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-120, 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: a. That all file cabinets and safes have been cleared of the following: b. (1) Records which should never have been filed. (2) Records the filing of which was necessary and proper but which have now become obsolete. (3) Records which are of permanent historical value or other possible use but are infrequently referred to by the office in which they were produced. Description of records, identifying each major group, de stroyed during the quarter for which the report is made. 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: Distribution: ACCWS for Material ACCWS for Field Operations C (2 copies) OCCWS-10304 LOWELL A. ELLIOTT Colonel, CWS 5. not both) Minimum retention period recommended (Fill in a or b 1. 2. When during this period can these records be retired from active files of your office. b. Content of record summarized or duplicated in substance elsewhere c. Records of transitory or temporary administrative value only Permanent Records: (Records to be permanently preserved) D. 1. After what interval of time can records of this type be retired from Do these records include some papers of a routine or valueless character 7. Do these records include recurring reports or forms submitted by field installations? Yes No If yes, specify by form number or title and indicate after what interval of time field copies can be destroyed.. War Department, AGO, Records Division RM Form 3 - 9/27/43 31 24-51684ABC 2. Description of series contents: (List forms and reports by name and form number) Records have continuing (vital) - (important) administrative usefulness. Records are required by law or regulation. If so, specify Records have transitory or temporary administrative value only. The material under 6 mos. old is: Very active 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? Yes No. ( If yes, specify form number and title and indicate after what interval of time field copies can be destroyed. OPA HISTORICAL RECORDS OFFICE INSTRUCTIONS FOR PREPARING FILES REGISTRATION 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 down 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 answer on the back, using the corresponding number. Item I. a. Check the major group to which the file series belongs. This breakdown is concerned primarily with the general character and content of the material. Read carefully the following major-group definitions: Administrative File. Materials pertaining to the management of the 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. Subject File. "General files" of correspondence or other records 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 publications, 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 notices, leave cards, efficiency records, compensation matters, etc. 17380-573 b. Item 2. Item 3. Research File. Questionnaires, tabulations, work sheets, manuscripts, Forms A and B, etc., where the research was for scholarly, informational, or operational purposes. Other (specify). If the above major groups do not indicate the nature 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. Give a description of each specific series of records in the major group that will identify its contents. This description should be concise but sufficiently full to give one who has not seen the records an understanding of their general character. Use of the term "miscellaneous" should be avoided inasmuch as it is not adequately descriptive for purposes of identification. Each of the following examples would be inventoried on a separate sheet: a. Weekly progress reports of the Non-Ferrous Metals Branch. Individual price action, e.g., applications for adjustment, under MPR 165. b. C. d. A personnel folder on every employee in the unit, containing memoranda, papers, job descriptions, recommendations, journalized actions, leave record, tardy record, etc., and including Standard Forms No. 57, 61, and 62. General financial reports on Forms A and B. Check to show whether records are classified (that is, secret, restricted, or confidential); or clear (that is, unrestricted); or both. Item 4. Quantity: estimate in terms of file drawers or linear feet. Earliest date: indicate earliest date, giving month and year; if the series is closed, give covering dates. Item 5. Item 7. Item 8. Item 9. Check the one or more ways in which the documents were prepared. Indicate both physical and content duplication by checks. Indicate Check the length of time the records are needed for operational Account for records submitted on printed or other forms by field |
