ACTIVATION OF SPECIAL DISTRIBUTION UNIT, CENTRAL RECORDS SECTION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00728R000100020001-1
• Release Decision: RIPPUB
• Original Classification: R
• Document Page Count: 23
• Document Creation Date: December 9, 2016
• Document Release Date: May 4, 2001
• Sequence Number: 1
• Publication Date: April 4, 1947
• Content Type: REGULATION

 Approved For Release 2001/08/02 :CIA-RDP81-007288000100020001-1
ILLEGIB
ItESTI~Ir,1~ED
GEN 18,1E T.N'I'ELLIGENCII' GI~UUP
' ,raSI1121~'~tU21,. D. C ~.
25X1A
25X1A
?~ 1'lpril 19.7
SiJI?~TECT ~"~covation o i' Special Distribution .Unit, Central
Records Section
I:iLr.a0R11
Idi1I.:EiEF`~
E'_?~'PECTIVE UNTIL 30 JUPdE 19L}7 UI?TI~ESS SOGPI_;It ;?~E~;t;INDED
1. Sut~ ler - ta.n~; insti~ucta:ons contained in CIG :~c~-r~inistrativc
Ordei~zssu~d ,3U S~apterr~ber l;'46, CIG ac~ti.vities are
a~avi~cd as follovrs:
(a) :~"h~; Special Dis-irib~~il,ion :Unit, Cen~l,ral
Records ScctiorY,. ha" been act.ivate;cl and ~..s
loc~~teu ire Room. 303, South Suilc;ing,
230 E 'Str~;e~l-,, N. '?',
(b) The i'urlcton of this. unit is the handling of
zli Top Secret mater. i~.l. rece~.vc;d or dispatched '
b:,r CICT, and it is c:sscnti~.~l ?Ll~iat all such
rz~~.terial be procesUeid and controlled ~: this
unit, excerpt as ~~rovided in the .Top Secret
Con?l;rol I'r. ocedur"e ~ s contained in the CIG
Socurit;r FtieSulations.
I'OR THE DIRECTOR 'Op CEId1. ,'.L IIITELLIGEPICE:
25X1A
Depu y ~~.cu Eve ~or -ersonnel?_'
rind Adninis?t;rr~tiori
".TT~'.Crl::li STS c ;lone
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CENTRAI, INTJ~LLIGENCJ; CrROUP
Washington, D. C:
STATI N~f L
STATI NT~L
23 June l !E7
Renumbered AI
Mi ~MORANDUM
N~~ ^
SUBJECT: Use of CIG Inter-Office Chain Envelr~pe
EFFI~CTIVE UNTTL CADICELLED OR SUl'P~SFDED
1. Gl~~ 'L
a.. When Used
STATLNTL
Effective l July 1947, the offices of CIG will use the
official GIG inter-office chain envelope for the transmittal of
documents below TOP SECRET in classification and which are traveling
within the CIG Messenger end Courier Systems to other offices of
CIG. Under no circ~ametances will the envelope be used for the trans-
mittal of .TOP SECR?~T documents'. Documents will not be transmitted
outside CIG in the inter-office chain envelope.
b . Stocking of Inter-Oi'fice Chain Envelopes
Each .Office Message Center, and designated pick-up and
delivery points within Offices which are located in ,buildings
separated ;rom the Office Message Center, will be auppliQd by
Central Records with'the?number of inter-office chain envelopes
needed to begin operation. Requests for such envelopes and the
number needed should 'oe referred to on extension
719 or 720 before Fridcy, 27 June lg 7.
c. Delivery of Mail to Off ice Message Center
~.ll me,il delivered to e.n Office Message Center by CIG Regular
Couriers will be contained in CZG inter-office chain envelopes. The
responsible individual in the Office Message Center will .detach the
receipt (CIG Form 35-16) from the inter-office chain envelope, arknowl-
edge receipt by aignin~; Form 35-16, and give signed receipt to the
Courier.
2. DISPATCHING OF CIG DOCUMENTS IN INTER-OFFICE CHAIN rANELOPES
a. Additional t~lrappin,7 Not' Necessary
The Office Messar-e Center will dispatch by Courier all. out-
going inter-office mail (4nd that infra-office mail which is destined
for a se~}nent of an' office housed in a separate building) in CIG
inter-.office chain envelopes without additional wrapping. A separate
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inter-office chain envelope will be prepared for each Office Message
Center to ,which materials are being sent..
b, Preparation of Face of Envelope
It is essential that the columns appearing; on the inter--office
che~,in envelope be filled in completely, and that the office designation
always be indicated.. If it is the desire of the sender: to dispatch the
document to a specific individual, the individuo.l's name may be noted,.
in' parentheses after -the office designation; for example:
PROM: CCD
be placed in the upper left??hand corner of the transmittal envelope.
The Central Fi1PS copy of the correspondence will be clipped to the
back of the envelope,. Thies mail will then be transmitted tq'the
Central Mail Ro~r~ in, an inter-office chain envelop3 addressed to the
Central Mail Ron~,:c far uic~patch outside of CIG through .appropriate
Courier or mail c-csrs with
pick-up and delivery messenger service s?ror~ .:.Lc. '~~~ ,: y~c~:roz~i~iate points
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 Approved For Release 2001/08/02 :CIA-RDP81-007288000100020001-1
I STATINTL
I
within the d~~'Z~Ct~' ~iEh,,,~re' loca+t~d.~.n'~he'?same:~bt~i,~.d~r~~,:tA~s~%the'~bffiCe
Messa~e,Centar. Pick-up and delivery from parts 'of offices located in.
different buildin~e wi11 be~made by Courier as indicated in pare,graph
2a above.
FOR THE DIRECTOR OF CENTRAL INTELLIGENCE:
Depu y ecutive for Pereonne3:
and. Administration ~~
DISTFIBUTION:
ATTACFINICNTS: Not.ie
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MAY 2 G ~194~
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MEMONAiVDUM '!'0 : Executive for Administration & I~~an~,gement,
to orders of Face cu five for .Inspection and Securi.t
spection Division, accompanied by Mr.
anagemen~ ranc ,made an investigation o.f the chain enve ope sys em used
Secret and Confidential material rather than CIA gummed labels and
diversion of CIA chain envelopes to uses other than infra-agency trans-
mission of doctunents.
in transmitting papers within CIA.
2. It was found that the system in use is a secure and efficient
means of transmitting documents.
3. Any difficulties that occur are cau a .disregard of cur-
rent instructions (Administrative Instructionand CIA Security
Regulations) by personnel throughout the agency. Such deficiencies
include improper and incomplete names and. addresses, failure to .remove
all gapers from envelopes by recipients, use of plain manila or U.S.
Government Messenger Service envelopes in lieu of 'standard CIA chain
envelopes, use of scotch tape for sealing chain envelopes containing
ten months classified documents were found. Any such papers or docu-
ments are forwarded to addressee or if he cannot be determined they
are returned to sender.
cause of tearing and wastage and causes difficulty in inserting or re-
moving documents.
5. Chain envelopes accumulated in various offices are returned
to the Mail Room as surplus. They are searched for documents and
then re-issued. An Average of four or five unclassified papers are
found in surplus envelopes each week. On two occasions in the past
of these envelopes. That stock used .opened at one end rather than on
the side as requisitioned. The narrow aperture at~, the end is the
l.~. Some of the difficulty and wastage encountered in the use
of the chain envelopes has been caused by an error in preparing one lot
Center; Administrative Office, Inspection and. Security and Executive
Registry.
interviews conducted in: Central :Records Division; Mail erection,
Central Records Division; Message Center, OR1;; Message Center, Keference
6: In the course of this"investigation visits were made and
:recommended that it be continued in use and that Administrative Officers
throughout C Z(~ be required to instruct personnel of their activities in
7. In he absence of any other means: of documentary transmission
as efficient, secure, and economical as the chain envelope iz is
CYiain .Envelopes
(sIA=RD1?$~ "00728R0001D0020001-1
 Approved For Release 2001/08/02 :CIA-RDP81-007288000100020001-1
proper handling; and .usage of. chain envelopes. F'urther,:that a rigid
adherence to Adnu.nistrative Instruction ~ and CIA Security Regula-
tions in this connection be .required to the extent of imposing;
disciplinary measures where violations are .flagrant and frequent. Mr.
_ concurs in this recommendation.
Colonel, GSC
Fdr F~~~eas
w~fla1:/o$~~
Executive for Inspection & Security,
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STATINTL .
Oi
SECRET' 1
RESTRIC'T'ED CONFIDENTIAL
UNCLlfSS.. ~ I ED ~ `
\ ~?- y ~~, ~ 710N TOP AND BOTTOM)
'SENDER WILL CIRCLE CLASSIFICA
CENTRAL INTELLIGENCE GROUP
INTER-OFFICE ROUTING SLIP ~''~~`'~~
___.~.
~CRET
FROM
I
TO
WITIAL5
DATE
DIRECTOR OF CENTRAL INTELLIGENCE.
DEPUTY DIRECTOR.
SECRETARY TO THE DIRECTOR
?
EXECUTIVE OFFICE: EXECUTIVE DIP.ECTOR
ADVISORY COUNCIL
EXECUTIVE FOR Pf RSON~IEL & ADMINISTRATION
.CENTRAL RECORDS
SECRETARY, NIA
CHIEF, INTERDEPARTMENTAL STAFF
ASST. DIRECTOR, SPECIAL OPERATIONS
ASST. DIRECTOR, REPORTS & ESTIMATES
ASST. DIRECTOR, OPERATIONS
ASST. DIRECTOR, COLLECTION & DISSEMINATION
CI-I I EF , SECURITY BRANCH
APPROVAL ~ INFORMATION .D DIRECT REPLY
ACTION . ~ ~ RETURN L=.~ COMMENT
RECOMMENDATION 0 :PREPARATION OF REPLY FILE,
SIGNATURE ~ CONCURRENCE CD DISPATCH ~,
REMARKS:
!~
TOP SECRET SECRET CONFIDENTIAL. RESTRICTED UNCLASSIFIED
App,raved',For;R~I'e~se00'IIQB/02~ CAA-RDP?$1-007288000100020001-1
'
~
.--
 Approved For Release 2001/08/02.: CIA-RDP81-007288000100020001-1
?O~ce Meynorandum UNITED STATES GOVERNMENT
Attached. hereto is a draft of a proposed C:[G memorandum entitled "Use
T}d.s instruction has been coordinated with and cleared by the offices
and staff sections concerned. O,z the .reverse side of the las page are
the signatures of the officers wizo? have .concurred with the contents of
this memorandum..
Please note that dates should. be inserted in the spaces indicated in
paragraphs 1 a and 1 b. The effective date in paragraph 1 a should be at
least one weak after the date of the memorandum. The date mentioned in
paragraph 1 b should be three days prior to the effective date.
~i11 you kindly. review .the attached draft and if satisfactory secure
necessary approvals and release.
 Approved For Release 2001/08/02 :CIA-RDP81-007288000100020001-1
EDRARD R. SI~UNDPSRS
Chief, Finanoe Division
C,1~0?~0,~; : ~lA?=RL)P8;1,-p07~8R000100020001-1
~cecutiva, for P &~ A
C}liof, ~'ina~noe Division
Proposed Instructlon
18 June 1947
Attaohed hereto is a .draft off' a prapoged CIG ~4?tnorandum entitl.ad "Use
of CMG Inter-0~.~'S.oa Chain ~velope~t0.
This instruction has been coordir~ai;ed with and cleared by th? offices
and staff sections ooncornod. Qn the rav?rse side of the .eat page are
the siguatureis of the offioers who have ooncurrod with the contents of
this memorandum.
P1e~~Pe note that datde should be inserted in the, spaces indicated in
paragraphs l a and 1 b. The e~i'ective date. in paragraph l'a should bo at
lea~ut one week after the date of the memorandum. The data mentioned in
paragraph T b should be three days prior to the eff?ctive data.
'6if~~YQ~` OUS EDLTIONS ARE NOT TO BE USED
MAR 1 T
Approved> for Rcie;~`se fl01 /08/02 ,~ ~ Cad-RDP81-00728ROQ0100020001-1 <
~,
(359)'
 Approved For Release 2001/08/02: CIA-RDP81-007288000100020001-1
1 i ( T;' ~'~'~ ) ~ ~~`~?. ~. T.Ir'' ~ r'i, ,j~ r.~ rl.l L !~ ~) I,.f ~,. Llr7, i?1~;~T,rr(1
STATINTL
T0: Executive for Personnel anc~ Adminis- 13 May .1947
tr