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December 27, 2016
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July 12, 2013
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May 26, 1972
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Declassified in Part -Sanitized Copy Approved for Release 2013/07/12: CIA-RDP05-01476R000100010003-6 MEMORANDUM. FOR: ? Deputy Director for Intelligence Deputy Director for Plans ? ?.??? ^, DDAv 26 May 1972 Deputy Dirc-ctor for Science and Technology Deputy Director for Support SUBJECT Information Control-- Archives, History, and Records 1. Executive Order 11652 and the implementing National Security Council Directives governing the classification/declassification of national security information must be implemented by 1 June 1972. It is also clear that new pressures are building under the Freedom of Information Act toward declassification of events in U.S. history 1.Tiherein. CIA played a significant role. The implications of these developments clearly require the fullest coordination of information control procedures, including records management, histories, and archives administration. ? It follows that we should provide a single mechanism for the exe atio of these ro-; grams. 2. In essence, the three elements of Information Control: Records. Management, Archives, and History, all record our experience to make it available for future use as required. This use includes Ide searches for current operational support, ? briefing and training new personnel, and answering press or congressional questions as to the Agency's role earlier events.- The problem is to design 'a system which vill satisf - answer the needs of the future in these fields with. a minimum expenc.. ure of man-hours and funds at present. In these days of declining personnel ceilings, we obviously cannot dedicate large amounts of current manpower to making immediately available detailed answers to all coni:ingent ques- tions. At the same time, We must constantly protect the sensitive sources- and methods of intelligence in the national interest and respect our fiduciary' responsibility for the safety of many of our sources. \ Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : 'CIX-131pei.f)(Y14..76R000100010003-6 ? ? Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06-01476R000100010003-6 r L; ?V.. ? ? 3. In our approach to this problem in this internally compartmented ? Agency, it is essential to decentralize much of the responsibility and most -'?? ? Tel.:the actual effort. At the 'same time, this decentralization needs to be y matched by a system which will indicate the degree to Whiehminimum .? standards are Met by all units, and a mechanism by which. Units can profit , . interchange of experience' and. by sharing. solutionS...' ? . .4. In our analysis we must clearly recognize different kind's of infprrriatio material and the different purposes we expect them to serve. Some of our . records are .important basic reference tools, e. g., CI files. Samc. are analyst working files of moderate life requirements.. Some are formal publications of the Agency distributed the. government with source .sanitization. Some are operational records and docurrients,. and. some of these are highly sensitive and must remain compartmented as well as classified. Some of our reviews of past events are essentially chronicles of these events,. which have value to new arrivals. Some should be analytical.. .. reviews drawing lessons and conclusions. Our system should reflect these differences if it is to do the job needed... ? ? ? 5. The following overall approach to this situation has been developed .for implementation through the mechanisms indicated: . Records Management :11). Effective records management is..the foundation stone of any satisfactory aCtion in these fields, as well as current operations depending Upon effective .records. It must be the subject of continuing ? , and serious attention at all levels of the Agency and is the direct and ' full responsibility of ,each Directorate and subordinate unit with respect., to its own records. The Executive Director will report on the Agency program periodiaally to the Director and Deputy Director, and it will :be reviewed semiannually with the Deputies. (2) Therefore, a new Records Management Board is hereby established with senior officer representation from the Office of the ? Director and each of the Directorates. The Office of the Director representative will be. the Chairman and the Agency Records Manage- ment Officer. The Directorate representatives will be of senior grade, will be the Directorate Records Management Officer, and will be assisted by full time Technical Assistants if they have other respon- sibilities. This Board will serve as the internal Agency Classification/ Declassification Review Committee in compliance with Executive Order Declassified in Part - Sanitized Copy Approved for_Release 26-13/07/12 : CIA-RDP05-01476R060100010003-6 " Z _ ? Declassified in Part -Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 11652. The Board -will be supported by a Technical Committee of full-time Records Officer representatives from each Directorate and such panels as may be required. (3) The first order of business for this Board will be the devel- opment of a system and structure for the integrated administration and management of our archives, history, and records declassification systems, following the general principles outlined in this memorandum. Regulations developed for publication in time to meet the 1 June deadline of the Executive Order and implementing instructions are to be regarded as interim measures to satisfy the immediacy of the deadline and serve to highlight the importance of immediate concerted effort to establish orderliand meaningful long-term programs. (4) The Records Management Board \yin report its conclusions, recommendations, etc., (with any dissents) directly to the Executive Director. The Records Management Board will make semiannual reports to the Executive Director, outlining the status of the Agency's Records Management Program, any problems it-is experiencing, and its recom- mendations for improvement of the program (including reports on records management to be submitted by the Directorates). The Executive Direc- tor will consult with the Deputy Directors bef6re implementing any such recommendations. The present CIA Records Administration Branch, Support Services Staff, DDS, will be transferred to the Office of the 'Executive Director-Comptroller and will become a Secretariat for the "CIA Records Management Board. The CIA Records Center will remain under the supervision of the Chief, Records Administration Branch in the Office of the Executive Director. (5) The Records Management Board will furnish a nonvoting member to the Agency Information Processing Board, with authority ? to submit agenda items and recommendations to the Information Pro- cessing Board. will particularly bring to the attention of the Infor- mation Processing Board those aspects of the Agency's Records Manage- ment Program which should be considered by the Information Processing Board, with any recommendations for support of the Agency Records Management Program requiring Information Processing Board action. He will similarly make available to the Records Management Board all ' information coming before the Information Processing Board which ?might be of value or be appropriately considered by the Agency Records. Management Board and its members. Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 . Declassified in Part - Sanitized Copy Approved for Release 2013/67/12 : CIA-RDP05-01476R000100010003-6 ?r, ILLEGIB (6) The Records Management Board will develop recommen- dations as to categories of Agency records (such as the categories in paragraph 6 above, plus any others deemed appropriate) and as to specific guidelines for the selection, retention, and declassifica- tion of records in these categories. These guidelines should also, where appropriate, include time periods for retention and declassi- fication by category and indicate disposition thereafter, and include appropriate measures to comply with legal and executive require- ments for retention and declassification.. In particular, recommen- dations should be made as to the identification of cate ()ries which ight appropriately be retired as classitie government documents nder GSA. auspices or passed tothe National Archives, rather than...' held solelyunder CIA control to protect intelligence sources and. ethods. ci iM ? ---(7) The Records IvIa.nagement Board will serve as the forum. for recommendations for declassification, Agency contributions to other Agency historical programs and other interagency problems involving the Agency's records. -In this process, coordination will be made as appropriate with the General Counsel, the Director of Security, etc. Imo b. Archives (1) Each unit submitting an annual report (see below) will. identify its key documents and files for permanent inclusion in Agency- - Archives. The Records Management Board will develop the system or systems by which such documents will be identified on a systerr..5 basis during the year and indexed for later access and declassification. review as an element of the Records Management Program. Annually, each unit will make an overall review to ensure that the documents ? Marked for archival retention are neither excessive in detail, inappro- priately classified nor incomplete through omissions. A this effect will accompany the unit's Annual Report,. and the Agency Archivist will report any problems in this process to the-Executive Director throughthe Records Management Board. (Z) The'Agency Records Management Officer will also be appointed as the Agency Archivist, to supervise the Agency's .Archives ? . Program. He will coordinate the execution of the Archives Program through the. Agency Records Management Board. Ile' will work in close coordination with the Agency Historian. ? The Deputy: Directors in their ? ? Directorate d will appoint their Records Manageinefit. Officers also as Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 ? Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 ? 25X1 Directorate Archivists, to supervise this program in the Directorate. The Agency and Directorate Archivists will supervise compliance with overall Agency Archives regulations to be drawn up and issued , after consultation with the Deputy Directors: A semiannual report to the Executive Director on the Archives Program will be prepared ? by the Records Management Board. c. History The major thrust of the.Agency Historical Program N,vill be placed on the development of analytical histories of important Agency activities 'and operations. The "Office History" approach to date, ? .which has been largely successful in bringing our history up to 1965, ? will no longer be the major focus of the program, as the chronicling of future Agency activity will take place under the Annual Report system outlined below. Thus, future Agency histories will take major subjects of Agency activity and analyze the ways in which the various elements of the Agency worked together to produce the overall co-ntri- ..bution to the operation in question. There will be some situations in which a single element of the Agency provided all or most of the Agency .participation in any one activity. There will be Occasions also when 'sensitivity will require that any analytical review of an operation be conducted in a most restricted fashion. This will apply to many Clandestine Service histories. Priority will be given to establishing the basic Agency history of the more prominent operations and acti- vities in which the Agency has been engaged, e. g., Cuban Missile Crisis, Bay of Pigs, War in Vietnam, War in Laos, Congo Operations, U-2 Operations, etc., with particular attention to lessons derived from ? these .experiences. These histories should also be indexed in a fashion . to permit their use to provide immediate response to public or con- gressional inquiries on these prominent events* to the extent feasible. Histories will in the future depend upon Annual Reports for general chronicle and upon the Archives. Program for identification of key documents. The Agency Historian .will be an ex officio member of , the Records Management Board, will report directly to the Executive ...Director, and will work in close coordination with the Agency Archi- vist/Records Management Officer and; the Directorate Historians who will be fully consulted on all matters 'affecting histories concerning their Directorates. Declassified in Part - Sanitized Copy Approved.'fc7r_Wele.a-ie 2013/07/12 : CIA-RDP05-01476R000100010003-6 ? ." beclassified in Part- Sanitized Copy Approved for Release 2013/07/12: CIA-RDP05-01476R000100010003-6 d. Annual Reports (1) TO provide the necessary chronicle of the Agency's acti- vities at minimum expenditure of.effort, a system of annual reports of the units .and offices of the Agency will be developed. These will be submitted to the next senior command level for review and then held by the originating unit, with a copy incorporated in the Agency's Archives. . The requirement for these annual reports will be timed and coordinated with the submission of the Agency's Annual Report to the President's Foreign Intelligence Advisory Board and the Agency's Annual Program submissions to avoid duplication of effort. The identi- fication of the elements to submit these annual reports and an outline ? of their format will be developed by the Agency Historian for the Execu-? tive Director, in coordination with the Deputy Directors. These may ? include significant contractor units, when these played a significant role in Agency programs or operations. These annual reports should highlight .major accomplishments, .major problems and overall con ? - - elusions and recommendations for future action, in the unit itself or by elements supporting or associated with it. As required, compart- mented annexes can be compiled and held separately covering parti- cularly sensitive events. (2) In many areas it will be essential to produce one-time reports to cover the years from 1965 (or the most recent history) to the current Annual Report. This will be undertaken by units identi- fied to submit future Annual Reports. In th6se situations in which an overall Agency history to be produced will cover the period in question, . a separate Annual Report need not be developed (e. g., the War in.LaoS, . the War in Vietnam), as the necessary chronicle and Archives can be? - developed at the same time as the analytical history. In other cases, 'however, a. one-time effort to catch up to the current annual report, system will be necessary, and this 'will be undertaken by the unit in ? question. Staff supervision of this activity will be provided by the ? Agency Historian and Archivist. e. Classification and Decla.ssification The Records Management Board will be the focal point for the Agency's implementation of the classification and declassification procedures required by. Executive Order 11652. The Board will coordi- nate ,as required with the General Counsel, the Director of Security, and others in carrying out this responsibility. The Agency Represent.z...- tive to the Interageitcy 'Classification Review Committee under Section . -71???.!-7.:11: ? Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 ? 7 of this Order will work through the Agency Records Management Board in carrying out his responsibilities. 1. A Special Assistant for Information Control will be appointed ? by the Executive Director to serve as Agency Records Management Officer, ?Agency Archivist, Chairman of the Agency Records Manage- ment Board, and perform such other duties in the field of Information , Control as ?the Executive Director may prescribe. W. E. Colby Executive Director-C. ? cc: Inspector General ? General Counsel Director of Security tr".1.n ? ? - Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Problems STAT STAT .0 STAT V ----- # 4- STAT tvaA rc Lt -+EH t.? 4-ra,A4,s4 stAfeJ.4'''4% STATuf Qmis tt.le ?re.A. " 4 rte-e-v-tis Archives 1. as of the opinion that he needed some type of index to Agency-produced publications - -no such index had been available to the Archives since the demise of the IPI. He suggested that CRS might be able to furnish listings, by year, of all CIA and foreign documents indexed (apparently he wanted both finished intelligence and raw reports). It was my opinion that t1?-cle. 1,istirgs would be very bulky to store and difficult -to use*. l'Arliita'as CRS maintains the index records as kzastc. of the active AEGIS data base, he could be provida with-Aistings on an ad hoc bans if he really required them. When and if CRS plaiar.-te,retiresa portion of the automated index (e.g., purging all entries over 10 years of age), then the retired index records could be put on COM and stored in Archives. This would be of some value. It could be checked against actual holdings, e.g., to determine gaps in the Archives collections. It might also prove of some help when the time rolled around to review all classified documents approaching their 30th anniversary to determine whether conti-hued classifivation was necessary. , (14:i Nortsow.t...PA ft ik ei)At o-ae-S.S" r 2. maintains that the Agency is required to retain perxnanentl.y negatives of egguTill photograph accessioned. claim He based this on theIHNARS attitud25expressed comaavalaig OSS photographs. (I would persohilIy-question the need to retain photographs acquired from commercial sources - -and probably sone of_t_hp_ethers_as we11.4 A number of things related to -PHOtOgiaphs bother He feels that the negatives are relatively worthless unless he also has an index to them. The Graphics Register did mainttin an index to both personality and ground photographs. Following the CRS reorganization of 19672 all indexing of photographs was discontinued except for those round phtthographs accessioned kockinvillitialbciazioithrtil on subjects and, of course, this indexing ceased in December 1971 with thWranaFer of the ground photography collection to NPIC. For epe44:18.nal purposes, the CRS files'of personality prints servee-as a.a. indextsto theApersonality negative file. The grouhd phdtography collection in NPIC has a logical filing scheme, augmented by colorioding to facilitate searching. ro In-bra4h-Iastanevs, th4prill s corresponding negativel, Inasmuch as the rint filebrare constantly subject to purging, however, there are many negatives which are indexed in no fashion. In addition to the negatives, Archives receives many prints (which may or may not have been accessioned into the Agency photo collections) as attachments to information reports. A.S is 4.1.i?-t, CAL,f44 6-eol?, rj0j-," (11,pv(4 r- tbk.litA. crC 4 STAT;', -."4" STAT ?'5 cOso,W, +LA....-. 1,4)1.11 r e2-4 deh y-giA a `.-4c 'f& IA 0 ( l`t1 C: 3 ork,i-C, r &A kt?A \'\ L*- tuLu-c,? t C ) ri,-1,1 c 14) ) tt't1 P4-4 C t"' e? et4) 4/7 cfvesi; Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 2 STAT STAT STAT cfeCt.t.% s?rrivaA ec.icA 0.4-s itrr' STAT c.)& RAR if*0-te (tlf, , Problems Archives (contd.) 3. said that Archives was obtaining copies of most of the formal biographic publications (though he suspected, from gaps in the numbers, that his collection was far from being complete). He raised the question of ad hoc biographic reports which receive only a limited dissemination. He drew a parallel between these and tr_adlioc intelligence memoranda prepared by production offices; said that OCI furnishes Archives with carbon copies of its informal production. My personal opinion is that Archives should receive copies of only those ad hoc biographies which were imPortant because of their use?e.g., biographies prepared in support of a trip abroad by the President. Most ad hoc biographies are nothing but updated versions of reports issued in other series (such as the BH series), formatted in a different manner and perhaps abbreviated. 4. Certain of the production offices furnish Archives with supplementary or background papers connected with itrs4-c formal production. ONE does this consistently in the case of the NIEs. refers to these as "research project" files. The folders incltde such things as preliminary drafts,mmt contributions reciived from other components, and the scope papers. (This, incidentally, duplicates some of the submissions --from other components.) OCI apparently sends to Archives the source evaluation sheets which are required by IRS (as a servicez to the DDP). It seems to me that if any organization were to preserve these evaluation sheets, it should be IRS. I doubt if they wo e to be of any long?term valuze. In this connection, also asked me if I knew anything about production offices maintaining lists of the sources used in published reports?my knowledge was limited rimarily to the premetilmaz procedures followed in CRS. felt certain that the availability of a list of the source socuments used in the preparation of a report would greatly facilitate the process of reviewing them for possible declassification. In addition to the Publication Source Survey (Form 3492), OCI provides Archives with an Authorization Sheet (Form 2024), and a Standard Distribution List for its publications. STAT STAT STAT STAT 5. Archives is not getting copies of sanitized versions of CIA publicatiohs. feels that it should, and the matter is mentioned in the model Records Retention Plan. From a practical standpoint, said that the availability of the sanitized version of the report might be a factor in later determining whether or not the publication could be declassified for public release. 6. thought that it might be useful ifOrchives to?loe?titeed as the depository for classified materials for the presidential libraries. Of,poge, Archives does have the materials for the LBJ and EiaiE4wer libraries. What he has in mind is, in anticipation of future requirements, the Agency should Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 3 STAT ,STAT ,STAT STAT !STAT STAT Archives (contd.) start collecting presidential library materials at the outset of each administration. Question: Are we convinced that every president will have a library? Also, I suspect that to a certain extent documents are being collected on a current basis for deposit in presidential libraries at a later date--certainly the DDI accumulated the support materials for the Nixon visits to Peking and Moscow. 7. feels that the official record copy of each document should indicate on its face all officialx actions taken with regard to it. This, 4?92prs4 would not be possible in the case of microfilm records ,.4e early in the information handling cycle. 8. On 2 December 1970 prppared a memo specifying the archival requirements for motion picture films and the types of copies needed. A copy of this memo went to on t.04 kT4,7 2 February 1971. There-ha.s.beem.te-Agency compliance thus fa. c.44,z The OSS films are, of course, in the custody of SSU--and this ba? 41e, , 104 44, collection could be viewed as essentially anextension of the Agency Archives. Other films which feels should be C deposited in Archives include Agency-produced films (training, public relations, etc.), (The 1970 CAS Records Control Schedule had listed all films as temporary.) Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 :.CIA-RDP05-01476R000100010003-6 ISSUE: ARCHIVISTS Question: Would it be a viable solution to abandon the policy of maintaining separate Agency Archives, turning over custody of CIA's records of enduring value to the National Archives in lieu thereof? Does the National Archives have sufficient space to accommodate these records and would the National Archives be willing to accept the records? Discussion: In point of fact, the National Archives does have custody and legal control of a considerable volume of records of the CIA and its predecessor organizations. For example, Record Group 2260Dffice Of Strategic Services) consists of 935 cubic feet of records, primarily the records of the Research and Analysis Branch of OSS, which were given to the Department of State at the time of the dissolution of OSS and subsequently turned over to the National Archives by the Department; Record Group 262 (Foreign Broadcast Intelligence Service) contains 702 cubic feet of records which were turned over to the National Archives at the time that FBIS was a component of the Federal Communications Commission; RecordsGroup 263 (Central Intelligence Agency) is also comprised of FBIS records, 133 cubic feet of which were turned over to the National Archives after FBIS became a unit of the CIA (the latest accessioning action occurred in 1951). In addition, large quantities of OSS records are to be found intermingled with the records of the Department of State, the various defense agencies, and the now-defunct World War II emergency agencies. Relatively few CIA records, on the other hand, would be found in the National Archives record groups. Many such records are stored by 11:Vher Government agencies at the Washington National Records Center, but until such time as these records are offered to the National Archives for final appraisal and accessioning, they are the property of the agency which deposited them at the Records Center. There is little doubt that the National Archives would be willing, even eager, to accept custody of the Agency's records. It would causeproblems, to be sure, but nothing that the National Archives could not resolve through the expenditure of public funds. The problems would include space, secure storage facilities, additional staff, and special clearances for the current staff. The National Archives Building is essentially filled to capacity, and the organization was forced to store many record groups at the Washington National Records Center. This Records Center is now pressed for space; moreover, the environmental conditions there are not up to normal archival standards. The National Archives is hopeful of acquiring another building in ADMINISTRATIVE?INTERNAL USE ONLY -7 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 STAT STAT STAT the future, to be located at the site of the present Kann's department store. Something will have to be done soon, but no definite commitment has been received from OMB or Congress. records are stored at the Washington National Records Center, but, as far as is known to this office, none are to be found at the National Archives Building or, indeed, in the legal and physical custody of the National Archives-' (i.e., accessioned into the National Archives). The Presidential Library system, of course, does include among its holdings, but this is another matter. Only a handful of National Archives staff members are cleared for and appropriate secure storage areas are minimal. It is not unusual for intelligence and security agencies to retain custody and control over their records. Some of them store semicurrent records in the Washington National Records Center, whereas the Agency even maintains its own records center, but very few noncurrent records are offered by them to the National Archives for accessioning. For example, the National Archives has virtually no records from the AEC, the NSA, or the DIA, although there are records groups for each of these agencies. The record group for the FBI consists of only 28 cubic feet of records. The Agency chose to operate its own records center and archives in order to control access to sensitive records. National Archives personnel are no doubt as loyal and trustworthy as our own employees, but the fact remains that theipot indoctrinated with the necessity for protecting sensitive sources and methods--if indeed they could even recognize them. The prime motivation for the archivist is to provide maximum access to requesters. This can be seen today in the service activities of the Presidential Libraries, in particular. The requester is virtually provided with a "shbpping list" of classified or otherwise restricted documents, and every effort is made to assist him in levying mandatory review requests on the agency of origin. The present philosophy of the Agency does not envisage retaining custody of its archival materials indefinitely. When they have been reviewed and declassified, they will be turned over to the National Archives in order to afford maximum access to researchers. Some materials, OSS operational records pertaining to China and French Indochina, have already been accessioned by the National Archives from the Agency holdings. There are sizable quantities of other OSS records-- still and motion picture photography, e.g.--which could be safely offered to the National Archives if approval could be obtained from Agency management. The maintenance of separate Agency Archives--and the same situation prevails with respect to the Agency Records Center--represents an expense to the Agency, and is probably more costly to the taxpayer than would be the case if Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part- Sanitized Copy Approved forRelease2013/07/12 : CIA-RDP05-01476R000100010003-6 STAT 3 this were not done. The benefits in terms of convenilence to operating components and historical researchers from the Agency, and the added security which derives from maintaining physical custody over the records probably warrant the added expense. What sort of price tag can you place on the safeguarding of information which, if released, might result in the death of an agent? So strongly has the Agency management felt concerning the necessity for intelligence officerstto control access to intelligence records, that the Agency decided to detail personnel to the National Archives to review the OSS records up for declassification--this despite the fact that the Agency does not "own" the records and did not even turn them over to the National Archives. The Records Declassification Division of the National Archives would have been willing to perform this task, but Agency management was unwilling to trust their judgments. Question: Shouldn't there be an Agency policy drafted on Archives and an Archivist's role in an Archives Program? Where should it be located organizationally? What is the relationship of the Historical Staff with the Archives Program? Are new "empires" beginning to be formed? Discussion: These questions have been batted around in the Agency for a long time. After considerable soul-searching and compromising, an Agency Archives Regulation has finally been drafted and is now in the process of final coordination. A copy of the draft of is attached. As you will note, it calls for the designation of a total of five Archivists, an Agency Archivist (who will also function as the Archivist for the Office of the DCI) and an Archivist for each of the four directorates. An earlier, more detailed version of the Archives Regulation specified that the title of Archtvist and the corresponding duties could be assigned to individuals already wearing another hat, such as a Directorate-level Records Management Officer. It is therefore wholly possible that a formal Agency Archives Program may be established without the creation of any additional slots. As you noted, the Special Assistant for Information Control was vested with the title of Agency Archivist at the time that his position was created by the Executive Director-Comptroller. It was recognized by Mr. Colby that the time that the Special Assistant for Information Control could devote to archival matters would be limited. Thought was given to the feasibility of obtaining the services of an archivist from the staff of the National Archives, but some opposition surfaced to this course of action, particularly from the then-DDP. Another alternative considered was to select a veteran Agency employee and provide him with training Declassified in Part- Sanitized Copy Approved forRelease2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 4 in archives philiosophy and administration. Mr. Colby approved in principle the proposal that a slot be established for an assistant to the Special Assistant for Information Control, with this assistant serving, after suitable training, as an advisor on archives matters. This slot, which was never established due to the subsequent reorganization of the Agency, it was recognized,might fivolve into that of Agency Archivist. An intelligence officer from the DDI was assigned to the Office of the Special Assistant for Information Control. He received orientation in the Agency Records Management Program, operation of the Agency Archives and the Agency Records Center, and various Agency information handling systems..W.Aolitical scientist by training, his Agency work experience had been limited to DDI assignments, but had included such things as intelligence production, information storage and retrieval, EDP systems analysis, and service on interagency information processing study groups. From Jamuary to Mid-March 1973, he'attended a formal archivists' training course at the National Archives. When not actually attending classes, he visited various components of the Office of National Archives, ?the Office of Records Management, the Office of Federal Records Centers, and the Office of Prstidential Libraries for briefings, tours, and general discussions. The contacts thereby established have proved extremely useful since then, and were probably of greater value that the formal lecture sessions and the assigned readings. Upon the completion of his assignment to the National Archives, he began functioning as Staff Assistant for Archives. He spent a considerable amount of time working with the Chief/Agency Archives in refiningthe criteria for "permanent" records, utilizing his contacts in the Records Appraisal Division of the National Archives for guidance. Some solid results were achieved, but the press of work in the Office of the Special Assistant for Information Control necessitated that his time be diverted to other activities--management analysis and, more particularly, declassification matters. The current thinking is that he should serve with the new Classification Programs Branch, with achival responsibilities as a collateral assignment. Needless to say, declassification and archives are closely related matters. The Historical Staff has a legitimate interest in the Agency Archives Program. Indeed, members of the Staff, along with the component historians, constitute the principal Agency clientele of the Agency Archives. Recognition is accorded the archives role of the Historical Staff in its basic regulation, viz., that the Staff is to provide guidance as to which Agency records are of historical value. Mr. Colby, in establishing the position of Special Assistant for Information Control, stressed the close relationship of the Agency historical, records management, archival, and classification/declassification Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 STAT activities. It is probably impolitic to hint at empire-building, but it was our understanding that Mr. Colby was strongly considering placing the HisboticAl Staff organizationally under the Special Assistant for Information Control to ensure that the two activities-- archives and history--were properly meshed. We were unaware that the Historical Staff had an "archivist." The term "archivist," of course, can be applied to any professionally trained person usually engaged in one or more of the following archival activities: appraisal and disposition, accessioning, repair, description, reference service, exhibits, and publication. It is doubtful if these activities are carried on much by the Historical Staff (publication,in the archival sense, refers to the publication and editing of historical documents). The Historical Staff does maintain a Source Document Index, This consists of approximately 150,000 file card entries, plus some 10,000 documents. The Source Document Index was started by the DDP, and later taken over by the Historical Staff and expanded to include other directorates' materials. The documents held by the Historical Staff are understood to be copies, and not the archival record copies. It was noted that position title was that of Archivist. That is correct. He was given the standard title of Archivist because his duties include many of those enumerated in the paragraph above. Vitually all professional employees of the custodial divisions of the National Archives are Archivists. The nonprofessionals are Archival Technicians, a pattern also followed in the Agency Archives. One point should be made. There is no academic discipline called "archives." A few universities, such as American University, offer courses in archives administration, but nowhere can one obtain a degree in archives. Most of the staff members at the National Archives have degrees in the social sciences, with backgrounds in American history preponderant. They are historians (or political scientists, or economists, or sociologists, etc.) by way of academic training; they are archivists simply because they are employed by an archival facility to engage in the traditional archival tasks. To perform his job effectively, the archivist must first of all be familiar with the basic principles of archival arrangement, description, etc. Secondly, he must be intimately acquainted with the administrative history of the organizations whose records he is administering and the missions of those organizations. Finally, he must try to anticipate the interests of the historians and other researchers of the future. Empire-building seems like a rather harsh term when applied to the proposed Agency Archives Program. It would be a rather small empire. Four positions, which were approved long ago, are being added to the staff of the Agency Archives. These archival technician slots will be used to accomplish the inspection, repair, and arrangement of records for microfilming, and in addition titirrtthe actual filming and verification. 4 Declassified in Part- Sanitized Copy Approved forRelease2013/07/12 : CIA-RDP05-01476R000100010003-6 I Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 6 STAT The Agency Archivist and the four Directorate Archivists, as provided for in the draft were not expected to be fulltime positions--certainly not so in the case of the Directorate Archivists. The Agency Archivist's duties would include establishing guidelines for the selection of records of enduring value, the arrangement and description of the records in accordance with established archival practices, and conducting liaison with the National Archives. He would be expected to work closely with mrklu of the Historical Staff, 'particularly with respect t4the'criteria for preserving records of historical value. (Incidentally, many of these matters are rigidly controlled by the General Records Schedules and other regulations promulgated by the National Archives. The National Archives exercises final appraisal authority.) The DirecbOrate Archivists-- and the Agency Archivist would perform similar finctions for the'Office of the DCI--would be responsible for the preparation of Records Retention Plans for their areas, i.e., descriptions of the record series produced by their components which must be preserved in view of their evidential or informational values (archivist jargon). The Records Retention Plans would be, and have been in the past, submitted to the Historical Staff for review and comments--the final decisions wbuld be the responsibility of the Agency Archivist. The Directorate Archivists would also be responsible for ensuring that all permanent records were transferred to Agency Archives as soon as practicable, and that they were properly arranged, labeled, and in good state of repair. The Chief/Agency Archives would arrange them in properly labeled archives boxes, publish inventories of record holdings to facilitate research, and provide reference services to authorized researchers. The new Classifications Programs Branch will interface with the Agency Archives Program in several ways. For example, it will be responsible for informing Chief/Archives of downgrading actions taken so that the archival copy of the document can be properly marked to reflect changes in classification. In connection with the requirement that records be reviewed for possible declassification prior to their attaining 30 years of age, Agency Archives and the Classification Programs Branch will be required to work very closely in segregating records subject to review, packaging them and shipping them to the offices of the declassification officers, logging actions taken, marking the documents, and returning them to Agency Archives or, if then unclassified, offering them to the National Archives for accessioning. Summary: The Agency is working on the development of a modest Archives Program, one that will not result in the creation of an "empire." An independent Agency Archives and Records Center are considered essential to the continued security of sensitive sources and methods. The Historical Staff's interests in the Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6 7 Archives Program &re legitimate, and the Staff has a definite role in the identification of records of historical and other enduring values. The Archives Program, however, is related much more closely to the Agency's Records Management and Classification Programs and should therefore properly be placed under the same organization umbrella, viz., what is to become the Information Systems Analysis Staff. (If a bit of obiter dicta is to be permitted, it could be mentioned that the functionsassigned .to the Regulations Control Branch are among the traditioraal records management activities. If it is Agency policy that like activities should be grouped together, then the Regulations Control Branch should also fall under the jurisdiction 6f the Information Systems Analysis Staff.) Addendum: Nothing was said of the fact that there is no single Agency archival holding. I believe that there should be. The separate administration of the SSU archives, and bits and pieces such as the Donovan papers held by the Historical Intelligence Collection, will only serve to complicate declassification programs, etc. Arl.,?TTIIMTIAMTIVE/ TmmvomAT_ im,g! nuLl Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP05-01476R000100010003-6