RECORDS SCHEDULING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78M02660R000200070009-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: December 16, 2016
• Document Release Date: September 21, 2004
• Sequence Number: 9
• Publication Date: January 22, 1976
• Content Type: MEMO

GENERAL SERVICES ADMINISTRATION
WASHINGTON, DC 20405
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January 22, 1976
GSA BULLETIN FPMR B-62
ARCHIVES AND RECORDS
TO : Heads of Federal agencies
SUBJECT: Records scheduling
1. Purpose. This bulletin summarizes the requirements of FPMR 101-
11.4 and reminds all Federal agencies of their responsibility (a) to
review for possible reduction the retention periods of all nonpermanent
records, and (b) to submit to the National Archives and Records Service
updated comprehensive records control schedules by December 31, 1976.
2. Expiration date. This bulletin expires December 31, 1976.
3. Background.
a. In the past 3 years the National Archives and Records Service
has engaged in a major effort to identify the permanently valuable
records of the Federal Government and to assist Federal agencies in the
prompt and orderly reduction in the retention periods of records of
temporary value. This effort has involved the reemphasis and
amplification of the requirements governing records disposition as set
forth in the Federal Property Management Regulations (41 CFR 101-11.4).
These requirements were specified in GSA Bulletins FPMR B-38 and
B-49. GSA Bulletin FPMR B-38 announced the policy that Federal
records centers would no longer routinely accept transfers of unscheduled
records from Federal agencies. GSA Bulletin FPMR B-49 established
the date of June 30, 1975, for Federal agencies to schedule all records
without definitely established retention periods. Almost every Federal
agency has sought to comply with the terms of this bulletin through the
submission of Standard Form 115, Request for Records Disposition
Authority, for major series of unscheduled records. Some agencies
were not able to meet the deadline. These agencies have renewed their
commitments to submit Standard Form 115 for their unscheduled records
in the near future.
b. In response to agency needs for assistance in meeting their
responsibility for scheduling records, the National Archives and Records
Service has made records disposition seminars available to all agency
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GSA Bulletin FPMR B- 62 January 22, 1976
records officers and records personnel in the Washington, DC metro-
politan area. GSA Bulletin FPMR B-54 announced procedures to use in
arranging these seminars. A number of agencies have already taken
advantage of this offer. The seminars continue to be available through
the Records Disposition Division, Office of Federal Records Centers.
4. Procedures.
a. Those agencies that have not submitted SF 11.5 for their
unscheduled records should do so immediately. Unscheduled records
are (1) those that have not been submitted to NARS for disposition
approval and (2) those records on approved schedules that are listed
variously as "retain, " "indefinite, " or !'permanent, " and have not been
appraised by NARS for their archival value.
b. All nonpermanent records should be reviewed, an d, whenever
possible, shorter retention periods should be recommended to NARS
through submission of 'Standard Form 115.
c. Each agency should publish an updated comprehensive records
control schedule and submit it to NARS by December 31, 1976. A
comprehensive schedule lists all records of an agency, whether tempo-
rary or archivally permanent, and contains precise instructions
regarding the future disposition of the records.
JAMES B. RHOADS
Archivist of the United States
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26 May 1976
Mr. Walter W. Stender
Assistant Archivist for Federal Records Centers (MC)
National Archives and Records Service
General Services Administration
Inter-Ocean Building
512 9th Street, N. W.
Washington, D. C. 20403
Dear Mr. Stender:
In our 12 May 1976 discussion with Mr. R. C. Tagge, Records Disposition
Division (NCO), on the CIA Records Disposition Program, a procedure was
agreed upon whereby CIA would submit unclassified (FOR OFFICIAL USE ONLY)
schedules to MARS. The schedules would list by number brief record
series titles only, sterilized where necessary to avoid revealing
classified information. Complete schedules with detailed record series
descriptions would be maintained in CIA Headquarters. The "TARS appraiser(s)
would write the appraisal report based on an examination of both schedules
and, if necessary, the related records at CIA Headquarters.
Mr. Tagge informed us that in addition to himself, other MARS
personnel would probably be required to review the classified schedules
and possibly examine. the .related records at CIA if they contained items
for which divisions other than MCD had appraisal interest. Accordingly,
please furnish the following information on selected MARS personnel who
will review our schedules so that appropriate clearances can be obtained:
Name:
Home Address:
Date of Birth:-
Place of Birth:
To date, clearances have been approved for yourself, Mr. Thomas W. Wadlow,
Chief, Records Disposition Division (NCD), and l ir. Tagge. We trust that
the list of additional MARS personnel will be kept to an absolute minimum.,
in keeping with our responsibility to strictly limit the disclosure of
national security information.
Distribution:
Orig - Adse
1 - RAB Subject
Associate Records Management Officer
1 - RAB Chrono I
ORIG: IA4J Id*bO~iA02660R000200070009-1
retyped by j1 b 26 May 1976
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5-12--76
N C D (M?Et. WADLOW)
ME ;CR NDTT I FCR RSCC'RD
The subject ,of this memorandum is the CIA. Records Disposition Progr~:^:.
Today I met with Chief, Records Administration
Branch, CIA, and members o is s a , at his request. We discussed the
following points.
1. Procedure for submitting security classified sensitive items in
unclassified schedules.
2. NaRS personnel who would appraise agency records.
Procedure for disposition of those agency records pertaining to
intelligence collections on domestic dissidents-that the Senate
Investigation Couimittee(Senator Church Corri.7ittee) has told them
to destroy.
Point 1. Because of national security interests CIA is prevented from
submitting schedules describing in detail the series of records that it
creates and/or receives in the course of its business. On the other band
the agency does not went to avoid scheduling its records aid wishes to do
so .at the earliest possible time.
Various methods were therefore discussed whereby agency records could be
submitted on unclassified schedules for appraisal and at the 3. .e time
insure the necessary protection of their classified nature.
I recommended a procedure similar to that followed by N tS in the sched-
uling of DIA records-- that is, CIA should submit unclassified schedules
stained For Offici.il Use 0nly(201JO) listing by nu her brief record series
titles only. :,''Here this is not possible without revealing classified in-
formation such titles should be sterilized. Disposition instructions for
each series listed should be specified also.
Finally, the MARS appraiser(s) would write the appraisal report b=cased on
an examination of both schedules and if necessary the related records at
the agency.
he would proceed to draft. and submit agency schedules according!-y.
agreed that such a procedure was satisfactory and said that
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;J
Point 2. I iniorrne;l that in dditior! to nti ^l.f, other ?.T S)
personnel. wouir1 be rec p.lred to review the cl.:ss)."iedl sch.:dill~'S and ~
e:camine the related records at the aff;erlcyr if the;r contained items for which
T
1 P? ~`-{ , , in
divi.siotla other than ' ' D h t.
this red .rd, he ro ;ue.s ted a list of such persons so that the agency cc~_,Zd
-take appropriate action to obtain their necessary visitor and records access
security clearances.
:Pow nt 3. Re erd:? ng the dis;)os it ion Of prior acc~.t:l~.tlated records (no l o ;=er
cre:_,ted) rel--. ting to agency intelli:;;ence collections on do .estic
I recol,-t!ended that the agency list such records on an 115 and r"ib ; t it to
MUMS ,;CD for appraisal. I also sug:; sted that a enc ex-
cha_n ed with ti:e Churc'r_ Coi i ttee or other fe.dera_? ac-enci e:s rel-tin" to Ouch
records should he subi:itted along with the SF115. s .II that th TAT F -S
would be don,_ .
The foregoing is provided for your information and for the record regarding
matters relating to the CIA records disposition program-
CD
om-
R p C n
TAGGE
Records Disposition Division
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UNITED STATES OF AMERICA
GENERAL SERVICES ADMINISTRATION
National Archives and Records Service
Washington, DC 20?R)8
STAT
Associate Records Management Officer=
Central Intelligence Agency
Washington, DC 20505
In further response to your letter of May 26, 1976, listed below are the
personnel within the various Divisions of the Office of the National
Archives (Na) who have been designated to appraise CIA records.
STAT.
Sincerely,
WALTER t. STENDER
Assistant Archivist for
Federal Records Centers
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Keep Freedom in Your Future With U.S. Savings Bonds
 Approved For Release 2004/10/07 : CIA-RDP78MO266OR000200070009-1
Title 41-Public Contracts, Property Management
upon approval of the agency concerned
by use of GSA Form 439, Records Dis-
position Control (1 101-11.4909) ; its au-
thorized equivalent; or other written
concurrence for each disposal action. If,
however, an agency is notified of the
eligibility of its records for disposal and
the agency fails to reply to such notifica-
tion within 30 calendar days, the records
will be disposed of in accordance with
the appropriate authority.
(36 F.R. 25408, Dec. 31, 19711
? 101-11.411 Transfer of records to the
National Archives.
? 101-11.411-1 Authority.
The Administrator is authorized by 44
U.S.C. 2103 to accept for deposit with
the National Archives of the United
States the records of any Federal agency
or of the Congress that are determined
by the Archivist to have sufficient his-
torical or other value to warrant pres-
ervation.
136 F.R. 21034, Nov. 3, 19711
? 101-11.411-2 Transfers via Federal
records centers.
Records will normally be transferred
to the National Archives Building from
a Federal records center or an approved
agency records center. When such trans-
fers are made, the agencies cone rn
will be furnished an inventory_ of the
reco rr s nsf rec -__ _ -
F R 22034, Nov'.-3-, 19711
j ? 101-11.411-3 Direct transfers.
The classes of Federal records listed
in this section may be offered for direct
transfer to the National Archives of the
United States. Such transfers shall be
initiated b Federal ageenncies by written
r nest to- ie., enera,l~eivices Admire-
istr "n3sf itot1? _D C.
20408, skecifyin the nature and quan-
tity of the records proposed for tr ate.
"l ding arrangements for the transfer
of records of the Congress will be
continued.
(a) Records of the Executive Office of
the President and of Presidential boards,
commissions and committees.
(b) Records of the Congress.
(c) Records of the Supreme Court.
(d) Audiovisual records (motion pic-
tures, still photographs. sound record-
ings, etc.):
(e) Cartographic records (m a p s.
(-ha.rts. Pte )
(f) Series of records of unquestion-
able value that are not susceptible to
G j 7
screening or other processing (such as
microfilming) to reduce their bulk.
(g) Records that have been in exist-
ence 25 or more years and that are con-
sidered to have enduring value.
(29 F.R. 16807, Dec. 8, 1964, as amended at 86
F.R. 20134, Nov. 3, 19711
101-11.411-4 Release of equipment.
Equipment received with the transfer
of records to the National Archives will.
when emptied and if needed, be returned
on request to the agency from which the
records were received. If the return
of such equipment is not required, it
will be disposed of in accordance with-,
applicable excess property regulations
? 101-11.411-5 Use of records trans.
(erred to the National Archives.
(a) Restrictions lawfully imposed on
the use of transferred records will be
observed and enforced by the National
Archives and Records Service subject to
44 U.S.C. 2104. The regulations in this
Part 101-11 and in Part 105-61, insofar
as they relate to the use of records in
the research rooms of the National
Archives Building or in a Federal rec-
ords center, apply to official use of the
records by Federal agencies as well as
to the public.
(b) In instances of demonstrated
need, and subject to any restrictions on
their use, records deposited in the Na-
tional Archives Building or in a Federal
records center may be borrowed for offi-
cial use outside the building in which
they are housed by Federal agencies and
the Congress, provided:
(1) Documents of exceptionally in-
trinsic value shall not be removed from
the building in which they are housed
except with the written approval of the
Archivist.
(2) Records in fragile condition, or
otherwise deteriorated to an extent that
further handling will endanger them
will not be loaned.
(3) Each official who borrows rec-
ords shall provide a receipt for them
at the time they are delivered, and that
he shall assume responsibility for their
prompt return upon the expirat.on of
the time for which they are borrowe9.
(29 F.R. 16807, Dec. 8, 1964, as amended i,t 38
P.R. 21034, Nov. 3, 19711
? 101-11.411-6 Disposal clearan,".. s.
No records of a Federal agent: still
in existence shall be disposed of by the
National Archives and Records Servicf
Chapter 101-Fed. Property Manta
except with the concurrence of th
agency concerned.
? 101-11.411-7 Transfer of audiovii
ual records.
The following policies shall govern
transfer of audiovisual records to 1.:
National Archives:
(a) motion pictures. Governmer.'
owned motion picture records on nitr:=
cellulose film normally will not be ai
cepted for deposit with the National A
chives. Federal agencies having nil.:
motion pictures, deemed to have s.::s
cient value to warrant transfer to -:
National Archives for permanent pres
vation, will obtain from the Natic-.
Archives and Records Service agreen'
to accession the motion pictures p:-icr
converting the nitrate film to safety a.:
tate film. Normally, the following _:
be considered the minimum number
copies of motion picture film necess __
for security, duplication, and use by
National Archives: The negative , or
nal or duplicate) that most nearly r:
resents the action originally phuv
graphed in pictures of actual events
that best represents the edited prc 4-
tion of a picture for which atticn
staged, wick a master positi"e print L.
one "use" or projection print. Lrt
cases these will be the negative after :.
oratory cutting is done, or the comic.
negative of sound film, the master
grain positive print. and one other pr
(b) Still photographs. A nega:
and a captioned print (whether on
Blass, paper, or other medium) of ~:
still photographic Image are nece--
for security, duplication, and use
National Archives, and such
when available, shall be Included In
lections of still photographs offered
transfer.
(c) Sound recordings. The foil
copies, when available. shall be 1n6.-.-
in collections of sound recordings o:=F
for transfer to the National Arc:-:
(1) For conventional disc record:.
the matrix or stamper of each soar.::
cording unit or the original lns a r. :
ous recording if no matrix or st. "-n'-
made, and a pressing or dubbin
recording, if one has been made.
(2) For magnetic sound recordi:--
wire or tape, for scribed or embc s-
cordings on tape, or for recordings :::
graphically reproduced on ses_:
film, a "dubbing" If one has been :r.
otherwise the original magnetic
bossed or photographed recording
..; ....:_.. pp o ed For Releasel011 00020 ~
 Approved For Release 2004/10/07 : CIA-RDP78MO266OR000200070009-1
Title 41-Public Contracts, Property Management
upon approval of the agency concerned
by use of GSA Form 439, Records Dis-
position Control (? 101-1]..4909) ; its au-
thorized equivalent; or other written
concurrence for each disposal action. If,
however, an agency is notified of the
eligibility of its records for disposal and
the agency fails to reply to such notifica-
tion within 30 calendar days, the records
will be disposed of in accordance with
the appropriate authority.
1.36 F.R. 25408, Dec. 31, 19711
101-11.411 Transfer of records to the
National Archives.
101-11.411-1 Authority.
The Administrator Is authorized by 44
U.S.C. 2103 to accept for deposit with
the National Archives of the United
States the records of any Me-deral agency
or of the Congress that are determined
by the Archivist to have auf lcient his-
torical or ether value to warrant pres-
ervation.
[36 F.R. 21034. Nov. 3, 1971.1
101-11.411-2 Transfers via Federal
records centers.
Records will normally be transferred
to the National Archives Building from
a Federal records center or an approved
agency records center. When such trans-
fers are made, the agencies concerned
will be furnished an inventory of the
records transferred. --
[36 F.R. 21034, Nov. 3, 19711
? 101--11.411-3 Direct transfers.
The classes of Federal records listed
In this section may be offered for direct
transfer to the National Archives of the
United States. Such transfers shall be
initiated by Fe-teral agencies by written
request to the General Services Admin-
istration (NNA), Washington, D.C.
20408, specifying the nature and quan-
tity of the records proposed, for transfer.
Existing arrangements for the transfer
of records of the Congres will be
continued.
(a) Records of the Executiv-. Office of
the President and of Presidertial boards,
commissions and committees.
(:b) Records of the Conga.,;;.
(c) Records of the Suprer t n; Court.
(4) Audiovisual records (rnotion pic-
tures, still photographs. wand record-
ings, etc.).
(e) Cartographic records (m a p s,
(rharts. Pte )
(f) Series of records of unquestion-
able value that are not susceptible to
screening or other processing (such
microfilming) to reduce their bulk.
(g) Records that have been in exist.
ence 25 or more years and that are con.
sidered to have enduring value.
[29 F.R. 16807, Dec. 8, 1964, as amended at 3e
F.R. 20134, Nov. 3, 19711
101-11.411-4 Release of equipment.
Equipment received with the transfer
of records to the National Archives will
when emptied and if needed, be returned
on request to the agency from which the
records were received. If the return
of such equipment Is not required, it
will be disposed of In accordance witl,
applicable excess property regulations
? 101-11.411-5 Use of records trans.
ferred to the National Archives.
(a) Restrictions lawfully imposed on
the use of transferred records tciil be
observed and enforced by the National
Archives and Records Service subject to
44 U.S.C. 2104. The regulations in this
Part 101-11 and in Part 105-61, insofar
as they relate to the use of records in
the research rooms of the National
Archives Building or in a Federal rec-
ords center, apply to official use of the
records by Federal agencies as well as
to the public.
(b) In instances of demonstrated
need, and subject to any restrictions on
their use, records deposited in the Na-
tional Archives Building or in a Federal
records center may be borrowed for offi-
cial use outside the building in which
they are housed by Federal agencies and
the Congress, provided:
(1) Documents of exceptionally in-
trinsic value shall not be removed from
the building in which they are housed
except with the written approval of the
Archivist.
(2) Records In fragile condition, or
otherwise deteriorated to an extent that
further handling will endanger them
will not be loaned.
(3) Each official who borrows rec-
ords shall provide a receipt for them
at the time they are delivered, and that
he shall assume responsibility for their
prompt return upon the expiration of
the time for which they are borrowed.
[29 F.R. 16807, Dec. 8, 1964, as amended at 36
F.R. 21034, Nov. 3, 19711
? 101-11.411-6 Disposal clearances.
No records of a Federal agency still
in existence shall be disposed of by the
National Archives and Records Service
Chapter 101-Fed. Property
except with the coneurre;-1cr
agency concerned.
101-11.411-7 Transfer of
ual records.
The following policies shall z
transfer of audiovisual recorc
National Archives:
(a) Motion pictures. Gov
owned motion picture records
cellulose film normally will n-
cepted for deposit with the N
chives. Federal agencies ha.v:n
motion pictures, deemed to h
dent value to warrant tram=-
National Archives for permar.e_
ration, will obtain from the
Archives and Records Service ::
to accession the motion pictu_?e_
converting the nitrate film to Sn
Late film. Normally, the follox
be considered the minimum n
copies of motion picture film
For security, duplication, and
National Archives: The neza r
nal or duplicate) that most ne
resents the action ori_ind]l;
graphed in pictures of act.uai
that best represents the editE~
Lion of a picture for which
staged, with a master positive
one "use" or projection print.
cases these will be the negative
oratory cutting is done, or the
negative of sound film, the n:a.
grain positive print. and one o.,
(b) Still photographs. A
.irid a captioned print (whether
Blass, paper, or other medium}
'till photographic image are r
[or security, duplication. and ,y
National Archives, and suc
when available, shall be includ-
lections of still photographs of
t-insfer.
(C) Sound recordings. The
copies, when available, shall be
to collections of sound recordir.
for transfer to the National
(1) For conventional disc re,
the matrix or stamper of eae':
cording unit or the original _^-..
ous recording if no matrix or
made, and a pressing or du;oh
recording, if one has been marl
(2) For magnetic sound recc-
wire or tape, for scribed or em v
cordings on tape, or for record:r.=
Kraphically reproduced on
film, a "dubbing" if one has bey
otherwise the original ma r1
bossed or photographed recorc::.
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