1. Purpose This memorandum contains updated instructions for controlling and storing the records of certain VIP's in NPRC vaults. These VIP records include those of certain government officials, celebrities, and persons receiving notoriety or adverse publicity. The records are withdrawn from the open files and stored in the appropriate NPRC vaults to protect them from damage, destruction, or compromise.
2. Cancellation NPRC 1864.99A is canceled.
3. Applicability The provisions of this memorandum are applicable to all NPRC employees.
4. Reason for revision This revision updates policy and instructions for protecting, controlling, and restoring the records of VIP's.
5. Forms This memorandum makes use of the following forms.
GSA Form 6861, Request for Amendment(s)
to Computer Index
GSA Form 7208, VIP Control Card
Regional Form R6-7073, Important Notice
DAVID L. PETREE
Director
1. General policy. The civilian and/or military personnel and medical records of certain individuals are withdrawn from open files and placed in the appropriate NPRC vault when the individual takes office or when he/she meets other criteria contained in this memorandum.
2. Retention period. All VIP records transferred from the open files to an NPRC vault under the provisions of this memorandum remain stored in the vault on a permanent basis while the records are in the physical custody of the Center.
3. Criteria for storage of records in VIP vault file.
a. President of the United States. The records are withdrawn from the open file and sent to the Chief, Military Operations Branch, or Chief, Accession and Disposal Section, Civilian Operations Branch, as appropriate. A letter is prepared by the Military Operations Branch to NC for the signature of the Center Director asking NC to obtain the permission of the appropriate military service to prepare a microfilm copy of the military records. The original military and/or civilian records are eventually deposited in the appropriate Presidential Library; a silver halide negative master microfilm copy is placed in the National Archives; and a diazo service copy is retained in the appropriate NPRC vault.
b. Vice President of the United States. All procedures cited in subpar. 3a, above, are followed to obtain permission to produce a microfilm copy of records. The original civilian and/or military record is retained in the appropriate NPRC vault and a silver halide master negative is placed in the depository chosen to house the papers of the Vice President.
c. Other government officials. The records of government officials holding any of the following offices are placed in the appropriate NPRC vault upon election or appointment of an individual to the office.
(1) U. S. Senators.d. Persons other than government officials. It is not possible to formulate definitive guidelines for determining which individuals are celebrities or persons of notoriety whose records are to be removed from the open files and stored in the vaults. Examination of various news media can help to identify such persons. Since the selection process is based on subjective criteria, each case requires special judgment. Every effort should be made to keep this group to a minimum consistent with the intent of this memorandum. Categories to consider include well-known performs and writers, publicized criminals, and local government officials.(2) U. S. Representatives.
(3) Justices of the Supreme Court of the United States.
(4) Secretaries, Deputy Secretaries, and Under Secretaries of each cabinet level department.
(5) Staff members of the White House Office listed in the Government Organization Manual.
(6) Members of the Council of Economic Advisors.
(7) Director and Deputy Director of the Central Intelligence Agency, the Federal Bureau of Investigation, and the U.S. Secret Service.
(8) Appointed heads of independent agencies, commissions, and other high level executive branch offices (e.g., GSA, FCC, Office of Management and Budget, OPM, etc.).
(9) Chairmen and members of the Joint Chiefs of Staff.
(10) Ambassadors requiring confirmation by the United States Senate.
4. Responsibilities and procedures. All employees are to be alert for and notify supervisors of records of individuals who could be accorded VIP status and their records removed from the open files and placed in the vaults. Specific procedures are outlined below.
a. Research room attendant (MPR). Attendant reviews the Weekly Compilation of Presidential Documents, paying particular attention to the current nominations listed in the back of this publication. When a person is identified as a VIP, the name is checked against the computer printout of vault record holdings. If the record is in the vault, no further action is taken. If no record is in the vault, the following actions are taken by the attendant.
(1) Attendant completes GSA Form 7208, VIP Control Card, in original and two copies (see fig. 1), annotating any pertinent biographical data found in previous issues of the Weekly Compilation of Presidential Documents and the Who's Who in America. Show all sources of biographical information at the bottom of the GSA Form 7208 for Federal civilian and military service.b. Search and File Sections (MPR). Upon receipt of a GSA Form 7208 and any Finding Aid Reports, complete a search for the record, charge the record out to the NPRC (MPR) Vault and route the original GSA Form 7208 and record to Office of the Chief, Military Operations Branch. Place Regional Form R6-7073, Important Notice, in open file with heading and part 3 of form completed. If no record is found, route original of GSA Form 7208 and record of negative searching action (including the results of any verification and/or misplaced records search) to the Research Room. Insert Regional Form R6-7073, in open file with heading and part 2 of the form completed.(2). Send one copy of the completed GSA Form 7208 to Accession and Disposal Section, Civilian Operations Branch on a GSA Form 14. In the remarks area of the GSA Form 14, state: "VIP cards."
(3) If a branch of service is indicated, check the most recent microfiche index of MPR holdings. If a record location is found, annotate Registry number in upper right hand corner of original GSA Form 7208 and route to the appropriate search and file section. If a search of non-registry files is indicated, route GSA Form 7208 to Search and File Section, Navy Reference Branch. File copy of GSA Form 7208 in VIP file located in Research Room.
(4) If no military service is indicated or no record location is discovered on the index, probe computer as required. Route positive Finding Aid Report and original GSA Form 7208 to appropriate search and file section. File copy of form in VIP file.
(5) If no record location is found or a negative report of search is returned by a search and file section, annotate the original GSA Form 7208 with all actions taken, date, and initial. Do not retain negative Finding Aid or negative search reports. File GSA Form 7208 in VIP file.
c. Office of the Chief, Military Operations Branch. Upon receipt of GSA Form 7208 and record, the following actions are completed before placing record in the vault.
(1) Assign a "V" Registry File Number to each VIP record, record the assignment in VIP registry log, and prepare a record label. (NOTE: "V" Registry File numbers 1 through 100,000 are reserved for VIP records.)
(2) Complete GSA Form 6861, Request for Amendment(s) to Computer index, deleting the open file computer index number (if appropriate) and adding the record to the "V" Registry Index. Route to Records and Data Input Unit for processing.
(3) Annotate GSA Form 7208 with the assigned "V" Registry number and file form in positive VIP file in vault.
d.Records
and Data Input Unit. Process GSA Form 6861, Request for Amendment(s)
to Computer Index and verify.
e. Accession and Disposal Section, Civilian Operations Branch. Upon receipt of GSA Form 7208, complete the following actions.
(1) Reviews various sources of biographical information, including the City of St. Louis Public Library, as is necessary to obtain a social security account number and a date of birth and evidence of civilian Federal government service.
(2) Reviews computer registry file index for records, probes computer (DO NOT USE CODE I), and/or requests search of pre-Registry files, as appropriate.
(3) If evidence of service is found or a record is listed, routes GSA Form 7208 with computer inquiry to Search and File Section, Civilian Reference Branch.
(4) Upon receipt of GSA Form 7208 and record or refile material, forwards request to change registry number of a "V" registry number to Mail and Data Input Section, Civilian Operations Branch.
(5) Annotates GSA Form 7208 with "V" Registry number and places record or refile in vault. Places GSA Form 7208 in positive VIP file.
(6) When no further action is indicated, place GSA Form 7208 in negative VIP file.
f.Search
and File Section, Civilian Reference Branch. Upon receipt
of GSA Form 7208, searches for and charges out record or refile to security
vault. Routes record or refile and GSA Form 7208 to Accession and
Disposal Section, Civilian Operations Branch.
g. Mail and Data Input Section, Civilian Operations Branch. As requested, processes requests to change registry file number to "V" Registry file number or to add a "V" Registry File number.
5. Employees. All employees are to notify supervisors whenever a record is discovered which should possibly be placed in the "V" Registry File. Supervisors are responsible for recommending appropriate records to be included in the VIP file, completing GSA Form 7208, charging out the record as described in subpar. 4b, above, and routing record and GSA Form 7208 to the Office of the Chief, Military Operations Branch, or the Accession and Disposal Section, Civilian Operations Branch, for further procession.