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ARMY SERVICE FORCES
Washington 25, D. C.
9 March 1944
REPORT ON RECORDS RETIREMENT
1. The Chief, Office Service Branch is authorized to survey continuously all files in all offices of the OCCWS, Washington, for the purpose of achieving compliance with Administrative Memorandum No. S-54, HQ., ASF 1943, Circular No. 55, Hq., ASF 1943, to eliminate duplicate filing and records which are no longer necessary; and to enable him to file reports required by Administrative Memorandum No. S-220, Hq., ASF, 1943.
2. Not later than 31 March 1944 and thereafter, on the last day of each quarter (June, September, December and March), the Chiefs of all Divisions and separate Branches in OCCWS, Washington will report to the Chief, Office Service Branch the following:
&. That all file cabinets and safes have been cleared of the following:
(1) Records which should never have been filed.
but which have now become obsolete.
other possible use but are infrequently referred to
by the office in which they were produced.
c. Quantity of records destroyed in terms of file drawers.
e. Description and quantity of records for which destruction is desired but may not be accomplished without the approval of National Archives and Congress under provisions of Public Law 115-78th Congress (Sec. IV, Bull. 14, WD, 1943).
f. Description, quantity, and location of records available for transfer to the War Department Records Branch, AGO.
3. The initial report will cover the period 1 December 1943 to March 31, 1944, and will be submitted so as to reach office Service Branch not later than 2 April 1944.
By order of the Chief, Chemical. Warfare Service:
ACCWS for Material
C (2 copies)
LOWELL A. ELLIOTT
Minimum retention period recommended (F111 in 2 or R • not both)
After what interval of time can records of this type de destroyed
when during this period can these records de retired from active files of your orrice.
Reason for recommending destruction:
Permanent Records: (Records to de permanently preserved)
After what interval of time can records of this type de retired from
Do these records include some papers of a routine or valueless character
L. Spocily by typos –
7. Do these records include recurring reports or forns subnitted by field installations?
Yes O NO O Il yes, specify by form number or titlo und indicato altor what interval of time field copies can be destroyed.,
War Department, AGO, Records Division
OFFICE OF PRICE ADMINISTRATION
FILES SURVEY DA TA
Dept. or office
_Prepared by Branch Section or unit
Date prepared 1. Major group and filin: sequence: 4. Major file: (Check only one) Administrative file
2. Description of series contents: (List forms and reports by name and form number)
3. Are these records classifled or clear or both o 4. Quantity:
Earliest date: 5. Kind of copies: (Check one or more) Handwritten o Typewritten o
or processed ( ) Completed forms (
6. Appraisal of file:
Records have continuing (vital) - (important) administrative usefulness.
Do they include papers of a routine or valueless character?
Rec Do they
No istorical an or regu
Records have (historical) - (research) - (statistical) or
Records have transitory or temporary administrative value only.
7. Extent of duplication:
8. Extent of references:
The material under 6 mos. old is: Very active o active O Inactive
The material over 6 mos, old is: Very active active ( Inactive After what period of time can these records be retired or removed from the files of your office?
9. Do these records include recurring reports or forms submitted from field offices?
C ) Yes ( ) No. If yes, specify form number and title and indicate after what interval of time field copies can be destroyed.,
The purpose of this registration is to establish a practical policy and procedure for the prompt and orderly retirement of OPA records. The records will be inventoried on survey sheets typewritten and submitted in duplicate.
This survey must cover all records filed in your unit-correspondence, protests and petitions, reports, working papers, card reports, forms, maps, punch cards, film, blueprints, printed publications, etc. It shall include records accumulated in the past as well as records accumulating currently.
The object is to establish clearly the identity of OPA records. The identification should be so accurate that it will obviate any misunderstanding of the character of the records involved. The records shall be broken dorm into "file series," each of which contains material of the same kind, relating to the same subject or activity, and filed and used as a unit, regardless of the space occupied. Each specific series of records shall be described on a separate survey sheet.
If any.item requires more space than the form allows, complete your
Check the major group to which the file series belongs. This break-
office, e.g., internal policies, procedures and memoranda, general
and specific instructions and orders, and organization charts. Alphabetical File. General files" of correspondence and related
records arranged alphabetically by name of correspondent, that is,
by person, firm, or organization.
arranged by subject matter, e.g., by commodity, service, activity,
or function. Fiscal Records. Budgets, ledgers, allotments, pay rolls, etc. Information File. Printed materials such as the Congressional Record
and Federal Register, near prints, mailing lists, trade publica
tions, etc. Operational File. Records of the work done by OPA in the course of
performing its specific functions, such as the files of documents that reveal the significant steps in the preissuance formulation and post-issuance administration of each regulation, amendment,
order, adjustment, or other action. Personnel File. Applications for jobs, appointments, severence non tices, leave cards, efficiency records, compensation matters, etc.
Research File. Questionnaires, tabulations, work sheets, manuscripts,
Forms A and B, etc., where the research was for scholarly, in
formational, or operational purposes. Other (specify). If the above major groups do not indicate the na
ture or character of the series, supply your own. Indicate the organization of the major group, such as alphabetic name, alphabetic location, alphabetic subject, numeric subject, straight numeric, chronologic, decimal, etc.
Item 2. Give a description of each specific series of records in the major
group that will identify its contents. This description should be
a. Weekly progress reports of the Non-Ferrous Metals Branch.
under MPR 165.
ing memoranda, papers, job descriptions, recommendations,
including Standard Forms No. 57, 61, and 62.
d. General financial reports on Forms A and B. Item 3. Check to show whether records are classified (that is, secret, re
stricted, or confidential); or clear (that is, unrestricted); or both. Item 4. Quantity: estimate in terms of file drawers or linear feet. Earli
est date: indicate earliest date, giving month and year; if the
series is closed, give covering dates. Item 5. Check the one or more ways in which the documents were prepared. Item 6. For each series a recommendation on the operational and/or possible
archival value should be given. Specifically, indicate whether the records are indispensable (vital) or necessary (important) for a continuation of operations, whether they are useful (transitory or temporary) for a limited period of time, or whether they are non
essential. Item 7. Indicate both physical and content duplication by checks. Indicate
the place of duplication. If the content of the record is duplicated or summarized partially or entirely, provide information that will show content relationship to other records. Specifically, state which other records contain information that duplicates or summarizes the content of the records, and where such other records are
maintained. Item 8. Check the length of time the records are needed for operational
purposes. Item 9. Account for records submitted on printed or other forms by field offices.