SUBJECT FILING, FINANCE DIVISION REGISTRY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81-00755R000100150001-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: November 17, 2016
• Document Release Date: June 1, 2000
• Sequence Number: 1
• Publication Date: March 3, 1954
• Content Type: REGULATION

Approved For Release 2000/0 -00755R000100150001-7
25X1A
FINANCE DIVIS SON OP1UTING k,ROCEDU E _ 3 March 1954
SUBJECT: Subject Filing, Finance Division Registry
1. GLNx.RAL
A. r.ffecti ve 1 January 1954j Finance i)lvision Registry will
establish and maintain a Subject rile in lieu of the Individual
Personnel Folders now maintained. This file will incorporate
the type of material which can be transferred periodically to
the Records Center. A separate Subject File will be maintained
for the material of continuing value to the Finance Division.
B, The Subject File for records of a temporary value shall be
arrcn ed to conform with the proposed Agency Regulation No.
C. Filin Su plies established as standard by Agency Notice No.
dated 12 October 1953, will be used.
D. The file shall be maintained for a definite period cf one year.
At the end of this period, the existing Subject File will be
closed and new folders prepared. This will ?acilitate retire-
ment transfer and disposition of this material at a later date.
U. SOURCE OF DATA
The Subject File shall consist of dispatches, mmoranda, res ortsp
authorizations, other official papers, and appropriate subject cross
reference forms originating within all components of the Agency.
III. OPbRATIONAL PROCEDURE FOR SUBJECT ML OF TI h"1PO;lAR! VALUE
A. The file classification plan to be adopted for Agency use, as
25X1A outlined in the proposed Ncglation sets forth
main designations under which records are classified and filed.
The main designations are identifying works used as subject
matter categories. Primary subject. categories shall be listed
in alphabetical order with related subjects. grouped as sabdivisionis
of the primary subject. Additions to the list of subdivisions
cited in the proposed regulation will be made when the need arises.
B. Write the file designation in the upper right corner of the file
document. If a document has one or more additional subjects
by which it is likely to be requested, select the appropriate
file designation(s) and write it (them) beneath the principal
file designation already shown. In such instances, an X should
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NNW-me
be placed at the left of the designation to indicate that a
cross reference is required as follows:
ATNAN CL;', ACCOUNTING Mt
X MISUSE OF GOVERNMENT FUNDS
C. A cross referenda will be used when more than one subject is
involved and when reference to related material is required.
D. Finance Division Registry will maintain a control of all
material withdrawn from the files in order to prevent any loss
and mi spl a oement and to keep informed, at all times o" the
location of records. This control will be accomplished through
a charge-out system. Individuals -to whom records have been
charged will be helel responsible for their custody and prompt
return after the records have served their purpose.
All requests for material will be made to a "LOCATL CLLRK"
assiMed to Registry. All transactions relative to requests
for material, picking up material and returning same, will be
at the desk of the "Locate Clerk" Requests will be sufficiently
clear for the "Locate Clerk" to determine place of filing. The
"Locate Clerk" will remove individual records from the subject
file and deliver to individual requesting the material. Each
time a record is removed from this file, a charge-out card will
be filled out and placed in the folder in the exact position
from which the material was removed. When the charge record is
returned to the files, the charge-out will be removed and can-
celled. All material will be pulled and filed by Registry.
E. Supplies to be used:
(1) Guides, pressboard, angular metal tab., 113 cut with looser
projection, letter size, with standard guide inserts.
(2) Folders, letter size, kraft, square cut, plain tab, rein-
forced, 11 point.
F. Duplicate copies of vouchers, requests for advances, and account-
ings for advances, the originals of which are filed in the
Accounts Branch will not be forwarded to Registry for filing by
Pzyroll and Travel, and Operations and Liaison Branches.
G. Eighteen months after the close of the Subject Files Registry
will prepare the required number of copies of Records Retirement
Requests and applicable inventory, place obsolete files in
storage cartons and transfer material to the Records Center.
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NO PTOO S$ lG OF 14ADRMAL RCIl D IN FINA1`3CE M VISION %GWTRY
A. 1'1i.spatches, r taoranda, s ports, cables and other official
papers (with the except# sl of corres d nos destined out-
sift CIA) will be taus st ed at the t3ma they are received
in the Finw" Division Risi.
H. Incoming material will be entered on the daily logs, and
with the euception of i3riOrity Cables ad Agent Oontracts,
will be delivered to t apprWiate Branches on three d& y
scheduled runts at O9O6 t s, 1230. h7ure, and 3.530 hours.
C. Priority Gables will be i%livered to the eppropri. branch
as soon as practicable after processing. in Registry Unit.
D. Agent Contracts will be li irered, separate fro other material,
to the appropriate Brancli once a day at 1600 ]suss.
B. Outgoing material will, be entered on the daily logs and will
be made available to the Agency Courier Service in accordance
with their established schedules.
Chef, F9nanee Division
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