FEDERAL RECORDS REGULATIONS, GENERAL SERVICES ADMINISTRATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R000500060016-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: June 20, 2002
• Sequence Number: 16
• Publication Date: March 13, 1964
• Content Type: MF

Approved
Approved
TRANSMITTAL SLIP
DATE
TO:
ii
`51
Chief ,? Records ? Administ
tive Staff , DDS
ROOM NO.
BUILDING
604
1016 16th Street
REMARKS:
FROM:
Office of the DDS
ROOM NO.
rm&iaP-Q
BUILDING EXTENSION
~oaqjngak- r_IA_Rr`1j2RjFnn,.n.%nnJ
I FEB 55 241
REPLACES FORM 36-8
WHICH MAY BE USED.
STAT
 ADM1STRTLV - ;1 E NAL USE ONLY
Approve or e
ease 002/0 /15 : CI -RDP84-00780R000500060016-6
13 MAR 1964
MEMORANDUM FOR: Chief, Records Administration Staff, DDS
SUBJECT Federal Records Regulations, General Services
Administration
1. Attached is a copy of the proposed Part 5 Directives, Section
501.00 Agency Program Responsibilities on which we have noted comments
and suggested changes.
2. Assume this Agency will seek an exception to section 501.03a6.
STAT
Chief, Regulations Control Staff
Deputy Director for Support
Attachment
As stated above
Approved T fik5? A%W69SLAN0160016-6
 Approved For Release 2002/08/15 : CIA-RDP84-0078OR000500060016-6
GSA Reg. 3-II-501.01
PART 5 Dot S
S TIDE 501.00 AOERCY PROCZW4 RESPW8ThILIT'IE8
501.01 The Directives Mement Function. The objectives of directives
management are to facilitate agency administration and operations by pro-
(at the viding the right employee with the right instruction; by producing instruc-
right time ? one- ia~ a co 1etO~ eerily unnderatooci; readily--Accessible, and
--' revisable; and by developing and distributing instructions promptly and
501.02 Directive Defined,
a. A directive is a written communication which initiates or governs action,
conduct., or procedure. Directives are usually printed as circulars,
notices., regulations., orders, and handbooks, and include material for
policy., administrative, and operations manuals.
b. Certain materials normally are exempted from agency directives manage-
ment programs. These include public information materials such as
professional publications, news releases and announcements of programs,
catalogs., and priceliets.
a. Both internal and external directives are included in a directives
manAgemmt program.
501.03 Prdfrnm Requirements. a. Each Federal agency is expected to establish a directives management
program as provided by section 101.02 of this chapter. The program
Vill:
1.
Establish and maintain a system for the classification, codification,.
and supplementation of agency directives.
2.
Establish and implement standards and procedures for the initiation ,~-
formal coor-
review.. approval of reproduction, on, at srution oy
dination,.
proposed agency directives.
3?
Review,'on a continuing basis, the directives system to determine
opportunities for design and operational improvements.
Establish and implement standards for the format and editorial style
of agency directives.
4. Review periodically the directives in the system for need and currency
and to identify subject voids that.should be filled by the origina-
tion of new directives.
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 Approved For Release 2002/08/15 : CIA-RDP84-0078OR000500060016-6
C Reg. 3-17-501.04
e published
6. Preserve a master set of all directives for deposit in the National
Archives.
revision. They sho~be readily available to those responsible for
originating and approving directives.
Standards, gu., eel and instructions for the directives manage-
ment program be designed for easy reference and
and distribute
in
order to -1
4
501. Program Implementation. The following actions are basic u. a
0
directives management program:
a. Standardize the format, typography, organization, assembly, and distrib-
ution of agency directives. Specifically:-
1. Use 8" x 10" page size as a norm.
2. Use looseleaf pages for easy revision.
3. Print on both sides of paper.
4.. Number and letter directives for easy page revision and
supplementation.
5. Identify temporary and perms ant material by a feature that Will
readily distinguish one from-Osother.
6. Prepunch all pages - 3,pbolre punch, 3/8" recommended.
7. Restrict use of pen and ink changes.
8. Distribute on a need-to-know and need-to-act basis.
9. Prepare and keep current an Index for each set of.directives.
b. Analyze all directives proposed for inclusion in the system to determine
that:
1. The directive is necessary.
2. No duplication, overlap, or conflict, With other directives exists.
3. The directive conforms with pertinent laws, regulations, Executive
orders, and agency policy.
4. Appropriate coordination and clearances have been completed. _?
c. Review all directives proposed for inclusion in the system for con-
formance With agency style, format, and editorial criteria.
The proposed distribution includes appropriate using es, but
is limited to those Flo "need to know."
6.
5?
The directive is worded and organized clearly, simply, logically,
and in the manner best suited to achieve its purpose.
XERO XERO; XERO - *1XEI
COPY - COPY! COPY YID CO'
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