunder.
(1968-69 to date)
These are files of machine record cards which
provide information relating to DCS activities
from which listings are run periodically. Files
are also used to prepare statistical and progress
reports for management and reference purposes.
DISPOSITION 1,54-
SEP 1970
Temporary. Destroy 12 years after report is
published. Prepare machine listings before
destroying. ~_c p ~ r Y S; ? o ?U)
Temporary. Destroy when no longer needed
for reference.
Temporary. Destroy three years after report
has been released.
Temporary. Destroy after three years. Re-
move inactive cards when case becomes inactive
and destroy three years thereafter.
SECRET
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
 Approved For Release 2005/11/21: Cl
d. Retired Records Control File - Consists of
cards prepared for records currently being
retired to the Records Center and for those
which have been deleted from the previous listings
of inactive records. Used to update the magnetic
tape on which is recorded the list of DCS records
in retirement and which is used to prepare an
annual listing of these records. (current)
e. Special Group Card File - These files have
been discontinued.
Temporary. Destroy when no longer needed
for reference.
FORM NO. i39a USE PREVIOUS
1 JAN 56 J EDITIONS.
87A000400020005-3 k\ SEP 1970
Temporary. Forward cards to the Office of
Computer Services annually for preparation
of the new listing and subsequent destruction
of the cards,thereafter .
Temporary. Update as necessary each year.
Destroy old cards.
ApffGved
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 REfkvWF 8PIRe GM14&5/11/21 : CIA- T
SCHEDULE NO. A/0 agg-
87 - I'1-68
CONCURRENCE
OFFICE. DIVISION. BRANCH
SIGNATURE
(SECTION ABOLISHED. DUTIES
OO/C Deputyl ASSUMED BY DEPUTY DIRECTOR OF DCS
DATE
TITLE
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
57.^
CORRESPONDENCE SUBJECT FILES
File was screened when individual left and
destroyer. or incorporated elsewhere. File now
eliminated.
58.-
Eliminated
59.-
CONSULTANTS WORKING FILES
Eliminated
60.-
REFERENCE PUBLICATIONS
Eliminated
61.-
LIBRARY MATERIAL
Eliminated
S
Approved For Release 2005/11/21: CIA-
DP78-00
7A000400020005-3
FORM NO. 139 USE PREVIOUS
1 JAN 56 EDITIONS. (41)
 SCHEDULE NO. 7
REC~IL
~1k6
A
.0~ 1-68
Re
05/11/21: CI
O
CONCURRENCE
OFFICE. DIVISION, BRANCH
SIGNATURE
00/C Intelligence and Source Analysis Staff
TITLE DATE
ITEM
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
NO.
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
(CUBIC FT.)
STAFF ABOLISHED AND FILES DISPOSED OF.
62,M
OPERATIONAL SUBJECT FILES
a.. Surveys, studies and reports transferred to
Permanent. No disposal authorized..
Records Center.
b. Background. material for surveys
File discontinued- and. material
destroyed.
63:-
INTERNATIONAL ORGANIZATION REPORTS
File discontinued..
SEC-ET,
Approved For Release 2005/11/21: CIA-
DP78-00
87A000400020005-3
FORM NO. USE PREVIOUS
1 JAN 13 9 56 EDITIONS. (41)
 RE@4" lrrROLRcgggggLIZQ05/11/21 : CIA
SCHEDULE NO.
87A00040002tbq% -68
CONCURRENCE
OFFICE. DIVISION, BRANCH
SIGNATURE
00/C Graphics, Maps and Publications Procurement Staff
TITLE DATE
(STAFF ABOLISHED AND FILES DISPOSED OF)
ITEM
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
NO.
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
(CUBIC FT.)
64.
STAFF SUBJECT FILE
File discontinued.
65.
MAP COLLECTION
File transferred to Analysis Section/Services
Division/DCS
t
66.
REQUIREMENTS CASE FILES
Files distributed to DCS Operating Divisions
67.-
PUBLICATIONS AND FILM CONTROL RECORDS
Files transferred to Soviet Bloc Division/DCS
(Publications) and to Soviet Bloc/Format Staff
(Film) (See page 44)
68.-
REFERENCE PUBLICATIONS
File discontinued.
69.
LIBRARY MATERIAL
File disocntinued.
YY,,
Approved For Release 2005/11/21: CIA-F
DP78-004
-
FORM NO. 139 USE PREVIOUS (41)
1 JAN 55 EDITIONS.
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 ?
70/
71 J
72 J
73 J
71t .J
Approved For Release 2005/11/21: CIA
DIVISION ADMINISTRATIVE FILES
Consists of copies of correspondence, reports,
and other documentation necessary for the internal
operation, administration and management of the
Division. Maintained for immediate reference and
convenience of Division personnel. Filed by
subject. (1969 to date)
Consist of copies of correspondence, reports
diary items, publications, and other miscellaneous
material which is of interest to and maintained
by the Chief for convenience of reference.
(1968 to date)
Consists of copies of correspondence and tele-
types maintained for reference purposes. Filed
chronologically. (current)
Consists of carbon copies of information reports
handled by the Division. Maintained for reference
purposes and arranged numerically by report
number. (1969 - 1970)
FORM NO. 139a USE PREVIOUS
I JAN 56 J EDITIONS.
Cliff
Approved For Release 2996M 4Q4 ! .... _1 .2
DISPOSITION INSTRUCTIONS Z6i
87A000400020005-3 SEP
197Q
Temporary. Destroy after one year. Cut off
file at the end of each year, retain for one
year and destroy.
Temporary. Destroy when obsolete or no:
longer needed.
Temporary. Destroy after six months. Main-
tain a six month level and each month destroy
the material for the oldest month in file.
Temporary. Destroy after six months. Main-
tain a six month level and each month destroy
the material for the oldest month in file.
Temporary. Destroy when obsolete, superseded
or no longer needed.
8;A@9)499929996 3
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 0
ITEM NO.
FILES IDENTIFICATION
? VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21: CIA
-3
SEP 1970
h. Translation Requests. Discontinued.
77-
REFERENCE PUBLICATIONS
File discontinued. Material destroyed, re-
turned to CIA. Library or transferred to Services/
Analysis Section (Item 31)
78J
LIBRARY MATERIAL
Return to Library, etc. when no longer
needed for reference.
79
Temporary. Destroy after one year. Cut off
file at the end of each calendar year; retain
for one year and destroy.
80'J
PROCESS SHEET
copy #3 retained in area divisions
Destroy when no longer needed for reference
(usually six months).
81-
PRELIMINARY REPORTS
Reports relating to estroyed.
Program discontinued.
8CRE
E
CI -RDP78-0
487A000400020005-3
FORM NO. 139a USE PREVIOUS
I JAN ?6 EDITIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
WWII
: DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21 : ClX
1wft9)1
487A000400020005-3
82-
EVALUATION REPORTS
SEP 1970.
Conducted at random periods -- discontinued.
83,
TRAINING MATERIAL
Discontinued. Material destroyed or transferred
to Training Officer, O/Director/DCS. (Item 122)
84-
SPECIAL PERSONNEL FILES
Discontinued.
123
EVALUATION FILE
Discontinued
13P
ON LOAN FILE
Consists of copies of routing slips recording
Temporary. Destroy 90 days after material
the transmittal of loan material to consumer
has been returned
offices and the subsequent return of the material
Maintained as a tickle file
an or re erence purposes. (current)
SECRE r
Approved For Release 2005/11/21: CI
-RDP78-0
487A000400020005-3
FORM N139a USE PREVIOUS
IJAN56 EDITIONS (41)
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
 ?
ITEM NO.
FILES IDENTIFICATION
DISPOSITION INSTRUCTIONS ?4
67a-
PUBLICATIONS CONTFIARGLr1or Release 2005/11/21: CIA
87A000400020005-3
File being phased out
SEP 1970
108
BRIEFING FILES
Consists of material relating to the program
Permanent. Disposal not authorized. Transfer
of the now defunct
to Records Center when no longer heeded for
which has been discontinued.
reference purposes.
1434
WORKING PAPERS
Consists of material used in'day to day activity
48
Temporary. Destroy when superseded, documents
of editing reports, writing memos etc.
destroyed, or transferred, or no longer
needed for reference.
1184
1
Temporary. Forward to operating division
case officer when case is established; if
no case established, destroy six months from
date of conference.
2
Temporary. Destroy when no longer needed.
c. Chronological cross reference file - File
discontinued.
Approved For Release 2005/11/21: CIA
A000400020005-3
FORM I NO * 139a EDITIONS~ous
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
 RE0WPGD 0d-HWtRgbWW9Q05/11/21 : CI KO
SCHEDULE NO
_ 41-68 ~5
CONCURRENCE
r
OFFICE. DIVISION, BRANCH
(POSITION ABOLISHED. DUTIES
SIGNATURE
OO/C Deputy for Support ASSUMED BY DEPUTY DIRECTOR/DCS)
DATE
TITLE
ITEM
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES) (
VOLUME
CUBIC FT.)
STRUCTIONS.
DISPOSITION INSTRUCTIONS.
85-
CORRESPONDENCE SUBJECT FILE
File discontinued. Material transferred to
Office of the Director Subject Files (Item 1)
86 -
REFERENCE PUBLICATIONS
File discontinued. Material destroyed or
transferred to Services Division/Analysis
Section (Item 31)
86.1
- LIBRARY REFERENCE FILE
File discontinued. Material destroyed or
transferred to Services Division/Analysis
Section (Item 31)
A1212roved For Release 2005mm -
-
FORM NO. 139 USE PREVIOUS
1 JAN 56 EDITIONS.
(41)
 SCHEDULE NO.
5 041-68
RE IFIALR(ICI !05/11/21 : C
00
87A000400020
ffm
CONCURRENCE
OFFICE. DIVISION. BRANCH
SIGNATURE
DOMESTIC CONTACT SERVICE/OPERATIONAL SUPPORT STAFF (DCA/OSS)
T I TLE DATE
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
87'1
STAFF ADMINISTRATIVE FILE
Consists of correspondence, memos and reports
1.5
Temporary. Destroy after one year. Cut
which are maintained for internal operations,
off file at end of-each year; retain for
administration, and supervision of the Staff. lzw
-lue
one year and destroy.
Included are records relating to pay, leave,
personnel, training and other related material.
Filed by subject. (1948 to date)
88 ~
OPERATIONAL WORKING FILES
These are working.copies and reference material
1
Temporary. Destroy when obsolete or no
accumulated by the Staff Chief in the performance
longer needed (except that specially
of his duties. The file also includes sensitive
handled material be incorporated into
material which require personal handling by the
other Staff or Office Files when applicable)
Chief.
89?'
CHRONOLOGICAL FILE (READING)
Consists of extra copies of correspondence
1
Temporary. Destroy after six months. Main-
and teletypes originated by the Staff. Main-
tain chronologically and destroy when six
tained for reference purposes. (current)
months old.
Approved For Release 2005/11/21: CIA-
P78-004
7A000400020005-3
FORM NO. I49 USE PREVIOUS
I JAN 56 J EDITIONS.
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 Consists of correspondence pertinent to the
description of each request and the action taken.
Approved For Release 2005/11/21: CIA
94 ,i'? IBM INDEX CARDS
b. Index to requests from "Interagency Source
Register".
File consists of 3x5 cards or slips which
serve as an index to the correspondence received
by the Staff from components of the DDP. Main-
tained for reference purposes and filed by
originator and chronologically thereunder.
(1965 - 1970)
Arranged by and chronologically
thereunder. Maintained for record, reference,
and historical purposes. - (1964 to da
0005-3 SEP 1970
Temporary. Destroy when superseded, or
transferred, or no longer needed for reference
Temporary. Forward cards to Office of
Computer Services every two years for preparat:on
of a new listing and subsequent destruct-ion
of cards thereafter.
Temporary. Destroy when no longer needed for
reference purposes.
Temporary. Destroy after five years. Cut off
file at the end of each year, hold in current
files area five years and destroy.
Temporary. Destroy after five years.t
off file at the end of each year, hold in
current files area five years and destroy.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ?
14x+-11
145 vi WORKING PAPERS
Approved For Release 2
Consist of material used in day to day activity
of Case Officer. (current)
SEO R
FORM NO. 1$$d USE PREVIOUS
1 JAN 56 1 EDITIONS.
SEP 1970
Temporary. Destroy when no longer needed
for reference.
Temporary. Destroy when superseded, documents
destroyed, or transferred, or no longer
needed for reference.;
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21: CI 6
487A000400020005-3 N" SEP 197J
97
REVOLVING AND EMERGENCY FUNDS FILES
Consist of correspondence and related form 2
Temporary. Cut off at end of one year.
records pertaining to the administration and
Retain additional three years and destroy,
operation of the emergency and revolving funds
provided audit has been completed.
for the Staff. Funds are set up to provide read
cash for expenses ' red in the
Staff is accountable
to .ice o Finance and records are subject to
review. Files maintained by type of fund.
(1967-70)
98
PROPERTY ACCOUNTABILITY RECORDS
Property inventory records for non expendable 6
Temporary. Destroy when new inventory
equipment issued and received. Information
list is received.
includes nomenclature, receipts, location, cost
and. such other information required for property
accounting. (1969-70)
99 "
WORKING FILES
Files discontinued and destroyed.
100J
2
Permanent. Retire to records center
when no longer needed for current reference.
Approved For Release 2005/11/21: CIA RDP78-0
87A000400020005-3
FORM NO 139a EDITIONS!OUS
I JAN RECORDS CONTROL SCHEDULE -CONTINUATION SHEET I41
 0
ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS 51
Approved For Release 2005/11/21: CIA
Mar
87A000400020005-3
i SEP 1970
l0l .l
1
Temporary. Destroy when no longer needed.
except that material that may be pertinent
to source records should be filed therein.
102
REFERENCE MATERIAL
8
Temporary. Destroy when obsolete or no
longer needed for reference purposes.
103-
INVESTIGATION REPORTS
b. IBM card index to
destroyed.
10+4
LIBRARY MATERIAL
These are technical and foreign language
1
Temporary. Return to CIA Library when
books which are obtained on a loan basis from
no longer needed for reference purposes.
the Library for reference purposes.
Approved For Release 2005/11/21 m CIA-
-
FORM 139a EDITIONS~uus
RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
I JAN 56
 0
ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21: CIA-
t
87A000400020005-3
1r5J
CASE FILES
1^
Te_-porerT. Then case is closeC _fcrTrzrc1
to jervices /Ccntro1 rriiere it Trill he
3
i_nco~~cratec into the Item -,I!,7 files for
fur the' Cis ositien.
106
INDE ' AM SUIT RY CARD"
Consist of cc.rc'. series which are uses as .
Z'
Tempcrn.rr. Destroy T-Then obsolete or no
cross refer n e ~.nc inde> to the cn ,e files and
longer neec"eC for reference Furposes.
indi vicualsiIhandleC b;r the Cta)"f. . Cp.rc s
contain sunari_zerl infornnntion chant each case or
indivic un l and are filed nLil-neri c^ i_l y anc a lphn --
beticallfir. for cross reference Fu17 coses.
3-07-
STAFF 0PER^_TI0NS LCu
A l_o- maintai_ne0 on the c.niiy n:o-pointments
Te?:mernrr. Destroy nftcr one year. Cut
and activity of the S,ta :- case o.?tcers. Filed
off file at the end of each gear; retain
chronolo-ice, 11and mn.i nta _ned for conl.-enience
for one freer anc Cestrc~r.
V
or record. (current)
SECRET
Approved For Release 2005/11/21: CIA-
DP7 -
020005-3
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
 RE 1fKgLR jg05/11/21: CI ~0
SCHEDULE NO.
87A0004000200 0l+1-68
CONCURRENCE
OFFICE. DIVISION. BRANCH
SIGNATURE
OO/C Office of the Chief -
;;q
TITLE DATE
VIET BLOC DIV DCS
STAFF ABOLISHED; FUNCTION
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
l08^
BRIEFING FILES
File discontinued and transferred to Soviet
Bloc Division.
109
CASE FILES
Files discontinued. Material destroyed or
transferred to the Soviet Bloc Division
(Item 75 and 76a)
110
CHRONO FILE
File discontinued and material destroyed
111
ASSESSMENTS FILES
Files discontinued and material destroyed.
112
TRAINING RECORDS
File discontinued. Material destroyed or
transferred to Training Material File (Item 122)
Approved For Release 2005/111
-
FORM NO. 13 9 USE PREVIOUS
1 JAN 56 EDITIONS.
 Approved For Release 2005/11/21: CIA-
PINK COPIES OF I PORTS
File d.iscontinvec . . ~terial d.estro,,Tec_.
0
Pi_l_es discontinued. J,.; te~i_^l_ cestroyc( or
transferred. to Briefing File (Item 100)
Discontinued and destro;rec...
9
SEC1 ET
FORM NO. j39a USE PREVIOUS
I JAN
A roved Floic Relwase 2005/1 /21 VIAL
DISPOSITION INSTRUCTIONS
87A000400020005-3
4R7nnanannn2nnns-i
56 EDITIONS. RECORDS CONTROL SCHEDULE -CONTINUATION SHEET
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 NM O.
FILES IDENTIFICATION
oved For e
12 ,` OPINION REQUEST LOG
Consists of a chronological log which serves as
an index to opinion requests distributed to
members of the community to solicit their com-
ments with regard to a future exchange involving
a Soviet Bloc country. Used for reference pur-
poses and as a tickle for the replies to the
request by the recipients. (1968 to date)
1261, STAFF C ONOLOGICAL CORRESPONDENCE FILES
a. Outgoing Chrono - consists of all corres-
pondence (copies) originated by the staff to
Agency and non-Agency addressees.
(1968 to date)
b. Incoming Chrono - consists of all corres-
pondence (copies) to the Staff from Agency and
non Agency elements. (1968 to date)
127( STAFF ADMINISTRATIVE FILES
Consist of miscellaneous material maintained for
the internal operation and management of the
Staff. (1968 to date)
1560) IIAGE STAFF MEETING MINUTES
Consists of copies of minutes of the meetings of
the Interagency Intelligence Advisory Group on
Exchanges (IIAGE),
1 -1 Meetings are
held at irregular, infrequent intervals. Main-
tained for reference and record purposes. Filed
chronologically. (1971 to date)
3-
4-Temporary. Destroy after five years. Upon
completion of each log hold in current file
area for five years and destroy.
Temporary. Destroy after five years. Cut off
file at end of each year; hold in current
files area for five years and destroy.
Same as Item 126a.
Temporary. Destroy when obsolete, superseded,
or no longer needed.
Permanent. Disposal not authorized. Cut off
file at the end of each year; hold in current
files area for five years and transfer to the
Records Center. Records Center will notify
DCS/RMO at the beginning of the calendar year
in which records become 30 years old and
arrange for their review for declassification.
FORM NO. 139a E E D I T I PREVIOUS O N S . RECORDS CONTROL SCHEDULE -CONTINUATION SHEET (4')
t JAN 56
 REC4RDG0VQ0f Rg F@05/11/21: CIa_ Blp
A
L
SCHEDULE N0.
87A00040002006&1P3- 10
L
CONCURRENCE
OFFICE. DIVISION. BRANCH
SIGNATURE CEP
DCS/Soviet Bloc Division/Format Staff
TITLE DATE
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1'J
SUBJECT FILE
Consists of correspondence, reports, guide
2
requirements, charts and other substantive-material
which document the policies and programs of the
Staff. File also contains records accumulated
in performing general housekeeping and adminis-
trative functions relating to budget, security,
personnel, training, etc. Filed according to
subject. (1947 to date)
Permanent. Disposal not authorized. Cut off
a. Substantive and documentary records.
at the end of each calendar year; retain in
current files area two years and transfer to
Records Center.
b. Administrative and Housekeeping Records.
1
Temporary. Destroy after three years. Cut
off at the end of each calendar year; retain
in current files area two years then.destroy.
2
INFORMATION REPORTS
12
Held for convenience of consumer. Format
has copies.
A
d F
R
l
2005/11/21
CIA
, B~
0
87A000400020005
3
pprove
or
e
ease
:
-
-
FORM NO. IS 9 USE PREVIOUS
1 JAN $6 EDITIONS. (41)
 pprove
Temporary. Destroy.when superseded or
fulfilled.
a. 5x8 cards maintained on all requirements
served or levied on Format by other offices.
File discontinued.
b. 3X5 card index on requirements levied on
Format. Maintained alphabetically by
subject.
(1961 to date)
LIBRARY REFERENCE MATERIAL
These are books, manuals, dictionaries, etc.
used by Staff personnel for reference.
Individual files maintained on each item
exploited and analyzed. They consist of noti-
fication of receipts, specific requirements,
copies of contracts, and bills for service ren-
dered, findings and analyses, and copies of the
final published reports. (Original contracts
filed in Logistics; bills sent to Finance).
Filed by Item number.
(1954 to date)
File discontinued. Material filed in the
Item files (Item ~t5 above) to which they relate.
Consist of publications, pamphlets, reports,
manuals, catalogues, etc. Maintained for ref-
erence purposes. Filed by subject category.
Temporary. Return to CIA Library when no
longer needed.
Temporary. Destroy after 12 years. Place
in inactive file when evaluation is com-
pleted and report published; retain in
current files area for two years, then re-
tire to CIA Records Center.
The above retention is necessary for
Cross Reference purposes.
Temporary. Destroy when obsolete,
superseded, or no longer needed.
Arnrnvarl For RPIPaCP 2005/11/21 : CIAI-RDP78-001487A000400020005-3
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
9/
Approved For Release 2005/11/21
CHRONOLOGICAL READING FILE
Copies of correspondence originating in the
office. Maintained as a convenience file, in
chronological sequence. (1960 to date)
CROSS REFERENCE INDEX SYSTEM
Consist of indices to the various case, item
and project files maintained by the Staff.
a. Item Number Control Log - used to control the
assignment of numbers to and list descriptions of
items on which the Staff has information or mater-
ial and for which they handle the procurement.
(1955 to date)
b. Kardex 5x8 Card Cross Reference - a cross
reference, by item number, to Item Files.
Discontinued
c. 3x5 Alphabetical Cross Reference File - a
cross reference, by subject category, to the case
item and project files of the Staff. (1960 to date
d. 3x5 Numerical Cross Reference File - a cross
reference, by number, to the case, item, and pro-
ject files of the Staff. (1967 to date)
e. Report Log - a log maintained on reports pre-
pared and/or released by the Staff. Maintained by
report number. (1951 to date)
f. 3x5 Action Office File - a cross reference,
by action office, to cases handled by the Staff.
(1967 to date)
g. 3x5 Originating Office File - a cross reference
by originating office, to cases handled by the
Staff. (1967 to date)
DISPOSITION INSTRUCTIONS
Temporary. Destroy after five years. Cut
off file at the end of each calendar year;
retain in current files area five years and
destroy.
Temporary. Destroy as related Item Files
are destroyed by Records Center
(see Item j','5)
Temporary. Destroy when obsolete or no
longer needed for reference purposes.
Temporary. Destroy when obsolete or no
longer needed. for reference purposes.
Temporary. Destroy when obsolete or no
longer needed for reference purposes.
Temporary. Destroy when obsolete or no
longer needed for reference purposes.
Temporary. Destroy when obsolete or no
longer needed. for reference purposes.
FORM NO. 139a USE PREVIOUS - -r r- - - --- - -- - -------- ----- - ---.__.
I JAN 56 EDITIONS. RECORDS CONTROL SCHEDULE -CONTINUATION SHEET (411
 Approved For Release 2005/11/21: CIA
CONTROL CARDS
8x12 cards showing date of receipt, item number,
and status of material being exploited.
File discontinued.
Logs discontinued. Records handled by Services
Division/Message Center and, for Top Secret
material, the DCS Top Secret Control Officer.
T1487A000400020005-3
SECEI
Temporary. Destroy after 12 years. Place
in inactive file when transaction is com-
pleted. Retain in current files area for
two years then retire to Records Center.
The above retention is necessary for Cross
Reference purposes.
COURIERS CLASSIFIED MAIL RECEIPTS
File discontinued. Records handled by Services
Division/Message Center Section.
File discontinued. Records handled by Services
Division/Message Center section.
I (41)
J No. 139a USE PREVIOUS RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
M JAN 56 EDITIONS.
 Approved For Release 2005/11/21: CIA- 87A000400020005-3
l1
130" PROJECT FILES
These files relate to the exploitation phase of 2 Permanent. Disposal not authorized.
the activities associated with special projects Transfer to Records Center when no longer
handled and coordinated by the Staff. Much of needed for current reference purposes.
the material in these files is of a Sensitive
nature. (1964 to date)
IR
131J
.2 Temporary. Destroy when five years old.
Cut off file at the end of each calendar;
hold in current file area for five years
and destroy.
132 FOREIGN MATERIAL INDEX CATALOG
This is an annual listing published by the Staff Temporary. ;Send one copy to Records Center
listing foreign material items on which the Staff each year upon publication. Hold extra
has information and which may be of interest to copies in current files for use as necessary
the intelligence community. The brochures are and destroy when superseded. by a. new
disseminated to various members of the community. Brochure.
This is the office of record for this publication.
67b- FILM CONTROL RECORD
Consists of a 3x5 card index listing films .4 Temporary. Retain indefinitely in current
collected. for Graphics Register. Information files area. Destroy when no longer needed
includes film title, case number, requirement, for reference purposes.
number, etc. Cards filed by title.
FORM NO. 139a USE PREVIOUS
1 JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 2005/11/21: CIA
RDP78-0
487A000400020005-3
134
30
Temporary. Destroy when no longer needed for
reference purposes.
140.E
FORMAT CASE FILE
Temporary. Send to Services/Control upon
closure of the case where it will be incor-
porated into Item 37 File for futher dis-
position.
1411
INTERAGENCY TRANSFER OF FUNDS
This file contains the authorities from other
Permanent. Disposal not authorized. Cut
government agencies for funding foreign material
off at the end of each year, retain in current
procurement.
files area for ten years and then transfer to
the Records Center.
1424
CUSTOMER ADVANCES AND EXPENDITURE FUNDS
Permanent. Disposal not authorized. Cut
This file contains thei allocation of interagen
off at the end of each year, retain in current
funds, by customer, for foreign material pro-
files area for ten years and then transfer to
curement.
1191 - r_1A1
Pr)Q7R_nn
the Records Center.
L7
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
RECORDS CONTROL SCHEDULE - CONTINUATION SHEET
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
Records Control Schedule 25.042-69 for Domestic
Contact Service is approved and
authority hereby given to implement the disposi-
tion instructions contained therein.
Prepared:
Approved:
25
25
$ 8 JAN 1969
25
Records Management Analyst
Chief, Records Administration Branch
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
Records maintained by DCS
are considered to be working papers and are of
a temporary nature. The RECORD copy of those items covered in
responsibility of DCS Headquarters.
records for a longer period of time than is stated in this
It is recommended,
when possible, that they be held for a shorter period.
ST
ST
ST
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 in Aippr'oved Forelease 2005/11/21: CIA-RDP78-00487 0400020005-3
21 January 1972
MEMORANDUM FOR: CIA Records Administrator
SUBJECT: Revision of Records Control Schedule for
(25.0+2-69), Item 3
Attached hereto is revised page 2 of the Subject records schedule.
It is forwarded for approval. The disposition instructions for Item 3
have been changed from Temporary to Permanent, but otherwise it remains
unchanged.
Gnu? I
Excluded irum aua'
~!~1in railing aad
Approved For Release 2005/11/21: CIA-RDP78-00487A00040002 0U$~ei siiiaic?
25
 SCHEDULE NO.
RE6R060t09fj LR9 E2P05/11/21 : CIA-RDP78-00 87A000400020 -
RECORDS CONTROL SCHEDULE FOR DCS
ITEM FILES IDENTIFICATION
N0. (TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
OPERATIONS AND ADMINISTRATIVE FILE
25.042.69
TITLE
VOLUME
(CUBIC FT.)
Consists of correspondence from Head-
quarters, reports, studies, and similar records
reflecting the policies and procedures in support
of the office. File also contains material re-
flecting the internal administration of the
office such as personnel records, travel documents
training, and related activities. Filed by sub-
ject. Office of Record Headquarters.
FORM NO. 139 USE PREVIOUS
1 JAN 56 EDITIONS.
TEMPORARY. Destroy when obsolete, super-
seded or no longer needed for reference in
the operation and administration of.,the
office.
(Continued on next page)
 Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
Next 1 Page(s) In Document Exempt
Approved For Release 2005/11/21: CIA-RDP78-00487A000400020005-3
 Approved For Release 2005/11/21: CI RDP78- 487A000400020005-3
SECS TEMPORARY. Destroy when PS #1 and printed
report are received or, optionally, when one
Consists of a carbon copy of each report unles year old. If retained for one year, as the
an and number six copy of the segment for each month is completed and
process shee or each report issued. Filed added to the file, the corresponding monthly
numerically and chronologically. segment of the previous year should be
destroyed.
Consists of a list of numbers used to control
assignment to outgoing memoranda. Filed numeri-
cally and chronologically.
Consists of carbon copies of memoranda origin-
ated by the office except controlled (SENSITIVE,
EYES ONLY, etc.) documents. Copies of memoranda
are also filed in the office, source, case,
administrative and subject files to which they
relate. Filed numerically and chronologically.
Consists of completed Weekly Activity Report
Form 2927 (Report of Contact Form 2560. Filed
chronologically, in monthly segments, by
Contact Specialist.
Consists of copies of manifests describing the
contents and documenting the receipt of pouches
sent and received by the office.
TEMPORARY. Destroy when no longer needed
for current reference. (Retention not to
exceed two years)
TEMPORARY. Destroy when two years old. As
a portion of the file for each month is
completed, the corresponding segment of the
second previous year should be destroyed.
TEMPORARY. Destroy after two years. As each
monthly segment is completed for each Contact
Specialist, the corresponding segment for the
second previous year should. be destroyed.
TEMPORARY. Destroy after one year. As
each monthly segment is completed the corres-
ponding segment for the previous year should
be destroyed.
SECAT
FORM NO. i39a USE PREVIOUS
I JAN 56 EDITIONS.
 ITEM NO.
FILES IDENTIFICATION
VOLUME
DISPOSITION INSTRUCTIONS
Approved For Release 200511-1/21 : CIA
-RDP78-0
487A000400020005-3 ILLE
(a) Expense File - Material
TEMPORARY. Destroy 12 years after the
documenting the expenditure of official funds
period of the account.
for
In erance o the mission.
ese records are ancillary to Item 15, but are
not transmitted to the Office of Finance in
records are made avail-
able on an ad hoc basis to the office of
Finance certifying officer on demand. Filed
chronologically. (1955 to date)
APPROV
E!
' Da e
CIA
Records Acuuinistration 0_ ices
FORM NO. I3(]a USE PREVIOUS
I JAN 56 97 EDITIONS.
 Approved For Release 2005/11/21: C14-RDP78-09487A000400020005-3
SECURITY CHECK TICKLE FILE
Consists of copies of Request for Security
Check (Form 2941) on individuals on which the
office has current or pending name checks. Used
to update security checks and source records.
Filed chronologically by date of request.
SECURITY CHECK ALPHABETICAL FILE
This is an optional file which, if maintained,
consists of copies of (Biographic Data) on which
the office has current or pending name checks.
Used for convenient reference purposes. Filed
alphabetically by surname.
FINANCIAL RECORDS
Consists of bank statements, cancelled checks
and other miscellaneous accounting material.
FORM NO. 139a USE PREVIOUS
I JAN 56 EDITIONS.
TEMPORARY. (a) destroy when new security
check request is prepared or (b) when re-
quest is five years old, transfer to Source
File (Item 2)'and handle in accordance with
disposition instructions for that item.
TEMPORARY. Destroy (a) when replaced by a
new Security Check Request or (b) when the
corresponding Security Check Tickle File
(Item 13) copy is transferred to the Source
File.
date of check.
TEMPORARY. Forward. each month to office
of Finance (OF) thru DCS/Admin Staff, OF
will audit and retain the material under
an OF Voucher Number. Material may be re-
trieved thru OF (via Machine Records) by
OF will destroy after legal requirement has
been fulfilled.