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Washington 25, D. C.

9 March 1944




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:

8. That all file cabinets and safes have been cleared of the following:

(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.
b. 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.
d. Authority for destruction.

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
ACCWS for Field Operations

C (2 copies)


Colonel, CWS
Executive Officer

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Minimum retention period recommended (Fill in g or ] • not bota)
a. Temporary Records: (Records other than those to be kept permanently)

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


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Reason for recommending destruction:

Identical duplicate retained elsewhero Where?
b. content of record summarized or duplicated in substance elsewhere

Records of transitory or temporary administrative value only

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Permanent Records: (Records to be permanently preserved)
1. After what interval of time can records of this type de retired from

active files of your office

Do these records include some papers of a routine or valueless character which should be segregated and destroyed. TO O NOO If yosi, what % of total

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Do these records include recurring reports or foras subnitted by field 108tallations? Yes O NO C If yes, specify by form bumber or title ind indicato altor what interval of time field copies can be destroyed.

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24-51684 ABC






Dept. or office


Prepared by
Section or unit

Approved by

Date prepared
1. Major group and filing sequence:
A. Maior file: (Check only one)
Administrative file

Operational file
*Alphabetical file

Personnel file
Subject file

Research file
Fiscal records or reports

Other (Specify)
Information file
B. Flling sequence:

2. Description of series contents: (List forms and reports by name and form number)

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6. Appraisal of file:

Records have continuing (vital) - (important) administrative usefulness.

Do they include papers of a routine or valueless character?

Yes No (
Records have (historical) - (research) (statistical) or

value. Records are required by law or regulation. If so, specify

Records have transitory or temporary administrative value only.

7. Extent of duplication:
Physical Content

Same unit. Where?
Same unit. Where?
Other unit. Where?
Other unit. Where?

8. Extent of references:
The material under 6 nos. old is: Very active active

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?

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9. Do these records include recurring reports or forms submitted from field offices?

oYes No. If yes, specify for number and title and indicate after what interval of time field copies can be destroyed.

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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 dow 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. &. Check the major group to which the file series belongs. This break

down 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 fileg" 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 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 nom 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
concise but sufficiently full to give one who has not seen the rec-
ords 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:

Weekly progress reports of the Non-Ferrous Metals Branch.
b. Individual price action, e.g., applications for adjustment,

under MPR 165.
A personnel folder on every employee in the unit, contain-
ing memoranda, papers, job descriptions, recommendations,
journalized actions, leave record, tardy record, etc., and

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

Item 9.

Account for records submitted on printed or other forms by field


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