LETTER TO MICHAEL J. KURTZ FROM <SANITIZED> (W/ATTACHMENTS)

• Document Type: FOIA
• Collection: FOIA Collection
• Document Number (FOIA) /ESDN (CREST): 05496173
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 29
• Document Creation Date: December 28, 2022
• Document Release Date: March 30, 2018
• Case Number: F-2017-02159
• Publication Date: September 27, 2002

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Central Intelligence Agency
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WashingtorIDC20505
27 September 2002
Dr. Michael J. Kurtz
Assistant Archivist for
Records Services - Washington, D.C.
National Archives and Records Administration
8601 Adelphi Road
College Park, Maryland 20740-6001
Dear Dr. Kurtz:
(U) Enclosed is our progress report pertaining to the recommendations
you made in your March 2000 Evaluation Report of Records Management in
the Central Intelligence Agency. This response focuseS on those
recommendations you indicated are not yet closed. Also, enclosed is a
list of the attachments we are sending to you in an accompanying
notebook. These attachments, some of which are classified, are
exemplars of material requested and/or evidence of our actions to
satisfy open recommendations.
(U) If you have questions, please contact
Chief of the Records and Classification Management Group, or me. We
strongly recommend a meeting to discuss any unsatisfied recommendations
prior to a response letter. can be reached on
my number is
_ ... _ ....
sincerely
Deputy Director,
Information Management Services
(U) Enclosures:
A. September 30, 2002, Progress Report on the March 2000 MARA
Evaluation of CIA Record Keeping Practices
B. List of Attachments
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Enclosure A
September 30, 2002, Progress Report on the March 2000
NARA Evaluation of CIA Record Keeping Practices
Recommendation I/1:
.(U) Ensure that there are sufficient IMOs in both OIT
and the Directorates to implement the recommendations
in this report.
(U) Review workloads and staffing levels to determine
whether or not IMOs should be assigned to
organizations where day-to-day records management
duties are currently handled by POCs.
CIA Response:
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(U/t9169.401.) Information Management Services (CIO/IMS)
provides IMO support in each directorate, including
the Directorate of Operations, and the DCI and MSO
areas. INS periodically reviews the level of IMO
support needed. Indeed, we currently are conducting a
zero base review of these information management
positions to ensure that we understand current
workloads and can adjust staffing levels as
approtrire. In the last eighteen months, we have
added IMO positions. New IMOs have professional
degrees and experience �in library, information, and
archival science, records management, information
technology, and business. We will continue to monitor
the IMO needs of the organization and adjust our IM
workforce accordingly.
(U//71,116-) You expressed concern in your 23 October
2001 letter about over-reliance on Proactive
Electronic Records Management (PERM) and asked what
steps are being taken to ensure that records being
created in non-PERM organizations are being handled
properly. We have been sensitive to this issue and
our component =Os, as a major part of their
responsibilities, have worked to ensure proper
management of paper records in these components. We
are pleased to note, however, that PERM has the full
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endorsement of the Agency Chief Information Officer
(CIO) and already has been deployed to over 1600
officers. The PERM application is scheduled to be on
every workstation by the close of FY2004. PERM will
be the electronic repository for all electronic
records not already captured in another approved
system. The electronic record keeping system (ERKS)
certification process (which complies with DoD 5015.2)
will assure the integrity, authenticity, and
preservation of electronic records outside of PERM.
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(U//O) We have also provided a copy of the 14 June
2000 presentation to the Directorate of Administration
Corporate Board (attachment #2) on the Agency records
management program, as you requested.
Recommendation 1/2:
(U) After they have completed agency-required
records management training classes, require IMOs to
periodically take additional training to ensure their
familiarity with records issues, policies, and
procedures.
CIA Response:
(U//Fle40) In response to the request in your 23
October 2001 letter we have enclosed a cony of the
curriculum each IMO currently is required to take
You should also know that we have formed an Agency
Information Management Occupational Council (AIMOC)
that is updating and refining the skills and
competencies required of our IMOs. IMS established a
curriculum board to identify the training needed under
the AIMOC structure; the revised FY'02 and '03 course
schedules (attachments #4 and 5) are included.
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41 Recommendation 1/3:
(U) Develop a one-day course dealing with record
keeping responsibilities of program staff including
the application of approved records schedules to their
files and basic records concepts such as
distinguishing records from non-record materials.
CIA Response:
(11/) u Instead of developing a one-day course on
records management for all employees, our training is
ongoing and continuous throughout the year and
throughout the employee's career with CIA. This is
accomplished in three ways. First, IMOs provide
records management training at major Agency courses,
such as Entrance on Duty training, training given
after the probationary period, at the mid-career
course, etc. Second, we have developed records and
classification management Computer Based Training
(CBT) that all employees will be required to take each
year. Third, our IMOs provide tailored briefings to
components annually and as needed to address Records
Management issues. These tailored briefings, given as
frequently as the component IMO believes is necessary,
cover a wide variety of topics, including: the Agency
File Plan and record control schedules, the Electronic
Record Keeping System (ERKS) certification
requirements, electronic records categorization, the
Agency Classification Guide, NARA evaluation
recommendations, forwarding records to NAPA, archive
media conversion, supplies management, the Agency and
Intelligence Community Metadata Standards, Proactive
Electronic Records Management System (PERM) roll-out,
and Agency forms management.
(U//ruuu) We continhe to work with the program
managers of the annual INFOSEC and ETHICS courses for
the appropriate inclusion of information on an
employee's records management responsibilities.
However, an expanded CBT program on records management
will likely be the preferred way to deliver mandatory
records training.
(U//'&.440) We include a compact disc of our current CBT
program (attachment f)6) and samples of records
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management presentations made in Agency courses and at
the component level (attachments #7-#12).
� Recommendation I/7;
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CIA Response:
� Recommendation II/1:
(U) Ensure that employees, including Deputy Directors
and other high-level decision makers, are aware of
requirements in Federal law and regulation to document
and maintain in appropriate files all policy and
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decision-making actions, including those discussed
via electronic mail (e-mail) or during telephone
conversations.
CIA Response:
(U//O) To address your recommendations, we have our
draft Employee Bulletin (attachment #17) providing
guidance for CIA employees and managers on: the
definition of a record, treatment of personal papers,
guidance on working files as records, handling
databases and other electronic records, and
identifying the types of documents that could
potentially serve as records at CIA. We are providing
you with a copy of that draft and will publish it
after your review.
(U//Fe ttle7 You also ask about the IMO-provided tailored.
briefings; please see attachments #7-#12.
(U/frliti309-) Finally, you ask fot a copy of the
memorandum "Records Responsibilities of Senior
Officials of the Central Intelligence Agency"; please
see attachment #18.
� Recommendation II/la:
� (U) E-mail communications that meet the definition of
records should be retained in a record keeping system.
CIA Response:
(U//F CIA has drafted a new Employee Bulletin
(attachment #17) to address the proper use of e-mail
on Agency systems.
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� Recommendation II/lb:
(U) Telephone conversations should be documented
through memoranda to the file.
CIA Response:
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(W/Pew.e) CIA has drafted guidance for documenting
telephone conversations and creating memorandums of
conversation. I
� Recommendation 11/2:
(U) Ensure that employees follow CIA guidance
requiring the creation and maintenance of files
to document agency activities.
CIA Response:
(U//ntgQ) Per our response to Recommendation 1/3
above, we have included exemplars of the types of
briefings given annually (or more frequently, as
needed) to employees regarding record keeping
responsibilities (attachments #7-#12). Our CBT
training (attachment #6)also provides guidance to all
employees on proper record keeping practices. The CBT
is being updated and will be redeployed to the
employee desktop in FY2003.
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Recommendation 11/3:
(U) Monitor the implementation of the Agency File
Guide �to ensure that it is effective and meets the
needs of the Directorates.
CIA Response: ,
(U//.18�49-) The Agency File Plan was developed by
arranging each of the record control items covered in
the existing Agency-unique and appropriate General
Records Schedule items into a taxonomy. The taxonomy
(file plan) not only represents Agency activities (and
associated records), but also attaches (assigns) the
disposition to each record "filed" to one of the
categories (record series) in the plan. The Agency
File Plan, used in electronic and non-electronic
record keeping systems, is the sum of all RCS items
approved by NARA for the disposition of Agency records
arranged in a hierarchical scheme. The Agency File
Plan is under strict configuration management.
However, as new record series are identified and
dispositions authorized, the file plan will be amended
accordingly. We have included a draft copy of the
Agency File Plan. We are assigning one disposition
with each 3rd level tag prior to the disposition of any
records associated with the file plan. The final plan
will be forwarded to NARA for ,review; a current draft
is attached (attachment #23).
(U//o) The relationship between the Agency File
Plan and PERM is a close one. PEEN is an application
that allows for classification, categorization, and
filing of records Originated or received at an
employee's workstation. PERM incorporates Federal
regulations as well as directives and business rules
established by the Intelligence Community and CIA. In
the classification arena, the instructions and
guidance can be found in the Agency Classification
Guide, Intelligence Community Classification and
Control Marking Register and Executive Order 12958.
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For records management, the rules are incorporated
into the Agency File Plan that follows the Code of
Federal Regulations, Title V for FOIA and Privacy Act,
General and Agency records schedules, et. al.
(U/A-F-Ctica.) The enclosed document "Agency File Plan and
PERM Overview and Demonstration" (attachment #24),
dated 22 November 2000, illustrates the strong
relationship between the Agency File Plan and PERM.
� Recommendation 11/4:
(U) Ensure that adequate indexes are created where
necessary and that staff who need to use them have
familiarity with them.
CIA Response:
(U/VII U ). One of the functions of our component IMOs
is to ensure that their component maintains the
indices it needs to find records, and that these
indexes are effective, accurate, and properly
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preserved. i
/ In addition, both the Agency
information technology governance process and the ERKS
certification requirements (attachment #25) ensure
that records systems will develop, maintain, and
preserve effective finding aids.
� Recommendation 11/5:
CIA Response:
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Recommendation 11/6:
(U) Inspect new accessions retired to the ARC to
ensure that records are scheduled properly and to
identify any preservation problems and needs,
including compliance with CIA regulations concerning
the use of acid-free folders for permanent series.
(U) This review can either be conducted by component
IMOs prior to shipment of records or by ARC staff as
part of the accessioning process.
CIA Response:
(U//14N9444) The "Permanent Retirement Job Quality
Control/Preservation Checklist" used at the ARC for
accessioning both temporary and permanent records has
been renamed the "Permanent/Temporary Job Quality
Control/Preservation Checklist" (attachment #26). The
checklist is used to verify both temporary and
permanent deposits to the ARC. Directorate and
coMponent IMOs verify the RCS on each job (accession)
prior to its transfer to the ARC. ARC personnel
verify the adequacy of the shelflist, the preparation
of the accession, including compliance with
appropriate preservation techniques, among others.
Deficiencies with an accession are corrected by ARC
personnel. If the deficiencies cannot be resolved at
the ARC, the job (accession) is returned to the
Directorate IMO, who makes the necessary corrections
and provides appropriate training to the preparer.
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� Recommendation 11/7:
(U) Continue and extend the ARC preservation project.
Implement a preservation project for older records
held in locations other than the ARC.
CIA Response:
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(u-/*elop) We appreciate NARA's recognition that
substantial progress was made with this
recommendation. With respect to your request for
further information about preservation, this year the
ARC will conduct a 1% sample of all microform records.
We will review 1066 cubic feet of permanent records
now at the ARC and review all records accessioned by
the ARC or removed and returned to the ARC to ensure
their proper preservation. We also plan to transfer
our early generation audio/visual material to NARA
this calendar year; the ARC is considering conversion
options for this material. Finally, with respect to
records maintained in a component, rather than at the
ARC, the component IMOs are responsible for taking
anpropriate�preservation action. 1
Please see our
Employee Bulletin on Non Textual Records Preservation
(attachment #29).
� Recommendation 11/8:
(U) Continue the recent initiatives to revitalize the
vital records program. Ensure that
IMOs continue reviewing older vital records in the
ARC, and identifying more recent vital records.
CIA Response:
(U//O) The Agency regularly reviews and updates
vital records and updates and documents its disaster
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and vital records inventory.
� Recommendation 11/9:
(U) Consider conducting a mock emergency preparedness
drill to ensure that, in an emergency, records are
easily retrievable, all equipment needed to read the
records is available, and that system documentation is
adequate to operate any system that contains vital
records.
CIA Response:
(U//FO The Agency validated its existing vital and
disaster recovery procedures.
� Recommendation III/1:
(U) Review full text and skeleton schedules for
declassification; provide full text schedules to
NARA even if portions are security classified.
CIA Response:
(U// ) You have asked us to review for
declassification the full text of the Agency records
control schedule. This review should be completed by
the end of calendar year 2002.
� Recommendation 111/2:
(U) Submit schedules for all unscheduled series,
including series where records are now maintained
electronically, particularly permanent series where
paper documents are no longer printed out and filed.
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CIA Response:
(U/iia44,14L) In keeping with NARA's recommendation, if
unscheduled series are found, they will be submitted
to NARA for a disposition determination. The
Electronic Record Keeping System process (ERKS) will
ensure that all electronic record keeping systems at
CIA are compliant with federal record keeping
standards. The maintenance of specific files series,
mentioned in your 23 October 2001 letter and in the
third chapter of the NARA evaluation, are addressed
below. Where specific records schedule items are
cited, we have included those schedules. If there are
other systems or series that need addressing, please
bring them to our attention.
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Recommendation 111/3:
(U) Ensure that all staff are familiar with the
schedules that cover the records they accumulate.
CIA Response:
(U/ A copy of the CIO/IMS Corporate Records
Management Training Policy and Plan' has been included
in the notebook (attachment #31).
.(u//rtro) The CBT records management training provides
guidance on the proper creation, preservation, and
disposition of records. Our response to
recommendation 1/3 includes more details about the
training provided by CIA IMOs (please see attachments
#7-#12).
The CIO/LIVIS Corporate Records Management Training Policy and Plan was previously referred to as the
Corporate IM Training and/or Communication Plan in previous reports and the Milestones Matrix.
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(U/71.F.81.1a1) An 18-month roll-out plan for PERM
(attachment #32) was presented to the Agency
Governance Board in March 2002. Also included are
PERM training materials (attachment #33) that address
user responsibilities to document official activities.
� Recommendation 111/4:
(U) Work with NARA in the development of a revised
schedule for DO operational project files; use this
'schedule as the basis for written guidance that is
provided to those who review and/or process older
operational files.
CIA Response:
(U//P3 Completion of this recommendation will
require Agency-NARA discussions about the draft SF 115'
for the Operational Activity (OPACT) Files (attachment
#34). We have attached proposed language for the SF,
115 (attachment #34).
� Recommendation 111/5a:
(U) Ensure that all staff that create or maintain
records are familiar with and properly apply existing
agency guidance pertaining to what is a record and
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the record status of working files,1
CIA Response:
(u/Pfoete) We have enclosed in the notebook the CIO/IMS
Corporate IM Plan and Policy (attachment #31). You
will note that the policy requires that IM training be
presented in each Agency component annually.
(u//meteo) Please refer to CIA responses to
recommendations 1/3 and 111/3 and exemplars in the
notebook (attachments #7-#12) for training on records
management. We have also enclosed training materials
for PERM (attachment #33). A description of working
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files is included in the Employee Bulletin (attachment
#29) and also addressed in the CBT (attachment #6).
(U//NG4let-The CBT, currently in redesign, will cover
all aspects of the Agency's records management program
as well as the responsibilities of employees to
originate, maintain, and preserve records. This
uniform instruction will be delivered to the desktop
of every Agency officer (staff and contract).
Completion of the CBT program and associated test will
be mandatory for every officer, annually. The CBT
will form the nucleus of our annual records training,
augmented by IMO-presented instruction on an as needed
basis.
� Recommendation III/5b:
(U) Modify the description of working files included
in the agency schedules so it incorporates the
guidance in this regulation.
CIA Response:
(U//Q) Attached is a signed SF 115 (attachment #35)
for CIA working files, the language for which has been
coordinated with your agency. The treatment and
disposition of working files will be included in the
CBT and component instruction delivered by the IMO.
� Recommendation 111/6:
(U) Treat as chron files only copies of outgoing
correspondence maintained for ready reference. Chron
files that are used as finding aids to other records
should be disposed of or retained as indexes in
accordance with NC1-263-85-1, Item le.
CIA Response:
(U//1.uuu) Chronological files used as finding aids
(indices) are retained for as long as the records to
which they provide access. This is in keeping with
NC1-263-85-1, Item le. and requisite items in the
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General Records Schedules. The following addresses
questions in your 23 October 2001 letter.
(U//,S41.04 Our Corporate IM Training Plan/Policy
(attachment #31) and the CET (expected for deployment
in CY2002) all are parts of our communication plan to
ensure that all employees (regardless of position or
rank) understand their record keeping
responsibilities, including the proper use and
management of chronological files. Our communications
plan is augmented by the issuance of notices,
bulletins, and reminders to the Agency population
periodically throughout the year.
(U//F) The draft Employee Bulletin (attachment #17)
will satisfy the requirements set forth in this
recommendation. We will issue it upon your review.
(U//F U ) With respect to component guidance, IrMs,
based upon their assessment of the sufficiency of
component records procedures, provide tailored
briefings to employees to explain any deficiencies and
detail the actions that need to be taken to avoid them
in the future. Exemplars of that training have been
included in the notebook (attachments #7-#12 and #33),
along with a copy of the current CBT (attachment #6).
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� Recommendation 111/7:
(U) Continue the project to apply correct schedule
items to ARC accessions improperly retired as
permanent; include NARA review as part of the process.
CIA Response:
(U//FQ4;Q). As stated in recommendation 11/6 above, the
"Permanent/Temporary Job Quality Control/Preservation
Checklist" (attachment # 26) is currently used at the
ARC for accessioning both temporary and permanent
records. Quality control of job contents is performed
by the ARC on all non-restricted records; restricted
records are reviewed by the Directorate IMOs.
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(U//f0.6.44%) The Agency Archival Review Team (AART),
reviews and
determines the appropriate action in those cases when
the disposition of retired records is challenged. For
example, the AART will review recommendations that
temporary records due for destruction be kept longer.
As necessary, the AART will recommend consultation
with NARA and/or the submission of a SF 115 (to NARA)
covering the records in question.
� Recommendation III/8:
(U) Work with NARA to develop transfer instructions
for permanent records that reduce the age at which
CIA records are typically accessioned by NARA, provide
for the transfer of entire series (or chronological
'segments thereof), and take into account CIA plans
to review files for declassification electronically.
CIA Response:
(U//Eel) We acknowledge NARA's interest in the
transfer of permanent records and will transfer them
when they have no further business value. Moreover,
we believe that the 25 year declassification program
will assist us to identify records that no longer have
a business use and can be transferred to NARA. In
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addition, where classification and security concerns
are at issue, an IC affiliated archive may meet the
needs of both NARA and the Agency. In the shorter
term, we are proceeding in accordance with the process
outlined in the memorandum, dated 19 March 2001, to
the Executive and Deputy Directors from the Director
of Information Management entitled "Identification of
Agency Permanent 50-year old Records for Transfer to
the National Archives." We plan to identify those
records for transfer to you by the end of calendar
year 2002.
� Recommendation 111/9:
(U) Work with NARA to develop a timetable for the
transfer of specific files to the National Archives,
with the goal of transferring by the year 2003 most
permanent files cut-off prior to 1961.
CIA Response:
(C//PA04- We have enclosed the requested items
Appendix C, "Form Letter for Submitting Response to
This Request" (attachment # 37) and Appendix D, "Agency
Transfer Plan" (attachment #38).
� Recommendation IV/1:
(U) Comply with NARA guidance contained in 36 CFR 1234
when electronic systems are developed, maintained, or
upgraded. Of particular importance is the need to
include migration strategies as part of the life cycle
planning for electronic systems design and
implementation.
CIA Response:
(U/AECILIa) A copy of the Electronic Record Keeping
System (ERKS) Requirements for Information Management
System Certification is included in the notebook
(attachment #25). This document provides a detailed
discussion about the ERKS certification process and
the requirement for a migration strategy for
electronic documents. See ERKS manual, pages 5-11.
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(U/71118Tle) Systems certified by the ERKS process are
recorded in the Agency Catalog of Databases (CATDB).
Each system will be validated against the process
every five years or whenever changes are made to the
system. The ERKS process involves writing an
Information Management plan that addresses how records
are to be migrated when records retention is likely to
extend beyond the system life.
� Recommendation IV/2b:
(U) Ensure that SMART has the capability to retrieve
special media records in the ARC.
CIA Response:
(U//FO) Enclosed is a copy of the AIRRS User's Guide
(attachment #39), as you requested. The AIRRS system
has been replaced by SMART, which inherited all of
AIRRS' functionality. We have also attached the SMART
User's Guide (attachment #40).
� Recommendation IV/3:
(U) Disseminate the Agency e-mail regulation to
all Agency staff who use e-mail and monitor its
implementation. Update this issuance as NARA develops
new guidance concerning the maintenance and
disposition of e-mail.
CIA Response:
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(U//Q) In accordance with your request, we have
enclosed]
/draft Employee Bulletin entitled "Records
Responsibilities of Employees and Managers"
(attachment #17)that we will disseminate after your
review. In addition, examples of records management
training materials and a copy of our Computer Based
Training on records and classification management are
contained in the response to recommendation I/3
(attachments #6-12).
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� Recommendation IV/4:
(U) Complete the centralized catalog project so
the Agency will have a comprehensive, Agency-wide
inventory of electronic records. After the
centralized catalog is completed, implement measures
to keep it current as additional systems are
developed.
CIA Response:
(U/Preide) A new version of the Catalog of Databases
(CATDB) was deployed on 21 February 2002 to the Agency
directorates, DCI area, and MS0 offices. CATDB
provides an on-line, directorate/component specific
inventory of databases.
(b)(3)
(b)(3)
� Recommendation IV/ S:
(U) Using the centralized catalog data as well as pre-
existing inventories and lists, work with NARA to
initiate and carry out a project to ensure that all
CIA electronic record systems are eventually covered
by NARA-approved schedules.
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(U) This effort should begin as soon as possible,
using existing inventory information, and should
encompass the review and coordination with NARA of
housekeeping systems to determine which are covered by
the GRS and which are not. Develop schedules for non-
GRS records, beginning with those that pertain to
CIA's core missions and are the most likely to be
appraised as permanent.
CIA Response:
(U//ePoiAgl) We are unaware of records, maintained in any
system, that are not already scheduled in an existing
Agency-approved RCS and GRS-20 (attachment #45). The
Agency will seek disposition authority for any
electronic system in the event that the (electronic)
records are not or cannot be output to an approved
electronic recordkeeping system, paper, or microform
for recordkeeping purposes.
� Recommendation V/1:
(b)(3)
(b)(3)
,CIA Response:
� Recommendation VI/1:
(U) Issue specific guidance concerning the creation,
maintenance, and disposition of non-textual records
that incorporates NARA guidance. This can be done
either through a separate issuance or by incorporating
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(b)(3)
b)(3)
(b)(3)
guidance into the appropriate records management
regulationl
CIA Response:
(U//+,4. We have reviewed the February 28, 2001,
Employee Bulletin (EB) entitled "Non-Textual Records
Preservation" (attachment #29). It includes a
reference to each of the audiovisual records types
cited in 36 CFR 1228.266 and NARA's publication
"Managing Audiovisual Records (Second Edition).
However, we have modified the EB to include specific
reference to the CFR and NARA publications on the
preservation of audiovisual records. The changes in
the EB are underlined, and we will re-issue it
subsequent to your review (attachment #46).
� Recommendation VI/2:
(U) Use formats that conform to 36 CFR 1232.30 for
permanent and unscheduled video recordings.
CIA Response:
(u//ieltife)1
We
have included the Employee Bulletin entitled "Non-
Textual Records Preservation" with the CFR citation on
preservation of permanent and unscheduled video
recordings (attachment #46). IMOs have and will
continue to take NARA and university courses that
provide instruction on the preservation of all record
types. Both the ARC and the component IMOs are
sensitive to preservation issues for all record types,
including video recordings. IMOs routinely review how
their components handle and store video recordings.
� Recommendation VI/3:
(U) Inventory non-textual records and develop
schedules for all unscheduled series as well as
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(b)(3)
(b)(3)
b)(3)
specific schedule items for certain major collections
now covered by generic authorities as identified in
this report
CIA Response:
(U//144460e.) We believe that the General Records Schedule
and the NARA approved Agency specific schedules cover
our non-textual records,'
(U//40,15.0) Per your 17 October 2000 letter, we note
NARA's concern about submitting a records control
schedule without first conducting an inventory. The
Agency File Plan incorporates existing records control
schedules in a taxonomic view that supports our
records management program. Any new or unscheduled
records series will be documented and submitted to
NARA, via SF 115, for a disposition authority. The
file plan will be amended, thereafter, to include the
new series. Regarding comments made in your initial
report about specific records collections:
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� Recommendation VI/4a:
(U) Modify schedules to adcelerate the transfer of
non-textual records to NARA custody.
CIA Response:
(U//"F@SE0) In line with our response to recommendation
111/8 above, we continue to examine ways to make
permanent textual and non-textual transfers to NARA
custody. In addition, we believe that our 25-year
declassification program will allow us to identify
collections that can be transferred to NARA on an
accelerated basis.
UNCLASSIFIED/ nu
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fb Recommendation VI/4b:
(U) Immediately transfer the OSS map collection to
NARA.
CIA Response:
(u//Frore) In response to the nine items described in
your letter dated 12 March 2001 and designated
"Records Scheduled as Permanent on the OSS Schedules
but not Transferred," we are able to provide
additional information regarding the disposition of
four of the items. We were unable, however, to locate
the remaining five items. Our findings for each of
the nine items are summarized below.
(u//peii.e) Item 8, CIA Job 57-93 - Organizational
Charts used by the OSS and SSU for planning of a
central intelligence service. We have located these
records. While technically these are OSS records,
their content deals with the organization and
operations of the Counterintelligence Group (CIG)--the
organization that succeeded OSS. We plan to review
these records prior to transferring them to NARA to
determine if any sensitive CIA equities are involved
in this material.
(U//P0.44.10) Item 82, OSS Research and Development
Production Records. The Agency's Record Center has no
record of CIA Job 78-3760. An Accession Job number
was not provided by NARA.
(U//POOW44. Item 83, OSS Map Records. The Form 258 for
Accession Job Number NN3-226-85-2 makes no reference
to Item 83. No CIA Job Number was provided.
(U//r.ftke) Item 98, General John Magruder--Record
Private Papers. The Form 258 for Accession Job Number
NN3-226-85-2 makes no reference to Item 98. No CIA
Job Number was provided.
(u//il'ee) Item 102, Miscellaneous Top Secret Reports
File. The Agency's Record Center has no record of Job
Number 60-749. The Form 258 for Accession Job Number
NN3-226-85-2 makes no reference to Item 102.
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(u//rilee) Item 106, CIA Job 61-949 -- Strategic
Services Unit Liaison Control of Records. These
records were transferred to NARA under CIA Job 80-168.
Item 106 records were incorporated into box 4 of this
job.
(U//Pe,*0) Item 115, OSS Miscellanous Records. The
form 258 for Accession Job NN3-226-85-2 makes no
reference to Item 115. No CIA Job Number was
provided.
(U//E4WQ) Item 122, CIA Job 62-5-460 -- Washington OSS
Communications Records. Agency records indicate that
these records were destroyed in May 1980. Attempts to
reconstruct the events leading to their disposition
proved inconclusive because information incidental to
the destruction records is retained for, only five
years.
(U//Q0) Item 125, CIA Job 65-5-72 -- Washington OSS
Communications records. The Agency transferred these
records to the National Security Agency for
disposition on 25 May 1997. During a comprehensive
review of OSS records in 1997, Agency file reviewers
determined that this collection was mislabeled as OSS
material. They concluded that these records were
actually part of the VENONA collection of intercepts
acquired from NSA in the 1950s.
� Recommendation VI/5:
(U) Develop and implement a plan to preserve non-
textual series that must remain in CIA custody for
more than 10 years. Include upgrading storage
conditions in the ARC to meet NARA standards for the
storage of permanent non-textual records, copying
permanent records maintained on obsolete media to
contemporary formats, and the review of the ARC's non-
textual holdings �to identify accessions in need of
preservation action. Particular attention should be
paid to locating non-textual records contained in
accessions retired to the ARC prior to 1978.
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CIA Response:
(U//PIEtTe') The notebook includes copies ofl
/the February 28, 2001; Employee
Bulletin (EB) entitled "Non-Textual Records
Preservation" (attachment #29), that detail the steps
and activities associated with preservation and
disposition of Agency records.
(ui/Fgeto) There is no report, per se, that is
generated or required documenting improper
preservation of records transmitted to the ARC.
Rather, corrective action is taken directly by ARC
personnel (using the preservation checklist) or
returned to the component IMO for remediation. Except
for fungus on microfiche, we are unaware of any damage
to records maintained at the ARC. The damaged
microfiche has been isolated from other film products.
Once copied to an archival medium, the damaged
microfiche will be destroyed.
We believe that the ARC renovation meets NARA
regulations for a records center and invite you to
inspect the facility.
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