FOIA Act: IBB

Index of Records

(The system of records is being updated)
  • Associate Director's and Deputy Associate Director's files (B) (Executive Secretariat)- correspondence; telegrams; memoranda
  • International negotiations site files - correspondence; memoranda; telegrams; negotiations with host countries; agreements
  • Office of Policy G):
    1. Director's subject files
      • Program files - correspondence; telegrams; memoranda
      • Administrative files - records relating to the internal housekeeping activities of the office
    2. Editorial files - regular editorials and editorial "briefs"
  • Office of External Affairs (G):
    1. Director's subject files:
      • Program files - correspondence; telegrams; memoranda.
      • Administrative files - records relating to the internal housekeeping activities of the office.
    2. Bureau of Broadcasting Publication files - one copy of each Bureau publication including "Voice," "VOA Today," and "A Guide to Radio Listening."
    3. "Voice" Magazine distribution and working files - distribution lists; telegrams; letters from readers; manuscripts.
    4. Audience mail files - correspondence from audience; monthly mail reports.
    5. Audience research country files - correspondence; memoranda; copies of USIA, USIS and other reports concerning the audience reached by VOA broadcasts.
  • Office of Voice of America Programs (VOA):
    1. Director's subject files:
      • Program files - correspondence; telegrams; memoranda
      • Administrative files - records relating to the internal housekeeping activities of the office
    2. Deputy Director, VOA Europe, program subject files - correspondence; telegrams; memoranda pertaining to planning, development implementation and integration into regular VOA broadcasting of major network of broadcasts in national languages and English to Western Europe
    3. Stringers/correspondents files - correspondence; reports; copies of purchase orders; payroll information
    4. Scripts files - copies of producers' notes of deletions, additions, revisions, etc., with English translations (if any), Daily Broadcast Content Report, Cover Sheet for Broadcast Script and attachments such as house scripts, teletype news, and other background material
    5. Tapes, disks, and other audio recordings - Historical significance records including audio records of significant feature program produced by Worldwide English and Language Divisions that document VOA's mission, functions, policies and activities. Included would be a selection of the interactives or "radio bridges;" programs that reflect and document important milestones in the broadcast history of each language service; programs covering major new events that are exclusive to a particular language service; and programs submitted or selected for awards and honors
    6. Program review notes files by divisions and branches
    7. Audience mail files - audience reports and incoming letters from listeners in response to programs.
    8. Radio log files - logs of daily broadcasts
    9. Annual program review files - reports and studies concerning programming philosophy, audience profile, broadcast clocks, research reports, statistical analysis, and content and music analysis
    10. Broadcast activity schedules files - reports and schedules citing the number of broadcast hours by language to illustrate the net increase or decrease of programming
    11. Special events files - reports and memos on special operations of Traffic Management section
    12. System for news and programming (SNAP) - a multilingual word processing and database management network for writers, editors, foreign language adaptors, producers, technicians and broadcast managers to use in preparing scripts, program logs, etc., used in radio broadcasting. It includes a Central Scripts Subsystem; a Broadcasting Contents Subsystem; an Authentication, Electronic Mail, and other Central Service Subsystem; Communications Service Subsystem
    13. Technical computer network (WICAT) - provides miscellaneous database services to the logistical support divisions of VOA Broadcast Operations. It includes automation of the Tape and Music Library catalogs, property management, scheduling of audio traffic, planning for "special events"T> news coverage, and system administration of SNAP
  • Office of Engineering and Technical Operations (E)
    1. Director's subject files
      • Program files - correspondence; telegrams; memoranda
      • Administrative files - records relating to the internal housekeeping activities of the office
    2. Deputy Director's subject files - correspondence; telegrams; reports; memos
    3. Tasking and tracking subject files - correspondence, memoranda, reports and background materials regarding design, development and operation of an integrated management control system which tracks and reports on the accomplishments of all assigned tasks, milestones and products relative to the office
    4. Relay stations project subject files - correspondence, memoranda, telegrams, reports, and related records concerning relay station projects
    5. Quality assurance testing report files - testing procedures for project-related equipment and facilities including guidelines, checklists, plans, etc
    6. Special survey reports files - survey reports re: site data, site survey data
    7. Maintenance and repair projects subject files - correspondence, telegrams, photographs, drawings, etc., concerning active and completed repair projects
    8. Document tree files - correspondence, memoranda, reports, studies, plans, drawings, specifications defining the VOA modernization mission and effort.
  • Office of Administration (PA/A)
    1. Director's subject files
      • Program files - correspondence; telegrams; memoranda
      • Administrative files - records relating to the internal housekeeping activities of the office
    2. Safety and OSHA files - correspondence, memoranda, reports, plans, etc., relating to air pollution, accidents, safety, monitoring, etc
  • Office of Personnel (PA/P)
    1. Director's subject files
      • Program files - correspondence; telegrams; memoranda
      • Administrative files - records relating to the internal housekeeping activities of the office
    2. Official Personnel Folders - civilian service personnel folders including transferred employees and separated employees
    3. Foreign Service Personnel Folders - includes transferred employees, separated employees, and performance evaluation folders
    4. Temporary individual employee records
    5. Position description files
    6. Employment applications
    7. Employee awards files (excluding departmental level awards)
      • Case files - recommendations; approved nominations; correspondence; reports; related handbooks pertaining to Agency-sponsored cash and non-cash awards such as incentive awards, within-grade merit increases, suggestions, and outstanding performances
      • Correspondence regarding awards from other Federal agencies or non-Federal organizations
    8. Labor management relations records
      • Labor management general and case files - correspondence; memoranda reports re: relationship between management and employee unions or other groups.
      • Labor arbitration general and case files - correspondence; forms; background papers
    9. Grievance, disciplinary and adverse action files
      • Grievance, appeal files (except EEO complaints) - statements of witnesses; reports of interviews and hearings; examiner's findings and recommendations; copy of the original decision; related correspondence and exhibits; records relating to a reconsideration request
      • Adverse action files - case files created in review of an adverse action (disciplinary or non-disciplinary removal, suspension, leave without pay, reduction-in-force) against an employee including a copy of the proposed adverse action with supporting documents; statements of witnesses; employee's reply; hearing notices, reports and decisions; reversal of action; and appeal records (excluding letters of reprimand which are filed in the OPF)
    10. Training records - training-related files excluding copies of manuals, syllabuses, textbooks and other training aids
  • Office of Cuba Broadcasting (Radio and TV Marti)
    1. Office of the Director and Deputy Director (C)
      • Directorate subject files - correspondence; memoranda; telegrams; Radio Marti Program Fact Sheets; weekly reports to the Director of USIA; speeches; briefing books; minutes of staff meetings
      • Biographic files - biographies of prominent Cubans, mainly government officials compiled from interviews from published sources, and tapes of interviews used as sources for the biographies
      • RMP handbook of broadcast operations files - a manual describing the RMP policies and procedures of the various components; background materials in developing the manual and revisions to it
      • Chronological file - record copies of policy related outgoing correspondence with attachments and original incoming letters attached
    2. Research Department (CRR)
      • Cuba reports - a summary of events in Cuba and significance for the current flow of news including sections on foreign policy, economics, military, social development, domestic politics and ideological control. Cuba- Quarterly Situation Reports are published as the Cuba - Annual Report
      • Daily radio reports files - daily summaries of major Cuban news broadcasts (two per day)
      • Calendar of significant events files - lists of significant events in Cuban history for preparing programs for broadcast (prepared monthly)
      • Calendar of upcoming events files - lists of upcoming events relating to Cuba used in preparing programs for broadcast (prepared monthly)
      • Radio and TV monitoring files - audio tapes and video cassettes of selected Cuban radio or television programs recorded by Radio Marti as source materials for future RMP broadcasts
      • "Testimony" program interview files - audio tape cassettes of original interviews of recent emigres from Cuba, covering more information than the edited tapes used for broadcast.
      • Program background files - background materials for programs such as "Focus" and "Roundtable," including scripts, copies of source information used in producing the program
      • Information center files - bibliographies; lists of experts; research notes; information center bulletins to use in developing programs
    3. Audience Research (CRR)
      • Listeners letters files - letters received from listeners of Radio Marti commenting on programs and quality of radio reception with copy of form letter in response to listeners outside of Cuba
      • Audience research reports files - reports providing feedback on listener response to RMP broadcasts including program evaluations by focus groups or panels of experts on Cuban radio; field surveys among the recent Cuban emigre population; surrogate listener panels; interviews on Cuban media habits and audience response from emigres and visitors
      • Audience research master files - electronic file of data bases containing data from the audience surveys conducted each year
      • "Perception Analyzer" tape files - magnetic tapes containing a record of the reaction of audiences using "Perception Analyzers," to RMP broadcasts results of which are summarized in the audience research reports discussed above
    4. Programs Department (CRB)
      • Logger tapes - audio tapes of verbatim recordings of programs broadcast over Radio Marti beginning March 27, 1985. Each tape covers one day of broadcasting is on a 7 inch reel and are intended only for temporary use
      • Program log - daily report showing time, name and length of programs broadcast over Radio Marti
      • Individual program (reference) tapes - audio tapes of programs documenting Radio Marti's mission to bring commentary, current events, social, political, and economic information to Cuba and other program tapes not selected by Radio Marti staff
      • Individual program (reference) tapes index - indexing data of only the tapes schedules as permanent to include documentation or instructions necessary to read the printout; electronic form of the index and accompanying documentation
      • Program working files - daily record of all programs broadcast, including daily broadcast content report; cover sheet for broadcast script; producers' copies of scripts with notes of deletions, additions, revisions and other changes from original; background materials such as news sources
      • Producers' project files - form used to chart the progress of a program during the various stages of production
      • Producer's journals - form used to control the recordings of programs, including time on and time off; program name; length of time of program; technicians name; remarks
    5. News Department (CRN)
      • Evening news tapes - tapes of the evening news broadcasts (one show per day, five days per week)
      • Daily record of news service files - daily record of news broadcast by RMP, including daily broadcast content reports; scripts; news sources; background materials
      • Stringer/correspondents files - correspondence; reports; copies of purchase orders; other payroll information relating to individual stringer/correspondents
      • News reference files - reports; clippings from various publications; scripts; other materials used by reporters and writers as background and reference files used in developing broadcast scripts
    6. Technical Operations Division (CO)
      • Technical supervisors' office files - correspondence; memoranda; schedules; forms; reports; other materials relating to operations of the division
      • Technical project files - copies of contracts; correspondence; project logs; financial logs; related materials
      • Maintenance and operations controls files - logs; schedules; inventories records relating to the day-to-day operations of the radio and relay stations including work schedules and assignments; parts inventories; tape duplication forms; maintenance logs (equipment trouble reports); operating logs; short wave reception logs; dehydrator pressure logs; generator operating logs; tube service reports; master logs; discrepancy logs; production logs
    7. Advisory Board on Radio Broadcasting to Cuba (CX)
      • Advisory Board subject files - agenda; minutes of meetings; correspondence with Board members; general correspondence; annual reports to the President; special studies; related materials
      • Advisory Board chronological files - outgoing correspondence of the Board (not duplicates)
  • Office of Worldnet Television and Film Service (TV)
    1. Worldnet daily feeds - a two-hour news and information satellite package produced daily (M-F) to present USIA's image of America to a world-wide audience, including menus listing the contents of each videocassette tape produced daily and TV guides which give a general description of upcoming programs and are produced weekly
    2. Lab service quality control branch - stock footage, outtakes and trims created during the course of Agency sponsored film productions.

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