RECORDS MANAGEMENT PROGRAM SURVEY REPORT OF THE OFFICE OF THE DIRECTOR

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04718A002700200001-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 105
• Document Creation Date: December 9, 2016
• Document Release Date: June 26, 2001
• Sequence Number: 1
• Publication Date: April 1, 1953
• Content Type: REPORT

SIX
Approved For Release 2;R01{f %% M-RDP78-04,?i* 0027002000001-1
CQNF D NV7'IAL
RECORDS MANAGEMENT PROGRAM
SURVEY REPORT
OF THE
OFFICE OF THE DIRECTOR
PREPARED BY:
Records Management & Distribution Branch
General Services Office;
Central Intelligence Agency
APR I L
l
A
ped For Release TqjWj
Security Informatinr('" IUr?f1f `hAi
urlty Informat-nn
 Approved For Release 2001IO8/Q8 : CIA-RDP78-04718A002700200001-1
SEC SET
Security I rormation
R 8 1953
M[DJORA~IDLR FOR: Deputy Director (Administration)
SUBJECT: Report of Records Management Survey
Office of the Director
1. Accompanying this memorandum Is a Records Management
Survey Report which includes recommendations to provide a
records _aaintenance 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
accor0ance with the legal requirements of the Faderal 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
of this office then proposed broadening the survey to include the
records in the offices of the Deputy Directors and discussed the
matter with Colonel White,
for the respective Deputy Directors. The value of such a survey
was recognized in these initial discussions and the records in
the office of the DD (A) were examined. In subsequent meetings
with representatives of the DD(I) 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. Because of his
decision, it was necessary to develop the recommended 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,: :~iendations 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 maintain
as a single subject file, except:
a. Material considered so sensitive that filing
must be done by the responsible official or one of his
staff.
Approved For Release 2P01 -TIA-RDP78-04718A002700200001-1
Security In rmation
 Approved For Release 2001/ has RDP78-04718A002700200001-1
Security Information
b. Files of the Deputy Diroctor (Plans) and
his staff because of their physical location.
(2) Place the combined files in a secured area and
use standard 5-drawer cabinets instead of 4-dra:rer combin-
ation lock cabinets.
(3) Include in the central files of the Office of the
Director the original incoming c o!,=.,.'ii cations and the
official file copies for all casos-in?which the action has
been taken by the Director, the Deputy Directors, or their
immediate staffs, and when the corresp,-)nde.,.ce has bee::_ pre-
pared at the operational office level for signature in the
Office of the Dirnotor.
(4) Discontinue the maintenance of the present Admin-
istrative File, which would not be required if recommend
ations (1) and (3) are adopted.
(5) Adopt the filing procedures described in Exhibit
A and the file manual included in this report as 7xhi_bit B.
This system also to be used in the maintenance of the
files listed as exceptions in Recommendation 1.
(6) Adopt, as standard file supplies, octal angular
tab, 1/3 cut pressboard guides with standard guide inserts,
and straight cut, plain tab non-reinforced heavy weight
(11 point) kraft folde3zo.
(7) Prepare yellow tissue copies of all correspondence
for use as the official file copies and file by subject as
provided in Recommendation No. 1.
(A) Prepare white tissue copies of all correspondence
for use as a reading file.
(9) Adopt the correspondence control procedures de-
scribed in Exhibit C.
(10) - Provi ie for priority handling; in getting incoming
nail to action -?es_.
(11) Provide for a yearly cut-off in all files and at
the end of 5 ;;ears, retire them to the CIA Records Center
for permanent inactive storage.
(12) Effectuate these recommendations by the issuance
of an Office Potice such as suggested in _J;~hibit D.
Approved For Release 2q oS i -RDP78-04718A002700200001-1
Security Informst;nn
 Approved For Release 2001/08/08 : CIA-RDP78-04718AO02700200001-1
SEUT
Security Informatro t
(13) Approve the principles of these reconuiendatior-s
as standard g.,ides for adoption throughout thn A rency,
wherever applicable.
4. Because of the limitation placed on the survey, the
recommended syste* s, if apDrovea, will require some adaptations
to meet the office requirements. However, no particular problems
are anticipated and it is believed that installation and training
can be completed within 6 we e'_zs from the time of approval.
5. I recommend that you discuss this report with the Director
and each of the Deputies. I will assign a Records Analyst to .n-
stall the new procedures in accordance with a sf'hed_.?e which will
be agreeable to eac'.1 office.
Chief, General Services
Ep}; C Approved For Releas?0 a CIA-RDP78-04718AO02700200001-1
Security Information
 Approved For Release 200 t, ffRDP78-04718A002700200001-1
Security Information
SURVEY REPORT OF THE
OFFICE OF THE DIRECTOR
Background and Objective Page 1
RecoLUUendation_s and Discussion Page 3
Filing Procedure Exhibit A
Subject List and Index Exhibit B
Correspondence Control Procedure Exhibit C
Proposed Memorandum to effectuate
the recommendations - Exhibit D
Approved For Release 2%yq A-RDP78-04718A002700200001-1
In Sri;?^~',~,~
 Approved For Release 2W M RDp78-04718A002700200001-1
BACKGROUND ATD OBJECTIVES
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 eomT)ly 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-
gram 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 progral of this type, it
is believed that the initial installation of procedures and
practices, which are expected to be made standards for the
Agency, should be made at the top level of the organizational
structure. Records Management is a comparatively new concept
of Administrativq housekeeping and full acceptance of the pro-
gram requires selling. Therefore the successful installation
of the program at the level of the Director's Office and approval
of these principles by the Office as standard guides throughout
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 le.;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 record': 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.o.ffice of creation and none will be maintained
in a central files facility. This will require
periodic inspection of the records holdings by the
various offices to assure their maintenance in
accordance with established procedures and methods.
Approved For Release 200119po A- P78-04718A002700200001-1
Security Information
 Approved For Release 20 RDP78-04718A002700200001-1
Security Inforrr?tlon
Ark ,eent of Record terial.
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 mwcimun utilization and protection.
B. Determine which 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 communications.
Such method should provide adequate control and a
minimum delay in getting communications to action
desks.
3. Retimment and P io of D' e o' s f o .
The current records of the Director's Office i:till un-
questiona'-ly become the core of the most valuable historical
records of the Agency. Develop and adequately implement
appropriate retirement procedures.
4. Documentation of Agency Record .
The a+tainment'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 past experience.
c. Approved For Release 2001/ iA-f DP78-04718AO02700200001-1
Security Information
 ACT r:.
Approved For Release 2001/(i)Wj1 .DP78-04718A002700200001-1
Security Information
1. COMUIIIE THE SEPARATE FILES OF THE DIRECTOR, THE DEPUTY DIRECTORS,
AND THEIR IrS EDIATE STAFFS AND MAINTAIN AS A SINGLE SUBJECT FILE,
EXCEPT:
A. MATERIAL CONSIDERED SO SENSITIVE THAT FILING MUST BE
DONE BY THE RESPOIISIBLE OFFICIAL OR ONE OF HIS STAFF.
B. FILES OF THE DEPUTY DIRECTOR (PLAN'S) AND HIS STAFF SE-
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 parsons 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 those 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 saznp
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.
Approved For Release 20 /(S '~:_~C(A-RDP78-04718A002700200001-1
Security Information
 Approved For Release 2001/08 QIMI~RW78-04718AO02700200001-1
ecurity Information
2. PLACE TUE COMBINED FILES IN A SECURED AREA AND USE STANDARD
CABINETS INSTEAD OF 4 DRX4ER COMBINATION LOCK CABINETS.
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 recorunendation
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 Building, thew savings are estimated as
follows:
a. Replacement cost of an
estimated 20 4 drawer
combination lock cabinets
0 $235.00 each. $4700Q
b. Cost of securing room 7 $400.
Cost of 16 standard
cabinets 0 $75.00 each. $1200.
(Reduction of S possible
because of better utili-
zation of combined files)
Net Savings
$1600. `116QO
$3100.
Approved For Release 204111 0SE DP78-04718A002700200001-1
Security InformatTion
 Approved For Release 2901I~IA-RDP78-04718A002700200001-1
Security Informations
3.
INCLUDE IN THE CENTRAL FILES OF THE OFFICE OF THE DIRECTOR THE
ORIGINAL I1'3CO11,ITNG C0111TJNICATIONS AND THE OFFICIAL FILE COPIES
FOR ALL CASES IN WHICH THE ACTION HAS BEE[ TAKEN BY THE DIRECTOR,
THE DEPUTY DIR' CTORS, OR THEIR I'2175 DIATE STAFFS, AND WHEN THE
CORRESPONDENCE HAS B:?,E.N PREPARED AT THE OPERATIONAL OFFICE LEVEL
FOR SIGNATURE IN THE OFFICE OF THE DI TOR.
Adoption of this recommendation will'represent a substantial
change in the file. location of much of the correspondence pre-
pared for the signature of the Director and Deputy Directors.
Under present practices throughout the &cency, the complete
file of any correspondence case (the original incoming and copy
of rerly) 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
necess~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 represents 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 20~1t0 p7~ RDP78-04718A002700200001-1
Security Information
 Approved For Release 20b V08 yftTRDP78-04718A002700200001-1
41 Security Information
4. DISCONTINUE TIE FIL Z PR~3SHNTLY KNOWN AS THE ADMINISTRATIVE
FILES t r'HI CH ARE MAINTAINED BY TIiG OFFICE OlF~ GENERAL SERVICES
Although the CIA Correspondence Manual refers to tho use of
a yellow tissue for the Administrative Files copy, no require-
ments are given renardin 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 incoming letter, and
does not include -'-.he more important and sensitive corres-ondence.
Practically all of the,ae file copies are duplicated in the
office of ori:in wh;:re the incominry letter is usually retained.
In the past seven months t'-iere has been an average of only
22 reference requests per month for the entire Agency. It
appears that most of these requests result from the originating
office being unal.le to locate their own file copy or. the re-
quest is for old material and the requester does not know where
else to look. It is therefore recommended that the accumulation
of material be placed in inactive storage 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 20008/OVLg4J; P78-04718A002700200001-1
ecurity Ifl ; t t on
 - 2T
Approved For Release 2001/OW08S 1 7KVP78-04718AO02700200001-1
'Security Infcrrnation
5. ADOPT THE FILING PROCEDURES DESCRIB':D IN EXHIBIT A AND THE
FILE MANUAL INCLUDED IN THIS REPORT AS EXHIBIT B. THIS SYSTEX
ALSO TO BE USED IN THE MAINTENANCE OF THE FILES LIS'T'ED AS
EXCEPTIONS IN RECOP?4ILTN'DATION 1.
At the present time there is no standard filing system in tho 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.
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 to 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.
to
Approved For Release 2001 / G# DP78-04718AO02700200001-1
Security Information'
 Approved For Release 20?
-RDP78-04718A002700200001-1
Security Ir,c",
n^?-:r.yt
6. ADOPT, AS STANDARD FILE SUPPLIES, METAL ANGULAR TAB, 1/3 CUT
PRESSBOARD GUIDES WITH STANDARD GUIDE INSERTS, AND STRAIGHT
CUT, PLAIN TAB NON-REINFORCED HEAVY WEIGHT (11 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 RDP78-04718AO02700200001-1
Security thform "''
 Approved For Release 20 08/0 .e IA DP78-04718AO02700200001-1
ecurlty !n,c = tISECUTRDP78-04718A002700200001-1
Security Information
 Approved For Release 20%1e/O8 TorPP7 0o44718A002700200001-1
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)
Approved For Release 2001/08/08S:B RDP78-04718A002700200001-1
Security Information
 -SECRET
Approved For Releas$ i 1Oj%r Qj'8-04718A002700200001-1
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
Approved For Relea X15' 8 ? t 78-04718A002700200001-1
 Approved For Release 200'999t~;l C
FN>~gZ18A002700200001-1
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 - Unitorm and insignia)
1-8 Strategy and Tactics
(Doctrines - Problems - Plans - Operations)
1-9 Training
(Content and quality of instruction - Organization -
Schools and facilities)
Approved For Release 2001/08/08 : CIA-l 1Re ,04718A002700200001-1
Security Information
 Approved For Release.20011RS60~8si y 7rt88-O47118AO02700200001-1
o
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 - Idaison)
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
Approved For Release 2001/0%AMU'bA-Ik UOBA002700200001-1
 SECRET
Approved For Release 2001/W4iW- ;JPA002700200001-1
ARMED FORCES (CONTINUED)
3-1 Facilities
(Types - Size - 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 - Idaison)
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 2001/08/08 : CIA-RDP78-04718AO02700200001-1
 SECRET
Approved For Release 2001/($4Q? CIS- 70 A002700200001-1
This subject is for general use only. Do not use for material that can be
classified under more specific subjects, such ass
See TRAVEL 2 for travel authorizations
See PERSONNEL 1 for appointment authorities
AUTHORIZATIONS
SECRET
Approved For Release 116~M-04718AO02700200001
 SECRET
Approved For Release 2001/(N0$r-En7fi&%4L7A002700200001-1
BUILDING AND GROUNDS
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.
BUILDING AND GROUNDS
I 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)
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)
Reports and Data
Space
(Acquisition - Assignment - Use and release, including office,
storage and parking space)
Approved For Release 2001/08/08 P DP78-04718A002700200001-1
ecurity formation
 - SECRET
Approved For Release 2001 $ %igAlgW .p 8A002700200001-1
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)
Approved For Release 2081/08/08 :%P78-04718A002700200001-1
ecurity Information
 25X1A14b
Approved For Release 2001/08/08 : CIA-RDP78-04718AO02700200001-1
Approved For Release 2001/08/08 : CIA-RDP78-04718AO02700200001-1
 -.SECRET
Approved For Release 2001 i1E tAMRDRV&-O 8A002700200001-1
COLLECTION (CONTINUED)
11 Requirements
(Requests - Directives - Responsibilities)
Approved For Release 200A/o0c>,
lj~-Poff 1 8AO02700200001 -1
 . SECRET
Approved For Release 2001It9MTiAlkdttilifri8A002700200001-1
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
Approved For Release 20pe%08// t :S- PaII- ~4718AO02700200001-1
 .. SECRET
Approved For Release 2001/-7ol8A002700200001-1
COMMUNICATIONS
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
2 Mail and Correspondence
(Addresses - Postage - Postal laws and Regulations,
including penalty privileges - Procedure, includes
preparation of correspondence - Referred letters -
Insured and special delivery)
3 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)
7 Translations
Approved For Release 2001/08/08 : CIA-RDP78-04718A002700200001-1
SECRET
Security Information
 ._ -SECRET
Approved For Release 2001/8 $1%AligpAk%4b18A002700200001-1
COMMUNIST ACTIVITIES (SUBVERSIVE)
This subject pertains to definitely identified or suspected communistic
activities which are aimed at intimidating, weakening or overthrowing the
established government, including the Soviet and Communist espionage
activities, except:
See POLITICAL for the administrative organization of
the above.
COMMUNIST ACTIVITIES (SUBVERSIVE)
1 Economic Warfare
(Finance: Currency speculation - Counterfeiting
manipulation
Labor : Unions - Strikes
Trade : Black market operations - preclusive
buying - Commodity operations -
Smuggling)
Guerilla Warfare
Political Warfare
(Defection and disposal - Support of resistance-
Governmental penetration and infiltration -
Diplomacy)
4 Psychological Warfare
(Propaganda - Demonstrations - Violence -
Intimidation)
5 Sabotage
(Industrial - Communications - Military - Maritime)
Espionage
(Surveillance - Information collection)
SECRET
Approved For Release 2001681L~tIt6*lk18A002700200001-1
 Approved For Release 2001/90 - ZA8A002700200001-1
` pp ?ie`I
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 material pertaining to contracts
for the procurement of equipment and supplies,
SECRET
Approved For Release ?09V OWN #l -7W-O4718A002700200001-1
 SECRET
Approved For Release 2001/# .IgA jgpg Ql;A8A002700200001-1
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
Approved For Release W1O8 Z A 04718A002700200001-1
 Approved For Release 2001/08/08 :q5P78-04718A002700200001-1
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.
ECONOMIC
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)
2-3 Food Balance Sheet
2-4 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
Approved For Release 200 4 1O*t3cRAkup 8 18A002700200001-1
 -SECRET
Approved For Release 2001fgtp1t~PPA-~JZ18A002700200001-1
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
Approved For Release 2001/($ET'CIA-RDP78-04718A002700200001-1
Security Information
 Approved For Release 2001/98/08 611 1
ecurify In
ECONOMICS (CONTINUED)
6-2 Domestic
8-04o118AO02700200001-1
(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
Approved For Release 2001/08/08 M DP78-04718A002700200001-1
Security Information
 --- SECRE
Approved For Release 20 ~~. ~aZ 718A002700200001-1
This subject pertains to the employment of Non Federal personnel only.
See PERSONNEL for matters pertaining to Federal employees.
1 Labor
(Laws. - Strikes)
2 Positions (Includes endorsement by Government Officials)
Unemployment
4 Wages, Wage Rates
Approved For Release 2001/08/01 RDP78-04718A002700200001-1
Security Information
 _ SECRET
Approved For Release 2001/,9A3RIpgl7& 1l;A8A002700200001-1
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)
5 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
Approved For Release /(4D08Tn&A"4RbP74-04718A002700200001-1
 - - - SECRET
Approved For Release 2001/g? >zf4A1RIgg QJ;A8A002700200001-1
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)
Translate
Approved For Release 2001/08/09.RDP78-04718A002700200001-1
Security Information
 ---SECRET
Approved For Release 2001 4Oj 9IF - q$~18A002700200001-1
This subject pertains to forms design, standardization, revision, clearance,
control, supply and issuance.
1 Control or Management
(Design - Standardization - Revision - Clearance)
Approved For Release 2Q01/08/08SFtIDP78-04718A002700200001-1
ecurity Information
 Approved For Release 2001/~> / , A %13 8A002700200001-1
INVENTIONS
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
or other appropriate classification.
INVENTIONS
I Patents, Copyrights and Trademarks
(Applications - Permission to use)
by
name of senior author
Approved For Release 2001/08/O?~RDP78-04718A002700200001-1
Security Information
 _SECRET
Approved For Release 2001/?WP %AA?g qfb~8A002700200001-1
INVESTIGATIONS
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.
INVESTIGATIONS
SECRET
Approved For Release lOO 81-qfPB-04718A002700200001-1
 25X1A14b
Approved For Release 2001/08/08 : CIA-RDP78-04718AO02700200001-1
Next 1 Page(s) In Document Exempt
Approved For Release 2001/08/08 : CIA-RDP78-04718AO02700200001-1
 . SECRET
Approved For Release 20011@@{Rtf;I &Q4 18A002700200001-1
This subject pertains to legislative proposals, copies of bills and resolutions,
committee reports, hearings, etc.
LEGAL
1 Claims and Idtigations.
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)
b Notaries
Approved For Release 2Q01/08/08'~~TRDP78-04718A002700200001-1
ecurity formation
 1 11 _.-SECRET
Approved For Release 2001/ g 1--ERP; 7oVA002700200001-1
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
Approved For ReleaS@Tb'9 `?f8?- 78-04718A002700200001-1
 _ - SE
Approved For Release 20%*Cl
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
I 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
Approved For Releaseff6 M8'n1$-04718A002700200001-1
 ..-SECRET
Approved For Release 206tWh/4 r Q R1%&4W718A002700200001-1
MEETINGS
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
I Engagements, Invitations
2 Inter-Agency
Intra?Agency (File by Area, Organizational Unit, etc., as
required)
4 International
Reports and minutes of meetings
SECRET
Se0i/ in :CIA R~DP78-04718A002700200001-1
Approved For Release
 -SECRET
Approved For Release 2001Af0#t1g198A002700200001-1
MILITARY GEOGRAPHY
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 areats strategic potential, both offensive and
defensive.
MILITARY GEOGRAPHY
1 Coasts and lending 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)
Approved For Release 2~~~ dl - PJ&?4718A002700200001-1
 .SECRET
Approved For Release 20(J&?&WS,Cj&lf~W- QJ718A002700200001-1
This subject pertains to the Agency's activities and contributions to the
National Defense Program, except Intelligence Operations.
NATIONAL DEFENSE
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
Approved For Release 2001/08/ A-RQDP78-04718A002700200001-1
ecurityPfomation
 SECRET
Approved For Release 20#14M 3, C Z9- 718A002700200001-1
ORGANIZATION AND MANAGEMENT
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.
ORGANIZATION AND MANAGEMENT
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 Idquidation
(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)
7 Procedures and Methods
Approved For Release 200WOBM : CIA-RDP78-04718A002700200001-1
Security Information
 SECRET
Approved For Release 200`17*t.3tk4kDW818A002700200001-1
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 Des ription - Standards - Wage Rates - Salaries)
(Commendations - Complaints, Charges, Debts -
Disciplinary Actions)
Contributions (Solicitation of Funds) File by title of
campaign or organization, as required)
6 Court Attendance - Jury Duty
Detail, Assignment and Reassignment
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
Approved For Release 24: .g dR4718A002700200001-1
 SECRET
Approved For Release 2001/Cgl4q>u.,-IPo7OVA002700200001-1
PERSONNEL (CONTINUED)
11 Military
(Assignment to CIA - Selective Service and Training)
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
Approved For Release hMM*Y8 IVIAPMOM04718A002700200001
 SECRET
Approved For Release 2001/@ ,1&:i%A-fRgM -6t8A002700200001-1
PETROLEUM
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.
PETROLEUM
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)
1-2 Reserves
(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)
3 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)
4 Transportation
4-1 Transport Facilities
(Pipeline systems - Railway - Inland waterways
Tankers)
Approved For Release 200110881008 - K'ffiP7'8 ~?7n18A002700200001-1
 Approved For Release 200 /CRC 0hotho
PETROLEUM (CONTINUED)
4-2 Terminal Facilities
X78-04718A002700200001-1
orma on
(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
proeessin - 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)
Approved For Release 2001 /08/ ~ -RDP78-04718A002700200001-1
Security Information
 SECRET
Approved For Release 2001/D$8i9AIB -4a j8A002700200001-1
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
SEC
Approved For Releasge;%Y 0Ak
iW8-04718A002700200001-1
 Approved For Release 200.1/08/0 y x P Lion 718A002700200001-1
POLITICAL
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.
POLITICAL
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)
Structure of Government
(Central - Regional - Local - Locus of power)
9 Subversion
(Covert and overt acts and activities)
Approved For Release 2001/08/08SD'CWRDP78-04718A002700200001-1
Security Information
 .--SECRET
Approved For Release 2001/0?"-Ipail~?`002700200001-1
PRINTING AND REPRODUCTION
This subject pertains to printing and reproduction services.
PAINTING AND REPRODUCTION
I Policies and Procedures
Programs
Reports
SECRET
Approved For Release 2001 69/6f- Ela B &418A002700200001-1
 - - -- SECRET
Approved For Release 2001/QWg, C 4 P A4i7ot8A002700200001-1
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.)
Petitions and Resolutions
Introductions
Representatives and Visitors
SECRET
Approved For Release 20&'06FC fPdi718A002700200001-1
 Approved For Release 2001/LQQ108 ; Clq 778-O,47.18AO02700200001-1
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
Approved For Release 2C '19 18" W- - P ? 4718A002700200001-1
 Approved For Release 2009/e08/~O1.1y
JPo 8A002700200001-1
REFERENCE LIBRARY
%No
This subject is to provide for the filing of non-Record, REFERENCE material
when such material is maintained in filing equipment. I(Lbrary 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.
REFERENCE LIBRARY
Approved For Release ZOO1//0088/0~- TTRDP78n04718A002700200001-1
 SECRET
Approved For Release 200~S&( + 1 ppjpm-y~96318A002700200001-1
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 Arrangement. Case file as required,
Approved For Release 2ggj ,8/, ~l$h04718A002700200001-1
 Approved For Release 20 %( t % 1Q 718A002700200001-1
SCIENTIFIC
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 Air, Ground and Naval Weapons-
1-1
Aircraft and Aircraft Armament
(Airframes - Aircraft propulsion - Aircraft
ordnance - Other equipment)
1-2 Guided Missiles
(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 Ground Weapons and Equipment
(Combat vehicles - General purpose vehicles- -
Artillery - Infantry weapons - Mines and mine
clearance equipment - Stream crossing equipment -
Special arctic equipment)
1-5
Naval Weapons
(Hull designs - Ship propulsion - Underwater
ordnance - Surface ordnance)
2 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
Approved For Release fOMM4kS ZISTAIM 4V04718A002700200001-1
 - - -- SECRET
Approved For Release 2001/0$~-FIQFd&-gfl~?A002700200001-1
SCIENTIFIC (CONTINUED)
3 Biology
(Research - Development - Testing - Biological
Warfare)
4 Chemistry
(Research - Development - Testing - Chemical
Warfare)
5 Electronics
(Radio communications - Navigation aids - Radar -
Infrared - Acoustics - Vacuum tubes - Components and special
devices - Electron countermeasures)
6 Medicine
7 Physics (except Atomic Energy - See SCIENTIFIC 2)
Approved For Release EC TR F?78-04718A002700200001-1
gn$ fnrmaion
 e
Approved For Release 2001/08/curiCyA"rI 'o778-0471n8A002700200001-1
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 - Cryptograp r -
Disposal - Filing and storage - Transmission and
receipt - Use and release of)
General Policy, Regulations and Procedure
(Censorship - Classification and reclassification -
Use and release of)
5 Personnel
(Identification badges Investigation and clearance -
loyalty and review - Orientation)
Reports and Data
Violations
Approved For Release 2001/08/08 S iDP78-04718A002700200001-1
Security Information
 - --SECRET
Approved For Release 2001/1--,6f$A002700200001-1
SHIPMENT
This subject pertains to the shipment and routing of equipment, materials
and supplies.
SHIPMENT
1 Freight and Express
(Bills of lading - Rates and traffic - Claims
Personal effects)
SECRET
Approved For Release 81&qM 04718A002700200001-1
 _ --SECRET
Approved For Release 2001/% AfiQg ,%4bM,8A002700200001-1
SOCIOLOGICAL
This subject pertains to the general character, patterns and trends of the
human society and civilization on the social level.
SOCIOLOGICAL
1 Characteristics of the People
(Cultural and physical traits - Minorities)
2 Education
(Organization - Literacy - Content and quality of
instruction)
Health and Sanitation
(Nutrition - Environment - Water supply - Waste
disposal - Diseases - Medical care - Hygiene)
Manpower
(Labor market - Labor force - Mobility -
Legislation - Unions and management)
Population
(Vital statistics - Distribution - Migration -
Social structure - Problems)
6 Public Opinion
(Morale - Social values - Antagonisms - Traditions -
Movements-)
7 Public Welfare
(Social Security - Standard of living - Social
problems - Recreation)
Religion and other Ideologies
(Organization - Aims - Personalities)
Approved For Release 20911e q g ~I 4718A002700200001-1
 -SECRET
Approved For Release 20011? .1 AAqg QI;A8A002700200001-1
TELECOMMUNICATIONS
This subject pertains to the develQpment, operation and maintenance of
communications systems of foreign countries including telephone, telegraph,
radio and submarine cables.
See COMMUNICATIONS for material pertaining to Agency
activities and facilities.
TELECOMMUNICATIONS
1 Radio
(Communications - Broadcasting)
2 Telephone and Telegraph
(International facilities - Domestic facilities
Repair facilities)
Submarine Cables
(Facilities.- Repair facilities)
SECRET
Approved For Release 1 3JQ8 IF',6yRQWc 04718A002700200001-1
 t X Approved For Release 200g/08/00 ? e P7$ 04718A002700200001-1
ecur ty ormation
This subject pertains to the development and direction of all Agency training
programs,
TRAINING
I Policies and Procedures
2 Facilities
3 Programs
(In service - Orientation - weer--0fiil ce)
Reports
Outside Training (Colleges, Schools)
SECRET
Approved For Release (66'81-04718A002700200001-1
 w SECRET
Approved For Release 2O ( ILg / kyq& Z Q4718A002700200001-1
TRANSPORTATION
This subject pertains to the construction, maintenance and operation of
transportation facilities of foreign countries including railway, highways
waterway, port 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.
TRANSPORTATION
1 Civil Air
(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)
3 Inland Waterway
(Characteristics - Government control and policy
Operations Equipment - Principle inland waterways)
Merchant Marine
(Organization - Shipping program - Routes and ports
of can- Operations)
Ports and Marine Facilities
(Classification - Berthing estimates - Military
potential)
6 Railway
(Network characteristics - Organization - Operations -
Equipment - Principle railways)
Approved For Release 2SO9c, jC:R
~J 04718A002700200001-1
 Approved For Release 2009/e0c8//0,8ty xPa ion 18A002700200001-1
TRAVEL
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
l Advance of Funds
2 Authorizations
3 Entry (Custom courtesies, etc.)
4 Foreign (Includes passports, visas, etc.)
5 Itineraries and Reservations
6 Policies and Regulations
7 Privately Owned Vehicles
8 Transportation Requests
SECRET
Approved For Relea~9TOIA 8 P -X 78-04718A002700200001-1
 SECRET
Approved For Release 200'fQ& 4 l --gl8A002700200001-1
VEHICLES
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.
VEHICLES
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
$ 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
t,SEErC~RR~SET ce,
Approved For Release ZU tl/OSvIU -k8P78-04718A002700200001-1
 Approved For Release 2001/08/08 ~WDP78-04718A002700200001-1
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 & GROTJZ7`dDS 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. ... ........................ EQUIPI.IENT & SUPPLIES 7-1
Additions to Buildings & Grounds ...................... BUILDINGS & GROUNDS 3-1
Addresses, Mailing................................... . COIIICATIONS 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............. PERSONNEL 12-1
Agent Cashiers ........................................ ACCOUNTING 5
Air Conditioning, Buildings ........................... BUILDINGS 8: GROUNDS 10-3
Approved For Release 2001/0?D qlA-RDP78-04718A002700200001-1
Security Information
 Approved For Release 20Q1108108 : C1AgI P78-04718AO02700200001-1
ecurity Information
Reference
File Designation
-B-
Bids for Supplies & Equipment .....................,,,.EQUIPMENT & SUPPLIES 4-11
Bills .~ Invoices ......................................ACCOUNTING 9-6
Bills of Lading .......................................Bee SHIPMENT 1
Blood Donors ..........................................PERSONNEL 9-2
Boards
Review, Efficiency Rating..... ...................PERSONNEL 8-1
Survey, Surplus Property........ ... **..**.,.o,,,,EQUIFMNT & SUPPLIES 7-Z
Bid or Performance ............... .........,......EQUIPMONT & SUPPLIES 4-?
Bonding of Employees........ .....................ACCOUNTING 4
Certifying Officer & Agent Cashiers ..............ACCOUNTING 5
Savings (Defense) Deductions.... ... ** .......... ,ACCOUNTI.G 9-1
Budget Estimates ......................................See APPROPRIATIONS 2
Building Passes .................. ...................SECURITY 5-1
Buildings ............................................. See EUILDINQS & GROUNDS
Security Protection of., ... ....... ....... SECURITY 1
Bulletin Boards, Building, . .....:.....................E'TII~DIT1t'zS cti GR( TT Yl-),S
SECRET
Approved For Rel Q IO Q{, jyfgPP78-O4718A002700200001-1
 Approved For Release 2001/08/08 : CIA-RDP78-04718AO02700200001-1
Approved For Release 2001/08/08 : CIA-RDP78-04718AO02700200001-1
 SECRET
SECURITY INFORMATION
Approved For "We0%Kb&89TR6
Central Sub-
Control Control
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 #2 alphabetically by source. This file serves as a finding
media for all recorded incoming communications. Copy #2 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 6. Detach copy
45 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 #1 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 41 is received
without attachments and bears notations as to subject classification,
action taken and "Retained by In both instances, copy
#1 replaces copy *2 which is to be destroyed. If a second referral was
Appr ved For R leastPl(3'619b' /b8?AtfA-kC V4-ffgk'6b1lltI-66601 1 d are destroyed.
 Approved For Release 2001/08/08 : O -Q 78-04718A002700200001-1
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 "See. 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 Recd",
5. 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 qf 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.
Approved For Release 2001108/08, iP ffiP~78-Q47n18A002700200001-1
 Approved For Release 2001108/08SDP78-04718A002700200001-1
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".`ile
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.
Approved For Release 2001/08/08 : CI94kbIM-04718A002700200001-1
Security Information
 Approved For Release 2001/08/6VP=-RDP78-04718A002700200001-1
Security Information
EXHIBIT C (CONTINUED)
5. Copy number 1 shall remain at all times with the
communication 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 wtint will Office,
which must be controlled, the following procedure 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.
Upon receipt the Central Mail Control gill:
a. Assign a control number to the communication and the
35-1.
b. Note the date received in the space designated "Date
Rectd".
Approved For Release 2001/08/08 : C78-04718A002700200001-1
Security Information
 Approved For Release 2001/8/08 : ('P78-04718A002700200001-1
ecurity 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-i.
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
Approved For Relea lJW/D8fogl&-RQ 78-04718A002700200001-1
-4-
 Approved For Release 2001/08/08 : CIA-RDP78-04718AO02700200001-1
Approved For Release 2001/08/08 CIA-RDP78-04718AO02700200001-1
 Approved For Release 2001I98S DP78-04718A002700200001-1
L9 'V
Security in/ormation
Mt 10RAPTDUM FOR:
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 reconnendations 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 from the Records Management and Distribution
Branch of Office of General Sorvices 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 responsible
officials to assist with any current problems and to assure the con-
tihuance of the 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:
establishing an adequate records management pro.7raii for the Agency.
Your full cooperation in making the change effective will be appreciated.
Director of Central Intelligence 4 May 1953
Dep. Director of Ceritral Intelligence 6 May 1953
Dep. Director (Administration) 11 May 1953
Dep. Director (Intelligence) 13 May 1953
Dep. Director (Plans) l~? May 1953
Inspector General 20 May 1953
4. The adoption of these recommendations is a necessary step in
ALLEN DULL:
Director of Central Intelligence
Approved For Release 2i/ ?Cl-RDP78-04718AO02700200001-1
~?iJ fi
Security I formation
 Approved For Release 2001/08/08 : CIA-RDP78-04718A002700200001-1
CONFIDENTIAL
Approved For Release 2001/08/08 : CIA-RDP78-04718A002700200001-1