CIA RECORDS DESTRUCTION POLICY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP81M00980R000200030060-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 9
• Document Creation Date: December 16, 2016
• Document Release Date: October 13, 2004
• Sequence Number: 60
• Publication Date: March 12, 1978
• Content Type: REGULATION

STAT Approved For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
Next 2 Page(s) In Document Exempt
Approved For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
. -REQUEST FOR AUTHORIZATION
TO RETAIN OR DESTROY QUESTIONABLE RECORDS
A .. ? -. ... . :? i_rm-: 41111?.:
TO : Chief, Information Systems Analysis Staff, DDA
THRU: Component Records Management Officer
Directorate Records Management Officer
Records Administration Branch, ISAS/DDA
Office of General Counsel
I. DESTRUCTION AUTHORIZATION
by RAB)
:111 iii ii.i-
FROM: (0/FICE DEstoNATIoN
NO. (Assigned
OF GRIGiNATOF1
2. DATE PREPARED
THE RECORDS IDENTIFIED BELOW ARE SCHEDULED FOR IMMEDIATE DESTRUCTION; HOWEVER, THEY MAY BE SUBJECT TO ACTUAL OR
xIMPENDING LEGAL OR INVESTIGATIVE REQUIREMENTS. AUTHORIZATION IS REQUESTED EITHER TO RETAIN. THE RECORDS OR TO
DESTROY THEM AS SCHEDULED. THE RECORDS ARE BEING HELD PENDING RECEIPT OF AUTHORIZATION. IF FURTHER RETENTION IS
REQUIRED, REVISED DISPOSITION INSTRUCTIONS MUST BE PROVIDED TO RECORDS ADMINISTRATION BRANCH, ISAS.
IDENTIFICATION OF RECORDS
3. OFFICE
"
4. SCHEDULE NO.
5. ITEM NUMBER
5. INCLUSIVE DATES
_ -
7. VOLUME (cu. h.)
.......---- ?....-.
5, PROVIDE DETAILED DESCRIPTION AND LISTING OR RECORDS AND/OR ATTACH COPY OF FORM 140 AND 140A, MARKED TO INDICATE
WHICH RECORDS ARE QUESTIONABLE, EXPLAIN BASIS FOR DETERMINING THAT RECORDS ARE QUESTIONABLE.
,
.,...
D CONTINUED ON SEPARATE PAGE
\\\N
\
S. TYPED NAME AND SIGNATURE OF CUSTODIAt4 or RECORDS
EXTENSION
DATE
10. TYPED NAME AND SIGNATURE 01. COMPONENT RECORDS MANAGEMENT
OFFICER
EXTENSiON
DATE
----...
11. TYPED NAME AND SIGNATUKIE OF DIRECTORATE RECORDS MANAGEMENT
OFTFrICER
?
..,..?.a?.,
EXTENSION
DATE
AUTHORIZATION TO RETAIN OR DESTROY RECORDS
RETAIN ALL N_i_
12, TYPED NAME AND SIGNATURE OF GENERAL COUNSEL REPRESENTATIVE
EXTENSION
DATE
RETAIN PARTIAL UAL
oESTRoT ALL
APPROVED
13. TYPED NAME ANO SIGNATURE OF CHIEF. INFORMATION SYSTEMS ANALYSIS STAFF
DATE
14- ..2.-PROVIDE JUSTIFICATION FOR CONTINUED RETENTION. ALSO PROVIDE PROPOSED
klINDI CATE UNDER SECTION 8 ABOVE WHICH RECORDS ARE TO BE RETAINED. THOSE
IZED FOR IMMEDIATE DESTRUCTION.
NEW DISPOSITION
NOT INDICATED
INSTRUCTIONS.
't
FOR RETENTION APE AUTHOR-
1
-
TINUED ON SEPARATE PAGE
-
III CON
FORM 1 41c
9.77 A.
Approved For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
115-331
? . tv- 4; F . , .
'
cc,
"le - '''''
-
THIS FORM IS USED TO SAFEGUARD FROM INADVERTENT DESTRUCTION
ACT OR PRIVACY ACT REQUESTS, LITIGATION, OR MATTERS UNDER
IT MUST BE FILED IN THE FRONT OF A FOLDER TO LIST ALL DOCUMENTS
for each request). OR AS A SINGLE ATTACHMENT TO EACH INDIVIDUAL
FOLDER UNTIL THE RECORD SERIES is DUE FOR DESTRUCTION IN
WHICH TIME DISPOSITION OF FLAGGED RECORDS WILL BE CHECKED
OTHER AUTHORITIES AND WILL BE DEPENDENT ON THE STATUS OF
?
,
,
, .:,.. orT.,..
BE REmOVED'FROM
RECORDS
.... 4 ?:, , : 9.:74.. 4 - cer,,.. ,...--vx,i,
li?L''',"0:- , - ?,;%ri'l'
,... - ..4.?:t
e.
: et ? --- i- , ,..
.
RECORDS THAT ARE INVOLVED
INVESTIGATION BY THE-DEPARTMENT
IN THE FOLDER RELATED
DOCUMENT. IT MUST NOT
ACCORDANCE WITH APPROVED
WITH THE COMPONENT "RECORDS
EACH REQUEST.
IN FREEDOM OF INFORMATION
OF JUSTICE OR CONGRESS.
TO A SPECIFIC REQUEST (one form
THE DOCUMENT OR
CONTROL SCHEDULES AT
MANAGEMENT OFFICER AND
TYPE OF REQUEST
PRIVACY ACT
CONGRESSIONAL. INVESTIGATIONS
OTHER (specify)
-_,
FOIA
DEPT. OF JUSTICE INVESTIGATIONS
LITIGATION
MANDATORY CL ASS! FICATION REVIEW
REQUESTER
REQUEST NO.
SUBJECT OF REQUEST
DATE OF REQUEST 1
.----..--
DOCUMENTS SUBJECT TO REQUEST . INCLUDE FILE NO.. SYMBOL, DATE AND SUBJECT
'
-
?
. -
,
0 CONTINUED ON SEPARATE PAGE
REMARKS
i
A
4
n CONTINUED ON SEPARATE PAGE
DATE
:I'.
OF COMPONENT RESPONSE
v,..-
-4.- . t
-
`v,.
..,
?
.
DATE APPEALED (if applicable)
,
.." ,... ?
? 7,30_,??
,
X . ? ? . - .....x
FORM 4016
0-77
ppr lease tits .
-?;;;?
c?,/
Approved For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
a i.tc), 17 7 8
MEMORANDUM FOR Director of Central Intelligence
FROM: John F. Blake
Deputy Director for Administration
SUBJECT: Records Destruction Policy
l. Action Reqyested: Approval of a Headquarters Notice establishing
records destruction pollEy for CIA, and approval of a letter informing
the House Select Committee on Assassinations of our intention to implemeit
this policy.
2. Background:
a. The Agency has made two formal commitments in which
we stated that we would not destroy records without the specific
apprOVal of two Congressional Comittees conducting investigations
involving CfA. One of these commitments has been fulfilled; the
other has not. We wish to fulfill the second commitment now, so
that we may proceed to destroy those records that have been approved
for disposal by the Archivist of the United States. We have been
accumulating these records for three years, and we are running out
of space to store them. The continued possession by the Agency of
several categories of records is in violation of the Privacy Act
.of 1974 and Executive Order 12036 and--once immediate disposition
has been approved by the Archivist--the statutes and regulations
which govern the maintenance and disposal of federal records.
Furthermore, when we receive new search requirements under FOIA/PA,
litigation, or investigations, we must consider those records that
already have been authorized for disposal but have not been destroyed
b. The first formal commitment was made by Director Bush
in a letter to the Senate leadership dated 22 June 1976. In the
letter Mr. Bush stated that we would submit our records control
schedules to the Senate Select Committee on Intelligence for approval
prior to destroying any records. This has been done, and many of
the records listed have been reviewed by members of the SSCI staff.
In a letter to SSCI Chairman Inouye dated 18 June 1977, you requested
that he expedite the Committee's clearance of records for destruction.
Finally, in a letter to you dated 21 December 1977, Senator Inouye
noted the "moratorium" had expired and therefore we may return to
normal records destruction policies.
Approved For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
M00 980R000200030060-1
C. The second formal commitment was made by Director Bush in a
letter to Chairman Downing of the House Select Committee on Assassinations
dated 9 December 1976. In this letter Mr. Bush stated that we would
make available to the Committee our records control schedules at the
same time they were submitted to the SSCI, and that we would not destroy
any records until the Committee notified the Agency that it had completed
its review of the schedules and had no objection. When the Committee
was first organized, records schedules were shown to Mr. Richard Sprague,
then Staff Director. No action was taken due to the internal Committee
turmoil leading to the termination of Sprague and a new Chairman, Repre-
sentative Stokes. When we recently offered to submit the schedules, the
Committee's present Chief Counsel and Director, G. Robert Blakey, stated
they were in the peak of their review of CIA files and suggested we
postpone further action on this matter for 6 weeks. He did, however,
express his willingness to cooperate with the Agency at that time.
d. We are now caught in a dilemma. On the one hand, we are
legally required to implement the disposition instructions by the
Archivist. On the other hand, we are committed to refrain from imple-
menting the instructions until notified by the HSCA. We must take
affirmative action to resolve this dilemma.
? E2
e. The records destruction policy to be established in
attached) includes safeguards to protect records of interest
to investigating committees, including the HSCA. We propose that the
notice be published now, in order to inform Agency employees of our
"post-moratorium" destruction policy and to get on with the proper
review, screening, and documentation of our records. We also propose
that a copy of the notice be sent to the HSCA along with one repre-
sentative records schedule; the remaining records schedules will be
forwarded 1 April. The transmittal letter (attached) states that we
will implement the approved records disposals beginning 1 May 1978.
This letter will update our commitments of 9 December 1976 and establish
our intent to comply with mandatory records disposal requirements.
3. Staff Position: The Offices of Legislative Counsel and General
Counsel agree with the substance of this memorandum.
4. Recommendations: ,
a. That you sign the attached
Records Destruction Policy.
b. That you sign the attached letter to the House Select
Committee on Assassinations.
'4.1s/ John F.
John F. Blake
Atta n
chme ts:
Approvea For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
As stated
-2-
CIA
STAT
, ? .3-('1,-4--Z?)
? ApprOrVe'd-Fo:r.,.Release 2904/10/28 : CIA-RDP81M00980R900206030060-1
s ? - ?
-
? eo-
Louis Stokes
fe.
ChairmenieSelectCommittee on Assassinations
United States House of Representatives
Washingtoos D. Ceo2D615
? . -
irlettar,dats4.4 December 1976 to a former Chairmee of the
'Select Committee on Assassinations, the Honorable Themes H. Deweing,
the former Direotor of Central Intelligence, Nr. Georee Besh,-gave - '-
assurance that no records related be the Committee's investigations -
would be destroyed once the moratorium on the destruction of Aqtney
record*, invoked by the Church Committee' VAS lifted. Cheirome
Inouye of the Senate Select Committee on Intellieence, lifted the
moratorium as of 21 December 1977.
e.
. In disposing of It records, CIA, like all Federel esvecitaeo-
is subject to relevant.of Federal law. We have cmpleted
the records coetrol schedules which are required by los and 21 of
these 22 schedeles have been approved by the Archivist of the United
States. These schedules describe In sem detail the Agency's files,
gotten the periods for wtich these filee mey properly be retained,
and establish the timetable for their disposal. I should point out
that once the Archivist approves these records schedules the disposi-
Iles instructions and destruction schedules incorporated therein
become obligatory upon the Agency under law.
We are most anxious to resume normal document destructloe since
the moratorium covered all Agercy documents and this has created a
tremendous.administrative burden. ely Legielative Coucsel raised thie
subject with Mr. Blakey and he requested that a detailed diecussion
be deferred for another eonth when he =templates that most of the
review of CIA documents will he completed. Accordielleyoatethe end
of Perch 1978, we will arrange for delivery of the- sceedvies tti you -
for ezemittet review for 1f1of the Conmittee staff
--eeencerni-pg-the 'details contained in these records echedules. 1 am
enclosing a copy of one of thole schedules to illestrate that the
records uhith are new being 40d are in the post part temporary in
nature and are not In any way related to the matters your Comittet
13 investigating.
,
Approved For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
? -? ..?
- Wetniklui4IN 2TV491?9octicrit
entitled CIA Records Destruction Policy. You will note thet this
? destruction policy incorporates a number of safeguards against the
? destruction of records which may be pertinent to the needs of the
- Congress in general. end your Comittes in particular. ?
.Ie are ilanning .tis resume normal destruction on I May '073
which should provide 30' ?iciest time for the Committee to c.ompiste
Its review of the schedules. It is ray belief that this policy is -
fully responsive to the requirements of your investigation while
enabling the Agency to cnreply fully with the requirements of -the
law.
-
Enclosures
Yours sincerely.
15/
STAISFIELL) TURAErt
. 444
4h.v- ?
-L.-
Approved For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
STAT Approved For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
Approved For Release 2004/10/28 : CIA-RDP81M00980R000200030060-1
'74
LJ USE OUT
ROUTING AND RECORD SHEET
apnitcisiecrEcirize1ea2aum 012Z-:-CIA-RDP-24M
- SUBJECT: (oprienco,:,
r11,
LJ
7.5- /a a fAe/i
DATE ?
. 22 March 1978
TAT
COMAAFIO.S. (Number each cc,,mnenT to 31,ow from whom
la wham. licce a lima aucras column after eo:7h commer.t.',
5X1
7,1
3
F.0 5/M
-6 '2
61 0 uonvakprfroivellErttrElitelearlOHNIME 000r6?0N CLASS! F I ED
?IffipiDErtlYinrorikr2