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the file to the appzoopriata miasion or consular office by registered nail, 

in ordor tba.t it Jllll..Y ba ma.de avo.ilable to the representr.i.tlve ot the Ta.rift 

Colllllllaai.,n or to the 'l'raasw7 agent. Arter dU.e inspection, the invoices 

sha.11 ba retumod to the o.artitying ottioa by registered nail. -st' .. I ,.,..,• • - -- ...... • IS 

Note 15. Inspection ot • .:z.;h!vaa ot a. ez:ivata nature. 4 

(a) Ganera.l. Off'ioars my p1Jrmit the inspection of EU"Ohivas or a priva.ta na.t\U'a by prlw.ta pal'sons subject to the following conditions: 

( l) 'J'he priva.ta pa.rt7 must have an irrh erast in the pa.rtioular 

document. 

(2) The interest shall not involve an impertinent imrostiga.tion or a.n illagitimo.te ob,1aot. 

(.'3) .Tho inquiry must not be corrtl'&l"y to the publlo interest. 

(4) 

(5) 

It the pa.par has beon tiled by the inquiring party, ha llWlt 

asta.blish his identity. 

It the pa.par h:i.s baan f'lled by a. pa.rty other than t\\a inquirer, 

f;he latter must h&va the witton a.uth:>rizo.tion or the former 

to rm:.mlne the pa.par. 

The pa.pars oonoernin;: whloh th" inquiry la z:ade shall be 

sagrcsga.tad from other documents a.ud. oo.ratully scsrutinizad to 

dotanaine llhather they bea.r ondorsaments or a.>ntain attar, 

tile publiaa.tion or knoWle.lga ot which might be prejudicial to 

the publia interest before permitting their e:im.mlne.tion. 

(7) 'l'he private party shs.11 not be ~rm!tta.1 to aopy the pa.pars 

in question. It ao;pies ara required., they mst ba 1111.da by 

an otf'iaar of the Foroien SorV'ioa and duly oertifi.a.d by him. 

(Sao 'l'a.rif'f' of United Sta.tea Foreign Servioa 'hos, sea- ti"on V-15 ,.) 

(8) In aase ot doubt a.s to the propriety or permitting the inspection ot pa.pore in a givon oase, the Dapa.l"tmont she.ll first be 

requested tor instruotions. · . 

( l) Noa.r rala.tivea of' ti.ppllonnt. 

(2) Attorneys tor applicants, or ror other ~iientswhon the applloa.nt ~· deoao.aad and the olients h!l.ve a. lagitiD11;Lta irrtel'eat in the 

l'aoord. · ' 

(.'3) Rasaarahars in ganaa.logy. 

(4) Parsons concerned in the aattlemant ot esta.tea. 

(5) Public walfD.l"e organizations. 

(6) American courts a.nd ottioial aganoias. 

(7) InsW'GllOe oomiXUlias. 

Whan a husband and wife ha.va an. absolute divorae, the records of one aha.11 be aonf'idantio.l f'l'Om the ather. 

Lists ot parsons registered or ot American citizens residing £n a. aon- sulazo diatriot stall not be f'umishad to inquirers in the United Sta.tea or ~~~. . 

April 1,40 VII-17 

@'pp roved for Release by NSA on 04-10-2014 pursuantto E .0. 1352a 
REF ID:A67347 • 

sm. VII-3 

Rasponaibilitz: tor Arohivas 

Mota lli. Ra•ponaib:lU:ty tor a.rohlvas. The prinOip&lr otfioer in a mission or consular oflioe shall ba resporm161a tor the proper ma.intemnoa, preservation, &nd satogua.rding of the arohivas in aoaordanoa with the terms or the 

foregoing instruotions. (Saa sntio'! IV-3.) 

A member ~r the ste.f't shall be designated ta 1nspoat the reaords and uahives 

at reasonable intervals to aheok on their aondition. 

VII-4. Sategua.rding ot. aod;s. 'l'he aodes in Foreign Service ostablishmants 

shall be sataglis.rded in aaoorclanoe with suah rules &nd regulations as the Seoreta.r;y ot Sta.ta my presoriba. (E. O. No. B.'379~ Ma.rah 19, 1940e) 

(a) Only oommisaioned ottioers and suoh Amerio&n amplo;yeos or the Foreign 

Sel'V'iae as have boan speoitioa.lly authorized by the Dopo.rtmant ot 

State to perform this work ma,y onaoda or G110iphar, doooda or dooiphar 

maesa.ges sent or rua1Yad in the oontidantial oodes. 

( b) Only aommissionad ottioers and auah American employees or the Foreign 

Sel"V'iae a.a have bean spoaif'iaall;y daslgrJatat;l by the p.rinaipa.l of'tiaer 

at tho post may anoode or deaode massages sent or reaeived in nonaon- tidantia.l aodas. 

(a) Whan in use, the oontidential aodes or aiphers n.111t never be left, nan momentarily, unless guarded by a oolllDissionod otf'ioar or an Amariaan 

.uployee who has b~an authorized b;y the Department to use the oodes. 

(d) Under no airaumsta.naes shD.ll a. oitizen or subJeot or a foreign government ha.ve aaaoBB to or a.n opportunity to obsel"V'e suoh oodea or be 

permitted t., gain any knowledge thtir11ot, through the tak1ng of' 

diata.tion or by a.ny oth~r maa.ns. 'If at a.ny time &n otf'ioer lea.ms 

that a DeparilllOllt aontidentia.l aode or aipher :la known by a. foreign 

government, or develops a reasonable suapiaion that auah is the aaso, 

ho shall report the matter at onotl to tho Deps.rtment in full deta.11 

tor ramodia.l action. 

(a) l!:n.ooding or enolpharing aha.ll ba dona .trom the origiml only. 

(r) Coda or aipher symbols shall be printed by hand by the parson doing the 

work. Under no airoumstanaes shall aode symbols be oallod f'rom one popson to another. 

(g) Confidential and noncontidontia.l oodes shall nwar be used in tho same massage. Certain infornation, auoh as quotations from oi'tiaia.l nor- 1'eapondenne1 lette1'S1 or nGll'Spa.pers, shall al~ be transmitted in 

nonoanfidanUa.l oode. Whan it is neoessa.ry to aomment on auah intornation, tho oomments sha.11 ba embodied in oontidentiu.l oode in a. separate 

mossa.ge "ehioh sha.ll inaludo a. atatGlllBrxt to the ef'teot tha.t the 

information 00111111Bntod on is being forwarded in a sapi.mte message. 

'l'he. maBSage ootrtalnin& tho nollll!Ol'rts sha.11 a.11111.YB be forwarded a.bead ot 

the message oorrta.lning tho intor1111Ltion which is the subJoat of' comment. 

(h) So far a.a possiblo, the encoding ot moBBages shall bo verified bef'oro 

sanding b;:r doooding a.nd oampa.rlng With the arigina.l text;. 

VII-18 

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Sl!:Co VII-4 • 

(i) In enooding or enoiRbePing a. message OI' in daooding or deoiphering 

one, the true l'OO.ding, tho para.phrase (it one is nado), and the 

oode or o_ipher text. aha.l~ be written on Hll!Lm.to shests or pa.per. 

(J) Tha verbatim text or true raa.dins; of' the message reoeivad or sent - · "1.n ·o.:ide aha.ll not be n:e.de known, shown, or oonmnioated to ~one, 

other thm the Department of' State, oomm1Hioned of'f'ioara of' the 

Foreign Serrioa, and Amerioen employees ot the F:n•eign Se"ioe 

Who ha.va buan dasianatad to pel'i"ol'lll work of' this na.tUl'a. Ir it 

is neoassa.ry to oommunioo.te the gist or th11 massage to any other 

parson, its oorrtants shll.11 be oarafully para.phrased and only the pa.ra.~a oommunioatad. 

In this oonnootion attention is o&llad to saation 135, title 22 

of' the United Sta.tea Code, whioh provides &a f'ollon: ' 

Whoever, by virtue of' his employment by the United 

Sta.tea, ah&ll obta.in from another or shall have custody or or aooass to, or sha.ll have ha.d oust"~ of' or aooaBB 

to, any of'f'ioia.l diploantio coda or any natter PJ"BIUl"ell 

in any suoh ooda, or whiah purports to ha.vo bean prepared 

in a.El¥ such ooda, and sho.11 nlltully, without 11.uthol"iza.-

tion or oompatent a.\lthority, publish or furnish to a.nothal" 

any suoh oode or ma.ttal'1 or CllJ1' natter whioh was obto.inad 

11h1le in tho process or transmission betwaan any f'opeign 

govel'Dlllerrt and its diploaatio mission in tl~ United Sta.tea, 

shall be tined not IQDre tha.n $101 0001 ol' imprisoned not 

mol'a tho.n ten years, OI' both. 

(k) All stonogra.J;'hio notes, Nugh dra.tts, and oa.rbon pa.per used in anoodind, enoiJtie:ring, decoding, or deciphering measBgOs shll.11 be bu:rnod 

immediatoly tho masaa.ge is transo:ribed • 

{l) MeBBa.ges in the oonf'idantial oodes or ciphers sha.11 not be tmns- mitta~ by wireleas telegraphy. 

Note 2. S&fe~ii!Iof' codas a.nd oiphsrs. The f.,llowing :regulations nth 

Paf'"erenoa to the sa:egua ng of oodes and oiPhers, when not in use, slnll be 

striotiy obsel'V'ed: 

(a.) Zither the prinoipa.1 offioa:r a.t a. post sha.ll be pe:rsomlly raapt1nsibla 

tor the safekeapir.g of' the oodes and oipho:rs or ha sbe.11 designate 

an?ther Foreign Service off'io er assigned to tbe post to usum11 

pe:rsoml l'asponsibility t"o:r their oustoc!IY and oa.pa. 

(b) When not in use, the oontidenti&l oodas a.nd oili'lers shall be kept in a looked oompe.rtmant or box in the sate. In th• wont tha.t the so.fa 

is not fitted with & looked oo:npi.rtlllllftt, contidentia.1 codes and 

oiphars ahc.11 be sea.led ea.oh time af'tor being used. 

(o) Dn4' those off'ioors and clerics authoriZBd tu use the oonf'identio.l 

codes and oi;hers shall be given the oombination or ol' have aooess to the safe oontaining the oode11, oi;ihers, a.nd strictly confidential 

oo:rraspondarma f'ila. Combi11&tions or sates sh&ll be oho.zigad 

pa:riodioa.U,y, at le&St onoe in two yao.rs. Ea.oh time a ohs.nge is 

ettaota.d in the combination of' a. s&f'e the Depe.rtmmt ah&ll be informed by means of' a oara' prapi.:red in the to llowing form: 

a, ranoe, 

/n.lpst 10, l,,,. 

Sha.w-W&lkar Sa.re No,. 26,23 

Inventory No. A7.l 

Oombin.11.t.!2!! 

'l'um l'ight tour times to 40 

Tum lert thl'aa times to 30 

'l'um Pigtrt twioa to 20 

'1'u!'l1 lett to 10 to open 

VII-1, 
SIC. VII-4 

REF ID:A67347 

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This ol:\l'd shall ba tl'B.nSmittod to tho Depa.rir.iant in a. sea.lad anvalope 

marked ''Safa Combination" whioh shall in turn ba enoloud :l.n anothal" 

sea.led envalopa a.d.~assad to tha "Ch:l.at or tha D:l.v:l.s:l.on or rol'aign 

SGl'V:l.oe A.dministl'&tion". Of'tioal'S &l'e cautioned to torwud the 118.f'a 

aombimtions in stl':l.ot aonfol'mity with the fol'ego:!.ng :l.nstruations. 

(d) At lea.st onaa a. daJ' the oi'fioel' ahargod with tha sa.f'akeap:l.ng of' the aodes 

a.rid a:l.phers shall ohaok tham to sea that they &1'8 int.a.at. A de.Uy l'a~ 

pol't on the l'aaults of' th11r aheak shall ba submitted to the pl':l.na:l.;a.l 

.ott:l.oel". 

(a) Only undal' &XDapt:l.ona.l oil'OUlllllta.naas B.l'a ooda books to be rebound and 

the speo:l.f'io :wthol'imt:l.on or the Dapa.rtmerrt shall be obta.:l.nad in o.dva.rla• 

in ea.ch :l.nstanoo. In the event a. ooda book beoomes unfit tol' f'ul'thel" 

use, a. nn one shall be l'aqW.s:l.t:l.oned tram the Dai;:o.rtraent a.nd a.t the same t:l.ma :l.nstl'UOt.1ons requested w:l.th :raf'erenae to the disposition to be m.de 

ot tho old oode. 

(t) On Ja.l'WO.ey 1 and Jul)- 1 ot aq,oh 7ea.r, ea.oh Foreign Sal'Y:l.ae esto.bl:l.shment 

sha.11 submit a. re:;iol't to the Dopa.rimarrt; on the numbel" a.nd oond:l.t:l.on or the oodas in its posaass:l.on. 

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VII-20 

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