FINANCIAL RECORDS RETIREMENT PROGRAM

. Conk 5 JLbLL a Approved For Release 2003/0312: Join ROPTS-0045388001900500421 bY & EAE ® VENGRATIN FOR: Deputy Director for Support WAHT 5 Financial Records Rebixenont Progran REFERENCES : (a) Your Memorandum, Same Subject, dated 11 December 1967 (b) Memorandum for DDS from Director of ! Finances Sum Subject, dates 2 February 1968 (¢) Retirement Schedule Approved by the Sempron concrat 1. This memorandum contains a recommendation for your pproval. Tho rescemendstion 1s Sonvained. in paragraph 30 2. As a matter of genera) information the volume of financial | 261A recores iis aroropiestely i 20,000 cubic FEET OT TIT Total EFpToRRATely 8,000 cubic foot are i covered by reference (c). The records not covered by reference (c) Toprasent. for tho Rost Dart retired. records hich HLL be desereyed "the expiration of scention periods already smecitied in peeviossly i Soproves senaduies. fn catinated 3,000 Sibte. fess of the roronts covered by reference (c) are of an age which cen be destroyed at this Fimo. mibgect to. the SAGAS actors rescaution of ro porate ich tee discussed in the next paragraph. Those latter racords are comprised { Drinsipaly of original vouchers nd Supporting documensacion crested | SU Rongauayiors and bt £1014 stations: The. setonvion period provided Ry tho retiramont achadile 1s 18 yours for. such voschers Sxcct ror i Veyroi1 vouchers Son ndigongus ouployess. or whem inatvio Fe cards are not maintained; a 56 year retention period is prescribed Tor the Luter category of voscher. 5. Me tuo pointe for shich policy determinations are desired aro as foiovss 8. The ortginal payroll vouchers for indigeneus employees Tor Which a 55 pear rovention period 1s presoesbes | are included with the original voseners of frets ! Approved For Release 2003103128 : CIA-ROP73.00433A000100050042-1  ; Lote Approved For Release 2003/03/28 : CIA-RDP78-00433A090100050042-1 SUBECT : Financial Records Retircment Program stations for all other transactions for which & 12 year retention period is proscribed. The vouchers for accountings by Class B and Class C stations which are certificd and vouchored at Hcadquartars are intermingled throughout the entire lot of original vouchers prepared at Headquarters. There 1s no coonomically feasible way to identity the specific vouchers for which a 56 year retention period is epplicables We sec no practical nocessity for the retention of payroll vouchers for indigenous employees for more than 12 years. Tn our review of rocords retiremont schedules which have been developed by the General Services Administration for general usc by Government agencies we find no special reference to payroll vouchers for indigenous employcos. It 1s to bo noted in this connection that the Comptroller General in his approval of the Agency records retirement schedule stated: "Since these standards are generally patterned after retircnent standards for similar records approved for other departments and agencies, T concur in their adoption.” As a matter of interprotation, therefore, we suggest i that, the Comptroller General statement be considered i 83 an approval in principle. On this basis, we believe i it would be appropriate to modify the schedule to pro- 1 vide a 12 year retention period for these vouchers, consistent’ with retirement standards for similar records approved for other departments and agencies. b. The Office of Sceurity in a previous review of a i Proposed records schedule recommended a retention period of 20 yoars instead of 12 yoars for the types | of records described in items la and 2c of reference (¢). That recommendation ic stated in the attached i memorandun to the Spocial Support Assistant to the : DDS from the Deputy Director of Security dated i 11 December 1963, and vas based on the premise that ; such records had proven useful on occasion in security | analyses. Me were informed on 5 Pebruary 1964 by route | sheet also attached that the DD/P concurred in those { views. There have been relatively infrequent requests by i the Office of Security and DD/P components for searches | of old financial records. Clearly this Office is not in i . Sa. Seti! Approved For Release 2003/03/28 : CIA-RDP78-00433A000100050042-1 :  Lo. Approved For Release 2003/03/28 : CIA-RDP78-004334900100050042-1 i sumsrer + Financial Records Retiroment Progran a position to Judge whether the benefits derived from tose soarchos warrant. the cost of retatning nis type of record for an addltionnl © vear periods The aumag cont of suc ndéltionai storae based on the mo recent. storaje cost cstimate of $1.88 per cubic foot per annum are cctimated at $4,500 per year based on an estimated rosords accumilation of 300 uric feos por Jour of those records 25X1A 4s Destruction of any significant quantity of financial records Comme mist bo deferred until the above points are rosolved. [e538 we modify the 56 year retention period for the payroll vouchers for indigenous amployces, 16 will bo necessary as a praceion mewn © apply that retention boriod to the entire category ob outst vouchers wnich roproscnts about 80 poracnt of the. resords wien sould otheruize be destroyed now under the raccntly approved sehen. sb the retention period for such payroll vouchers La modified, a 50 year retention period mist be applied to the ontire category of Oulan vouchers unless the Office of Security and DOP positions. are moti sted. We have no rescrvations whatsosver in reltorating tha a maim retention period of 12 yoars is fully adoguate insofar as OCFien of ; Finance requirements are concomeds 5. Tt is rocommended subject to Director of Security and : ~~ Deputy Director for Plans agrocment. that a maximum retention period i of 12 years be applied to all original vouchers including payroll i vouchers for indigenous employees (item 2b of reference (c)). Copies i of this nenorandun are boing provided fo the Director of Savuri iy sy £0 the Deputy Director for Flans for consideration of their Lnteeco i in this nabier. ! 25X1A- The recommendation in paragraph 5 | Ls approved: ! i TT Deputy Director Tor Same ThE Distribution: . Original & 5 ~ Maressee 1 - Deputy Director for Plans 12 Director of Sceurity 2 - Records Mgmt. Officer/oF 2 - Director of Finance Subj. Chrono pg 1 oF Registry 3 - PBS Files Ea] Approved For Release 2003/03/28 : CIA-RDPT8.00433A000100050042-1  ; v [7 SRQASSIFIED 0 Dl Wako a00uonzs : cinlmboS0UEMSGahovosonuss) SECRET ROUTING AND RECORD SHEET TET oe — Financtal Records Retirement Program io a Deputy Director for Support _— 7D-26 Headquarters Ea j Lr wn on et S| orests | coms pe woh conc te hr fon shes + Director oT Soeur | ey Ten 4B-60 Headquarters dD del oy For your review and comment 2. ye 25X1A on paragraph § of the attached oo — T Dopuy Diresr or Support 7D-26 HQS - I cdg Deputy Plrckee | ‘for Support |] Lto3: Members of my Staff have BO nfo pe HA pm Sonos pate wot period of twelve years as stated. | 25X1A Drecgkr of Security 22 APR 1968 aa 4 ] 8 6107458" [J] SECRET [] CONFIDENTIAL [1 Lutiat [1] UNCLASSIFIED ‘Approved For Release 2003/03/28 : CIA-RDP78-00433A000100050042-1 '