RECORDS REVIEW PROCEDURE DOCUMENT NUMBERS, TITLES, AND FORM 4023A

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001000240090-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 3
• Document Creation Date: December 12, 2016
• Document Release Date: May 28, 2002
• Sequence Number: 90
• Publication Date: April 28, 1978
• Content Type: REQ

Approved For Releas 002/06/24: CIA-RDP93B01194RO0104Q-240090-6
28 April 1978
Records Review Procedure RRP 78-22
Document Numbers, Titles, and Form 4023A
There. has been some confusion over determination of the unique, or
original number of a document, the use of abbreviations in entering docu-
ment titles, and the value of meaningless document titles. Consistency
in the use of numbers and titles as well as other identifying information
on the Form 4023A determines whether *DARE will accept the same document
more than once, since the system conducts an exact match of certain
entries. Also, a more meaningful guide to the contents of a document can
be provided by the addition of a "where", "who", "how", or "why". The
following procedures are designed to remedy these identification problems.
Reviewers must make every effort to ascertain and use the unique, or
original number on the document being reviewed. Determining the original
number is relatively simple when working with finished, or published intel-
ligence reports, but much more difficult when handling administrative-type
materials or those documents containing more than one number.
When in doubt, reviewers should consult RRB personnel who have worked
in the particular area where the document originated rather than make
arbitrary decisions. If the issue is not resolved satisfactorily the
document is to be referred to the Directorate representative for further
research and possible consultation outside of the Branch.
Whenever a method of distinguishing between a multiplicity of numbers
on individual documents has been determined, the methodology will be made
known within the Branch through issuance of an RRP. A reference aid is
now being prepared listing known component abbreviations in use during
specific periods and citing examples of numbering systems encountered to
date.
Reviewers will not use abbreviations of any kind in entering document
titles or any other information on the Form 4023A, unless the abbreviation
is present on the document being reviewed. In entering the title on Form
4023A reviewers will spell out the title exactly as it appears on the
document, including all punctuation marks. Remaining words, or parts
of words that cannot be accommodated in the 72-character Document Title
*Acronym for Declassification and Review, the ADP system being developed
for RRB.
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 Approved For Releas 002/06/24: CIA-RDP93B01194RO010Q240090-6
field will be ignored. This procedure will provide the standardized
entries necessary to permit document matching by the computer as the
master file is enlarged. (See Figure 1.)
Where there is a meaningless title, e.g., "Terrorist Acts", the
reviewer will enter the full title and then extract from the text some
keyword which will give meaning to the title. The keyword, or words,
will be entered in the document title field following the title and
will be enclosed in parentheses. In the example cited, the country
where the terrorist acts occurred would be appropriate. Keyword
entries will not be made if the remaining characters in the field
will not accommodate the entry. (See Figure 2.)
STATINTL
cruet,
Records Review Branch
Attachments
Approved For Release 2002/06/24: CIA-RDP93B01194RO01000240090-6
 Approved For Relea 002/06/24: CIA-RDP93B01194R001( 240090-6
Entering a title with more than. the 72 characters
available in the field.
DOCUMENT TITLE
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Form 4023A
I?ig re 1
Adding keywords to give meaning to a document title
that is meaningless.
Form 4023A
Figure 2
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Approved For Release 2002/06/24: CIA-RDP93BO1194R001000240090-6