RECORDS MANAGEMENT PROGRAM SURVEY REPORT OF THE OFFICE OF THE DIRECTOR

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Collection: 
Document Number (FOIA) /ESDN (CREST): 
CIA-RDP78-04718A000800240002-7
Release Decision: 
RIPPUB
Original Classification: 
S
Document Page Count: 
104
Document Creation Date: 
December 9, 2016
Document Release Date: 
August 9, 2000
Sequence Number: 
2
Case Number: 
Publication Date: 
April 1, 1953
Content Type: 
REPORT
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PDF icon CIA-RDP78-04718A000800240002-7.pdf3.45 MB
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Approved For Release 2002/05/142k. CONFII~ENTf RECORDS MANAGEMENT PROGRAM SURVEY REPORT OF THE OFFICE OF THE DIRECTOR w Nest Nlevlew Date: --- No Chong$ Is Class. ^ ^ Doclassllied riots Chan ad to? TS S Dommot me- ----,---- Ait`_t NR 70-3 PREPARED BY: Records Management & Distribution Branch General Services Office Central intelligence Agency roved'Fr Release 2002/05/02 4 ii co 4-RDP78 Q4TIJPA000800240002-7 CO F UtN IM- Approved For Release 2002/05/0-: - 4T18A000800240002-7 Security Informot+nri APR 8 1953 MMEMORAii DUM FOR: Deputy Director (Administratio :) SUBJECT: .e-port of Records ilanagoment Surve'~,T Office of the Director 1. Accompanying this memorandum. '_s a Records Management Survey Report which includes recorl:mendations to provide a records :uaintonance and disposition program for the Office of the Director. Also, it will contribute toward. the proper docu- mentation of Agency records at this or'anizational level in accordance with the legal requirements of the Federal Records Act of 1950. 2. The survey started with a review of the records filed in the Executive Registry Section. This indicated that generally the more important correspondence for the Office of the Director 25X1A9a is being filed in other locations. of this office then proposed broadening the survey to include the 25X1A9a matter with II Colonel White, ion iHya for the respective Deputy Directors. The value of such a survey was recognized in these initial discussions and the records in the office Qf the DD (k) were examined. In subsequent meutings with representatives of the T)D(T) and the DD(P), it developed that there were records in these offices which are too sensitive to be opened to review by the Records Analysts. Decause of this decision, it was necessary to develop the recor.m ended file manual from other source material and the completion of the report has taken somewhat longer than was originally anticipated. 3. The following is a summary of the reco,:~xendations which are included in the report with an explanation of the purpose and reason for each: (1) Combine the separate files of the Director, the Deputy Directors, and their immediate staffs and Pnintain as a single subject file, except: a. ?Material considered so sensitive that filing must be done by the responsible official or one of .is staff. CONFIDE'N'TIAL Approved For Release 2002/0 P78-04718A000800240002-7 Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Security Information b. Files of the Deputy Director (Plans) and his staff because of their physical location. (2) glace the combined files in a secured area and use st 'nd.ard 5-drawer cabinets instead of 4-drawer cori; in- at i.n lock cabinets. (3) Include in the central files of the Office of the. Director the original incoming communications and the Official file copies for all cases in which the action has been taken b the Director, the Deputy Directors, or their \ _i. Mediate staffs, and when the coI~resp mdence has bee pre- pared at the operational office level for signature in the Office of the Director. (L{) Discontinue the maintenance of the present Acbmin- i_strative File, which would not be required if recore:lend ations (1) and (3) are adopted. (5) Adopt the filing procedures described in Exhibit A and the file manual included in this report as '::xhi,Jit B. This systez,i also to be used in the maintenance of the files listed as excebbtions in Recommendation 1. (6) Adopt, as standard file supplies, metal ang..,lar tab, 1/3 cut pressboard ,hides with standard g tide inserts, and straight cot, plain tats non-reinforced heavy weiryiit (11 point) kraft folders. (7) Prepare yellow tissue copies of all correspondence for 'use as the official file copies and file by subject as o. provided in Recoarhcndation N 1. ( ) Prepare white tissuo copies of all correspondence for use as a readinn file. (fie) ^.dopt the correspondence control procedures do- err-ibec_ 'n Exhi At C. (10) Provide for priority handling in getting incoming mail to action Jos! . (11) Provide for a yearly c-LIt-off in all file; and at le end of 5 years, retire them to the CIA Records Center for permanent inactive storag=,e. (12) Effectuate these recorimendations by the iss':~anco of an Office Notice such as suggested in bxv'hib7 t D. Ch 51 Approved For Release 2002/05102 - 78-04718A000800240002-7 Security Inforrnataori Approved For Release 2002/05/0? : 78-04718A000800240002-7 S' Purity Information (13) Approve the principles of these reco. rnendatior:s as standard g Tides for adoption throughout the rency, wherever annlica ble. 4. Because of the limitation placed on the survey, the recom.uiended systems, if aaD:.xoved, will require some adaptations to meet the office requirements. However, no particular pro.hlems are anticipated and it is believed that installation and trai.ninc can be completed within 6 weeks from the time of approval. 5. 1 recommend that you discuss this report with the Director and each of the Deputies. I will assign a Records. Analyst to in- stall the new proced-ores in accorda_-ice with a sched:_ile ibidh, will be ac;reeable to each office. a Chief, General Services Approved For Release 2QQ205 ` s ALRDe78-04718A000800240002-7 ecurity Informatinri Approved For Release 2002/05/?2 : +DIKAD 78,04718AO00800240002-7 'Security Informatlnri OFFICE OF TIE DIRECTOR Background and Objective RecoLamendations and Discussion Filing Procedure Subject List and Index Correspondence Control Procedure Proposed Memorandum to effectuate the recommendations Page 1 Page 3 Exhibit A Exhibit B Exhibit C Approved For Release 2002705/02--;' CJA$1RDP78-O4718AOOO8OO24OOO2-7 ecurity Information /92 8-04718A000800240002-7 Approved For Release 2002/05 ` ~ Eli , k.1 Security Informat7nri The Federal Records Act of 1950 makes the institution of a ' Records Management Program mandatory for all Government Agencies and places the responsibility for the program with the head of the Agency. Although CIA is exempt from the provisions of this Act, in the opinion of our legal staff, it was the desire of Congress that CIA comely except where compliance would result in the unauthorized disclosure of intelligence sources and methods. The responsibility of the Director of the CIA for such a pro- gran has been delegated `.o the Records Management and Distribution Branch of General Services, as prescribed in very general terms in CIA Regulation In the development of an Agency-wide program of this type, it is believed that the initial installation of procedures and practices, Tihich are expected to be made standards for the Agency, should be made at the top level of the organizational structure. Records Management is a consaratively new concept of Administrative housekeeping and full acceptance of the pro- gram requires selling. Therefore the successful installation of the program at the level of he Director's Office and approval of these principles by the Office as standard guides throunhout the Agency will be the most effective way of gaining quick acceptance at the lower levels. Consequently, Agency-wide accomplishment of the efficiencies and economies, which Congress has recognized and made a lec,al requirement for all Government Agencies, would be greatly expedited. The survey objectives in the'Office of the Director were as follows: 1. Location Determine the most appropriate location of he records of the Director's Office considering the following possibilities: A. House and service the records from a central facility in which case no official records will be maintained in individual offices. B. House and service all records in individual offices in which case the reco-?ds would be maintained in the office of creation and none ,.rill be maintained in a central file; facility. This will require periodic inspection of the records holdinrs by the various offices to assure their maintenance in accordance with established procedures and met'Uods. -1- Approved For Release 2002/05/0 l8-04718A000800240002-7 Security Infornatsr~~ Approved For Release 2002/05/02'`0-04718A000800240002-7 Security Information Arrangement of Record Material. A. Regardless of location, develop and install a system that will provide for .he orderly arrange- ment of all record material. Such arrangement should provide maximum utilization and protection. B. Determine ,,ihich Agency records should be main- tained in the Office of the Director. For example, should correspondence prepared for the signature of the Director and the Deputy Directors be included among the official records of the Director's Office? C. Determine the most efficient method for receiving, recording and controlling incoming corcuunic-,.t ions. Such method should provide adeciuate control and a minimum delay in getting; communications to action desks. 34 Retirement and Preg,_Arvation of the Director' Records. The current records of the Director's Office will un- questionably become the core of the most valuable historical records of the Agency. Develop and adequately implement appropriate retirement procedures. 4. Documentation of Agency Records. The attainment of objectives 1 -through 3 will contribute to the proper documentation of the records of the Office of the Director. This is a legal requirement and is important not only from the historical standpoint but also because of the responsibility of incumbent officials to have records which give their successors the advantage of oast experience. Approved For Release 2002/0 1-- P78-04718A000800240002-7 Security Inf^rrn n Approved For Release 2002/05/ 8-04718A000800240002-7 'Security Information 1. COMBINE THE SEPARATE FILES OF THE DIRECTOR, THE DEPUTY DIRECTORS, AND THEIR II DIATE STAFFS AND MAINTAIN AS A SINGLE SUBJECT FILE, EXCEPT: A. MATERIAL CONSIDERED SO SENSITIVE THAT FILING MUST IE DONE BY THE RESPONSIBLE OFFICIAL OR ONE OF HIS STAFF. B. FILES OF THE DEPUTY DIRECTOR (PLANS) ANND HIS STAFF BE- CAUSE OF THEIR PHYSICAL LOCATION. Generally speaking, it is desirable to centralize files to include as many organizational segments as possible without disrupting service caused by the distance of the files from the persons who need to make reference to them. In the Office of the Director the centralizing of files, except for those indicated above, appears to +_.e desirable and is recommended. The centralization of these files offers the following advan- tages: a. Eliminates duplication of effort because copies of a considerable volume of material are included in each of several files. b. Provides faster and more complete reference, as all material on the same subject will be in the same file regardless of the fact that responsibility for action may have been split between two or more sub- ordinate offices. c. Permits more efficient utilization of filing equipment and the time of file clerks. d. Is an aid to proper documentation because reference is possible without a detailed knowledge of the delegation of responsibilities. -~- ~~ ?T Approved For Release 200S1611lI y dI(--RBP7~84718A000800240002-7 Approved For Release 2002/ 4ds'} - DP78-O4718A000800240002-7 ~ Security( 2. PLACE T COMBINED FILES IN A SECURED AREA AND USE STANDARD CABINETS INSTEAD OF 4 DRAWER COMBINATION LOCK CAbINMTS. This recommendation is made for reasons of security and economy. The grouping together of a number of standard file cabinets in one secured area is less conducive to security violations than the same number of 4 drawer combination lock type cabinets where the responsibility for locking up is shared by a number of per- sons. Economically, the savings in adopting this recormiendation are the difference in the replacement cost of the combination lock cabinets less the cost of the required number of. standard cabinets and the cost of securing the designated area. In the Administration Buildin?' these savings are estimated as follows: a. Rerlacement co~.t of an estimn bed 20 4 drawer combination lock cabinets 0 r)235.00 each. b. Cost of securin;* room 7 Cost of 16 standard cabinets 9 '75.00 each. (Reduction of S possible because of better utili- zation of combined files) Net Savings $4700. $400. $1200. $160o. ' 1600` $3100. Approved For Release 2003P5/V'- 1 DP78-04718A000800240002-7 Security la~er~nt~nn f ~ Approved For Release 2002/ 5/ IA 7DP78-04718A000800240002-7 Security. I nfornaInformation 3. INCLUDE IN THE CENTRAL FILES OF T-'E OFFICE OF THE DIRECTOR T ORIGINAL INCOMING COI`N'-UNIC`ATIONS AND THE OFFICIAL FILE COPIES FOR ALL CASES I1" WHICH THE ACTION HAS BEN' TAI:EN1 BY THE DIR.ECTi.iR, ME DEPUTY DIR:ICTORS, OR THEIR Ih 4f DIA'TE STAFFS, AND WIEN TIlE COR flESPOND: STCI HAS BEEN PREPA .E',D AT THE OPERATIONAL OFFICE LEV L FOR SIGNATURE IN THE OFFICE OF THE, DIRECTOR. Adoption of this recommendation will represent a substantial change in the file location of much of the correspondence oore- pared for the signature of the Director and Deputy Directors. Under present practices throughout the A.ryeney, the complete file of any correspondence case (the original incoming; and copy of reply) is usually considered to belong in the files of the originating office. This is contradictory to the'accented principles of proper documentation of an agency's activities, which provide for placing in the same file all material for an area of responsibility regardless of by whom or where the action correspondence was prepared. Functions and responsibilities are continually changing with changes in size and scope of the Agency. Therefore, under the present system, instead of all the related material on a parti- cular subject being brought together in a single subject file, it may be spread out in any number of files. For example, much of the policy and precedent material for the signatures of the Director or Deputy Directors is,prepared and filed in office of origin. In the event of a reorganization, under which a function is transferred from one office to another, all or part of the records related to the transferred functions are likely to be retained, by the office originally having the responsibility for it. As a result, a knowledge of the transfer would be nocess~-.ry in order to locate and refer to records filed prior to the transfer. Specific material included in this category are staff studies submitted to the DD/A. The action on staff studies renrosents policy decisions made by the DD/A; yet these staff studies, with the action indicated by the DD/.A, are re- turned to the operational offices for filing. Approved For Release 200 Iq1 RDP78-04718A000800240002-7 Security Inforr'tVnn Approved For Release 20051 IAJRDP78-04718A000800240002-7 Security Information 4. DISCONTINUE TES FILES PR 1SMTLY KNOWN AS THE ADMINISTRATIVE FILES WHICH ARE MAINTAINED BY TIE OFFICE OF GENEIL4L SERVICES. Although the CIA Correspondence Manual refers to the use of a yellow tissue for the Administrative Files copy, no require- ments are given rc ardin? the type of correspondence for which yellow copies should be prepared, or for the maintenance of the files. A review of the file indicates that it is very in- complete, usually does not include the incomin? letter, and does not include ';he more irinortant and sensitive correspondence. Practically all of these file copies are duplicated in the office of ori7in where the incominfr letter is usually retained. In the past seven months there has been an avera-e of only 22 reference requests per month for the entire Agency. It appears thet most of ,hose requests result from the originating office being unable to locate their own file copy or the re- quest is for old material and the requestor does not know where else to look. it is therefore recommended that the accumulation of material be ulaced in inactive stora=?e in the CIA Records Center and the practice of forwarding material to the files presently known as the Administrative Files be discontinued. In actuality, the administrative files are currently maintained by each originating office and this should be continued. until a more clearly defined picture is obtained following record surveys of the respective offices. Approved For Release 20210 O .y CI -RDP78-04718A000800240002-7 Security Inoorm20on Approved For Release 2002/0 02~* `Security n Q~7ttV718A000800240002-7 5. ADOPT THE FILING PROCEDURES DESCRIILD IN EXHIBIT A AND THE FILE I-W-TUAL INCLUDED IN THIS REPORT AS EXHIBIT B. THIS SYSTEM ALSO TO BE USED IN THE MkINTETANCE OF THE FILES LISTED AS EXCEPTIONS IN RECO11,2 INDATION 1. At the present time there is no standard filing system in the Office of the Director. Practices vary in each office. In some cases there has been an attempt-to file by subject but without guides the development of subjects occurs as the need arises. The usual result is: (a) many folders containing*, one or two pieces of corres- pondence; (b) a large general or miscellaneous folder containing a little of everything; (c) difficult training of replacement per- sonnel; and (d) almost complete dependence for reference service on t.e one or two individuals who developed the file or are currently maintaining it. IN Most of the files in the Office of the Director appear to be in chronological order by either the office of origin or the addressee. This system precludes having a complete file on any subject in- volving more than one addressee or office of origin. Therefore, complete reference on a given subject requires a detailed knowledge of who and what is involved and this cannot be expected of file clerks, particularly when development occurred over a period of some time. In later years it will be almost impossible for a researcher to trace the development of policies because of per- sonnel changes and reorganizations in both this and other affected agencies. This recommendation is therefore made in the belief that the adoption of a standard filing system is imperative and that the one recommended is the best suited to over-all Agency needs, It is essential that any system approved for use in the Office of the Director also be used in the maintenance of files listed as exceptions in recommendation #1. This will assure proper corre- lation of the files when they are eventually retired. To overcome the difficulties and deficiencies described above, a Subject--Numeric System of classifying and filing is recommended. Its simple structure makes installation easy, and lends itself to speed, economy, and accuracy in coding, sorting, and filing. It is readily understandable by inexperienced clerks and does not re- quire long periods of training t,o acquaint employees with its operation. Its flexibility makes the system adaptable to various types or volumes of records and the facility for expansion or deletion of subjects is unlimited. To provide quick reference by name of per- sons or organizations, an Alphabetical Name Index may be maintained in conjunction with this system and is recommended for the combined files of the Office of the Director. C& Approved For Release 2002 - `firl RDP78-O4718A000800240002-7 Security Informpt!nn Approved For Release 200210 /t L, Cl 4 DP78-04718A000800240002-7 Security !n?nrmst'nn 6. ADOPT, AS STANDARD FILE SUPPLIES, METAL ANGULAR TAB, 113 CUT PRESSBOARD GUIDES WITH STANDARD GUIDE INSERTS, AND STRAIGHT CUT, PLAIN TAB NON-REINFORCED HEAVY WEIGHT (]1 POINT) KRAFT FOLDERS. Almost every variety of file folders and guides are presently found in the Agency, with several types often used in the same file. Standardization of supplies of this type permits economies in procurement and procurement procedures; simplifies stocking and warehousing problems; assures uniformity of supplies used in the same file, resulting in a much neater and more business- like appearance; and eliminates the use of either unnecessarily expensive items or items that are too cheap and flimsy to afford the service desired. The supplies covered by this recommendation, were selected as the best for correspondence files by experts of a number of Government Agencies who have had many years of experience. A proposed Agency Notice establishing these stan- dards has been concurred in by the Procurement and Supply Office and is now being processed for further concurrences. Approved For Release 200 05 2- ; CIAJRDP78-04718A000800240002-7 Security Inrormat?on Approved For Release 2002/0510 A DPV -O4718A000800240002-7 otl c?~,,.,ri v H rmat~or 7. PREPARE YELLOW TISSUE COPIES OF ALL CORRESPONDENCE FOR USE AS THE OFFICIAL FILE COPIi7S M D FILE AS PROVIDED IN RECOIT1 E NDATION NO. 1 The use of yellow tissue copies for the Administrative Files is a current re,iuirement statel in the Agency Correspondence Manual. However, it is our opinion that the official file for the Office of the Director is the one described in Recommendation #1 and should, therefore, contain the yellow tissue copies of replies as well as the original incoming communications. The use of yellow copies for the official file facilitates the destruction of extra or duplicate copies that nay find their way to the files and eliminates the necessity of searching the files to determine whether the copies received are duplicates. Approved For Release 29_02M;RDP78-04718A000800240002-7 Security ~`iererm2t~~n Approved For Release 2002/014=f ~P78-04718A000800240002-7 . SPruriy Pf~ 8. PREPA u ';'HI TL TISSUE COF I" OF ALL COQ SPUi,:i1.j CF; FOR USE AS A READII;G FILE. To assure that all staff members are fully informed, an extra white tissue copy for use as a reading file should be made of all correspondence prepared by the Director, Deputy Directors, their immediate staffs, or prepared in the operational offices for signature in the Cff:ico of the Director. These copies would be accumulated by the Central Files and would include all correspondence oxcept that :,hick is filed in individual office files because of the sensitive nature of the subject matter (See exception (a) under recommendation #1). The chief of the Central Files should circulate and control each days accumulation. Upon return to the Section the file should be destroyed. Security , 3 2/0'5/0: CIA - 78-04718A000800240002-7 Approved For Release 2002/05/02, 44-RDP78-O4718A000800240002-7 Security 9. ADOPT TH i CORIESPO.aD NCE CONTROL PROCE--URES DESC?JBED I IN EXHIBIT C. A central control on correspondence is desirable regard>s # the organizational level of the responsible individuals, and it is reco:..mended that the system described in E1;hibit C be adapted to the re uiremen';s of the Office of the Director. The system establishes a central control point where the routing, current location, and eventual filing of any piece of controlled correspondence can he determined. In addition, it will reduce the amount o', secretarial time used in loCginr material classi- fied up to secret. This is possible because a copy of the Si:: part control form serves as the log at each correspondence control point. This system ~;as recently installed in the Office of Procurement and Supply by the Records Management and Distribution Eranch and is wcrklin* very ;satisfactorily. Security Approved For R I ase 2002/05/02 : CIA-RDP78-04718A000800240002-7 A Approved For Release 2002/05/0 -6IA-RDP78-04718A000800240002-7 Security @nf^rm?0on 10. MAKE AMORE ` RAIN ONE . PERSON AVAILALLE AT EACH I SAIL CONTROL POINT TO ASLURID' IMEDIATE HA;' DLING OF THE MAIL. As the result of numerous, checks made by the Records Management and Distribution Branch throughout the Agency on complaints of delays in the delivery of mail, it has been determined and sub- stantiated in a study made by Organization and Methods Service that most delays occur at the point of delivery; i.e. the indi- viduals receiving mail, both at the registry and the office secretarial level, are so occupied with other duties that the delivery of mail to action desks is often delayed. It is there- fore recommended that the persons receivin7 mail be impressed with the need for priority handling, and that more than one person be availaile in order to prevent delays occurring be- cause individuals are temporarily away from their desk or are occupied with other work. Approved For Release AfMAY2 M f8-04718A000800240002-7 Approved For Release 2002/0510 ^fzIA P78-04718A000800240002-7 Security In3crmptinn Ll. PROVIDE FOR A YEARLY CUT-OFF IN ALL FILE'S AND AT THE END OF 5 YEARS, RETIRE TO THE CIA RECORDS CENTER FOR PERMANENT INACTIVE STORAGE. Permanent retention of all official file correspondence in the Office of the Director is recommended. The basis for this re- corrmendation is the presumption that any material requiring the attention of the Director cr his staff is of sufficient impor- tance to require permanent documentation. This is applicable regardless of importance, if the matter was handled at this level. Some system of cutting off files is necessary to permit the orderly retirement of inactive material to Records Center dtorage. Cutting, off of the files and installing new folders for the each succeeding year is the simplest method, and yearly cut-offs instead of every two or every three years is recommended because: (a) it simplifies classification and finding by keening; the number of subject headings at a minimum (the number of subject headings needed increases in proportion with the volume of corres- pondence to be included); (b) reference is facilitated by having only material for the current year in the most used portion of the file; and (c) yearly retirement reduces the amount of ex- pansion space needed. Retention of the Director's files in office space for 5 years instead of for a shorter period, is an arbitrary determination based on two factors; (a) the volume is limited so that such a long retention period does not create a real space problem and (b) at this organizational level, even infrequent reference to older material should be as fast as conceivably possible. Prior to transfer to the Records Center the files would be screened to remove such non record material as printed copies of administrative or operational issuances which would be destroyed. Approved For Release 2dSe -811 :ILCfAFRDPi18-04718A000800240002-7 Approved For Release 2002/05/02 CIA--RDP78-04718A000800240002-7 Security Information 12. EFFECTUATE THESE RECOINEND.ATIONS BY THE ISSUANCE OF AN OFFICE M.'IL1ORAINDUM, SUCH AS SUGGESTED IN EXHIBIT D. In order to docume:zt the approval of the recorm endations and to assure compliance in the offices of the various Deputy Directors., it is believed that a memorandum for the signature of the Director will be necessary. Accordinly, such a memorandum is included in the report as Exhibit D. u 'r Approved For ReleaseSmwft~/qfR Q 78-04718A000800240002-7 Approved For Release 2002/05/Q4DP78-04718A000800240002-7 13. APPROVE THE PRINCIPLES OF THESE RECOIOMIDATIONS AS STANDARD GUIDE'S FOR ADOPTION THROUGHOUT THEE AGENCY. The approval of these recommendations for implementation through- out the Agency would effect standardized practices in handling, filing and disposition of records. This would result in more valuable records, better control., more efficient utilization, and quicker reference service. It would also facilitate and permit placement of more of the burden of training in the Office of Training instead of the operational offices. In addition, the standards set forth for equipment and supplies would result in considerable savings, neater presentation of the files, and would facilitate consolidation of valuable records when transferred to inactive storage. The use of secured areas for lar"er groups of files would be more economical and aid in reducing the num- ber of security violations. Approved For Release 29f(f RQR7~8-04718A000800240002-7 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 TAB Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/0 ~ CI ~8rm0a4t718 000800240002-7 Noe on I FOREWORD Records serve as the memory function of an office. They record the history, policies, programs, procedures and administrative experiences of an organization. The importance of records does not need to be emphasized. It is obvious that information accumulated in the records of an organization, public or private, is essential to its efficient and continued operation. Whether an office maintains a large volume of records or merely a few drawers of them, they should be kept in such a manner that persons can readily obtain them when needed in connection with their activities. In addition, the records of an office should remain usable regardless of personnel or organizational changes. It is necessary, therefore, that some organized plan be used for filing material so that a key to the records will always be available and the file arrangement will be understood by all persons who need to use them. The purpose of this manual is to provide employees of the Central Intelligence Agency who may have the responsibility for filing or finding correspondence records, with a basic plan for their orderly arrangement and maintenance. The use of this basic plan throughout all offices of the Agency will increase the administrative usefulness of our-records, expedite the disposition of records when no longer needed; assure the preservation of records having permanent value; and simplify the training of employees. Every effort has been, and will continue to be made, to make this plan a practical and usable tool. However its successful operation will depend upon the complete cooperation of all employees concerned with the maintenance, use and disposition of the records of the Agency. II LOCATION OF RECORDS FACILITIES When the records of an organizational unit are maintained in a single area, they are known as centralized files. Ideally, this plan precludes the maintenance of records in any other area of the unit. In addition, this system provides for positive control of all record material and the highest degree of security. Conversely, material is furthest removed from the point of utilization. Records maintained in several areas of an organizational unit are known as decentralized files. This is the most common method of records keeping, although the degree of decentralization varies considerably. This plan requires close central control of certain records keeping functions, such as the classification system used, and periodic disposal and retirement activities. Careful training of personnel is essential if any degree of uniformity is to be maintained. Periodic inspection of decentralized files is a necessity; otherwise, experience shows that such records lose their identity with respect to the filing scheme in use and are difficult, if not impossible, to process for ultimate disposition. SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/0/02 : CIA-R'-O4718AOOO8OO24OOO2-7 Security Information Records most commonly decentralized are those reflecting the house- keeping functions of an organization - business operations or routine administration. Most of these records lend themselves to relatively simple file arrangements and most of them ultimately are classified as useless documents. Maximum utilization should be the determining factor in establishing the location of a records facility for maintaining and servicing this type of material. Top level administrative, program and planning records are not recommended for decentralization. They involve more or less complex filing and generally possess a high degree of sensitivity. In addition, these records are ultimately considered as possessing considerable value. The highest degree of security should be the determining factor in establishing the location of a records facility for maintaining and servicing this type of material. Regardless of the location of a records facility, the responsibility for filing and maintaining record material should rest with one person in each organizational unit where records are located. That person should see that papers are kept currently filed; that they are maintained in an orderly manner; prevent the unauthorized use of the records; and see that material removed from the files is properly charged out and subsequently returned. III TYPES OF FILES MAINTAINED ON OFFICIAL RECORDS The official records of the Agency shall be prepared on yellow paper and shall be classified in accordance with the subjects contained in the File Manual; they shall be filed in the SUBJECT FILE. If individual needs require an index to the SUBJECT FILE, an ALPHABETICAL NAME INDEX, may be maintained. This index, when used, will consist of extra copies of correspondence and other papers- prepared on pink paper and appropriate name cross reference forms. Specialized files may be established to meet the needs of individual offices. This file shall consist of incoming correspondence, memoranda, telegrams, reports and other official papers, yellow copies of outgoing communications, and appropriate subject cross reference forms, The Subject File is the principal file in any records facility. It is established and maintained for the purpose of systematically collecting and holding available for ready reference data needed for the transaction of everyday business. In addition, the contents of this file is documenta evidence of how and why the office carried out its day to day activities. SECRET Security Information Approved For Release 2002/05/02 : ClDP78-04718AO00800240002-7 Approved For Release 2002/05/02 : Cl 8-04718A000800240002-7 Security Information The Subject File is arranged to conform with the File Manual in that the subject designations are placed on the folders just as they appear in the subject list. The folders, likewise, are placed in the file drawers in this exact manner and sequence. Guides should be used for primary subjects; use additional guides only as needed -- just sufficient in number to serve as guide posts to aid in placing record material in the folders. The Subject File shall be maintained for a definite filing period of one year. At the end of this period, the existing Subject File will be closed and new folders prepared. This will facilitate disposition at a later date. B. THE ALPHABETICAL NAME INDEX This file is established to provide quick reference to material maintained in the Subject File when such material may be requested by names of people or organizations addressed or referred to in correspondence or other record material. This index consists of pink copies of correspondence and appropriate name cross references, which are filed alphabetically by name of individuals or organizations to whom correspondence is addressed or to whom it concerns. The Alphabetical Name Index shall be maintained for the same period of time as the Subject File. C. CASE FILES A Case File is a collection of papers relating to a particular person, place or transaction grouped together in one folder. These special cases or folders are filed alphabetically by name of company , individual, item, etc., or numerically, which ever is appropriate, in back of the general folder of like subject. Chronological order should be maintained within the folder; latest date on top. Secure all material in the folder with Acco's or other appropriate fasteners. IV FILE CLASSIFICATION PLAN A. DESCRIPTION The file classification plan adopted for use in this Agency is known as the Subject Numeric System of Classification and Filing. In this system the main designations under which records are classified and filed are actual identifying words used as subject SECRET Security Information -3- Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02: e?QRUP78-04718A000800240002-7 Security Information matter categories, with subdivisions of these categories assigned n numerals. Primary subject categories are listed in alphabetical order with related subjects grouped as subdivisions of the primary subjects. The subdivisions of primary subjects are assigned numerals to reduce time and effort in marking material for filing. For example: (Primary Subject) ACCOUNTING (Secondary Subject) 1 Accounts Current (Tertiary Subject) 1-1 Depositories (Primary Subject) APPROPRIATIONS (Secondary Subject) 1 Allotments, Apportionments Additional subdivisions of secondary and tertiary subjects may be accomplished by the use of a dash and another numeral. For specialized files consisting of large collections of information on foreign countries a numerical code (Example 1) may be used to designate the geographic areas. The code number will precede the primary subject. For example, if the information is about Spain the primary subject is preceded by the code number 9 as illustrated below: (Pri.mary Subject) 9 ARMED FORCES (Secondary Subject) 1 Air Forces (Tertiary Subject) 1-1 Facilities (Primary, Subject) 9 MILITARY GEOGRAPHY (Secondary Subject) 1 Coasts-and Lending Beaches B. CLASSIFYING PAPERS FOR FILING The process of classifying involves the analysis of correspondence or other documents to determine the subject by which it should be filed, and the placing of file designations on the material to show where it should be placed in the file. 1. Importance Of The Process Papers received for classifying and filing may cover a wide variety of subjects. Also, a number of papers involving one particular subject may be intermingled with those of other subjects. The file classification plat is designed so that all of the papers on related subjects will be consistently and logically brought together in the files. However, sound judgement and careful attention must be given to the procedures which follow if the classification process is to be accomplished satisfactorily. Your ability to locate SECRET Security Information -4- Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 5DP78-04718A000800240002-7 Security Information papers promptly after they are filed will depend largely upon the care you use when classifying material before it is filed, 2. The Classification Procedure a. Read and analyze the correspondence or other material to determine the most outstanding or prominent subject, that is, the subject by which the papers will most likely be requested. b. Refer directly to the subject list or index of the classification guide and select the appropriate file designation in the following manner: (1) Determine the appropriate primary subject category, such as TRAVEL, PERSONNEL, etc. For example, a letter concerning recruitment of personnel would fall under the primary subject PERSONNEL. (2) Select the appropriate subdivision under the primary subject, if any. For example a letter concerned with budget estimates would be classified by the secondary subject "Budget Estimates," a subdivision of the primary subject APPROPRIATIONS. If no appropriate subdivision of the primary subject has been provided, the primary subject itself is used as the file designation. c. Stamp or write the file designation in the upper right corner of the subject file copy (yellow tissue), or in the same position on any incoming correspondence which did not require a reply. (See Example 2 for sample of classified material.) d. If a document has one or more additional subjects by which it is likely to be requested, select the appropriate file designation and stamp or write it directly beneath the file designation already shown for the main, most prominent subject. In such instances, an X should be placed at the left of the designation to indicate that a cross reference is, required as follows : PERSONNEL 17 X SECURITY 7 e. In those instances where Case Files are established, or further detailed subdivision of a ~3ub j ect in the Subject I$st is required, write the name of the organization, person, product, number, area, or detailed subject by which the papers will be identified, directly after the file designation, as follows: BUILDINGS & GROUNDS 1 (Building J) SECRET Security Information Approved For Release 2002/05/02-5 1A-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 DP78-04718A000800240002-7 Security Information f. When reading material to determine what file designation to use, if you find that there has been previous correspondence on the same transaction, you should see that the earlier papers are taken from the files so that they may be consolidated with the later correspondence. In such cases, a continuity reference form should be prepared as explained in Paragraph V, A, 2. 3. Helpful Hints To The Classifier a. While some analytical ability is desirable, the knack of noticing essential key phrases and ideas in corres- pondence helps you to readily select the correct file designations. However, there will appear from time to time, correspondence and other papers, the subject of which is not easily determined. In such instances, it is helpful to consider the correspondence in this manner: "Why was it written - what reason was there that prompted the writer to prepare it?" Usually it will be found that the purpose for writing suggests the subject under which it should be filed. b. It is helpful at times to refer to previous correspondence already on file to verify a tentatively selected file designation. c. In unusual cases the subject of correspondence is so extremely vague that it is difficult to determine the proper file designation. In such cases, no hesitancy should be felt in going to the dictator or other authoritative sources to obtain a sufficiently clear conception of the subject matter to enable you to properly classify the material. This extra effort will permit more accurate filing and facilitate finding papers. d. The subject line frequently appearing above the body of correspondence should not be relied upon too heavily in determining the subject under which the correspondence should be filed. It may be vague, misleading or even remote from the real subject of the correspondence concerned. e. Persons responsible for classifying and filing records should study the organizational and functional structure of the Agency and keep currently informed regarding policies, procedures, programs and projects. Such knowledge is invaluable assistance in the selection of appropriate file designations. V. CROSS REFERENCES SECRET Security Information Approved For Release 2002/05/02 : C1~z=RDP78-04718A000800240002-7 Approved For Release 2002/05/02 ? T P78-04718A000800240002-7 Security Information A. WHEN AND HOW TO PREPARE CROSS REFERENCES The use of appropriate cross references in the file can be an invaluable aid in locating material quickly when needed. Care should be taken, however, to avoid making and filing unnecessary cross references. The following are normal conditions under which you should make cross references: 1. When More Than One Subject Is Involved For those documents which you have decided have one or more additional prominent or less prominent subjects of sufficient importance to help as finding aids, you should prepare Correspondence Cross Reference Form 36-150 or 36-150A as shown in Example 4. 2, To Consoldiate Related Material When it is necessary to bring forward earlier correspondence and consolidate it with subsequent material, a Correspondence Continuity Reference Form 36-151 should be prepared as shown in Example 5. The form should be filed in the Subject File under the date of the earlier correspondence to show that it has been brought forward and filed with correspondence of the later date. (The Correspondence Continuity Reference form is required only when name or other index to the Subject File is maintained.) To Provide An Alphabetical Name Index If an Alphabetical Name Index is maintained in your office, at the same time you mark the file designation on the Subject File copy, you should place the same file designation on the name index copy in the upper right corner, to indicate where the material is located in the Subject File. See Example 3. If an extra copy of the communication is not available for use in the name index, Correspondence Cross Reference Form 36-150 may be prepared instead. See Example 4. VI FILING THE RECORDS A. ASSEMBLING AND FASTENING THE PAPERS After correspondence and documents are marked with the correct filing designation, they should be properly assembled and fastened. Correspondence of the earliest date should be placed on the bottom with the material of later date arranged in order with the later date on top. The papers should be fastened with SECRET Security Information Approved For Release 2002/05/02 :IA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 :S@DP78-04718A000800240002-7 Security Information staples in both upper corners. If the file is too thick for staples, use prong fasteners, B. PLACING THE MATERIAL IN THE FILES When material has been properly marked and assembled, you should arrange it in alphabetical order by primary subject in order to facilitate putting it away. Place each file in the proper folder with the left side of the material down. The pieces of material within the folder should be arranged so that the latest date will be in front, unless conditions require some other order. If successive folders containing material on the same subject are necessary, the folders containing the latest dates should be kept in front of the others. Material should not be fastened in folders except in case files. To insure proper use of records, to prevent their loss and misplacement and to keep informed at all times of the location of records, it is necessary to maintain control of all material withdrawn from the files. This control is accomplished through a charge-out system. Individuals to whom records have been charged should be held responsible for their custody and prompt return after the records have served their purpose. A. REMOVING INDIVIDUAL RECORDS FROM THE SUBJECT FILE Each time a record is removed from this file, a correspondence charge-out card (See Example 6) should be filled out and placed in the folder in the exact position from which the material was removed. When the charged record is returned to the files, the charge-out is removed and cancelled. B. REMOVING CASE FILES Case files are always charged out in their entirety - entire folders are removed and delivered to the requestor. Upon such removal, fill out Case File Charge-out Card Form 36-152 (Example 7) and file in the exact place from which the folder was removed. When this charged folder is returned to the files, the charge card is cancelled and placed horizontally in the folder. This will eliminate the necessity of preparing a new charge card each time the case file is withdrawn. C. CHECKING THE FILES FOR CHARGED RECORDS The files should be inspected regularly to insure the return of charged records. The charge-out forms are taller than other material in the files and can be distinguished readily by a casual inspection. When such inspections reveal that material has not been returned promptly, take appropriate action to assure its return or assure yourself that the material is still in use. SECRET Approved For Release 206;2166=yCI~-718A000800240002-7 Approved For Release 2002/05/02 : CIAMMf 8-04718A000800240002-7 Security Information This table is intended to facilitate the selection of geographic areas and the corresponding code designation when necessary to file information by geographic location. See the National Intelligence Survey (NIS) for a detailed description of area boundries. AREA CODE Afghanistan 34 Alaska 65 Albania 20 Algeria 47 Angola 59 Anglo-Egyptian Sudan . 54 Arabian Penisula 32 Argentina 90 Australia 96 Austria 16 Belgian Congo 60 Belgium 5 Bolivia 93 Brazil 94 British East Africa 56 British Honduras 72 British Indonesia 44 British Possessions in the Caribbean 81 Bulgaria 23 Burma 38 Canada 66 Ceylon 37 Chile 89 China 39 Colombia 85 Costa Rica 76 Cuba 78 Cyprus, Malta and Gibraltar 25 Czechoslovakia 18 Denmark 7 Dominican Republic 80 Dutch Possessions in the Caribbean 82 Ecuador 87 Egypt 53 Equatorial Africa 52 Ethiopia, Eritrea and the Somalilands 55 Approved For Releas%ch4~f'b5TUZo:'aW~Fh 78-04718A000800240002-7 Approved For Release 2002/05/02 : Cltfd~ff 8-04718A000800240002-7 Security Information EXAMPLE 1 (CONTINUED) Finland 12 France 3 French Possessions in the Caribbean 83 Germany 13 Greece 24 Greenland 67 Guatemala 71 Guianas (British., French & Dutch) 95 Haiti 79 Hawaiian Islands 98 Honduras 73 Hungary 19 Iceland 68 India 35 Indian Ocean Islands 63 Indochina 43 Indonesia 100 Iran 33 Iraq 30 Ireland 2 Italy 17 Japan 45 Jordan 29 Korea 41 Liberia 51 Libya 49 Luxembourg 6 Madagascar 62' Mexico 70 Mongolia 40 Morocco 48 Mozambique 58 Netherlands 4 New Zealand 97 Nicaragua 75 North Polar Area 69 Norway 10 Pakistan 36 Palestine 31 Panama 77 Paraguay 92 Peru 88 Philippine Islands 99 Poland 14 Portugal 8 Rhodesia and Nyasaland 57 Rumania 22 SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIAA78-04718A000800240002-7 Security Information EXAMPLE 1 (CONTINUED) Salvador 74 South Africa 61 South Atlantic Island 64 South Pacific Islands 103 Southwest Pacific Islands 102 Spain 9 Sweden 11 Switzerland 15 Syria and Lebanon 28 Thailand 42 Tunisia 46 Turkey 27 United Kingdom 1 Uraguay 91 U.S.S.R. 26 U. S. Possessions in the Caribbean 814- Venezuela 86 West Africa 50 West Pacific Islands 101 Yugoslavia 21 SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 20QMMM : CIA-RDP78-04718A000800240002-7 Security Information U. R. Wrig Administrative Assistant File Classification Procedure 1. This exhibit is intended to represent the file copy of a memorandum which has been properly classified and marked for filing in the Subject File. It shows the correct placement of the file designation in the upper right corner. Although this memorandum covers only one prominent subject, in order to demonstrate the procedure for indication the need for a subject cross reference, a second file designation COMMITTEES is shown above, preceded by an X. This means that a cross reference should be prepared for the additional subject. If, occasionally you find it necessary to use a second cross reference, write the appropriate designation below the others in the same manner. Example 4 shows how to prepare the cross reference forms. 2. Large or complex files usually require some auxiliary in- dexing medium to facilitate the location of material maintained in the Subject File. The Alphabetical Name File provides such an index. It is composed of extra copies of outgoing communications, prepared on pink tissue, and appropriate name cross references which are filed alphabetically by the name of individuals or organizations to whom communications are addressed or whom they concern. See Example 3 for the preparation of these papers for filing. OGS/JD:mef (1 July 1952) Distribution: 1 - Subject File 1 - Name File ~gg SECRET ~~,, Approved For Fie?eoa'f " 0130E RDP78-04718A000800240002-7 Approved For Release 20(92 : CIA-RDP78-04718A000800240002-7 Security Information U. R. Wright Administrative Assisi-an File Classification Procedure r',, EXAMPZE 3 T X 1 July 1952 1. This exhibit is intended to represent the file copy of a memorandum which has been properly classified and marked for filing in the Subject File. It shows the correct placement of the file designation in the upper right corner. Although this memorandum covers only one prominent subject, in order to demonstrate the procedure for indicating the need for a subject cross reference, a second file designation COMMITTEES is shown above, preceded by an R. This means that a cross reference should be prepared for the additional subject. If, occasionally you find it necessary to use a second cross reference, write the appropriate designation below the others in the same manner. Example 4 shows how to prepare the cross reference forms. 2. Large or complex files usually require some auxiliary in- dexing medium to facilitate the location of material maintained in the Subject File. The Alphabetical Name File provides such an index. It is composed of extra copies of outgoing communications, prepared on pink tissue, and appropriate name cross references which are filed alphabetically by the name of individuals or organizations to whom communications are addressed or whom they concern. See Example 3 for the preparation of these papers for filing. OGS/JD:mef (1 July 1952) Distribution: 1 - Subject File 1 - Name File a-'4' 44-~~ C?~ SECRET Approved FoPR W 200#2 02i:oelA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIA-FWC 4718A000800240002-7 Security Information DATE: 1 July 1952 TO: U. R. Wright FROM: Administrative Assistant SUMMARY: Explains file classification procedure FILED: Records 4 INDEXER: A.B.C. REMARKS CORRESPONDENCE CROSS REFERENCE Form Noe 36-150 SECRET Securi~y4 In o lion Feb 1953 Approved For Release 2002/05/02 : CiA-RDPl8 04718A000800240002-7 Approved For Release 2002/05/02 : CIA-RE , , 718A000800240002-7 Security Information EXAMPLE 5 CLASSIFICATION: DATE : TO: FROM: (Use these captions to identify the file which is being brought forward for consolidation with material of a later date. File this form in place of the material being brought forward.) BROUGHT FORWARD TO CLASSIFICATION: DATE: TO: (Use these captions to show where the consolidated papers are now FROM: located in the file.) CORRESPONDENCE CONTINUITY REFERENCE SECRET Form No. 3ove ppr d For Release 2002/05SI~g l -R ?6% ' A000800240002-7 Feb 195 Approved For Release 200MOF>METCIA-RDP78-04718A00080024Og0 4f?LE 6 SECURITY INFORMATION 1- Y Q Q r z w H This form is used to charge individual records from the Subject File. It is placed in the folder in the exact posi- es tion from which the record was removed Q and is cancelled and removed when the Z record is returned. NOTE: Actual size lOxil 3/411. 0 z w z F- w m Z Li w Z It 0 0 Z Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 SECRET SECURITY INFORMATION Approved For Release 200x ?A~ TCIA-RDP78-04718A00080024000f4 AMPLE 7 SECURITY INFORMATION CASE FILE (DESCRIPTION) INSTRUCTIONS PLACE CARD UPRI&NT IK PLAtr of CRait&EYOU1 F00M I CHARGED TO DATE CASE FILE CHARGE-OUT CARD ;M NO FEB 195. 36-152 (7) NOTE: ACTUAL SIZE 8XIO'-z" SECRET Approved For WeFease ~602I/89/bl M bTP -~,bP78-04718A000800240002-7 LABELS FOR STANDARD FILE DESIGNATIONS APPROPRIATIONS 2.1 EXHIBITS APPROPRIATIONS 2 BUDGET ESTIMATES APPROPRIATIONS 1 ALLOTMENTS (OFFICE D) APPROPRIATIONS 1 ALLOTMENTS (OFFICE C) f APPROPRIATIONS 1 (OFFICE B) APPROPRIATIONS 1 (OFFICE A) ALLOTMENTS APPROPRIATIONS 1 ALLOTMENTS ACCOUNTING 2-1 PER DIEM ACCOUNTING 2 ALLOWANCES ACCOUNTING 1 (FIELD STATION X) ACCOUNTS CURRENT OF4886b-',Mb8oo240002-7 " PRIMARY SUBJECTS 2ND POSITION GUIDE LABELS FOR CASE FILES OR DETAIL SUBJECTS SECONDARY SUBJECTS 3RD POSITION GUIDES Approved For Relea&2OO4 IMY,"UI3t RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 TAB Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : C78-04718A000800240002-7 Security Information The Subject Id.st in this file manual was prepared for maximum utilization in the maintenance of administrative correspondence files of the Agency. This list is sufficiently inclusive to meet the needs of the Agency as it pertains to all business matters, however, subjects relating to programs or projects that are the responsibility of designated Offices may not be developed to a degree that will satisfy their requirements. To utilize this Subject List small activities can adapt it to their needs by maintaining a minimum number of folders and arranging material within these folders according to file symbols assigned. Files may then be expanded by establishing additional file folders as required without the necessity of changing the file symbols originally assigned to the correspond- ence. Large central files and specialized activities can adapt this list to their needs by establishing file folders for existing primary and secondary subjects as required and by subdividing such subjects where needed. While additions of new subjects to the Subject List will be made only by Records Management, arbitrary subdivisions may be made by individual activities as needs dictate. Such arbitrary subdivisions may be added to the list in the proper places or additional pages may be added if necessary. SECRET Approved For Release 200ff~CIA-~~,118A000800240002-7 Approved For Release 2002/05/02: CP78-04718A000800240002-7 Security Information This subject pertains to all fiscal accounting transactions involved in the receipt, disbursement and other handling of appropriated funds. ACCOUNTING 1 Accounts Current (Depositories) 2 Allowances (Per Diem - Quarters) 3 Audits (Suspensions - Disallowances - GAO Exceptions - Claims Inquiries) 4 Bonding of Employees 5 Certifying Officers and Agent Cashiers 6 Collections and Receipts (Adjustments - Checks, except salary) - Money Orders - Currency - Postage - Contributions - Deposits - Fees - Interest - Refunds - Rents - Royalties - Schedules - Summaries) 8 Disbursements (Adjustments - Advices - Expenditures - Refunds - Schedules Summaries) Payrolls and Salaries (Bond Deductions - Checks, salary - Powers of Attorney - Retirement Deductions - Time and Attendance Reports, includes overtime and leave records - Vouchers - Withholding taxes) 10 Reports and Statements 11 Systems of Accounting 12 Vouchers and Invoices (Except payroll vouchers - See ACCOUNTING 9) SECRET Approved For Releas hOM0if8-04718A000800240002-7 Approved For Release 2002/ +, IA-RDP78-04718A000800240002-7 Security Information APPROPRIATIONS (BUDGET) This subject pertains to annual, deficiency and supplemental estimates and appropriations; budget material; material regarding preliminary estimates; Bureau of the Budget and Congressional hearings; preparation of exhibits in support of estimates; copies of appropriation bills and committee reports; and material regarding allotments, apportionments and transfer of funds. Optional arrangement: Case file by organizational unit, program, fiscal year, as required. DO NOT use this subject for filing material relating to fiscal accounting transactions involved in the receipt, disbursement and other handling of appropriated funds - See ACCOUNTING. APPROPRIATIONS (BUDGET) 1 Allotments, Apportionments, Transfers, Encumbrances- 2 Budget Estimates (Exhibits - Justifications) 3 Hearings 4 Reports, Statements and Statistics 5 Supplemental SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : 1;P78-04718A000800240002-7 Security Information This subject pertains to all segments of the Armed Forces; their relative national and international position in terms of strength, state of material and personnel, trends, commitments, general strategic plans and past development and performance which provides necessary historical perspectives, ARMED FORCES 1 Air Forces 1-1 Facilities (Types - Size - Capabilities - Topography - Climatology and meteorological services - Utilization - Current Activity - Construction) 1-2 Logistics (Procurement - Centers and sources of supply - Shipment - Supply planning - Maintenance and repair - Storage and issue) 1-3 Materiel (Types - Utilization - Description - Evaluation) 1-4 Order of Battle (Strength - Disposition) 1-5 Organization (High and subordinate commands - Units - Districts - Zones - Liaison) 1-6 Personalities 1-7 Personnel (Characteristics - Morale - Procurement - Reserve - Mobilization rank and pay - ',firm and insignia) 1-8 Strategy and Tactics (Doctrines - Problems - Plans - Operations) 1-9 Training (Content and quality of instruction - Organization - Schools and facilities) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 C U 78-04718A000800240002-7 Security Information ARMED FORCES (CONTINUED) 1-10 Air Defenses 2 Ground Forces 2-1 Facilities (Types - Size - Capabilities - Topography - Climatology and meteorological services - Utilization - Current activity - Construction) 2-2 Logistics (Procurement - Centers and sources of supply - Shipment - Supply planning - Maintenance and repair - Storage and issue) 2-3 Materiel (Types - Utilization - Description - Evaluation) 2-4 Order of Battle (Strength - Disposition) 2-5 Organization (High and subordinate commands - Units - Districts - Zones - Liaison) 2-6 Personalities 2-7 Personnel (Characteristics - Morale - Procurement - Reserve - Mobilization rank and pay - Uniforms and insignia) 2-8 Strategy and Tactics (Doctrines - Problems - Plans - Operations) 2-9 Training (Content and quality of instruction - Organization - Schools and facilities) 2-10 Ground Defenses 3 Naval Forces (Includes Naval Air Arm and Marines) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02: ClhW'78-04718A000800240002-7 Security Information ARMED FORCES (CONTINUED) 3-1 Facilities (Types Sire Capabilities-- Topography - Climatology and meteorological services - Utilization - Current activity - Construction) 3-2 Logistics (Procurement - Centers and sources of supply - Shipment - Supply planning - Maintenance and repair - Storage and issue) 3-3 Materiel (Types - Utilization - Description - Evaluation) 3-4 Order of Battle (Strength - Disposition) 3-5 Organization (High and subordinate commands - Units - Districts- - Zones - Id.aison) 3-6 Personalities 3-7 Personnel (Characteristics - Morale - Procurement - Reserve - Mobilization rank and pay - Uniforms and insignia) 3-8 Strategy and Tactics (Doctrines - Problems - Plans - Operations) 3-9 Training (Content and quality of instruction - Organization - Schools and facilities) 3-10 Naval Defenses SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 CP78-04718A000800240002-7 Security Information This subject is for general use only. Do not use for material that can be classified under more specific subjects, such as: See TRAVEL 2 for travel authorizations See PERSONNEL 1 for appointment authorities SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 dA78-04718A000800240002-7 Security Information This subject pertains to the acquisition, construction, operation and disposal of office buildings and other structures and the grounds necessary to maintain such installations, except: See SECURITY 1 for material pertaining to the protection of buildings and grounds from vandalism or possible sabotage. Acquisition (Use BUILDINGS AND GROUNDS 9 for space assignments, acquisition, use, etc.) (Appraisal - Deeds - Titles - Mortgages - Recordings - Ease- ments - Rights-of-Way - Permits - licenses - Grants - Cessions - Leases - Loans - Purchase - Surveys - Transfer) 2 Damage and Protection (Fire - Flood) 3 Design and Construction (Alterations - Additions - Construction authorization - Plans - Drawings - Specifications - Progress reports - Project proposals Cost estimates - Sub-Projects - Work orders) 4 Directories, Signs and Bulletin Boards 5 Dispositions (Abandonment - Deeds - Titles - Recordings - Demolition Dismantling - Sale - Transfer) 6 Grading, Landscaping and Gardening 7 Maintenance and Preservation (Painting - Repairing) 8 Reports and Data 9 Space (Acquisition - Assignment - Use and release, including office, storage and parking space) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : On P78-04718A000800240002-7 Security Information BUILDINGS AND GROUNDS (CONTINUED) 10 Utilities and Services (Except Telephones - See COMMUNICATIONS" 6) (Trash collection and disposal - Heating - Lighting - Power - Refrigeration - Air Conditioning - Water - Sewage) SECRET Approved For Release 2001rffV ?04718A000800240002-7 25X1A Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : 't4P78-04718A000800240002-7 Security Information COLLECTION (CONTINUED) 11 Requirements (Requests - Directives - Responsibilities) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002105/02; yV f P78-0147 8A000800240002-7 This subject is for general use only. Do not use for material that can be filed under more specific subjects, such as: See EQUIPMENT AND SUPPLIES for Boards of Surveys. Optional Arrangement: Case file as required. COMMITTEES 1 Memberships 2 Reports and minutes of committee meetings SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02: c G1 P78-04718A000800240002-7 Security Information This subject pertains to material regarding all types of Agency communication facilities and services, including procedures for handling mail, telegrams and correspondence; installation of telecommunication facilities and systems. See TELECOMMUNICATIONS for material pertaining to telecommunication facilities and systems of foreign countries. COMMUNICATIONS 1 Inter-Office and Public Address Systems Mail and Correspondence (Addresses - Postage Postal Laws and Regulations, including penalty privileges - Procedure, includes preparation of correspondence - Referred letters - Insured and special delivery) Messenger Service (Includes U. S. Official Mail and Messenger Service) 4 Radio 5 Telegrams, Teletypes and Cablegrams 6 Telephones (Installation and use - Lists and directories, including individual telephone numbers - Toll calls) SECRET Approved For Release 2QJWQ-W3oR4718A000800240002-7 25X1A Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : C , p78-04718A000800240002-7 Security Information This subject is for general use only. Do not use for material that can be filed under more specific subjects, such as: See EQUIPMENT AND SUPPLIES 4 for material pertaining to contracts for the procurement of equipment and supplies. SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05102: (MRW78-04718A000800240002-7 Security Information This subject pertains to the requests for, and/or distribution of, intelligence information by the Agency. DISSEMINATION 1 Distribution and mailing lists 2 Materials (Media) (Reports and surveys - Exhibits - Graphics - Recordings - Newspapers and periodicals - Maps - Charts - Speeches and lectures - Books - Press and radio releases) 3 Planning and Coordination 4 Requests 5 Restrictions (Censorship - Quantity Control) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 :Si pP78-04718A000800240002-7 Security Information This subject pertains to the basic materials, energy resources, industries, trade and finance as they affect the economic structure, potential and development of an area, except- See PETROLEUM for the economic aspects of petroleum. Over-all Aspects (Structure - Dynamics - Planning - Potential) Agriculture and Food Agriculture (Areas - Crop yield - Farming practices, equipment and supplies - Ownership - Institutional and governmental factors - Soils) (Catches - Fishing areas and operations - Utilization of catch - Ownership and control - Government and industry policies) 2-1I Forests and Forest Products (Resources- Industries - Policies and programs) 3 Fuels and Power 3-1 Solid Fuels (Production - Consumption - Deposits) 3-2 Electric Power (Role in national economy - Production and capacity - Sources of energy - Transmission system - Coordination of interconnected systems - Consumption - Industrial organization - Developments) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : VP78-O4718AOOO8OO24OOO2-7 Security Information ECONOMIC (CONTINUED) 4 Minerals and Metals 4-1 Ferrous Ores, Metals and Alloys 4-2 Iron, Steel, and Mill Production 4-3 Nonferrous Ores, Metals and Alloys 4-4 Nonmetallic Minerals 4-5 Construction Materials 5 Manufacturing and Industry 5-1 Industrial Machinery and Equipment 5-2 Motor Vehicles 5-3 Aircraft 5-4 Ships 5-5 Explosives (Industrial and military) 5-6 Guns, Explosive Devices and Ammunition 5-7 Other Military Equipment and Supplies (War gases and smoke preparations) 5-8 Telecommunications and Signal Equipment 5-9 Chemical (Industrial chemicals - Chemical fertilizers) 5-10 Agricultural Processed Products 5-11 Fibers, Fabrics and Rubber 5-12 Construction Industries 5-13 Other Industries 6 Trade and Finance 6-1 Business Organization SECRET Se =08ti Approved For ReleaseCf027U5/go -Ra78-O4718AOOO8OO24OOO2-7 Approved For Release 2002/05/02 : Cl$G l8-04718A000800240002-7 Security Information ECONOMICS (CONTINUED) 6-2 Domestic (Pattern and trends-of trade - Financial institutions - Government finance and fiscal policy) 6-3 International (Balance of payments position - Foreign assets and liabilities - Government policies, practices and institutions - Foreign trade organizations) 6-4 Government Wartime Financing SECRET t Approved For Release 200 ?05/0 CIAf ~2DP78o4718A000800240002-7 Approved For Release 2002/05/02 SECUMP78-04718A000800240002-7 Security Information This subject pertains to the employment of Non Federal personnel only. See PERSONNEL for matters pertaining to Federal employees. (Laws. - Strikes) Positions (Includes endorsement by Government Officials) Unemployment Wages, Wage Rates SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : ?78-04718A000800240002-7 Security Information EQUIPMENT AND SUPPLIES This subject pertains to procurement, utilization, management and disposition of equipment, supplies and materials, except: See BUILDINGS AND GROUNDS for material pertaining to acquisition, management or disposition of buildings and grounds. See VEHICLES for all matters pertaining to vehicles. EQUIPMENT AND SUPPLIES 1 Classification 2 Distribution (Allocation - Assignment - Rationing) 3 Installation, Maintenance and Preservation (Repair - Painting) 4 Procurement (Authorization and justification - Bid and performance bonds - Catalogs, price lists and schedules - Discounts - Inspection and testing - Open market - Priorities and expediting - Purchase orders - Rental of equipment - Requisitions - Spec- ifications, bids and contracts - Tax exemptions) Property Accountability (Inventories and identification - Loans and exchanges - Loss and theft - Property passes - Receiving Documents) 6 Storage 7 Surplus, Salvage and Conservation (Acquisition - Boards of Survey - Declarations - Disposals - Excess lists - Sales authorization - Transfer) 8 Utilization SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 @ P78-O4718A000800240002-7 Security Information This subject pertains to the methods and procedures for the evaluation and utilization of intelligence information collected by the Agency. See COLLECTION for material pertaining to the collection of information. See DISSEMINATION for material pertaining to the distribution of information. EXPLOITATION 1 Analyze 2 Correlate and Evaluate 3 Describe and Portray 4 Edit 5 Estimate 6 Incorporate 7 Plan and Coordinate (Policies - Responsibilities - Participants) 8 Translate SECRET Approved For Release 6! 763*/0-TfM - j3'8-04718A000800240002-7 Approved For Release 2002/05/02 :,$ DP78-04718A000800240002-7 Security Information This subject pertains to forms design, standardization, revision, clearance, control, supply and issuance. 1 Control or Management (Design - Standardization - Revision - Clearance) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : (P78-04718A000800240002-7 Security Information This subject pertains to discoveries and inventions; copyrights of articles or publications; applications for patents and trademarks for devices or materials developed by Agency employees and associates. Also include agreements permitting use of patents. Case files may be established, as required. Classify by name of senior author or other appropriate classification. INVENTIONS 1 Patents, Copyrights and Trademarks (Applications - Permission to use) SECRET Approved For Release iffi /O2 QCTR- Pl 04718A000800240002-7 Approved For Release 2002/05/02: c eRE '78-04718A000800240002-7 Security Information This subject is for general use only. Do not use for material that can be filed under more specific subjects, such as: See PERSONNEL 15 for personnel investigations. SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 25X1X4 Ilk Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Next 1 Page(s) In Document Exempt Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 :S E P78-04718A000800240002-7 Security Information This subject pertains to legislative proposals, copies of bills and resolutions, committee reports, hearings, etc. LEGAL 1 Claims and Litigations 2 Decisions, Opinions and Interpretations (Attorney General - Comptroller General - General Counsel) 3 Executive Orders 4 Laws and Regulations (Code of Federal Regulations - Federal Register - Foreign) 5 Legislation (Federal, file by House or Senate Bill or Resolution Number - State and Territorial) 6 Notaries SECRET Security Info t? n Approved For Release 2002/05/02 : CIA-RDP~l~-04718A000800240002-7 Approved For Release 2002/05/02 : (GRMP78-04718A000800240002-7 Security Information This subject pertains to policies, procedures and agreements concerning liaison with Individuals, States, Foreign Governments, Federal Agencies or Organizations. This subject is for general use only, do not use for material that can be classified under more specific subjects, such as: See COLLECTION 9 for liaison regarding collection of intelligence information. See EXPLOITATION for liaison regarding evaluation and utilization of intelligence information. See DISSEMINATION for liaison regarding the dissemination of intelligence information. LIAISON (Includes Agreements and Memoranda of Understanding) 1 IAC Agencies 2 International 3 Intra-Agency 4 Other Federal Agencies- 5 State Agencies or Institutions SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 SECWMP78-04718A000800240002-7 Security Information This subject pertains to the development, preparation and execution of the Agency medical program and with providing required medical service and support to Agency activities. DO NOT use for any papers involving status or health record of an employee. Such papers should be included in the designated "Health Record Case Files". File alphabetically by name. MEDICAL 1 Dentistry (Dental treatment - Dental equipment and supplies - Prosthetic dentistry) 2 General Medicine (Diseases and injuries - Treatment - Rehabilitation) 3 Medical Equipment and Supplies (Drugs - Hospital and medical laboratory equipment - Medicines - Surgical instruments - X-ray medical equipment and films) Medical Specialties (Dermatology - Gynecology - Neurology - Orthopedics - Ophthalmology - Psychiatry - Radiology - Urology) Physical Examinations (Autopsies - Cultures - Medical surveys - Physical standards and tests - Specimens - Temperature - X-ray examinations) 6 Preventative Medicine 7 Surgery (Surgical operations - Prosthetic devices) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/025.%RDP78-04718A000800240002-7 Security Information This subject pertains to meetings, conferences, congresses, conventions, etc. Do not use for material that can be filed under more specific subjects. See COMMITTEES for material pertaining to committee meetings. MEETINGS 1 Engagements, Invitations 2 Inter-Agency 3 Intra.Agency (File by Area, Organizational Unit, etc., as required) 4 International 5 Reports and minutes of meetings SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002JO5c/0? PP778-Q447n18A000800240002-7 eAMI-Po y This subject pertains to the aspects of location, size and shape, surface configuration, drainage pattern and characteristics, soil trafficability, vegetable cover, coastal conditions, man made features and general climatic conditions, as these effect the area's strategic potential, both offensive and defensive. MILITARY GEOGRAPHY 1 Coasts and Landing Beaches (Sea approach - Coastal terrain - Major beach areas) 2 Dominant Geographic Elements 3 Oceanographic (Tides and currents - Sea and swell - Sea water characteristics) 4 Topography (Shapes, heights and trends of mountains, plateaus, hills and plains - Soils - Vegetation) 5 Urban Areas (Distribution - Population - Functions - Types) 6 Waters (Lakes - Bays - Rivers - Marshes - Streams) 7 Weather and Climate (Moisture - Temperature - Pressure - Winds) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 gj DP78-04718A000800240002-7 Security Information This subject pertains to the Agencyts activities and contributions to the National Defense Program, except Intelligence Operations. 1 Civil 2 Conservation of Resources (Essential or Raw Materials) 3 Construction and Housing 4 Foreign Economic Cooperation 5 Industrial Mobilization '6 Manpower 7 Military 8 Price Control 9 Production 10 Wage Stabilization 11 Reports SECRET A~ Approved For Relea eert l9/ I & 78-04718A000800240002-7 Approved For Release 2002/0510E.RDP78-04718A000800240002-7 Security Information This subject pertains to the executive or administrative structure of the Agency; distribution or delegation of duties and functions; establishment or discontinuance of offices or organizational units; emergency planning ; management policies; procedures; and all administrative or authoritative issuances of the Agency, except processed copies of Agency manuals which should be maintained separately. 1 Administrative Issuances (Policy and Procedural Orders, Notices and Memoranda) 2 Improvement Program (Suggestions and Honor Awards - Surveys and Studies) 3 Inspections (Field) 4 Emergency Planning (Decentralization and Dispersal) 5 Establishment, Reorganization and Liquidation (Authority, Delegation of - Functions, Delegations and Statements of - Internal, file by name of organizational unit, as required - Other Federal Agencies - Organizational charts - Tables of organization) 6 Programs and Plans (General Only. Do not use this subject for material that can be classified under more specific subjects) SECRET Approved For R% 'ei 0 : f3 RDP78-04718A000800240002-7 Approved For Release 20W/05/0 ? - P78-04718A000800240002-7 ecuri y ormation This subject pertains to all phases of personnel administration, including policies, programs, procedures, regulations, etc. Do not use for any papers involving status or service record of an employee. Such papers should be included in the designated "Official Personnel Folder". See Civil Service Handbook 5812, "Basic Personnel Records and Files Systems for Federal Agencies". PERSONNEL 1 Appointing Authority 2 Citizenship 3 Classification, Duties and Salaries (Job Description - Standards - Wage Rates - Salaries) 4 Conduct (Commendations - Complaints, Charges, Debts - Disciplinary Actions) 5 Contributions (Solicitation of Funds) File by title of campaign or organization, as required) 6 Court Attendance - Jury Duty 7 Detail, Assignment and Reassignment 8 Evaluation (Performance Ratings) (Appeals - Instructions - Reports) 9 Employee Relations and Activities (Awards and Citations, other than those based on work improvement projects - Blood donors - Clubs and societies - Counseling - Credit Union - Grievances - Health - Political activities - Recreation and welfare - Unions) 10 Identification Cards (Do not use for building passes or security identification - See SECURITY) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02: CLL . R 8-04718A000800240002-7 Security Information PERSONNEL (CONTINUED) 11 Military (Assignment to CIA - Selective Service and Training) 12 Policies and Procedures (Agency - Dismissal on account of heat,, etc. - Fair Employment Practices - Hours of duty - Leave - Holidays - Outside work - Overtime,, to include authority to approve - Personnel ceilings) 13 Promotions and Demotions 14 Records and Reports 15 Recruitment (Applications and endorsements - Certification Examinations and tests - Investigations, non-Security - Qualifications - Reemployment - Reinstatement - Schools and colleges) 16 Safety (Accidents - First aid - Inspections and instructions) 17 Separations (Exit interviews - Reduction-in-force - Removal for cause - Resignations - Retirements) 19 Consultants (File here all papers pe-taining to the employment of consultants by the Agency) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIl8-04718A000800240002-7 Security Information This subject pertains to the exploration and development., reserves., production., refining and processing., transportation., equipment and materials., requirement and supply., economic and political aspects of petroleum and petroleum products'., including natural gas. PETR.OIEUM 1 Exploration and Development 1 1 Geology and Exploration (Geological and geophysical exploratory activities, - Exploratory drilling - Evaluation of exploratory development and research methods - Significant factors affecting exploration - Concessions data) (Crude - Natural gas liquids - Ownership) 2 Production 2-1 Historical Background 2-2 Crude Production (Output and disposition by fields and by companies - Productive capacity - Maintenance and repair - Vulnerability of facilities) Refining and Processing 3-1 Crude Refineries (History - Crude or charge stock - Processing pattern - Storage for crude and refined products - Sources., quantities and supplies of power., fuel., water., chemicals - Refinery statistics - Plans for capacity - Vulnerability of facilities) Transportation 4-1 Transport Facilities (Pipeline systems - Railway - Inland waterways - Tankers) SECRET Se ty Information Approved For Release 2002/05 0 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : G P78-04718A000800240002-7 Security Information PETROLEUM (CONTINUED) 4-2 Terminal Facilities (Storage facilities - Loading and handling facilities - Administration and operation) 4-3 Vulnerability of Facilities 5 Equipment and Materials 5-1 Requirements (Exploration - Production - Refining and processin - Transportation,, storage and terminals) 5-2 Availability (Local - Imported) 6 Requirements and Supply 6-1 Petroleum Supply and Demand Balance 6-2 Crude Requirements (For refineries - For export) 6-3 Production Requirements (Domestic civilian - Military - Export) 6-4 Supply (Crude - Products) 6-5 Factors Affecting Requirements and Supply (Geographic - Economic and political) 7 Economic and Political 7-1 Economic (Labor force - Ownership and finance) 7-2 Laws and Regulations 7-3 Evaluations of Programs., Policies., Attitudes (Governmental - Corporate) SECRET Approved For Release 200E2IrCIMVMr&04718A000800240002-7 Approved For Release 2002L05102 : C 78-04718A000800240002-7 ecurity ormation PETROLEUM (CONTINUED) 8 Natural Gas 8-1 Importance to Domestic Economy 8-2 Sources 8-3 Resources (Location - Reserves) 8-4 Production (By field and company - Drilling and production problems - Gathering, field storage and power facilities - Geographic factors affecting pro- duction - Evaluation of field development., technology and research - Productive capacity of the fields) 8-5 Utilization and Consumption (Industrial and commercial - Residential - Repressuring of oil fields - As fuel in oil and gas fields - For production of natural gas liquids) 8-6 Transportation SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 So pP78-04718A000800240002-7 Security Information This subject pertains to the over-all significance of the political aspects of the constitution, structure of the Government, locus of power, political dynamics, public order and safety, national policies, intelligence and security, subversion, propaganda and public opinion, and key personalities of the country except: See COMMUNIST ACTIVITIES (SUBVERSIVE) for Soviet and Communist subversive and intelligence operations. 1 Personalities (Career - Character - Personal History - Political potentialities) 2 Constitution (Origin and development - Ideologies - laws) 3 Intelligence and Security (Domestic and foreign intelligence) 4 National Policies (Domestic - Foreign - Military) 5 Political Dynamics (Parties - Pressure groups - Planning) 6 Propaganda and Public Opinion (Domestic and foreign consumption - Organization - Functions - Aims - Control - Medium and form) 7 Public Order and Safety (Penal and police systems) 8 Structure of Government (Central - Regional - Local - Locus of power) 9 Subversion (Covert and overt acts and activities) SECRET Approved For Release 2062RJ5i3 WRMAM718AO00800240002-7 Approved For Release 2002/05/02 : C 78-O4718A000800240002-7 Security Information PRINTING AND REPRODUCTION This subject pertains to printing and reproduction services. PAINTING AND REPRODUCTION 1 Policies and Procedures 2 Programs 3 Reports SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : C ${} 78-04718A000800240002-7 Security Information PUBLIC RELAT IO1S This subject pertains to general phases of public relations only. See LIAISON for material involving relationships with organiza- tions on a formal basis. PUBLIC RELATIONS 1 Commendations, Congratulations and Greetings 2 Criticisms and Complaints (General only. Do not use for material that can be classified under more specific subjects.) 3 Petitions and Resolutions 4 Introductions 5 Representatives and Visitors SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 C%78-04718A000800240002-7 Security Information This subject pertains to policies, procedures and systems for handling, filing and disposing of records. See SECURITY 2 for the security of records and communications. RECORDS 1 Certified Copies 2 Disposition (Disposal, by destruction, sale or transfer - Inventories Reports - Transfer to Federal Records Center - Transfer to National Archives - Transfer between Federal Agencies Inter-Agency loans, temporary transfer, etc.) 3 Filing Systems and Procedures Manuals 4 Management (Surveys-) 5 Microfilming 6 Vital Materials (Inventories - Procedures and policies - Progress and status reports) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 200/05/02 SYDP78-04718A000800240002-7 Security Information This subject is to provide for the filing of non-Record, REFERENCE material when such material is maintained in filing equipment. Idbrary and museum material made or acquired and preserved solely for reference or exhibition purposes; extra copies of reports and documents preserved solely for convenience of reference; and stocks of publications and of processed documents fall into this category. SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : 1 P78-04718A000800240002-7 Security Information This subject is for use in filing recurring reports such as weekly and monthly activity or progress reports. Nonrecurring reports should be filed by subject matter. Optional Arrangements Case file as required. SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 s fd DP78-04718A000800240002-7 Security Information This subject pertains to the fundamental aspects of scientific research and development and, in substance, includes Air, Ground and Naval weapons, Atomic Energy, Biology, Chemistry, Electronics, Medicine and Physics. SCIENTIFIC 1 Aix, Ground and Naval Weapons 1-1 Aircraft and Aircraft Armament (Airframes - Aircraft propulsion - Aircraft ordnance - Other equipment) (Guidance and control - Propulsion aerodynamics and structure - Warheads and fusing - Research and development organizations - Installations) 1-3 Antiaircraft Weapons and Equipment (Guns and ammunition - Unguided rockets - Fire control equipment) 1-4 1-5 Ground Weapons and Equipment (Combat vehicles - General purpose vehicles - Artillery - Infantry weapons - Mines and mine clearance equipment - Stream crossing equipment - Special arctic equipment) Naval Weapons (Hull designs - Ship propulsion - Underwater ordnance - Surface ordnance) Atomic Energy (Governmental organizations for development and control - Appropriations for research and production - Government and privately sponsored programs to develop technically trained personnel - Research facilities and development - Supporting industrial firms - Sources and production of basic materials - Production of reactive materials - Application of knowledge to produce weapons, power, isotopes, etc.) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 C78-04718A000800240002-7 Security Information SCIENTIFIC (CONTINUED) 3 Biology (Research - Development - Testing - Biological Warfare) 4 Chemistry (Research - Development - Testing - Chemical Warfare) 5 Electronics (Radio communications - Navigation aids - Radar - Infrared - Acoustics - Vacuum tubes - Components and special devices - Electron countermeasures) 6 Medicine Physics (except Atomic Energy - See SCIENTIFIC 2) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CU78-04718A000800240002-7 Security Information This subject pertains to the safeguarding of information and material, which, in the best interests of National Defense and safety should not be disclosed to unauthorized persons. SECURITY 1 Buildings and Equipment (Protection) 2 Communications and Records (Classification and reclassification - Cryptography - Disposal - Filing and storage - Transmission and receipt - Use and release of) General Policy, Regulations and Procedure (Censorship - Classification and reclassification - Use and release of) (Identification badges - Investigation and clearance - Ioyalty and review - Orientation) 6 Reports and Data SECRET Approved For Release 200 69V- ~IA=FHB t6 18A000800240002-7 Approved For Release 2002/05/02 C I1 78-04718A000800240002-7 Security Information This subject pertains to the shipment and routing of equipment, materials and supplies. SHIPMENT 1 Freight and Express (Bills of lading - Rates and traffic - Claims - Personal effects) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : &rkQ P78-04718A000800240002-7 Security Information This subject pertains to the general character, patterns and trends of the human society and civilization on the social level. SOCIOLOGICAL 1 Characteristics of the People (Cultural and physical traits - Minorities) 2 Education (Organization - Literacy - Content and quality of instruction) Health and Sanitation (Nutrition - Environment - Water supply - Waste disposal - Diseases - Medical care - Hygiene) 4 Manpower (Labor market - Labor force - Mobility - Legislation - Unions and management) 5 Population (Vital statistics - Distribution - Migration - Social structure - Problems) 6 Public Opinion (Morale - Social values - Antagonisms - Traditions Movements') 7 Public Welfare (Social Security - Standard of living problems - Recreation) 8 Religion and other Ideologies (Organization - Aims - Personalities) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : C GRCF78-04718A000800240002-7 Security Information This subject pertains to the development, operation and maintenance of communications systems of foreign countries including telephone, telegraph, radio and submarine cables. See COMMUNICATIONS for material pertaining to Agency activities and facilities. (Communications - Broadcasting) 2 Telephone and Telegraph (International facilities - Domestic facilities Repair facilities) 3 Submarine Cables (Facilities - Repair facilities) 4 Television SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 :fi~ Security Information This subject pertains to the development and direction of all Agency training programs. TRAINING 1 Policies and Procedures 2 Facilities 3 Programs (In service - Orientation - Career Service) Reports Outside Training (Colleges, Schools) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 SUMDP78-04718A000800240002-7 Security Information This subject pertains to the construction, maintenance and operation of transportation facilities of foreign countries including railway, highway, waterway, poi?t and marine facilities, merchant marine and civil air. See TRAVEL for material pertaining to travel of Agency personnel. See SHIPMENT for material pertaining to the shipment and routing of Agency equipment and supplies. (Government control and policy - International relations - Enterprises - Training - Services and supplies - Facilities - Military potential - Means of identification) 2 Highway (Network characteristics - Government control and policy - Operations - Equipment - Principle highways) Inland Waterway (Characteristics - Government control and policy - Operations - Equipment - Principle inland waterways) (Organization - Shipping program - Routes and ports of call - Operations) (Classification - Berthing estimates - Military potential) 6 Railway (Network characteristics - Organization - Operations - Equipment - Principle railways) SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 SSP78-04718A000800240002-7 Security Information This subject pertains to the travel of employees or others on official business, including policies, procedures and regulations. Case files by name of traveler may be established as required and may be accomplished by writing the name-of the traveler as part of the file designation, thus: TRAVEL (Brown, Harry) TRAVEL 1 Advance of Funds 2 Authorizations 3 Entry (Custom courtesiesi, etc.) 4 Foreign (Includes passports, visas, etc.) 5 Itineraries and Reservations 6 Policies and Regulations 7 Privately Owned Vehicles a Transportation Requests SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : #3QMP78-04718A000800240002-7 Security Information This subject pertains to acquisition, utilization and disposition of automobiles, trucks and other vehicles, including policies, procedures and authorities for their use. Include also material regarding the procurement, accountability, use and disposal of tires and tubes. 1 Accidents (Except claims of injured employees - See PERSONNEL 16) 2 Assignment and Use (Policies and regulations - Authority to use) 3 Credit Cards 4 Inspection 5 License Plates (Auto tags) 6 Loss, Damage and Theft (Except accident) 7 Maintenance and Repair 8 Marking and Identification 9 Permits to Operate 10 Procurement 11 Reports 12 Storage (Authority to store at private residence) 13 Surplus or unserviceable (Disposal by sale, transfer or loan) 14 Tires and Tubes 15 Titles SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 IA-RECRETC DP78-04718A000800240002-7 Security Information The word "See" indicates that the subject category is further subdivided or that there are special instructions pertaining to its use. In such cases the SUBJECT LIST should be consulted to obtain the appropriate file designation. Reference File Designation Abandonment, Buildings & Grounds ...................... BUILDINGS & GROUNDS 5-1 Accidents Employees' Compensation Cases...... .............. PERSONNEL 16-1 Vehicles.. ....................................... See VEHICLES 1 Accounting ............................................ See ACCOUNTING Accounts Current ...................................... See ACCOUNTING 1 Acquisition Buildings & Grounds .............................. See BUILDINGS & GROUNDS 1 Equipment & Supplies EQUIPMENT & SUPPLIES 7-1 Additions to Buildings & Grounds ...................... BUILDINGS & GROUNDS 3-1 Addresses, Mailing .................................... COMMUNICATIONS 2-1 Adjustments in Disbursements .................................... ACCOUNTING 8-1 Receipts ......................................... ACCOUNTING 6-1 Administrative Issuances .............................. ORGANIZATION & MANAGEMENT 1 Advance of Funds for Travel ........................... TRAVEL 1 Advices, Disbursement.. ACCOUNTING 8-2 Agency Policies & Procedures on Personnel., ...... o..** PERSONNEL 12-1 Agent Cashiers ........................................ ACCOUNTING 5 Air Conditioning, Buildings...... ..................... BUILDINGS & GROUNDS 10-3 SECRET Approved For ReleaS@W/$Wffl4,RQR78-04718A000800240002-7 Approved For Release 2002/05/02 : gIP78-04718A000800240002-7 Security Information Reference File Designation Bids for Supplies & Equipment .........................EQUIPMEPII & SUPPLIES 411 Bills Ff Invoices .................... .................. AO00UNTING 9-6 Bills of Lading .............. ........ .................See SHI:Ih1ENT 1 Blood Donors ...................... .......... ..........IERSONNEL 9.,2 Boards Review, Efficiency Rating.......,., ..............PFRSO:tNEL 8-1 Survey, Surplus Property.........................EQUIPN4N`i' & SUPPLIES 7-2 Bid or Perfoz~maxice ...............................EQUiPNENT & SUPPLIES 4-2 Bonding of. Employees........ .....................ACCOUNTING 4 Certifying Officer & Agent Cashiers ..............ACCOUNTING 5 Savings (Defense) Deductions...... ...............ACCOUNTING 9-1 Budget Estimates ......................................See APPROPRIATIONS 2 Building Passes .......................................SECURITY 5-1 Buildings........ ..... 0.9.9 ................. &**e**..*,See BUILDING S & GROUNDS Security Protection of ...........................SE,CURITY 1 Bulletin Boards, Building... ..........................BJILDIIIGS & GRCT^fi'70 k SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 TAB Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 SECRET SECURITY INFORMATION Approved For ReC 01BMM2,Oq]Ifp4R?PM4NM 8A000800240002-7 Sub- Control A. Prepare Form 35-1, a six-part snap out form and forward copies, 1, 4, 5, 6 with the communication. B. File copy 92 alphabetically by source. This file serves as a finding media for all recorded incoming communications. Copy 42 is replaced by copy #1 when action has been completed (paragraph H). C. File copy #3 by the date on which action is due to be completed. Upon expiration of time allotted for action, contact by telephone the Subsidiary Mail Control to whom the communication was referred and establish new due date. Withdraw copy *3 and file by control number when action has been completed (paragraph H). D. Copies 1, 4, 5 and 6 received with the communication at the Subsidiary Mail Control point. F. When it is necessary to refer the communication to a second Subsidiary Mail Control, note the referral on copies 1, 4, 5 and 8. Detach copy #5 and forward to the Central Mail Control where it will be destroyed after the information relative to the transfer is transcribed to copy #2. G. In case of a second referral, copies 1 and 6 are received with the communication. Detach copy #6 and file in the same manner as copy #3. H. Copy 41 received with correspondence when all necessary action has been taken. The correspondence will be classified by subject, filed, and the reply dispatched. If correspondence is retained for filing and dis- patch of the reply by the Subsidiary Mail Control, copy *1 is received without attachments and bears notations as to subject classification, action taken and "Retained by In both instances, copy #1 replaces copy 42 which is to be destroyed. If a second referral was not required, copies 5 and 8 are received with copy #1 and are destroyed. Approved For RelIease 2002/05/OY?'1A-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIA-RDP78-04718AQ00800240002-7 SECRET Security Information I The purpose of this instruction is to provide a basic procedure which can be adapted to the needs of the Office. The control system will be handled by a Central Mail Control for the Office. II All incoming communications will be received and controlled by a Central Mail Control. Upon receipt, incoming communications will be recorded on Form 35-1, "File and Routing Slip" as follows: A. Assign a control number to each piece of correspondence to be recorded by stamping the number in the lower right corner of the incoming communication and typing it in "Control No." block of Form 35-1. B. Prepare the 35-1, a six-part snap out form interleaved with one-time carbon as follows: 1. Security classification of the document will be typed,in the space designated "Sec. Class", 2. The name of the individual, business firm or organization from whom the correspondence was received, will be placed in the block designated "Origin", 3. The date of the correspondence will be typed in the space designated "Date of Mat". 4. The date the communication was received will be typed in block designated "Date Rectd", 5e The date action is due to be completed will be typed in space designated "Date Out". 6. A brief digest of the subject matter involved in the incoming correspondence will be included in the space designated "Subject" and the number of enclosures also indicated. If an incoming communication is a telegram, registered letter, or other special type communication, an appropriate notation of this will also be reflected. 7, The Subsidiary Mail Control to whom the correspondence is forwarded for handling and the date forwarded is noted in the first "Routing-Time Out" column. SECRET tt11 Approved For Release 2002c/ Ot2~: C1AOF D 78~B4718A000800240002-7 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 SECRET Security Information EXHIBIT C (CONTINUED) C. The following disposition will be made of the six part form: 1. Copies numbered 2 and 3 will be detached immediately and filed in the Central Mail Control. a. The number 2 copy should be filed alphabetically by the name of the individual, firm or organization, from whom the communication was received. This file will constitute an alphabetical index and serve as the finding media of all recorded incoming communications, b. The number 3 copy is filed by the date on which action is due to be completed (see paragraph E) to act as a suspense copy and serve as a log. This file will be in two parts "Action Completed" and "Incompleted". The suspense copy will be placed in the "Incompleted".File and will be used to follow up communications on which action has not been completed within the allotted time. When action has been completed the suspense copy will be withdrawn from the "Incompleted" file and placed in the "Action Completed" file by control number. 2. Copies numbered 1, 4, 5 and 6 will be securely fastened to the upper left corner of the correspondence and forwarded to the Subsidiary Mail Control shown in the routing column. 3. When received by the Subsidiary Mail Control clerk, the communication will be referred to the proper action desk and the referral noted in the "Routing Time Out" column. At the time of referral the number 4 copy will be detached and filed in the same manner as prescribed for copy number 3. Any later referrals will be noted on this copy so that it will provide information as to the location of the communication when action has not been completed within the allotted time. 4. Copy number 5 is used when the correspondence is further referred (to another Subsidiary Mail Control within the Office), at which time it will be detached from the correspondence. Referral reference will be placed in the "Routing Time Out" column, and the slip returned to the Central Mail Control. The information relative to the transfer of the correspondence is transcribed to the number 3 copy by the Central Mail Control and copy number 5 is then destroyed. The second Subsidiary Mail Control point to which the correspondence is referred will remove copy number 6 and file it as its control copy. If additional referrals are necessary another set of copies 4, 5 and 6 of Form 35-1 will be prepared. SECRET Security Information Approved For Release 2002/05/02 : Cl1 DP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 SECRET Security Information EXHIBIT C (CONT INuED ) 5. Copy number 1 shall remain at all times with the comilnunication until all necessary action has been taken and the correspondence returned to the Central Mail Control for classifying by subject, filing, and dispatch of the reply. The number 1 copy will replace copy number 2 which will be destroyed. If the file is retained for filing and dispatch of the reply by the Subsidiary Mail Control, copy number 1 should be detached from the correspondence, the subject classification placed in the block designated "File No.", action taken noted in the proper block and the following notation made on the 35-1, "Retained by ". Copy number 1 is then forwarded to the Central Mail Control for filing. D. For intra-office correspondence initiated within the Office, which must be controlled, the following procedure will apply: 1. The originator will prepare Form 35-1 as follows: a. Security classification of the document will be typed in the space designated "Sec. Class.". b. The Division preparing the communication will be placed in the space designated "Origin". c. The date of the correspondence will be typed in the block designated "Date of Mat." d. A brief digest of the subject matter involved in the communication will be included in the space designated "Subject". e. The initial referral (to the Central Mail Control) will be noted in the "Routing-Time Out" column. 2. The Subsidiary Mail Control will detach and file copy number 4 chronologically, attaching copies 1, 2, 3, 5 and 6 to the communication and forward to the Central Mail Control. 3. Upon receipt the Central Mail Control will: a. Assign a control number to the communication and the 35-1. b. Note the date received in the space designated "Date Rec'd". SECRET Approved For Release 20U05OZ7c[.A 1 8 6A718A000800240002-7 -3- Approved For Release 2002/05/02 :,q6 P78-04718A000800240002-7 Security Information EXHIBIT C (CONTINUED) c. Type the date action is due to be completed in the space designated "Date Out". d. Detach and file copies 2 and 3 as explained in paragraph C-1. e. Forward communication with copies 1, 5 and 6 attached to Subsidiary Mail Control point noted in "Routing-Time Out" column. E. All Congressional mail requiring an answer must be answered or acknowledged within two work days, with certain exceptions all other communications within five work days. The suspense file in the Central Mail Control will be checked daily. Upon expiration of time allotted for action, the Subsidiary Mail Control to whom the communication was referred will be contacted by telephone to ascertain the reason for the delay. If additional time is needed the new date due, as indicated by the action desk, will be noted on the suspense copy (number 3 of 35-1). F. To insure successful operation of this procedure it is essential that persons assigned mail control duties be instructed that this is a priority function. More than one person should be available for this duty at each control point to insure immediate handling. SECRET Security Information Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 TAB Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7 Approved For ReleaseQQ/f~~~>~-"04T'f8A000800240002-7 Security Information SUBJECT: Revision of Mail Control and Filing Procedures 1. The recommendations contained in the Records Management Survey of the Office of the Director have been approved. The effective date of the recommendations will be 4 May 1953, however, some time will be required to complete the transition from the present to the proposed system. 2. Records Analysts fron the Records Management and Distribution Branch of Office of General Services will furnish the supplies and the technical and clerical assistance required for conversion to the new systems. They will also periodically review the system with responsi`Dle officials to assist with any current problems and to assure the con- tinuance of toe program. 3. A tentative schedule is shown below for Records Analysts to assist the various offices in disposing of present accumulations of records and to set up files listed as the exceptions in recommendation one: Director of Central Intelligence 4 May 1953 Dep. Director of Ce,itral Intelligence 6 May 1953 Dep. Director (Administration) 11 May 1953 Dep. Director (Intelligence) 13 May 1953 Dep. Director (Plans) 18 May 1953 Inspector General 20 May 1953 4. The adoption of these reco::mendations is a necess,:ry step in establishing an adequate records manaryeraent pro:-,rail for the k:'eney. Your full cooperation in making the change effective will be appreciated. ALLMI DULLES Director of Central Intelligence CONFIDENTIAL Security Inform,.tv'ni Approved For Release 2002/05/02 : CIA-RDP78-04718A000800240002-7