GUIDE FOR AREA TOP SECRET CONTROL OFFICERS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04007A000700140007-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: December 9, 2016
• Document Release Date: December 7, 2000
• Sequence Number: 7
• Publication Date: January 23, 1961
• Content Type: REGULATION

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23 January 1961
WIDE FOR AREA TOP SECRET CONTROL OFFICERS
1, The Top Secret Control System in CIA operates under the
functional supervision of the-CIA Top Secret Control Officer and
comprises the Central Top Secret Control-(CTSC) in the Office of
Central Reference.; Area Top Secret Control Offices, eadh staffed
by an Area Top Secret Control Officer and alternate Top Secret control
officers; and secondary Top Secret control offices operated by assist-
ant Top Secret control officers, The functions and responsibilities
of these offices are set forth herein; followed by a description of
the procedures involved in the control and transmission of Top Secret
material.
? 2. Area Top Secret Control Offices are established to facilitate
the transmisision amid, control of Top Secret documents and to serve as
offices of record for major organizational components. Area Top Secret
control officers are nominated by responsible officers of -such com-
ponents and approval by thehCIA Top Secret Control Officer ts subject
to confirmation by the Director of Security. The functions of the area
Top Secret Control officer inclUdeg ?
a. Implementation of approved Top Secret control procedures,
recommending- the appointment of alternate, and assistant
Top Secret control officers within his area, and indoc-
trination of these officers.
b. Establishment of secondary or subordinate Top Secret
control offices within his area as required.
c. Receipt and transmission of Top Secret documents be-
tween his area and other areas within the Agency as well
as other government departments and agencies.
d. Maintaining current records of the movement of all Top
Secret documents originated or received by his area, and
permanent records of the final disposition of all such
documents, -
e. Notification to CTSC of the movement of all Top Secret
documents into and out of his area, and of the recording
of Top Secret document within his area.
Insuring the recovery of all Top Secret documents charged
to, or in the possession of an employee within his area
who is scheduled to transfer, resign, or take extended leave.
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3. Secondary Top Secret Control Offices serve as control and
distribution points for subordinate components within the area. The
assistant Top Secret control officeroperating such an office is
pOminated by the area Top Secret control officer for appointment by
the CIA Top Secret Control Officer with the approval of the Director
of Security. His functions include:
a. ImplementatiOn of approved Top Secret control procedures
within his component and maintenance of a record of the
location of all Top Secret documents charged to his office.
b. Insuring that only authorized persons have access to Top
Secret documents and that each person who reads a Top
Secret document signs and dates the cover sheet.
c. Insurigs that the transfer of a. document to another area
or another agency or department is accomplished only
through his area Top Secret control office.
d. Xnsuring that all Top Secret documents originated in his
component or received directly by an individual in his
component are recorded by the area Top Secret control
office.
4. Alternate and Assistant Top Secret Control Officers are
nominated by area Top Secret cOntrol officers for appointment by the
CIA Top Secret Control Officer subject to confirmation by the Director
of Security. Nominees are not to be permitted to serve as control
officers until notification is received by the area Top Secret control
officer that the appointment has been confirmed. The functions of
alternate and-assiStant Top Secret control officers include the following:
a. Alternate Top Secret Control Officers are authorized to
transmit Top Secret material to other area Top Secret
control offices and other government departments and
agencies. Included in this category are the personnel of
area Top Secret control offices all Top Secret couriers,
and operational officers whose duties require direct
dealings with other agencies involving the transfer of
Top Secret documents.
b. Assistant To Secret Control Officers are generally
responsible for the operation of secondary Top Secret
control Offices and for maintaining controls over Top
Secret documents within the jurisdiction of their respec-
tive offices. Assistants may not transmit Top Secret
documents to another area Top Secret control office nor
outside CIA except throliel their area Top Secret control
office
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5. Appointment and Cancellation of Control Officers - Nominations
of area, alternate, and assistant Top Secret control officers should be
submitted on Form 457; "Request for Appointment or Change in Status of
Top Secret Control Officers", in three signed copies. A fourth copy
may be retained in the requesting office pending notification of final
action. The forms should be forwarded to CTSC for processing, and noti-
fication of approval or disapproval will be returned by CTSC to the area
Top Secret control officer. Requests of extraordinary urgency may be
made by calling CTSC. Forms should be submitted in the same manner for
the cancellation of a Top Secret control officer when. appropriate, as in
the case of a transfer or change of duties. Blank forms may be obtained
from CTSC.
6. 122L.g..ssreatr2lNulbers - Each Top Secret document produced
or received by an activity Or individual in CIA will be assigned a CIA
Top Secret control number which will serve to identify the document for
purposes of control and accountability so long as it remains in the
Agency. This number will be marked or stamped on the cover or first
page of the document and will be identified as the CIA TSC No. In
addition, each copy will bear a copy number assigned by the originating
office.
a. Documents Originated in CIA - A document produced in CIA
will be assigned the next consecutive Top Secret control.
number from the block of numbers allocated by OTSICto the
area Top Secret Control office serving the originator. If
multiple copies of the document are to be prepared by
printing or from some form of reproducible master, the
Top Secret control number will be placed on the printing
plate or master to be reproduced on all copies.- If the
document is accompanied by a letter or memorandum of
transmittal, the transmittal document may be assigned the
same control number with a letter or number suffix, e.g.,
/A, 721 /1. This same numbering system may be used with
an attachment which is in itself a complete document or
which may be expected to be separated from the remainder
of the document, or to successive drafts of a document.
b. Documents Received from outside CIA - A non-CIA produced
document received initially in an area Top Secret control
office will be assigned a Top Secret control number in
the same manner as outlined above. Variations of the
control number may be applied to attachments Ntich were
separately controlled by the originator. In no case will
a second CIA Top Secret control number be assigned to a
document which has been numbered previously by another
CIA Top Secret control office,
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7. Top Secret Logs - Each copy of every Top Secret document
produced or received by CIA will be recorded by CTSC or by the area
Top Secret control office serving the cothponent or individual
originating or receiving the -document. A log record will be prepared
on Top Secret Posting Record. (Form 312),. Top Secret Control Record
(Form 1225), Log Sheet (Form 311), or other suitable recording medium
approved Jointly by the CIA Top Secret Control Officer and the Director
of Security. Each subseTiient transfer of a copy of the document out-
side the area will be recorded in the lo showing-Iite of transferlj,
recipient, and courier receipt number, if app os record
171-1-1?intlutte?the?folloWlirior.IOrt:
a. CIA Top Secret control number,
b. Source (originating office),
c. Description of document, e.g., report number, short title,
d. Date of document,
e. Copy number,
f. Number of pages in document and total number of pages,
including attachments,
g. Number of attaphments, if any,
h. Identification of attachments, if deemed significant,
I. Date of recording (receipt),
J. Name or initials of recording clerk.
8. Cover Sheets -A Control and Cover Sheet (Form 26) will be
prepared by the area Top Secret control officer for each copyof every
Top Secret document originated in his area or received initially in the
area from outside CIA, showing all identifying information called for
in the heading of the form. As a matter of convenience, wheremnitiple
copies are involved, the information may be entered in the center of
the top portion of the form by means of a MULTTSTAMF stencil Or similar
device on lines corresponding to the printed headings. This cover sheet
will remain attached to the document until such time as the document is
downgraded, destroyed, or dispatchedZoutaideCIA.. Each Top Secret control
Officer who receives the document will sign in, the left-gland column and
record the date and time of receipt. Each individual, other than control
personnel, who reads the document will sign and indicate his office and
the date in the right-hand columne. Upon, being detached from the doe-
ument? the appropriate block at the bottom of the form will be executed
and the cover sheet forwarded to CTSC.
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9. Transmission of Top Secret Documents
a. . Means of Carriml - Top Secret documents, other than
those transmitted by approved eledtrical means, will be
carried by a Top Secret courier (officer courier). Under
no circumstance will a Top Secret document be trans-
mitted by U. S. Mail, When extraordinary circumstances
warrant, a Top Secret document may be delivered by an
area Top Secret control officer or an alternate Top
Secret control officer designated by him. In such a case
the document need, not be double wrapped; however, the
procedures specified elsewhere herein as to document
receipts and logging at both the senders and recipients
control points must be observed. .
(1) CIA Top Secret Courier Service. 7 Domestic Top Secret
courier service (officer courier) is furnished
routinely by the Office of Logistics. This Aervice
is used for the transmission of Top Secret material
between area Top Secret control offices and between
CIA and other government departments and agencies,.
Top Secret courier service may be obtained by tele-
phone when expedited delivery is required, by calling
the Courier Office.
(2)
Armed Forces Courier Service The Armed Forces
Courier Service provides for the: secure and expe-
ditious transmission of Top Secret material re-
quiring protected handling by officer courier. This
service is adapted to the transmission of Top Secret
material by CIA to authorized delivery points out-
side the loCal geographical area. CIA offices
desiring to utilize this service may forward the
material to CTSC for further transmittal.
b. Courier Reci ts - Courier's Classified Mail Receipt
Form 2 Qa will be prepared for each document or group
of documents intended fora single addressee; The,
receipts will be numbered serially and the number Will
be inscribed on the corresponding dcgument receipt and on
the envelopes or wrappers: If more than one package is
included in a single transmittal the total number of
packages will be entered on the courier receipt. The
Top Secret control number(s) of the document(s) covered
by the receipt will be entered on the duplicate copy.
The original courier receipt will be attached to the
package. The courier will siga and enter the date and
time of pickup on the duplicate, which will be retained
in the transmitting office.
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. Document RectlpIE - Document Receipt (Form 6i) will be
irgware4,1)11 411P1iCati-TiaTaoaument or gronp of d6C7
uments to be transmitted to_a_gingle addrepsee The
? document(EriTTTS;-identified.according t? the headings
on the form, including specific copy numbers. No class-
ified information will appear on the document receipt.
The name and address of the transmitting office, the date,
and the number of the courier receipt under which the
material is being transmitted will be entered-in the
upper portion. of the document receipt. The, name and/or
office and the address of the intended recipient will be
entered in the lower portion of the form. The Original
dOcument receipt will be enclosed with the document' in
the inner wrapping, and the duplicate retained in a;
tickler file pending return of the original signed by
the addressee. A follow-up will be made on any document
receipts outstanding at the expiration of a two-..week
period.
Wrapping - To Secret documents transmitted by courier
will be enclosed in two opaque sealed, envelopes or
waivers. The document(s), together with the document
receipt will be placed in the first cover, which will be
sealed with gummed tape. The wrapper will be stamped
TOP SECRET and' inscribed with the name and/or office
and address of the intended recipient and the courier
receipt number. This wrapper may also be stamped "TO
BE OPENED ONLY W.ADDRESSEE% if appropriate. This
wrapper will then be enclosed in a second envelope or
wrapper and sealed with gummed tape. The outer wrapper
will be inscribed with the office symbol and address of
a CIA Top -Secret control office or an authorized Top
Secret control point of another government agency or
department serving the intended recipient. The outer
wrapper will be Stamped 'NIA OFFICER COURIER" the
courier receipt number will be inscribed thereon, and
the original courier receipt affixed. No classification.
marking will appear on the outer wrapping.
10. Destruction of Top Secret Documents - The destruction of
classified docUments, must be accomplished in accordance with applicable
lalim and regulations, and qnestions concerning thelegal authority for
the destrnction of government records should be referred to the Area
Records Officer. Under no circumstances will registered documents,
documents, or SEATO br CENTO Top Secret or Secret documents be
destroyed by an area Top Secret control officer. These documents will
be returned to CTSC when they are no longer required in the area or
upon. the expiration of the loan period. Surplus or excess copies of
other Top Secret dOcuments which have served their purpose and 'for'
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which no further routing is indicated may be destroyed
by the custodian or his designee in the presence
of a witnessing CIA employee cleared for access to Top Secret material..
The cover sheet will be removed and the destruction certificate at the
bottom of the form will be signed and dated by the person accomplishing
the destruction and the witness, and forwarded to CTSC. The date of
destruction will be recorded in the area Top Secret log.
11.. Reproduction of Top Secret Documents 7 Top Secret documents
may be reproduced only upon authorization by the originalAgr,_and:Yipro7
o the Minimum number of ies_seguired_tor
.--EachEreprodnOW1 copy wiiIisigned a local
copy number Which Will be distiniguishable- from the copy number assigned
by the originator, and may be designed to indicate the type of repro-
duction, e.g., P-1 for photostatic copy, T-1-for thermofax copy; or may
be identified by a series number, e.g) Copy 1, Series B. Reproduced
copies will be controlled in the same manner as prescribed for original
copies of the dOcument.
effic
on must be
a. CIA-ioroduced Documents - Permission to reproduce CIA-
produced documents will be obtained from the originator
of the document, if within the area proposing to repro-
duce, or through the appropriate area Top Secret control
office, if in another area. In the latter case, the
area Top Secret control officer, when granting permission
to reproduce, will specify the copy number(s) to be
assigned, to avoid duplication of copytnumbers.
b. Non-CIA-produced Documents - Permission to reproduce Top
Secret documents of other than CIA origin: will be requested
of CTSC, and the reproduction will normally be performed
by CTSC, except under extraordinary circumstances when
the document can be mbre expeditiously reproduced in an
area Top Secret control office. When this is done, the
copy numbers to be assigned will be specified by CTSC.
12. Notification to Central To Secret Control -.Each area Top
Secret control Officer will - ca to
Form 311 or other suitable reporting Medium showing receipt and trans-
5E7arihe following OEttgories-cif-1N5V Secret documents, other -
than cables:
a. Documents originated within the area,
b. Documents received from another area Top Secret control
office or directly from a non-CIA source,
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Documents transmitted to.. another area Top Secret control
office or to a point outside CIA.
ThiELLIS_KL3.1_not-sho
iiial routin withi
IroWire:d weekl ? however the int
do uments t
m CTSC nor
ting_A,rea. The loirma e
0 the volume of To Secret documents involved
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13,IMIELIE.,A-T0a4d CENTO Documents - documents and
SEATO and CENTP Top Secret and Secret documents are to be controlled
by, and made available only to CIA personnel, who have been briefed
for access to the material. Such documents:will be received in an
area Top Secret control office from CTSC on a loan basis and will be
returned to CTSC upon expiration of the loan period, or sooner if they
have served their purpose. They will not be reproduced nor transferred
to any control point outside the area other than CTSC. These documents
will be controlled in the samemanner as prescribed for Top Secret
documents generally, except that SEATO andCENTO Secret documents will
be identified for control purposes by short title or series number. A
CIA Top Secret control number will not be assigned to these Secret
documents, nor will the Top Secret control and'dover sheet be used.
A complete roster of CIA personnel who have been briefed for
access to documents in these categories will be maintained in CTSC.
Each area Top Secret control officer concerned Will maintain a similar
roster of persons in his area. If a request for such 4 document is
received by an area Top Secret control officer from a person whose
name does not appear on the roster, and,lhis peed for the document is
established, a writtenrenest for the necessary briefing will be
addressed to the CIA EMI SEATO, or CENT() Control Officer, as
appropriate, signed by a responsible officer of the requeStor's Com-
ponent, and forwarded to CTSC In case of an urgent requirement,
arrangements may be Made by calling CTSC, with 4 confirming memorandum
to follow.
14. Reclassification of Ta Secret Documents - Assistant Classifi-
cation Control Officers and-authoriSed classifiers are responsible for
the review of CIA-produced classified material and the reclassificatipa
of such Material when appropriate, and for notification to their respec-
tive area Top Secret control offices of the: reclassification by them of
Top Secret documents.
Notification of the reclassification. of?A'op Secret documents.,
of either CIA or non-CIA origin, which were diaseminated by the Office
of Central Reference, will be issued to recipients of the documents by
the CIA-Classification Control Officer in the form of serially numbered
regrading bulletins. Notification of the reclassification of Top Secret
documents disseminated by other CIA offices Will also be made by the
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CIA Classification Control Offider when deemed appropriate. If the doc-
ument is in the nature of a single addressee memorandum or was given a
strictly limited distribution by the originating CIA office, notification
to the recipient(s) may-be made by the originator.
Upon receipt of a regrading bulletin from the CIA Classification
Control Officer, the area Top Secret control officer will change the
classification of any copies of the document in his custody as out-
lined below:
a. The front cover or first page of the document will be
marked or stamped to reflect substantially the following:
CENTRAL INTELLIGENCE AGENCY
CLASSIFICATION
Canceled
Changed to
BY AUTHORITY OF
Name
Office
Date
The new classification will be entered on the appropriate
line and the authprity will be shown as Regrading
Bulletin No. ) with the date of the bulletin.
b. The classification TOP SECRET will be stricken and the
new classification and/or control applied wherever the
original classification appeared on the document.
c. The cover sheet (Form 26) will be executed in the appro-
priate space to show the new classification, detached,
and forwarded to CTSC.
d. The area log will be marked toreflect the change of
classification and the disposition of copies of the
document.
When notice of reclassification of a,Top Secret docuMent is
received by the area Top Secret control officer from an assistant class-
ification control officer or authorized classifier in his own area, the
classification of any copies of the document in'his area will be changed
in accordance with the foregoing. ,The:name and office of the responsible
officer in the area will be shown as the authority for the change. The
notice, or a copy thereof, will be forwarded tp CTSC for the CIA Classifi-
cation Control Officer, with a notation as to whether recipients have
been notified of the reclassification. If such -notification is to be
made by CTSC, but dissemination of the document was made by the origi-
nator, the area To Secret control officer will advise TSC of the dts-
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