CONTENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP82-00357R000200010014-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 23
• Document Creation Date: December 12, 2016
• Document Release Date: May 15, 2002
• Sequence Number: 14
• Publication Date: August 24, 1976
• Content Type: LIST

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CONTENTS
CONTENTS
Paragraph Page
1. PURPOSE . . . . . . . . . . . . . . . . . . . . . . . 1
2. GENERAL . . . . . . . . . . . . . . . . . . . . . 1
a. FUNCTION AND APPLICATION . . . . . . . . . . . . 1
b. APPLICABLE FORMS . . . . . . . . . . . . . . . . 1
c. LIMITATION CATEGORIES . . . . . . . . . . . . . 2
3. RESPONSIBILITIES . . . . . . . . . . . . . . . . 4
a. OPERATING OFFICIALS . . . . . . . . . . . . . . 4
b. ADMINISTRATIVE AND PERSONNEL OFFICERS . . . . . 4
c. OFFICE OF DATA PROCESSING . . . . . . . . . . . 5 5
d. OFFICE OF PERSONNEL . . . . . . . . . . . . . . 5
e~COVER iViB STAFF . . . . . . . . . .
f. EMPLOYEES . . . . . . . . . . . . . . . . . 5
4. PROCEDURE . . . . . . . . . . . . . . . . . . . . . . 5
a. GENERAL . . . . . . . . . . . . . . . . . . . . 5
b. SPECIFIC APPLICATIONS . . . . . . . . . . . . 6
5. DEFINITION OF RECORD ITEMS AND REQUIREMENTS . . . . . 111
1
a. SOCIAL SECURITY NUMBER . . . . . . . . . . . . . 12
b. NAME (Last-First-Middle) . . . . . . . . . . . . 12
c. AFFILIATION CODE . . . . . . . . . . . . . . .
d. HEADQUARTERS CODE . . . . . . . . . . . . . . . 15
e. SPECIAL REFERENCE ITEMS 1, 2 and 3 . . . . . . . 15
f. CONTROL POINT . . . . . . . . . . . . . . . . . 16
g. INFORMATION DATE . . . . . . . . . . . . . . . . 16
h. TITLE (Used with Name) . . . . . . . . . . . . . 16
i. OFFICE OR DIVISION . . . . . . . . . . . . . . . 18
j. OFFICE ROOM NUMBER . . . . . . . . . . . . . . . 18
k. BUILDING . . . . . . . . . . . . . . . . . . . 18
1. (NOT USED) ? . . . . . . . . . . . . 19
M. OFFICE LOCATION QUALIFIER . . . . . . . . . . . 19
n. LIMITATION CATEGORIES . . . . . . . . . . . . . 19
o. REGISTRY OR OFFICE MAILING ADDRESS . . . . . . . 19
p. OFFICE TELEPHONE EXTENSIONS . . . . . . . . . . 20
q. HOME TELEPHONE NUMBER . . . . . . . . . . 20
r. HOME ADDRESS (Home Leave Address if Assigned
PCS Abroad) . . . . . . . . . . . 21
S. APARTMENT NUMBER . . . . . . . . . . . . . . . . 22
t. ZIP CODE . . . . . . . . . . . . . . . . . . . . 22
U. EXTERNAL OR NON-AGENCY OFFICE ADDRESS . . . . . 22
v. EXTERNAL OR NON-AGENCY OFFICE TELEPHONE NUMBERS. 23
w. OVERSEAS MAILING ADDRESS (U.S. Mailing Address
if Different from Home Address) . . . 23
X. NAME OF EMERGENCY DESIGNEE . . . . . . . . . . . 24
y. RELATION . . . . . . . . . . . . . . . . . . . . 24
Z. DESIGNEE'S YEAR-OF-BIRTH (Optional) . . . . . . 25
aa. DESIGNEE WITTING OF AGENCY EMPLOY (Individual's) 25
bb. NOTIFICATION RESTRICTION ON RECORD . . . . . . . 25
cc. DESIGNEE HOME TELEPHONE NUMBER . . . . . . . . . 25
dd. DESIGNEE BUSINESS TELEPHONE NUMBER . . . . . . . 26
ee. DESIGNEE'S HOME ADDRESS . . . . . . . . . . . . 26
ff. DESIGNEE'S BUSINESS ADDRESS . . . . . . . . . . 27
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Figure
1. HEADQUARTERS AREA ASSIGNEE
2.
3. FOREIGN FIELD ASSIGNEE
4. DETAIL TO ANOTHER GOVERNMENT AGENCY
5. PSUEDONYM NAME-OF-RECORD
6. ALIAS RECORD(S)
7. EXTENDED EXTERNAL TRAINING
8. LWOP OVERSEAS TO ACCOMPANY SPOUSE
9. AFFILIATES, ASSOCIATES F U.S. GOVERNMENT ASSIGNEES
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1. PURPOSE
This handbook prescribes procedures and requirements for maintaining
a centralized emergency and locator record system for Agency personnel
in accordance with policies set forth in HR
2. GENERAL
a. FUNCTION AND APPLICATION
(1) The function of the Central Emergency ~ Locator System (CEMLOC)
is to:
(a) Provide accurate and current information needed to locate,
contact, or address personnel at work or at home.
(b) Ensure rapid communication of pertinent central locator
information changes to the Telephone Facilities Branch,
oAgencyclpnrSrity Duty
J,W
the Mail 2F
Office, the, operations , then over a C =i'L
Staff, and the Office of Personnel.
(c) Identify and locate the person to be contacted in the
event of an employee's illness, injury, or other emergency.
(d) Furnish controlled information for the preparation of +ke-
-CI e' ;elep4eee D ether key listings.
(e) Provide the Office of Finance with address information
required for completion of Form W-2, Wage ~ Tax Statement,
and other related payroll and tax forms.
(2) A record will be maintained in CEMLOC for all staff employees;
staff agents; contract employees (Types C, I and E); civilian
and military detailees; summer only employees, associates
and affiliates; appointed consultants;
selected overt independent contractors; CIARDS annuitants;
and separated personnel. Other categories of personnel may be
included under procedures approved by the Director of Personnel.
b. APPLICABLE FORMS
(1) Form 642, Central Emergency and Locator Record, will be main-
tained as the component reference record for the types of
personnel noted above. It also will be used to report to the
Office of Personnel information changes needed to update the
computer based CEMLOC master record.
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(2) Form 642v, Personal Verification Report - Central Emergency E
Locator Record, will be issued periodically to enable employees
to verify the accuracy of information recorded for them in
CEMLOC with instructions for reporting changes through their
component locator desk.
(1) Each individual recorded in CEMLOC will be placed in one of the
~e limitation categories described below, depending on assign-
ment or cover status. Limitation categories determine the
security controls to be exercised over release of information
pertaining to an individual in response to internal or external
inquiries (e.g., credit inquiries, employment verification,
and other information requests).
Category 1
`T `'!"ted ' n the Agency telephene Locator infor-
mation for personnel in the rc headquarters area Hqc odo 1)
is recorded in the Agency's central telephone and mail
facilities for all inquiries. (See paragraph (2)(a) below.)
information for personnel hea ' area
(Hqs. Code 1) is recorde ge entral tele-
phone and ma' les for all inquiries.
(a) below.)
Category 3
Locator
information for personnel in the headquarters area
{ -Gedc l)- is recorded in the Agency's central tele-
phone and mail facilities for INTERNAL AGENCY RELEASE
ONLY. (See paragraph (2)(b) below.)
Category 4
Locator
information is not available to Agency telephone operators
or mail facilities. (See paragraph (2)(c) below.)
..__1-60- Revised: 24 August 1976
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Category 5
Net }n the Agency te' sphere Aiveetovye Locator
information is listed in the Agency's central telephone
and mail facilities for INTERNAL AGENCY RELEASE ONLY or
REFERRAL OF CALLS TO A SPECIFIC CONTROL POINT. (See
paragraph (2)(d) below.)
0
Category 6
(Summer only employees.) Controls are identical to
category
Category 7
(CIARDS Annuitants.) Locator information consists of the
correspondence address only and is restricted to Retire-
ment Affairs Division, Office of Personnel; the Director
of Personnel; and the Compensation and Tax Division,
Office of Finance.
Category _O
(Personnel assigned PCS overseas.) Locator information
is not available to Agency telephone operators or mail
facilities. (See paragraph (2)(g) below.)
Category X
(Individuals whose Agency records are in pseudonym.)
Locator information is restricted to the headquarters
administrative control point responsible for the
individual. (See paragraph (2)(h) below.)
Locator information for personnel in all categories is
recorded in master locator files in the Office of Personnel,
the Office of Security, and theytt% Operations for
AUTHORIZED EMERGENCY USE. PA01te V e d omoteuT
(2) The placement of personnel in the limitation categories cited
above will be governed as follows:
(a) Overt personnel in the headquarters area
normally are placed in category 1,i-2.
(b) Personnel in the headquarters area under 25X1A
authorized nominal cover established by t o er
dab Staff are placed in category 3 unless specific
exception is granted by the Staff.
--o-Revised: 24 August 1976
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(d) Overt employees carried in category 1 ==will
be placed in category 5 when special circumstances,
usually of a temporary nature, warrant restrictions
on the release of information or the referral of re-
quests to a specific control point within the Agency.
Such circumstances may, for example, include publicity
involvement, litigation, crank calls, and special
assignments. The placement of personnel in category 5
will be made only by the Office of Security or the
cE,vr,4A+Cover : Cepaoii E r Staff which in turn will transmit
details of releasable information and applicable
restrictions to all Agency elements concerned.
(e) Summer only employees will be placed in category 6.
(f) CIARDS annuitants will be placed in category 7.
(g) Personnel assigned PCS overseas (except those under non-
official cover) will be placed in category 0.
(h) Individuals whose Agency records are in pseudonym will
be placed in category X. (See paragraph 4b(8) and
figure 5.)
3. RESPONSIBILITIES
a. OPERATING OFFICIALS
Each Operating Official will ensure that Form 642 is maintained
for personnel under his jurisdiction.
b. ADMINISTRATIVE AND PERSONNEL OFFICERS
Administrative and personnel officers responsible for maintaining
a component's CEMLOC record will:
(1) Prepare Form 642 for each individual entering on duty and
forward the form promptly to the Locator Control Officer,
Transactions and Records Branch, Office of Personnel.
(2) Maintain a file of computer produced form sets received
from the Office of Personnel.
(3) Promptly enter changes in recorded information on Form 642
and forward to the Locator Control Officer.
(4) Ensure that each individual.knows his assigned limitation
category and the controls involved.
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c. OFFICE OF DATA PROCESSING
The Office of Data Processing will:
(1) Maintain the CEMLOC master computer record for the Office
of Personnel.
(2) Process information changes received from the Office of
Personnel.
(3) Provide computer produced material to the Office of Personnel.
d. OFFICE OF PERSONNEL
The Office of Personnel will:
(1) Process all CEMLOC information changes received on Form 642.
(2) Ensure controlled distribution of information produced from
the central computer system.
(3) Monitor the accuracy of the CEMLOC master record, informing
Operating Officials of problems concerning their personnel
that need correcting.
C'NTRA L
e. V COVER MW WWh6W*Wahh STAFF
Cew7RAL.
The"Cover mtd _Sewitereiftl Staff will instruct components, through
cover action forms, to change an employee's limitation category
number when cover is established or cancelled and will help the
Office of Personnel to monitor the accuracy of the CEMLOC master
record on cover matters.
f. EMPLOYEES
Employees will report all required locator information changes
to their administrative or personnel officer immediately and
will verify information submitted to them periodically for
review on Form 642v.
4. PROCEDURES
(1) Form 642 has an upper and lower portion; the upper portion
contains items filled in by the computer and is marked
"FOR MACHINE USE ONLY," and the lower portion contains
matching items for reporting changes. Information should
never be written into or erased from the upper portion of
the form. In addition, only those items involving a change
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or addition to the master record should be completed in the
lower portion of the form; the unaffected items are to be left
blank. If an item is to be deleted, cross out (X) that item
in the lower portion of the form.
(2) Form 642 is processed through the computer as a two-part
set. Part two provides components with a temporary suspense
record when the original or first part is sent to the Locator
Control Officer to adjust the CEMLOC master record. The
suspense copy should be destroyed upon receipt of a new
computer updated two-part set.
(3) To assist the Locator Control Officer in processing changes,
explanatory notations should be made in the "Remarks"
section at the bottom of the form; e.g., New Employee,
Reemployment EOD, Separated, CSC Retiree, CIARDS Retiree,
PCS Overseas Assignment, LWOP for 60 days.
(4) If a component's set of Form 642 is lost or destroyed, the
Locator Control Officer should be notified immediately, by
speed letter, noting the employee's name and social security
number. A computer produced duplicate set will be furnished
to the requesting component as quickly as possible.
b. SPECIFIC APPLICATIONS
(1)
Entrance-On-Duty or Addition of Record
(a) All applicable items must be completed on the lower half
of Form 642 for each individual entering on duty and the
original part sent to the Locator Control Officer for
processing as a new record with the notation "New Employee"
printed in the "Remarks" section of the form. The initial
computer produced two-part set will be returned to the
submitting office. An initial Form 642 must contain the
following items (see paragraph 5) to be accepted by the
CEMLOC system:
Social Security Number Building
Name Office Location Qualifier
Affiliation Code Limitation Category Number
Headquarters Code Registry or Office Mailing
Address
Control Point Number Blackline #1
Office or Division
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The remaining items must be completed as required.
(see Figures 1 thru 9) For personnel entering on
duty in the Temporary Assignment Section (TAS) of
the Office of Personnel who will remain in TAS
for seven (7) days or more, pending reassignment
to a regular position, TAS will submit the initial
Form 642 and later transfer the computer produced
form to the employee's regular office of assignment.
An employee's regular office of assignment will be
responsible for initiating a Form 642 if the employee
has remained in TAS for six days or less.
(b) For personnel entering on duty who were previously
employed by the Agency within the past three years, the
notation "REEMPLOYMENT EOD" should be printed in the
"Remarks" section of Form 642.
(2) Reassignment
(a) Form 642 must be transferred from the losing component
to the gaining component as soon as possible after an
employee is reassigned. Gaining components are respon-
sible for reporting changes to the CEMLOC master record
that result from the reassignment and should be alert to
receiving the two-part set from the losing component.
(b) Reassignment can subject every item in the CEMLOC master
record to change. Reassignment within the headquarters area
alone will affect key items on lines A, B, and C of Form 642.
Reassignment to the field will create more extensive record
changes :
(1) For assignment
(2)
(a)
(b)
(c)
Change office locator information on lines
A, B, and C to reflect the headquarters area
administrative control point responsible for
the individual.
Adjust the home address and telephone number
if needed.
Fill in the "External or Non-Agency Office
Address" item and telephone information on
lines E and F, subject to the provisions of
paragraph 5u, to reflect the
For assignment
(a)
Change office locator information on lines
A, B, and C to show the headquarters area
administrative control point responsible for
the individual.
(b) Revise line D to show the HOME LEAVE point,
as applicable.
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(c)
Complete line F to show the OVERSEAS MAILING
ADDRESS.
(d) Ensure that the individual considers emergency
designee information in terms of the overseas
assignment (the Agency prefers that designees
reside in the continental U.S.)
(3) Change in Affiliation
Affiliation, the nature of an individual's relationship to the
Agency, is one of the factors that determine the content of
the CEMLOC master record (see paragraph 5c). For example,
when a staff employee converts to staff agent status, the
CEMLOC master record must be changed to show that the employee
has separated from the Agency (affiliation code D21), and a
new master record established in pseudonym in accordance with
the procedures prescribed in paragraph 4b(8) below (affiliation
code A20). Only the pseudonym record will be shown in the
CEMLOC listings of active personnel. In another instance, the
record of a staff employee converting to contract status in
the same job with no change in cover status may require only
that the affiliation code be changed from A10 to B12. For
Associates, Affiliates, and U.S. Government Assignees to
Agency Installations, (affiliation codes A60 and G13 through
G22), lines E thru I of Form 642 are completed to reflect
parent agency referral information rather than the type of
information normally recorded for an Agency employee (see
Figure 9).
(4) Separation
(a) A CEMLOC master record is maintained for each separated
employee under affiliation code Dll or D21. For in-
dividuals under affiliation code Dli, the master record
will be maintained until there is no further obligation
or interest. For individuals under affiliation code D21,
the master record will be removed from the active computer
based CEMLOC file after three years. Most separated
employees fall under the affiliation code D21.
(b) When an employee separates from the Agency, the responsible
component will change the information on lines B and C of
Form 642 to reflect the office location and extension of
the headquarters area administrative control point respon-
sible for the individual at the time of separation and
furnish the employee his Form 642 to hand carry to the
Personal Affairs Branch, Office of Personnel (OP/PAB) for
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4b (5)
exit processing on his or her last working day. If this
is impractical for valid reason (for example, separation
in the field), the office of assignment will forward the
employee's Form 642 to OP/PAB prior to the employee's
last working day with lines B and C completed as noted
above and with an explanatory notation. OP/PAB will work
with the responsible component to record in the appropriate
sections of the form the most effective long range address
available for the separated employee, note SEPARATED in
the "Remarks" section, and forward the original (the
reporting copy) to the Locator Control Officer.
(c) The CEMLOC master record for CIARDS annuitants will be
maintained by the Retirement Affairs Division of the
Office of Personnel (OP/RAD) through continuing corre-
spondence with annuitants. Control of CIARDS annuitant
locator information is the responsibility of OP/RAD.
(d) When CIARDS annuitants are rehired, or their sur-
vivors hired, by the Agency as staff or contract
employees, the office of assignment will be
responsible for submitting and/or maintaining the
individual's Form 642. OP/RAD, however, will
provide for the inclusion of a correspondence code
(G, D or S) in special reference field # 1 and the
hospitalization code (422, 511, etc.) in special
reference field # 2, through the Locator Control
Officer. Tagging of CIARDS annuitant and survivor
records in this manner is essential to keeping such
personnel advised of changes in their entitlements,
etc.
(5) Extended External Training Status
When an individual is enrolled in an external training course
for 60-days or more, Form 642 should be adjusted to
reflect the training status as shown in Figure 7.
Locator records amended in this manner provide essential infor-
mation needed by the Agency's key information control points
during emergencies.
(6) Leave Without Pay (LWOP)
(a) When an employee is placed in an LWOP status, the office
of assignment should continue to maintain Form 642 and
the central locator record as it would for an active
employee. If the LWOP period is to exceed 90 days,
however, consideration should be given to changing the
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items on lines B and C of Form 642 to reflect office
locator information for the administrative control point
if different from employee's normal work location. For
extended LWOP periods, the term "LWOP". should be recorded
in the "SPCL REF 1" (Special Reference) item on line A
along with the change no help qualify
records used by th ra i ns or Security
~ ~ ~JJ
Duty Office in con acti g or locating Agency personnel.
(b) When staff personnel are placed in LWOP status to accompany
their (employee) spouse on a PCS overseas assignment,
Form 642 must be completed as shown in the example in Figure 8`
to ensure protection of the spouse's cover status. In
addition to special requirements for recording office
locator information and the recording of special reference
codes in the Special Reference items, the procedure
requires retention and printing of the last U.S. mailing
address on the individual's Form W-2, Wage & Tax Statement,
at the end of the calendar year, and special handling of
the forms by the Office of Finance and the Agency component
concerned.
(7) Detail to Another Government Agency
When an employee is detailed to another Government agency, the
CEMLOC master record must be adjusted by making the following
entries on Form 642 as shown in Figure 4:
(a) Complete the "SPCL REF 1" item on line A by entering the
acronym "DAGA", which is the code abbreviation for
"detailed to another Government agency."
(b) Complete the office locator and telephone information on
lines B and C to show the headquarters area administrative
control point responsible for the individual.
(c) Complete lines E and F to show the name of the agency to
which the employee was detailed, the room number, build-
ing, IDS code, telephone extension, and public telephone
number, as applicable.
(8) Pseudonym Records
When an employee's general Agency records are in pseudonym
(for example, staff agent), Form 642 will be prepared as shown
in the example in figure 5 to record the CEMLOC master record
in pseudonym with a pseudonym Social Security Number as noted
in paragraph Sa(l) below. The master record will be maintained
so that matters concerning a particular pseudonym identity
will be directed to a designated headquarters area administra-
tive control point. A true name master record is not maintained
in CEMLOC for personnel whose Agency records are in pseudonym.
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A60 Associates and Affiliates
Employees of other U.S. Government agencies performing tasks
for their parent organizations but assigned to the Agency for
certain administrative purposes.
5c (continued)
Bli Type C (Career Associates) Contract Employees
Contract employees who perform duties, on a career basis,
usually of a clandestine and operational nature. To qualify
for career associate status, United States citizens are
required to demonstrate their operational value to the
Agency for not less than three years; foreign nationals
for not less than five years. When it is necessary for a
career associate to have staff-type access to an Agency
installation or classified information, he or she must meet
the same security approval criteria as a staff employee.
B12 Type I (Internal) Contract Employees
Contract employees, engaged for a specific period of time,
who usually work inside Agency installations. They are
required to meet the same security approval criteria as staff
employees, but are permitted only such access to classified
information as authorized in their security approval and as
required in the performance of their duties.
B13 Type E (External) Contract Employees
Contract employees, engaged for a specific period of time, who
usually work outside Agency installations. They are not re-
quired to meet the same security approval criteria as staff
employees and are not permitted the same access to Agency
installations as staff employees or Type I contract employees.
They are permitted only such access to classified information
as authorized in their security approval and as required in
the performance of their duties.
B22 Consultants Appointed
Individuals with special skills, experience, or knowledge
appointed to serve in an advisory capacity for a period not
to exceed one year.
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5c (continued)
Dll Separated Personnel Affiliated With the Agency
Separated personnel who are no longer employed or associated in
a work status with the Agency but to whom the Agency has out-
standing or continuing obligations or interest (for example,
CIARDS annuitant or who still have out-
standing obligations to the Agency.
D21 Separated Personnel No Longer Affiliated With the Agency
Separated personnel for whom the Agency no longer has an
obligation or reason to remain in contact beyond the provision
of a Form W-2, Withholding Tax Statement, at the end of the
tax year.
Ell Overt Independent Contractors
Persons engaged by contract to perform tasks for components
outside the DDO, such as economic, political, scientific,
historical, research and analysis, or linguistic services, or
services in support of medical, training, security, or personnel
activities.
G13 Maintenance & Building Management
Civilians (usually GSA personnel) who are assigned to Agency
installations to perform construction, alterations, renovations,
repair and maintenance work; or to supervise and manage such
services.
G15 U.S. Government Civilian Assignees on InterAgency Committees,
Boards, or Projects
Civilian employees of other U.S. Government agencies, assigned
by their parent organizations to inter-agency intelligence
boards, committees, or projects, who are furnished office space
or who are badged because of continuing contact with Agency
personnel. Communications specialists and couriers who are
furnished office space or who are badged because of continuing
contact with Agency personnel.
G22 Military Representatives on InterAgency Committees, Boards,
or Projects
Military personnel on active duty assigned by their parent
organizations to inter-agency intelligence committees, boards,
or projects, who are furnished office space and certain
logistical support because of the necessity for continuing
liaison with Agency personnel.
Approved
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Military Titles
ADM Admiral
AB Airman Basic
AG Adjutant General
A1C Airman First Class
AMID Airman
BRIG GEN Brigadier General
CAPT Captain
CDR Commander
CHIEF Chief
LCDR Lieutenant Commander
LT GEN Lieutenant General
LT (jg) Lieutenant (Junior Grade)
MAJ Major
MAJ GEN Major General
MSGT Master Sergeant
PFC Private First Class
COL Colonel
COAIDT Commandant
CPL Corporal
CPO Chief Petty Officer
CWO 4
CWO 3 > Chief Warrant Officer
CWO 2'
CWO 1 Warrant Officer
ENS Ensign
FADM Fleet Admiral
1ST LT First Lieutenant
GEN General
LCPL Lance Corporal
LT Lieutenant
LT COL Lieutenant Colonel
+-- Revised: 24 August 1976
Petty Officer
Private PV2,Private E2
Private PV1,Private El
RADM Rear Admiral
SEAMAN Seaman
S1C Seaman First Class
SFC Sergeant First Class
SGT Sergeant
2ND LT Second Lieutenant
SGT MAJ Sergeant Major
SP 4 .'
SP 5 -Specialist Four, etc.
SP 6.'
SSGT Staff Sergeant
T2G Technician Second Grade
TSGT Technical Sergeant
VADM Vice Admiral
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The "Office/Division" on line B of Form 642 is used to record the
organizational abbreviation of the Office or Division responsible
for maintaining the CEMLOC master record for the individual.
Abbreviations will conform with the Agency standard abbreviations
used with the Official Staffing System.
The "Office Room Number" on line B of Form 642 is used to record
the number of the room in which the individual has his or her desk
or regular work space. It should not be confused with an individual's
"Registry or Office Mailing address," a separate section on line B.
(Occasionally, the Office room number and Registry address are the
same.)
For personnel who do not occupy a regular work space in a headquar-
ters area building, t1room number recorded must be the work loca-
tion of the headquarters administrative or personnel officer respon-
sible for the individual (the administrative control point to which
matters concerning the individual should be directed). When a room
number represents an administrative control point, the code "C"
must be recorded in the "Office Location Qualifier" section on line
B (see paragraph 5m below.)
The "Building" on line B of the form is used to record the abbreviated
name of the building in which the "Office Room Number" is located.
The building will be an Agency building or Agency occupied office
space within the greater Washington area.
Acceptable building abbreviations:
AME Ames Building
C OF C Chamber of Co ce Building
CENTRAL Central lding
S Headquarters
EAST E Building
GARAGE Headqu ters Garage
KEY Key Buildi
MAGAZINE Magazine Buildi
18 -~- Revised: 24 August 1976
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WH H E
SURY
South Building
1. (Not Used)
M. OFFICE LOCATION QUALIFIER
The "Office Location Qualifier" on line B of Form 642 will be
used to qualify the items "Office Room Number", "Building",
"Registry or Office Mailing Address", and "Office Telephone
Extensions" as follows:
W = The items represent the actual work location or area
of the individual.
C = The items represent the location of the headquarters
administrative control point responsible for handling
matters relating to the individual.
n. LIMITATION CATEGORIES
See Paragraph 2c.
o. REGISTRY OR OFFICE MAILING ADDRESS
The "Registry or Office Mailing Address" on line B of Form 642 is
used to record the room number and building of the headquarters
component registry or mail room to which official mail is delivered
for the individual. In most instances, this address is different
from the "Office Room Number" and "Building" sections recorded as
the individual's place of work or physical location. For example,
mail for an individual located in GD-5307 Headquarters Building
Revised: 24 August 1976
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may be delivered to the component mail room at 2E23 Headquarters
Building. If the "Office Location Qualifier" is coded "C", the
registry or office mailing address should be the registry address
of the headquarters administrative or personnel officer responsible
for the individual.
The "Black #1" section on line C of Form 642 is used to record the
individual's primary 4-digit headquarters area Agency telephone ex-
tension. The extension listed in this section and other sections
for telephone numbers on line C should conform to the "Office
Location Qualifier" code. The "Black #1" section may also be used
for recording another government agency telephone number of up to
8-digits for an Agency employee assigned to work in another
agency, if it is appropriate that the individual's name and number
be listed with the Agency's Information Operators. The office
telephone information for Agency personnel working in other
government agencies should also be listed on line F of Form 642 in
the "External or Non-Agency Office Telephone Numbers' section.
"The Black #2" section on line C is used to record the secondary
Agency. extension assigned to an individual. If the secondary
extension is a rotary extension of "Black #1," it may be left
blank. If it is not a rotary, it should always be filled in.
"The Red #1" section on line C is used to record the individual's
primary 4-digit Headquarters Building red line extension.
"The Red #2'' section on line C is used to record the individual's
secondary red line extension.
"The Green #1" section on line C is used to record the individual's
green line or KY3 extension.
"The Gray #1" section on line C is used to record the individual's
primary gray line extension.
"The Gray #2" section. on line C is used to record the individual's
secondary gray line extension.
(1) The "Home Telephone Number" item on line C of Form 642 is used
to record the telephone number of the individual's "Home
Address" (line D).
-- - Revised: 24 August 1976
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For consultants, record the consultant's own office address
outside Agency facilities.
For Agency personnel on extended external training, record
the address of the training facility (see Figure 7).
(1) Interdepartmental Dial System Code ID aYtG~e'r
The "IDS Code" item on line F of Form 642 is used, lD rec==
1 o f .
" It wil1-b e deleted From
Forms 642 and 6.2V on the next printing.
(2) External or Non-Agency Extension
The "Extension" item on line F is used to record the telephone
extension number for use with the - - u ew:..e. "Public Telephone -
Exchange Number" in conjunction with the "External or Non-
Agency Office Address" on line E.
(3) Public Telephone Exchange Number (External Office)
The "Public Telephone Exchange Number" item on line F is used
to record the outside telephone number listed for the office
address shown in the "External or Non-Agency Office Address."
For numbers outside the Washington metropolitan exchange area,
include the area code as part of the telephone number (for
example, 212/686-1234).
w. OVERSEAS MAILING ADDRESS (U.S. Mailing Address If Different From
Home Address)
i
254(1
(1) When recording an overseas mailing address for an individual
assi ed PCS overseas
or oreign a ress accep a e T55-Tile
Agency.
(2) The "U.S. Mailing Address If Different From Home Address" item
is ap licable on1 to personnel assigned to the headquarters
area Enter the mailing address that is not the
residence or omlci e of the individual; for example, P.O. box
in lieu of the number and street of residence. Do not enter
the address of a
---", Revised: 24 August 1976 23
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X. NAME OF EMERGENCY DESIGNEE
and must be in conformance with HR
STANDARD RELATIONSHIP CODES
The "Name of Emergency Designee" item on line G of Form 642
is used to record the name of the person to be notified in case of
emergency. The designation is the responsibility of the individual
Emergency designee names are recorded FIRST-MIDDLE OR MI-LAST.
The "Relation" item on line G of Form 642 is used to record the
relationship of the emergency designee to the individual.
Relationship is recorded by use of one of the 2-character
codes listed below.
Minister
Mother
Mother-In-Law
Ive ",5 /1
Nephew
Niece
Physician
Remarried Widow Survivor RW
Sister
Sister-In-Law
Son SO
Father-In-Law FL
Former Husband FH
Former Wife FW
Foster Brother FB
Foster Sister FS
Friend (Female) FF
Father
Brother BR
Brother-In-Law BL
Cousin (Female) CF
Cousin (Male) CM
Daughter DA
Daughter-In-Law DL
Executor EX
Aunt
Attorney AT
Son-In-Law SW
Spouse
In Lieu of Husband
or Wife
Step Brother
Step Daughter
Step Father
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Friend (Male) FM Step Mother
Grandfather GF Step Sister
Grandmother GM Step Son
Great Aunt GA Subject (Himself or Herself) SU
4 perv;4ar S'V
Great Uncle GU Uncle UN
Husband HU Wife WI
Z. DESIGNEE'S YEAR-OF-BIRTH (Optional)
The "Year of Birth" item on line C of Form 642 is used to record
the year of birth of the person named as emergency designee. The
entry should consist of the last two numbers of the year-of-birth.
For example, 1930 should be recorded as 30. If the employee etelects
not to provide the information, two dashes (--) should
aa. DESIGNEE WITTING OF AGENCY EMPLOY (Individual's)
The "Designee Witting of Agency Employ" item on line G of Form 642
is used to record one of the following one-digit codes:
1 - YES
2 - NO
This qualifying code is essential to the security and personnel
officers handling an employee emergency involving contact with an
emergency designee.
bb. NOTIFICATION RESTRICTION ON RECORD
The "Notification Restriction on Record" item on line G of Form 642
is used to record the letters Y (YES) or-N (NO). This qualification
indicates whether there are limitations or restrictions on how to
notify the emergency designee in case of illness, accident, death,
or other emergency. Caution is required when notifying designees
with special health problems, such as a heart condition, or who are
known to be very emotional. When there are restrictions, they
should be spelled out by the employee in a N MORANDUM FOR THE
RECORD: SUBJECT: Emergency Notification Restrictions, and forwarded
to the Office of Personnel for filing in the employee's official
personnel folder.
cc. DESIGNEE HOME TELEPHONE NUMBER
The "Designee Home Telephone Number" item on line G of Form 642 is
used to record the home telephone number of the emergency designee.
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Telephone numbers for the Washington metropolitan area will
consist of the regular 7-digit number.
Examples:
Telephone numbers recorded for locations outside the Washington
metropolitan exchange area will consist of the area code and
the number.
Examples:
703/491-1234
215/202-9876
Unlisted numbers recorded in the Agency's CEMLOC system must be
given the same protection provided by the telephone company, except
that such numbers may be used for official contact purposes.
Unlisted numbers will be suffixed with the code "UL" as follows:
938-9966 UL
515/123-4567 UL
dd. DESIGNEE BUSINESS TELEPHONE NUMBER
The "Designee Business Telephone Number" item on line G of Form 642
is used to record in no more than 18 characters the area code,
number, and extension of the emergency designee's place of business.
It should be the number associated with the location recorded in
the "Business Address" section on line G.
Example:
703/478-7777 X432
The "Designee's Home Address" item on line H of Form 642 is used to
record the designee's street number, street name, city, state, and
ZIP code. If the mailing address and the home address of an
emergency designee are different, the home address is the required
address.
--a-- Revised: 24 August 1976
Approve
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