REVISED OFFICE OF DEVELOPMENT AND ENGINEERING, DD/S&T, RECORDS CONTROL SCHEDULE, 97-73

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Collection: 
Document Number (FOIA) /ESDN (CREST): 
CIA-RDP78-07317A000100280001-3
Release Decision: 
RIPPUB
Original Classification: 
S
Document Page Count: 
14
Document Creation Date: 
December 9, 2016
Document Release Date: 
February 20, 2001
Sequence Number: 
1
Case Number: 
Publication Date: 
September 26, 1973
Content Type: 
MF
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PDF icon CIA-RDP78-07317A000100280001-3.pdf746.02 KB
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err Approved For Release 2001/07/12 : 8-07317A000100280001-3 DD/S&T# 3O 5` --73I ODEE-0459-73 2 8 SEP 1973 MEMORANDUM FOR: CIA Records Administration Officer SUBJECT Revised Office of Development and Engineering, DD/S&T, Records Control Schedule, 97-73 1. Attached are three (3) copies of the revised Office of Development and Engineering (OD&E), DD/SFT, Records Control Schedule, 97-73, forwarded for your review and approval. 2. This revision of the OD&E Records Control Schedule reflects disposal authority,.where applicable, found in the GSA General Records Schedules, as well as more precise record series definition. The Schedule also establishes more realistic record retention periods, both in the interest of Archives and Records Center space conservation and in historical documentation preservation. 3. This revised OD&E Records Schedule supersedes and replaces OD$E Records Control Schedule 97-69-1, dated 26 March 1969. 25X1A Director of Development and Engineering Approved For Release 2001/07/12: CIA-RDP78-0 SECRET CLASSIFIED BY EXEMPT FRO!"p GAL S E'3EDIIL O1 E . 0. a' ?t Ya :3~ i C Z 6:G(U Y: &F ( ), 0, ice.; M 4 j ( rJo vie Er more) U'f61AAdl12ALP d TiGLw:iiY 4siii~` IN mD QSSLb7Q_tQ determine 9 Approved For Release 2001/07/12 : CIA-RDP78-07317A000100280001-3 97-73 RECORDS MANAGEMENT PROGRAM RECORDS CONTROL SCHEDULE FOR THE OFFICE OF DEVELOPMENT AND ENGINEERING FORM No. 738 Approved For Release 2001/07/12 : CIA-RDP78-07317A000100280001-3 i41l 1 JUL 55 25X1A 25X1A Approved For Release 2001/07/12 : CI WO7317A000100280001-3 OFFICE OF DEVELOPMENT AND ENGINEERING RECORDS CONTROL SCHEDULE Records Control Schedule 97-73 for the Office of Development and Engineering is approved and authority hereby given to implement the disposition instructions contained herein. Pr SECRET Approved For Release 2001/07/12 : CIA-RDP78-07317A000100280001-3 /' J'T 73 cer Date ? RECORDS CONTROL SCHEDULE 5E SCHEDULE NO. 97-73 25X'1 A OFFICE. DIVISION. BRANCH SIGNATUR , S?P OFFICE OF DEVELOPMENT AND ENGINEERING TITLE E Director of Development and Engineering ITEM NO. FILES IDENTIFICATION (TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES) VOLUME (CUBIC FT.) DISPOSITION INSTRUCTIONS 0. INTRODUCTION This records control schedule covers the major categories of files and files series main- tained in the Office of Development and Engineering DD/SF~T, as documentation of the following Office of Development and Engineering mission and functions: Mission: To plan, program, develop, and operate highly classified technical collection systems in direct response to USIB requirements and as assigned to the CIA by EXCOM; and, in addition, perform such system development tasks as may be assigned directly by the DCI. To perform in-depth analytical studies of existing and/or planned systems to help provide the DCI with the support necessary for him to make informed judgments on the relative merits of such systems. Functions: 1. Develop and maintain on behalf of CIA a technical and managerial staff capable of dis- charging assigned responsibilities in performing the mission stated above. 2. Perform detailed planning, programming, and budgeting relative to assigned tasks. 3. Solicit, select, negotiate, and contract with appropriate corporations for the research, analysis, design, development, fabrication, assembly and test of subject systems. SEE FORM NO. 139 usE P R E V I u v -0 7 - - -3 JAN 56 EDITIONS. FILES IDEN I L UUZtSU001-3 DISPOSITION INSTRUCTIONS teristics of new and/or improved highly classified technical collection systems. 7. Perform specific mission analyses in devising the optimum utilization of operational and developmental technical collection systems. 8. Coordinate and cooperate with other government offices in matters and/or projects of joint concern. 9. Perform analyses of systems, both pro- posed, under development and operational, to determine their relative capabilities to satisfy intelligence requirements and conversely to analyze intelligence requirements to determine necessary system performance and characteristics. 4. Exercise close management control over contractors to ensure specifications are met on time and at lowest cost. 5. Provide operational support to existing systems. 6. Conduct a continuing program of advanced systems studies and related research and development with the objective of helping to establish the basic parameters for, and defining the detailed technical and operational charac- SECRET SECRET' ~ proved For Release 2101 - P78-0~ 7A000100280001-3 I FORM JAN 56 +39a EDITIONS. RECORDS CONTROL SCHEDULE -CONTINUATION SHEET (41) ITEM NO. AP 1107112 DISPOSITION INSTRUCTIONS SECRET 1. POLICY FILES 8.0 PERMANENT: Disposal not authorized in accord- ance with General Records Schedule 19, Item 1. These files are those held in the executive Break files annually, or at such time as Office of the Director, Office of Development and volume considerations render the retention of Engineering, DD/S&T. These files consist of these files in active file space impracticable. cables, dispatches, and other types of corres- Retire to the Archives and Records Center. pondence, reports, memoranda, periodic reports of Review for declassification 29 years from date OD&E activities, reports of committee meetings, of document, except those not exempt from de- and other documents relative to the direction of classification under EO 11652 shall be reviewed the Office of Development and Engineering. These earlier under the provisions of that order. records are held subjectively, and cover the period of 1963 to present. 2. OD&E REGULATORY ISSUANCE FILES .5 PERMANENT: Disposal not authorized in accord- ance wi General Records Schedule 16, Item 1. These regulatory issuances consist of Maintain on a current basis. Retain super- directives, notices, memoranda, and other issu- seded issuances for an additional year. Retire ances directive or informational in nature re- to the Archives and Records Center. Review for lating to the administration and management of the declassification 29 years from date of document Office of Development and Engineering. These , except those not exempt from declassification issuances are controlled by the Director, ODEE, under EO 11652 shall be reviewed earlier under and are the official OD&E record copies. Period the provisions of that order. covered: 1966 to present. 3. CONTRACT FILES 35.0 PERMANENT: Disposal not authorized in accord- ance wi General Records Schedule 19, Item 3. These files consist of original contracts, Break files annually, or at such time as amendments, estimates, proposals, sub-contracts, volume considerations render the retention of payment plans, patent and loyalty rights, corres- these files in active office space impracti- pondence, and related papers pertaining to con- cable. Retire to the Archives and Records tracts awarded with respect to the mission and Center, Review for declassification 29 years functions of the Office of Development and Engi- from date of document, except those not exempt neering. These files are maintained in the from declassification under EO 11652 shall be Contracts Staff, ODEE, and constitute official reviewed earlier under the provisions of that records of OD&E. These files are held by con- order. tractor name and number, and are a special case file related to programs and projects, but held * General Records Schedules are issued by the. separately. Period covered: 1963 to present. Administrator of General Services to provide disposition standards for records common to several or all Federal agencies, under the Records Disposal Act of 1943, and the Federal EC R E T l Records Act of 1950. USEi~Wui 0028000175 FORM I JAN 56 i39a EDITIONS!~~prOVed For. RECORDS CONTROL SCHEDULE -CONTINUATION SHEET FILES IDENTIFICATION PROGRAM FILES The files covered by this category are those maintained in the ODE components directly res- ponsible for the administration of the special intelligence collection programs of the Office of Development and Engineering. These files con- sist of cables, reports, briefing aids, contracto reports, drawings, charts, plans, cost estimates, cost proposals, manuals, intelligence documents and other types of documentation related to the development and accomplishment of OD1E special activities. These files are held under estab- lished subjective file systems. The technical reports in these files are in the form of hard copy or microfishe, but not both. In most in- stances our record copy will be microfishe. Period covered: 1963 to present. PROJECT FILES These files contain technical and scientific data accumulated in the process of research, development, design and analysis of systems and equipment pertinent to ODE operations. These data are in the form of contractor reports, special committee meeting reports, mission studies, technical reports, and other documents and materials. These files are held subjectively. The technical reports are received from the con- tractor in microfishe or hard copy but not both. These are retired to the Records Center in either microfishe or hard copy. Period covered: 1965 to present. MISSION REPORT FILES These files consist of records pertaining to the program management, program product, including operations and accomplishment of missions mounted under OD&E special projects. These records are of permanent and temporary value, as outlined below. ~ Period cov 3 o res PERMANENT: Disposal not authorized in accord- ance with General Records Schedule 19, Item 1. Break files annually, or at such time as volume considerations render the retention of these files in active file space impracticable. Retire to the Archives and Records Center. Review for declassification 29 years from date of document, except those not exempt from de- classification under EO 11652 shall be reviewe earlier under the provisions of that order. PERMANENT: Disposal not authorized in accord- ance with General Records Schedule 19, Item 3. Retain on a current basis. When no longer needed for reference or operational purposes, screen and retire to the Archives and Records Center. Review for declassification 29 years from date of document, except those not exempt from declassification under EO 11652 shall be reviewed earlier under the provisions of that order. FORM ANN NO 139a EUSE PREV DITIONS'OUS RECORDS CONTROL SCHEDULE -CONTINUATION ITEM NO. L ID N IFICATI N 7 1-1-61-111-11 VOLUME DISPOSITION INSTRUCTIONS ' SEE 6. MISSION REPORT FILES (cont d) a. Program Documentation 15.0 PERMANENT: Disposal not authorized in accord- ance with General Records Schedule 19, Item 1. These. records are those that document the Retire when no longer needed for reference operational aspects of OD&E mission management purposes to the Archives and Records Center. and which document the organization and func- Review for declassification 29 years from date tions of ODIE, and provide historical and re- of document, except those not exempt from de- search data in support of ODeE operations. classification under EO 11652 shall be reviewed earlier under the provisions of that order. b. Mission Documentation 75.0 TEMPORARY: Disposal authorized by General Records chedule 19, Item 5. Retain until no These records pertain to a specific opera- longer needed for current mission purposes in tion and include documentation through which an OD&E, then retire to the Archives and Records operation is monitored on a timely basis. Upon Center. Destroy one (1) year after receipt in completion of the operation, wrap-up documenta- the Archives and Records Center because by that tion is included in the program documentation. time these records will have served their re- These records are of temporary value, and useful search purposes, only for a limited reference period after an operation's termination. 7. SECURITY FILES a. Policy Files 4.0 PERMANENT: Disposal not authorized in accord- ance with General Records Schedule 18, Item 1. These files contain memoranda, reports, Break files annually. Retain an additional cables, and other documents pertaining to year, and retire to the Archives and Records security policy, and other matters involving Center. Review for declassification 29 years security of OD&E activities. These files are from date of document, except those not exempt maintained subjectively. Period covered: 1962 from declassification under EO 11652 shall be to present. reviewed earlier under the provisions of that order. b. Program Files 6.0 TEMPORARY: Disposal authorized by General Records Schedule 18, Item 11. Break files These files contain memoranda, cables, in- annually. Retain an additional year, and re- spection reports, clearance actions, and other tire to the Archives and Records Center. documents related to the security of OD&E pro- Destroy after four (4) years, or when security programs, projects, and facilities. These cognizance is terminated, whichever is sooner. files are held subjectively. Period covered: 1958 to present. SECRET FORM NO. U S E P R E V I PProve or a ease - - ! , ? j - I JAN s s 139a EDITIONS. RECORDS CONTROL SCHEDULE - CONTINUATION SHEET DISPOSITION INSTRUCTIONS Appr FILES IDENTIFICATION ' SECURITY FILES (cont'd) c. Personnel Files These files consist of documents and papers pertaining to the personnel security of ODIE employees. These files are maintained alpha- betically by name of the individual. Period covered: 1965 to present. BUDGET AND FINANCE FILES a. Policy and Program Files These files are concerned with ODE budget formulation and execution; audits; voucher pay- ments; payroll; fund transfers; contract pay- ments; financial record keeping; and other matters concerning financial management within OD$E. These files also include documents re- garding transactions in fulfillment of contract terms such as invoices, change orders, approved vouchers, and other documentation. These files are held subjectively. Period covered: 1965 to present. SECRE b. Working Files These files consist of instructions, narra- tive and statistical statements or requirements, preliminary estimates, office estimates, copies of budget presentations and related working papers. These papers are filed subjectively. Period covered: 1965 to present. 10.0 current basis. Retain for six (6) months after termination or transfer of the individual. Screen and forward material not previously for- TEMPORARY: Disposal authorized by General Records Schedule 18, Item 24. Maintain on a warded to the Office of Security, which is the office of record for such documentation. PERMANENT: Disposal not authorized in accord- ance with General Records Schedule 5, Items 1 and 2. Break files annually, or at such time as volume considerations render the retention of these files in active office space imprac- ticable. Retire to the Archives and Records Center. Review for declassification 29 years from date of document, except those not exempt from declassification under EO 11652 shall be reviewed earlier under the provisions of that order. TE PORARY: Disposal authorized by General Recor s Schedule 5, Item 4. Break files annually at the end of the fiscal year. Dis- pose of these records one (1) year after the close of the fiscal year covered by the respective budget. SECRET AppFe-ed F FORM NO. 739 a USE PREVIOUS I JAN 56 IJJ EDITIONS. or-Reftase 200-M 7 12 - 3 A000100280001-3 RECORDS CONTROL SCHEDULE - CONTINUATION SHEET ITEM NO. ApprolvedfoudiZeleasla 12W1/07/12: CIA-RDP7 -0dtiKA0 0100280001-3 DISPOSITION INSTRUCTIONS E FILES 4 0 9. CABL This file series consists of incoming and outgoing cables processed through the OD&E com- munication facility, pertaining to projects, pro- grams, operations, and administration of the Office of Development and Engineering, The Program Administration Division, Support Branch, Registry Section, serves as the Cable Secretariat and is responsible for the maintenance of the official cable reference file. The official "record copy" of cables are located in the sub- stantive files of OD$E. The Registry cables are filed by station and chronologically, thereunder. a. Registry Cable Reference File TEMPORARY: Destroy after twenty-five (25) years. Cables will be retained in current file area for six (6) months and then microfilmed. Hard copy of filmed cable will be destroyed within one (1) year after verification of the microfilm. Microfilmed file will either be retained in current file area or deposited at the Agency Records Center. b. Extra Copies TEMPORARY: Destroy after three (3) months or when needed for reference purposes. 10. CRYPTIC REFERENCE FILES Identification cards and cross reference .5 TEMPORARY: Retain on a current basis. on notebooks consisting of pseudonyms, true names, eta separation of individuals, termination of aliases, and sensitive operational indicators. projects or operations, or when otherwise made The ODE is the "office of record" for only the obsolete or superseded, place cards in inactive sensitive operational indicators which apply to it file. Hold in inactive file for one (1) year projects and programs. Period covered: 1966 to and destroy. The cryptic information that present. applies to ODE operational programs, etc., will be transferred to the appropriate project file. F tNO - 139a ED TPREslApproved For KEGUK~pS2G~ TRU~1 - &JLEP78 0-d1'NA001 100280001-3 c41l 11. FILES IDENTIFICATION PERSONNEL FILES 10.0 These files are those maintained in the Program Administration Division, Support Branch, Personnel Section, OD&E, as the "soft files" for ODE personnel, and are not the official personnel files of the Agency. These files contain copies of personnel actions, fitness reports, forms, correspondence, cables, and other documents per- taining to applicants, assignment, training, pro- cessing, and other matters concerning the administration of ODEE staff or detailed personnel These files are maintained alphabetically. Period covered: 1966 to present. TEMPORARY: Maintain on a current basis. Retain for six (6) months after termination or transfer of the employee. Screen and forward material not previously forwarded to the Records and Services Division, Office of Personnel, the office of record for personnel files, or the gaining office. 13pieved Fur Release - 8-0737 A000100280001-3 c^ETPRNC10U5 FORM NO. 139a ITEM NO. APprqy@gFMEMN~@*pIWu11u1/12 - - 00100280001-3 DISPOSITION INSTRUCTIONS 12 LOGISTICS FILES Stu ht 1 10.0 TEMPORARY: Disposal authorized by General . Records Schedules 3 and 9, 11 and 15, covering These files consist of correspondence, records of a temporary nature. Break files reports, cables, dispatches, memorandum receipts, annually. Retain an additional year, or upon requisitions, shipping documents, tables of completion of audits, whichever applies. vehicular allowances, property accountability Destroy after two (2) years. records, and other papers pertaining to the logistical support of ODFE. These files are held subjectively. Period covered: 1966 to present. 13. TOP SECRET MATERIAL This material includes documents, cover sheets, logs, and other control papers handled in the Office of Development and Engineering and maintained under Agency top secret control pro- cedures as managed by the OD&E/Area Top Secret Control Officer. This material is controlled centrally in the Support Branch, Registry Section, although filed in the pertinent files throughout OD&E. This material does not include documents handled under other sensitive y con- trols. Period covered: 1966 to present. a. Documents 1.0 These documents are to be given the same retention periods as the files to which they These records are controlled under the pertain, and in which they are held. At the Agency system by number issued by.the Agency time the respective file series reaches a b Top Secret Control Officer. e disposition point, these documents are to processed through the Registry Section to insure continuing control. b. Cover Sheets (Form 26) .5 TEMPORARY: Destroy 10 years after document has been downgraded, destroyed, or sent out- These cover sheets pertain to top secret ed or destro b i h side CIA. (CIA Top Secret Control Officer, Office of Security ruling 12 August 1964.) y een er t documents which have e transferred from the custody of the Office of Send cover sheets to CIA TS Control Officer Development and Engineering. thru Area TSCO for disposal. 25X1A SE FORM NO. 139a USE PREY pproved For Release 2001/07/12 : P78-07387A000100280001-3 I JAN 56 EDITIONS. RECORDS CONTROL SCHEDULE - CONTINUATION SHEET FILES IDENTIFIC I L -3 DISPOSITION INSTRUCTIONS TOP SECRET MATERIAL (cont'd) c. Top Secret Controls These records include logs, signature cards (Form 36), Courier's Classified Mail Receipt (Form 240a), and other control documents as required. SECRE CHRONOLOGICAL FILES These files consist of extra copies of all correspondence and memoranda originated by the Office of Development and Engineering. In these files are copies of outgoing memoranda for sig- nature, approval and concurrence. These files are maintained for reference and convenience use. The official file is maintained by the OD&E Registry. Filed chronologically by the control number. a. Chrono files thru 1968 b. Chrono files subsequent to 1968 c. Chrono files held by the Office of Develop- ment and Engineering-divisions for conveni- ence purposes. The official file copy is maintained by the ODE Registry. shown on forms are downgraded, transferred to the Records Center, destroyed or sent outside control point. (CIA Top Secret Control Office, Office of Security ruling 12 August 1964.) j TEMPORARY: Destroy 10 years after documents PERMANENT: Disposal not authorized in accord- ance with Central Records Schedule 19-1. Retire files dated thru 1968 to the Archives and Records Center. Review for declassifica- tion 29 years from date of document, except those not exempt from declassification under EO 11652 shall be reviewed earlier under the provisions of that order. TEMPORARY: Cut off at end of each calendar year, retain in current file area for two (2) additional years, and then transfer to the Archives and Records Center. Destroy after ten (10) years in the Archives and Records Center. TEMPORARY: Cut off at end of each calendar year, retain in current file.area an additions year, then destroy. SECRE e - 78-07397A000100280001-3 ( 41 ) Fi JANN 56 139a EDITIONS. IOUS RECORDS CONTROL SCHEDULE - CONTINUATION SHEET 16.