Civilian Agency Records RG 59

State Department and Foreign Affairs Records

General Records of the Department of State (RG 59)

Central File Records

All correspondence and other records were arranged and filed by subject in one series called the Decimal File (to 1963) and the Subject-Numeric File (1963-1973).

The decimal file, basically a subject file with predetermined subjects designated by a decimal code, has subjects grouped into nine major classes as follows:

• Class 0 - Miscellaneous
• Class 1 - Administration of the U.S. Government
• Class 2 - Extradition
• Class 3 - Protection of private and national interests
• Class 4 - Claims
• Class 5 - International conferences and organizations
• Class 6 - Commerce, customs, trade
• Class 7 - Political relations of states
• Class 8 - Internal affairs of states

As papers accumulated under a specific subject they were assigned consecutive numbers, called enclosure numbers, subordinate to the decimal classification and set off from it by a slash mark (/). The incoming communication and accompanying reply were usually assigned the same enclosure number. The decimal file number and enclosure number are stamped or typed on the first paper in each file.

To illustrate the decimal filing system, a document dated in 1941 in the subject file for financial affairs in Switzerland is 854.51/391. Class 8 is for the internal affairs of states, 54 is the number for Switzerland, 51 is for financial affairs, and the number after the slash mark (/) indicates there were 390 other documents in the file dated from 1910 to 1941. A document dated in 1945 in the subject file for U.S. Claims against Germany is 462.11/3-2345. Class 4 is for claims against Germany(62) by citizens of the United States(11), and the number after the slash mark (/) indicates the date, March 23, 1945. The main subject file for documents relating to World War II is 740.0011. Class 7 is for relations between states, 40 is for Europe, 00 is for the world, and 11 is for war. Within the main file there are hundreds of subfiles each containing thousands of documents. Sometimes letters or words follow the number and are part of the file title. File 740.0016EW is for war crimes in Europe (13 boxes for the 1940-1944 period), file 740.00119EW is for the termination of the war in Europe (15 boxes for the 1940-1944 period), and file 740.00119 Control (Germany) is for the occupation of Germany (134 boxes for the 1945-1949 period).

The decimal file changed in 1950 although most country numbers remained the same:

• Class 0 - Miscellaneous
• Class 1 - Administration of the U.S. Government
• Class 2 - Protection of interests, persons and property [was Class 3]
• Class 3 - International conferences and organizations [was Class 5]
• Class 4 - International trade and commerce [was Class 6]
• Class 5 - International informational and educational relations, cultural affairs
• Class 6 - International political relations [was in Class 7]
• [what was in Class 8 was subdivided into Classes 7,8, and 9]
• Class 7 - Internal political and national defense affairs
• Class 8 - Internal economic, industrial, and social affairs
• Class 9 - Other internal affairs--communications, transportation, science

Researchers not familiar with the State Department Central Files, as well as other State Department records, are advised to consult with our subject matter experts in the consultation area in Room 2600. They also should consult the filing manuals for the 1910-1949 and 1950- 1963 periods. There are three basic finding aids for the Decimal File: Name Cards; Purport Lists and Purport Cards; and, Source Card Index.

Name Cards

There is a name card index for each segment of the decimal file, arranged alphabetically, that helps to locate subject files and documents of interest. It is not comprehensive. There is not a card for each person named in every document, but it is useful for locating a document from or about a non-government entity or private individual.

Name Cards 1940-1949

Name Index to the Decimal File 1940-1944 (Entry 199C)

Boxes 1-1360

Name Index to the Decimal File 1945-1949

Boxes 1-511

Purport Lists and Purport Cards

Every document in every file is listed on purport lists (1910-1944, NARA Microfilm publication M-973) and purport cards (after July 1, 1944) that indicate date, from, to, file number, and a brief description ("purport") of each document. Purport lists and purport cards are arranged in the same order as the records. Researchers should use them to help locate subject files of interest or eliminate the need to examine other records in other subject files.

List of Documents (Purport Books) 1940-1944 (Entry 202C)

Arranged according to Decimal File classification. Lists of all letters and other documents received and sent by the Department of State that are filed in the Decimal File. Boxes 1-594

Lists of Documents (Purport Cards) July-December 1944 (Entry 203A)

Arranged according to Decimal File classification. Boxes 1-101

Lists of Documents (Purport Cards) 1945-1949 (Entry 203B)

Arranged according to Decimal File classification. Boxes 1-1187

Source Card Index

There is a comprehensive source card index for each segment that lists every document arranged by U.S. foreign service post, foreign embassy or legation, State Department office, or other agency of the U.S. Government, thereunder by "to" and "from" and thereunder chronologically. Source cards, like name cards, are useful primarily for identifying relevant subject file numbers. Source Cards 1940-1944 (Entry 198C)
Boxes 1-1060

Source Cards 1945-1949 (Entry 198D)
Boxes 1-1211

As noted above class 7 of the decimal file is for political relations of States. Each country, continent, or geographical area had assigned a two-digit number; Europe was assigned number 40. When the war began, the State Department decided to index all war-related documents in file 740.0011EW for the European war. The documents relating to the Pacific war, considered an extension of the European war, were filed under 740.0011PW. These records, as well as records filed under decimals 740.00 (General Political Affairs of Europe); 740.0011LCC (London Coordinating Committee); 740.0011Moscow (Three-Power Conference held in Moscow in October 1943); and 740.0011Stettinius Mission (Mission to London headed by Under Secretary of State Edward R. Stettinius in March 1944) have been microfilmed as National Archives Microfilm Publication M982.

Among the important decimal file numbers for both the 1940-1944 and 1945-1949 blocks of the decimal file are:

1930-1939 Decimal File

1940-1944 Decimal File

Boxes 1-5930

Boxes C1-C373 (Confidential File Boxes)

1945-1949 Decimal File

1950-1963 Decimal File (Note 12)

Among the most import Decimal File numbers for the 1950-1954, 1955-1959, and 1960-1963 time periods are those in class 2--protection of interests, class 3--international organizations, and class 6--international political relations. Important Country Numbers include 00--the world, 11-- United States, 54--Switzerland, and 62--Germany.

1950-1954 Decimal File

1955-1959 Decimal File

1960-January 1963 Decimal File

Subject-Numeric File February
1963-1966 (Note 13)

February 1963-December 1963 Subject-Numeric File

1964-1966 Subject-Numeric File

Decentralized Office or "Lot Files"