THE SUPPORT SERVICES HISTORICAL SERIES PERSONNEL RECORDS AND REPORTS: CONTROL DIVISION, OFFICE OF PERSONNEL 1947-1971

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90-00708R000200170001-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 139
• Document Creation Date: November 16, 2016
• Document Release Date: December 28, 1999
• Sequence Number: 1
• Publication Date: August 1, 1972
• Content Type: REPORT

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Secret
CIA Internal Use Only
Access Controlled by DDS
CIA HISTORICAL STAFF
The Support Services
Historical Series
PERSONNEL RECORDS AND REPORTS:
CONTROL DIVISION, OFFICE OF PERSONNEL
1947-1971
ATTACHMENTS
Secret
OP-11
August 1972
Copy 2 of 3
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WARNING
This document contains information affecting the national
defense of the United States, within the meaning of Title
18, sections 793 and 794, of the US Code, as amended.
Its transmission or revelation of its contents to or re-
ceipt by an unauthorized person is prohibited by law.
Exempt from general
declassification schedule of E.O. 11652
exemption category 5B(1), (2), (3), (4)
classified by signer
declassified only on approval of
the Director of Central Intelligence
WARNING NOTICE
SENSITIVE INTELLIGENCE SOURCES
AND METHODS INVOLVED
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Approved ForRelease2000/04AC:WA-RDP90-00708R000200170001-9
CIA Internal Use Only
Access Controlled by DDS
THE SUPPORT SERVICES HISTORICAL SERIES
OP-11
PERSONNEL RECORDS AND REPORTS:
CONTROL DIVISION, OFFICE OF PERSONNEL
1947-1971
25X1A
ATTACHMENTS
by
August 1972
HISTORICAL STAFF
CENTRALE INTELLLGENCE AGENCY
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TRANSACTIONS AND RECORDS ACTIVITY
ORGANIZATIONAL LOCATION
Prior to 1949, the Transactions and Records activity reported
to the Office of the Director of Personnel. Since 1949 the Trans-
actions & Records function has organizationally reported to the
following units (figures in parentheses represent authorized strength
where known):
1949 Transactions & Records Division
Personnel Overt Branch
Transactions & Records Division
Personnel Covert Branch
19 Apr 50
31 Dec 50
31 Dec 50
21 Feb 51
7 Aug 51
16 Aug 52
3 Nov 52
31 Dec 52
9 Nov 53
7 Jun 55
Personnel Division Overt (PDO)
Transactions & Records Branch (9)
Personnel Division Covert (PDC)
Transactions & Records Branth
Personnel Division Overt (PDO)
TRB (16)
Personnel Division Covert (PDC)
TRE (1)i.)
PDO/TRB (16)
PDC/TRB (22)
PDO/TRB (16)
PDC/TRB (27)
PDO/TRB (16)
PDC/TRB (31)
PDO/TRB (16)
PDC/TRB (41)
PDO/TIB (18)
PDC/TRB (41)
PDO/TRB & PDC/TRB merged into
Processing & Records Division
PRD/TRB (42)
Processing & Records Division name
changed to Records & Services Division
RSD/TRB (42)
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15 Dec 58 Records Services Division
RSD/TRB (4o)
3 Jan 63 Records Services Division absorbed by
Personnel Operations Division (POD)
POD/TIB (31)
11 Apr 66 Records and Control Division
established (RCD)
RCD/TRB (28)
18 Jun 68 Control Division Established (CD)
CD/TRB (24)
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SECRET ATTACHMENT B
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EXAMPLE OF EARLY POSITION CONTROL REGISTER
Attached is a sample of the type Position Control
Register used prior to the introduction of machine and
computer-based registers. It was produced by photographing
each of the trays of Service Record Cards maintained by the
Position Control Section.
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ATTAUUMUNT U
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CONTENTS OF OFFICIAL PERSONNEL FOLDER AND
INSTRUCTIONS FOR FILING MATERIAL IN FOLDER
Revised May 1970
Left Side
Records of temporary value. File in chronological order with
latest paper on top.
1. Draft deferment and permission to leave the country.
2. Form 1152. Request for Personnel Action.
3. Form 337. Request for Security Clearance.
U. Form 1667a. Report of Interview.
5. Form 610. Routing and Record Sheet (Only those which contain
information.)
6. Form 1076. Notice of Official Disability Claim File.
7. Interim letters.
8. Unsensitive, sterilized cables and dispatches relating to
overseas assignment.
9. Miscellaneous correspondence.
10. Biographic Profile (bottom left side).
11. Form 879. Outside Activity Approval Request.
12. SF 127. Request for Official Personnel Folder (copy of re-
quest sent to Federal Records Center).
13. Application for Career Status in CIA.
14. Memo from TRB requesting CFO to provide dates of creditable
Contract Service.
Right Side
Permanent records affecting the employee's status and service.
File in chronological order within the categories outlined.
1. Form 198b, envelope for recharge cards.
2. Color photograph.
3. Cover memo, if any.
4. ACTIONS: Form 1150, Notification of Personnel Action; Contract
Personnel Division memoranda verifying contract service
(bottom of Actions).
5. FITNESS REPORTS: Fitness Reports, test results, training evalu-
ations, outside training reports -- anything pertaining to
tests or training.
6. OTHER: SF-144, Statement of prior Federal and Military Service;
Military Status Questionnaire; Form 1451, Overseas Service
Report; Form 61, Residence and Dependency Report; SF-61,
Appointment Affidavit; Official letters of commendation and
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reprimand; security violation reports; Form 911a, Overseas
Agreement; SF-53, Waiver of Life Insurance Coverage (obso-
lete); SF-176, Election, Declination or Waiver of Life
Insurance; Memorandum of Understanding; SF-2808, Designation
of Beneficiary; SF-1152, Designation of Beneficiary -- unpaid
compensation deceased civilian employee; SF-54, Designation
of Beneficiary -- .GLI; SF-2809, Health Benefits Registration
Form; SF-2810, Transfer of Health Insurance; Field Reassign-
ment Questionnaire.
7. MEDICAL: Form 570, Request for Pre-Employment Medical Evalu-
ation; Form 259, Request for Medical Evaluation.
8. PHS-SEC: Personal History Statement; college transcripts;
Form 444, Series; Form 1962 Series, Language and Qualifica-
tions Code Sheet; Marriage to an Alien (if applicable);
Security Approval (under all other CIA papers).
9. Other Agency Folders: Materials from other agencies where
the employee previously worked. (Kept under all CIA material
with a plain white sheet with a gray tab over it; occasionally,
if volume of other agency material warrants it, a second
volume is compiled, composed entirely of the other agency
folder.)
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RETIREMENT OF OFFICIAL PERSONNEL FOLDERS
Attached are instructions and procedures used
for retirement of Official Personnel Folders for
employees who have separated employment status with
the Agency. The same procedure, developed in 1962,
is in use today.
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17 September 1962
PROCEDURES FOR RETIRING OFFICIAL PERSONNEL FOLDERS OF FORMER AGENCY EMPLOYEES
The following procedures will be followed in retiring files of Agency employees
at the time of sejjaration:
25X1C
25X1C
(a)
Files Scotion will retire to the CIA Records Center one month after
separation the complete file (including non-CIA service) of former
employecs who are:
(2) separating for military service,
(3) separating to accept any non-staff appointment with the Agency,
consultant unslotted-WAE, overseas contract, etc.
(b) File Section. will separate out non-CIA service from all other resignee
files one month after separation and:
(1)
(2)
(3)
(4)
(5)
Prepare a standard Government folder with the service filed by
Agency in chronological order with last service on top.
Prepare two separate lists: (1) for non-CIA service secured through
the Civil Service Commission after March 1956, and (2) for files
secured in the name of the Agency.
Fcrward three copies of the first list and two copies of the second
list to Chief, Cover Support Section, Office of Security, for
screening prior to release of files.
Upon return of one signed copy of these lists from the Office of
Security, insert a short memorandum form in the CIA portion of the
file indicating the date records of previous service are being
forwarded to the Federal Records Center and a memorandum notification
in the Federal Records Center portion of the file indicating that
the record of additional service with the Agency can be secured by
writing the Office of Personnel, CIA.
Ship to the Federal Records Center in separate boxes those records
secured through the Commission and those secured in the name of CIA.
(c) The Office of Security will forward a copy of the first list to the
Civil Service Commission to purge their records.
(d) For the purposes of record retirement, service with COI, OSS, SSU, and
CIG will be considered as CIA service and will be retired to the CIA
Records Center.
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ATTACHMENT E
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RECORDS STORAGE REDUCTION PROGRAM
Attached is a package outlining the need for Records
Reduction in the Agency. This project was undertaken in
fiscal year 1969 and was completed the next year. The
package contains proposals for elimination of material of
no legal, historical, or administrative value from terminated
Official Personnel Folders.
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NEMORODUM FOR:
.15 October 1968
Records Management - Purging the Official
Personnel Folder of Duplicative or
Unnecessary Record Material
,. 1. The matter of purging the Official Personnel Folder is brought
to your attention inasmuch as there are numerous sources of input and re-
sponsibility for record material contained therein. At this time we are
cOncerned with the Folders of employees who have separated from the Agency.
The applicability of this proposal to Folders of on-duty employees will be
considered at a later date.
2. When an employee separates his Official. Personnel Folder is
retained in the Office of Personnel, Headquarters File Room, for approxi-
mately six months before it is forwarded to the Records Center for storage.
The necessity for having the Folder to respond to inquiries is most frequent
immediately after an employee's separation and falls off sharply after the
first year. The proposal contained in this memorandum will permit the re-
tention of the Folder in Headquarters for over a'year and also reduce the
storage footage at the Records Center.
3. For security reasons the Agency is the "Office of Record" for
that part of the Folder concerning Agency employment. The requirements for
the establishment and maintenance of the Official Personnel Folder are set
forth in Federal Personnel Manual Supplement 296-31, Table 8, "Contents of
Official Personnel Folder." (Copy attached TAB-A) All required records,
set forth in TAB-A, Section 1, "Permanent Records - Right Side of Folder,"
paragraphs a and b would be retained. All Agency developed records for
purposes similar to those in this Section would also be retained. It is
proposed that a review be made by responsible parties of records of the
nature described in TAB-A, Section 2, "Temporary .Records - Left Side of
Folder", and a determination made regarding their disposition. They are
listed in TAB-B.
4. Your comments on the disposition of the record material listed
in TAB-B is requested by 1 November 1968. The Official Personnel Folder is
required to be stored for a minimum of 56 years. Your comments should in-
clude recommendations for the use of the Folder for storage of material not
now stored in the Folder with comparable retention requirements.
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? Deputy Direcor.o ersonne
Plans and Control
GROU 1
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8R000200170b01-9
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SECTION 1. PEIOTANENT RECOM)S ? r!. (8) SF 57, 57A, 58, or 60 (or equivalents),
RIGI1T 611)1; OF FOLDER
?' ':?
? ? ?
Table 8. Contents of Withal Personnel Folder
a. Designatron and order of filing. The
personnel records and documents listed under :b,
c, and d of this section affect, the employee's
status and service and have been designated as
permanent records by the Civil Service Corn-
mission. All records and documents so listed
shall be filed on' the right side of the Official
;Personnel Folder in chronological order, except.
,
!that: ? .
(1) Any listed dos,ument.obtained for, or re-
lated to, a particular personnel action may be
? filed immediately below the Standard Form 50
covering the action.
' (2) The latest Standard Form. 57 may be
filed above other documents to facilitate review
for promotion, etc.
(3) When the Standard Form 58 is used to
update an employee's experience and educa-
tion, it should be filed next to and immediately
.s.
, above the latest SF 57.
b. Permanent records and documents origi-
nating with appointment action. (1) SF 15?.
?:.?:! Veteran Preference Claim (or equivalent).
(2) SF 50 (or equivalent), Notification of
Personnel Action (including letters of appoint-
ment where. SF 50 was not issued), covering
Appointment action.
(3) 'SF 50-A (or equivalent), Notice of Short
Term Employment.
(4) SF .51; Request for Insurance (only that
portion containing decision of orEont:--part, D).
(5) SF 52 (or equivalent), Request for Per
sonnel Action, when used as an appointment
document, in lieu of SF 50.
and examination papers as follows:
(a) Application for Federal Employment and
supplemental application forms:, earliest,
.??!'. 'form.; latest form; the latest one bearing
certification of eligibility for veteran
preference; any one which was used as
the basis for rating in an unassembled
civil .service examination; and ?>the
latest applicationEarlier applications containing investi-
gatory notations need not be retainea
unless . required for other reasons.