RETIREMENT OF FINANCIAL RECORDS

=. Approved For Release 2000/06/05 : CIA-RDP78-05244A000300020007-6 S50 ~ 20 June 1969 OFFICE OF PTNANCE TNSTRUCDION X0. 52, Revised SUECT : General - Financial Records Management Progren - Specific - Retirement of Financial Records RESCINDED : Office of Finance (Comptroller) Instruction No. 52, dated 23 December 1957 and Supplement I dated 11 September 1958 ~ 1. FRESE AD sors This Instruction provides current guidance for the plamed retirement of financial records, and for the scheduled Gestruction GF racords of Leaporary retention valia, in conformance ith the thority Gotained fron the Comptroller General, and the requires ~ nents of the Agency for financial documentation. 2. GENERAL 25X1A a. agency poricy (JED provices for the econonical and Systematic management of Agency records. neluding their reservation, retention (for tho conduct of business aud For the preparation snd documentation of the Office of ~ Finance History), renater, protection and aisposal aceording to approved records control schedules. b. The prinary objective of this Instruction is the orderly Totthamont md storage of only essential records for ~ Tpeciric periods of Lime or on a permanent basis. A “Eocondary’ Shjcotive is the destruction of useless, Ghodlete on duplicate Tevords before Tevirament 0 the Records Genter and the Sstablishment of realistic Totention periods for material sont to the Records Genter: 3. PROCEIRGS AND FESPOUSTBILITIES a. The Records Nanagenent, Officer and the Chiefs of Divisions an Satta are remponsible for upLesenting the Records ~ REET S-B-0-nEn | Excluded from Automatic = 2 Approved For Release 2000/06/05 : CIA-RDP{8-053444000408020007-6  Approved For Release 2000/06/05 : CIA-RDP78-05244A000300020007-6 | - S-E-C-R-E-T -~ Management Progren in their areas of jurisdiction. The Records Manegement, Officer is also responsible for co- ordingtion of the Records Management Program within the office of Finance. In addition, he will act as liaison officer between the Office of Finance and the Agency Records Administration Officer, the Agency Records Center, end other Agency facilities concerned with the management, servicing and disposition of record materials. b. The recently revised Records Control Schedules for each ”~ Division snd Staff provide a reference and control basis for the retirement and destruction of records. Records Control Schedules will be reviewed on an anmal basis. Changes in the Schedules shall be requested in writing and forvarded to the Records Management Officer through Chiefs of Divisions and Staffs. These requests will ~ be considered at the time the Records Control Schedules are reviewed. Any questions concerning retention periods for finance records of particular interest to other Agency components, whose time requirements for retention vary from those established for the Office of Finance, shall be re- solved by consultation ith the Records Management Officer. e. Every Records Control Schedule shall include provision for -— endorsement, by the Audlt Staff evidencing agreement with the retention periods provided by the Schedule. 4. Detailed procedures for preparation and shipment of inactive records to the Records Center are contained in a publication of the Agency Records Administration Officer. This publi- cation is entitled, "Guide for Records Retirement," dated March 1966. Any questions concerning the shipment of re- -~ cords shall be referred to the Chief, OF Registry. Emphasic must be placed on careful screening of files to reduce them to only essential records for retirement. Items such as paper clips, routing slips, duplicates and other non-record material must be removed from all files prior to retirement. - e. Volume Report of Records Destroyed - Quarterly (2) A written report of the volune (see paregraph (2) below) of records destroyed in the Office of Finance under authority of the Records Control Schedule will be made Dy each Division end Steff Chief to the Records Management Officer not later then 15 days after the end of each quarter. This report will cover the following: -2- - S-E-C-R-E-T Approved For Release 2000/06/05 : CIA-RDP78-05244A000300020007-6  Approved For Release 2000/06/05 ; GIA-RQP78-05244A000300020007-6 ~ (a) Volume of material in linear feet or inches (b) A general description of the materiel, i.e., subject files, reference material, couriers classified neil receipts, etc. (6) Ton opps of storied (ssess, sorsesprutenes, forns). (4) The item number on the schedule under which the records were destroyed. ~ (2) A detailed report is required only when the volume of material destroyed is approximately one-uarter lincar foot (3 inches) or more. Report only thst material which is actually a part of a file. Individual documents ~ Which are destroyed on a daily basis and which never becone part of a file series should not be included in the report. 4. ANNUAL STATISTICAL REPORT An annual statistical report of records holdings is required to measure the effectiveness of our records disposal progrem. In past ~ years this report vas prepared as of the ond of the fiscal year. For this year the Records Administration Officer is revising the reporting requirements; therefore, this matter will be the subject of a later office of Finance Instruction. 5. I cannot overcmphasize the necessity for strictly adnering to the explicit principles of records mansgement. Retain only what is needed, retire only materials of value, and establish realistic retention dates. Remember that storage space is costly. To retire ~ \nneoded material, improperly packed in the record container or in the wrong container is tantanount to money down the drain. 25X1A ~ + Be BUSH fredior of Finance -3- S-B-C-R-E-T ~ Approved For Release 2000/06/05 : CIA-RDP78-05244A000300020007-6