CENTRAL INTELLIGENCE AGENCY RECORDS CONTROL SCHEDULES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86-00895R000100040022-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: April 8, 2002
• Sequence Number: 22
• Publication Date: February 14, 1977
• Content Type: LETTER

Approved FWhlt,,Ae* b1 01b9?`"R!Ftf,P86.00 00010004002
DATE: February 14, 1977 National Archives and Records Service
Washington, DC 20408
REPLY To
ATTN OF: NC
SUBJECT: Central Intelligence Agency Records Control Schedules
TO: Deputy Archivist of the United States -- ND
t~ ~V
This is in response to your recent inquiry, growing out of my FeDruary , 777, 7t,-~:
discussion with N, concerning development of arrangement for handling CIA V-
records control schedules. STATINTL
1. CIA schedules submitted to NARS on SF 115 are unclassified and
of an abbreviated type, i.e., they describe record series by title only,
identify them as permanent or temporary, and include appropriate disposition
instructions. The CIA letters of transmittal for these schedules provide that
classified schedules containing full record series descriptions corresponding
to those in the abbreviated type are available at CIA Headquarters "...for
review and appraisal by designated NARS security cleared appraisers as
required."
2. Prior to submitting abbreviated schedules to N or ND for approval,
NCD (Wadlow) and NMI (Fishbein) will review the classified schedules.
3. Upon request, CIA will provide via agency courier dispatch a copy
of the classified schedule for N or ND's review before approval of the
schedules. Such reviews should not restrict N's travel.
To safeguard the unauthorized disclosure of intelligence sources and methods,
CIA does not choose to deposit their classified records control schedules with
NARS.
We believe the foregoing arrangement which also applies to NSA/CSS records
control schedules is satisfactory.
WALTER W. STENDER
Assistant Archivist for
Federal Records Cent-&Y-s-
Apprgivi9 f e eiqspogp (p?10* )PL14?B, gJQ8 000100040022-6
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GENERAL SERVICES ADMINISTRATION ";CI
WASHINGTON, D. C. 20405
AUI .3
November 18, 1976
SUBJECT: Safeguarding privileged and sensitive nonclassified information
1. Purpose. This order provides instructions for the identification,
marking when necessary), handling, transmission, and storage of privileged
and sensitive nonclassified information to limit access and prevent unau-
thorized disclosure. The provisions of the order, however, are not designed
to predetermine release of information under the Freedom of Information
Act, as amemded (5 U.S.C. 552). Such requests, including those for
privileged and sensitive nonclassified information, are handled on an
individual basis in accordance with ADM 7900.3, GSA Regulations Pursuant to
"Freedom of Information Act" (41 CFR 105-60).
2. Cancellation. OAD 1800.1 is canceled.
3. Definition. The term "FOR OFFICIAL USE ONLY" means that material so
designated contains privileged and sensitive nonclassified information
which requires protection in accordance with statutory requirements,
regulatory instructions, or in the public interest.
4. Applicability.
a.. With the exception of-the additional marking for Investigative Case
Files described in par. 8, the term FOR OFFICIAL USE ONLY is the only
marking authorized for use within GSA to designate material described in
par. 3. This order applies to all GSA personnel concerned with the marking
and handling of GSA originated documents.
b. The term FOR OFFICIAL USE ONLY applies to GSA-originated documents
containing privileged and sensitive nonclassified information, including
documents previously marked or referred to as Administratively Confidential,
Official Use, and Limited Official Use. Such markings as Administratively
Confidential, Official Use, and Limited Official Use shall no longer be
used.
c. The handling, transmission, and storage provisions in par. 8 also
apply to documents originated by, and received from, other sources that are
equivalent to GSA-originated documents defined in par. 3.
d. This order does not apply to records in the holdings of the National
Archives, National and Federal records cehters, and Presidential libraries.
Distribution: A; B; C; D; F; G; H; I; J
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ADM 1800. 3 November 18, 1976
5. Authority. Authority to assign and remove the protective marking FOR
OFFICIAL USE ONLY is limited to assistant commissioners or officials of
equivalent and higher levels in the Central Office, directors of Presiden-
tial libraries, the Director of the National Personnel Records Center,
Regional Administrators and Heads of Regional Services and Staff Offices.
In the Central Office this authority may be reassigned to division directors.
6. Examples of information normally considered privileged and sensitive.
The determination as to whether information is privileged and sensitive and
requires a FOR OFFICIAL USE ONLY marking shall be made on a case-by-case
basis. Examples of information that may qualify .as privileged and sensi-
tive are listed below. The examples are not all inclusive:
a. Information received in confidence from private individuals, firms,
or organizations in connection with bids and proposals; trade secrets, in-
ventions, and discoveries; and reports of a financial, technical, or scien-
tific nature;
b. Information on proposed plans to procure, lease, or otherwise
acquire or dispose of personal or real property which, if obtained in ad-
vance of the proper bid release date, would provide a discriminatory
advantage to private or personal interests;
c. Information on plans to protect buildings, control disturbances, or
comparable activities if unauthorized disclosure could seriously compromise,
degrade, or cancel the planned protective measures;
d. Current examination questions, answers, administrative supplements,
and scoring materials which are used in evaluating individuals for employ-
ment, in training, or for promotion; and
e. Nonclassified material intended for public disclosure at a
specified future time or on or after the happening of a specified future
event which in the interim is to be safeguarded against premature public
disclosure.
7. Marking privileged and sensitive nonclassified information.
.a. The marking FOR OFFICIAL USE ONLY shall be assigned to documents
containing privileged and sensitive nonclassified information only when the
appropriate official (see par. 5) determines it necessary to especially
alert the people handling the information of the need to limit access. The
marking should not be applied to documents containing privileged and sensi-
tive information when access is specifically controlled by other procedures
or physical safeguards; e.g., security classified materials pursuant to
Executive Order 11652, as amended, or where there is no need to especially
alert all people handling the information. The marking shall be stamped or
typed in capital letters at the top and bottom of each page of each document.
PAR 5 2
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ADM 1800. 3
November 18, 1976
Exceptions to this rule shall be limited to the following:
(1) When the information is in a permanently bound volume, only
the front cover page, the first and last page, and the back cover page
shall be marked; and
(2) On electrically transmitted messages, the marking shall be
included in the internal instruction line.
b. When it can be readily predetermined, the date or event on which
the information will no longer require protection shall be indicated
directly beneath the marking on the first or title page of each document.
For example:
FOR OFFICIAL USE,ONLY FOR OFFICIAL USE ONLY
until January 1, 1979 until formal release
to the news media
c. In those instances where the date or event cannot be predetermined,
the originator of the document shall notify all recipients when the marking
is removed.
8. Investigative case files. Special procedures for safeguarding and
handling of the Office of Investigations (AWI), Office of Audits and In-
vestigations, Office of the Administrator, investigative case files are
provided in a thru b(2), below.
a. All nonclassified correspondence relating to investigative informa-
tion and reports on investigations of a nonclassified nature are the sole
property of AWI and are marked FOR OFFICIAL USE ONLY. Reports on investiga-
tions of equal employment opportunity complaints. are exempt from this order.
(See the HB, GSA Equal Employment Opportunity Program (ADM P 1090.7).)
b. Authorized officials who are loaned investigative information.shall
-be-responsible for its protection and for following the protective marking
and instructions stamped on the document by AVII as follows:
(1) Reproduction of investigative information is prohibited unless
specifically authorized by AWWI; and
(2) Documents loaned to authorized officials shall be returned to
AWl after they have served their purpose.
PAR 7
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ADM 1800. 3 November 18, 1976
9. Removal of protective markings and instructions. Specific action shall
be taken to remove protective markings and instructions placed on documents,
if at all possible, before retirement of files containing such information
to National and Federal records centers. (Eligibility for retirement of
files shall be determined as provided in the Ha, GSA Records Maintenance
and Disposition System (OAD P 1820.2).
10. Responsibility and measures for safeguarding prrivileged and sensitive
nonclassified information. All employees handling, having knowledge of, or
in possession of privileged and sensitive nonclassified information shall
be responsible for safeguarding it. All sensitive and privileged nonclass-
ified information shall be safeguarded at all times, regardless of whether
it is physically identified with.a protective marking. Measures appropriate
for safeguarding such information shall include, but should not be limited
to, the following:
a. Training personnel in their responsibilities under this order;
b. Limiting access to only those individuals whose duties require
knowledge or handling of privileged and sensitive nonclassified information;
c. -Attaching GSA Form 2048B, Document Cover For Official Use Only, to
all documents marked FOR OFFICIAL USE ONLY while they are not in locked.
containers or facilities and using the cover when handcarrying such docu-
ments;
d. Keeping all documents in the physical possession of or under the
surveillance of an authorized individual. The authorized individual may
maintain a sign-out system to control access to this information;
e. Mailing or shipping documents containing privileged and sensitive
nonclassified information in sealed envelopes or in packages that are
wrapped and tied. Usually these documents should be transmitted in the
same manner as nonclassified mail. However, registered mail may be used in
instances where the information is particularly sensitive. Regardless of
the method of transmission, the material need not be covered by a receipt;
f. Storing privileged and sensitive nonclassified information in key-
locked file cabinets or storage cabinets or lockable bookcases, desks, or
lockable rooms. Security cabinets shall not be requested for the storage
of such information. However, unused space in security cabinets on hand
may be used to store this information; and
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Approved F0
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November 18, 1976 ADM 1800. 3
g. Destroying privileged and sensitive nonclassified information
promptly, when authorized by the HB, GSA Records Maintenance and Disposi-
tion System. Destruction shall be accomplished in the same manner as for
nonclassified information, except that all such documents shall be torn to
prevent disclosure of their contents. When the volume involved makes tear-
ing impractical, the documents shall be shredded or destroyed in any manner
authorized for the destruction of classified material by the HB, Security
Regulations, 1-49 (ADM P 1025.2).. Destruction certificates or listings are
not required.
11. Forms. This order provides for the use of GSA Form 20483, Document
Cover For Official Use Only. Supplies of the form should be obtained in
the usual manner.
JACK ECKERD
Administrator
5 PAR 10
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