LETTER TO JAMES W. MOORE FROM (SANITIZED)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000100070024-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 22, 2016
• Document Release Date: October 10, 2012
• Sequence Number: 24
• Publication Date: October 29, 1976
• Content Type: LETTER

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STAT
. 29 C7to'oer 1r-76
Mr. James W. Nbore
Director, Audiovisual Archives DiViSiGq
General Services Administrati.in (NV;
National Archives and Records Service
Washington, D.C. 204'M
Dear Mr. Mbore:
V
This is in reference to your 13 October 1976 request for comments
on the draft of the gen,:Jral records schec_lule concernia:-, rrudiovisual
and related records.
Generally, it appears from reading the schedule that the media
of the record dictates its disposition, i.e., "break off, dispose of,
erase, after 5.years." Our understanding has been that the informational.
content and its utility should govern the Gisposition- Specifically,
the terms- used throughout the schedule, "break off, dispose of, erase,
after 5 years" are much too restrictive for application to this agency.
The 5 year limitation is not consistent with our working requirements.
The active life of our collections of audiovisual records iS much. longer
than 5 years. Our present procedure calls for periodic purging of these
files and retirement of inactive records to the Agency Records Center.
We suggest, therefore, that the disposition instructions in this general
records schedule he changed to read. "purge", further, we suggest that
the wording "whichever occurs first" be deleted and that the disposition
instructions be changed to read: "Purge file of inactive records every
S years. Offer inactive records to the National Archives 5 years there-
after or when no longer needed. for current n.,:iministrative use, whichever
is later."
fi,r6,
Sincerely,
/
,n7dci", 2? /
Associate 'iecors Man.a.cm.ent Officer
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DRAFT
2 Sept. 76
SUBJECT: Audiovisual Records Management
62/6:47:iev?
1. Scope: Section 506(b) of the Federal Records Act of 1950
,(44 U.S.C. 3102) requires that the head of each Federal agency 'establish
and maintain an active and continuing program for the economic and efficient
management of the records of the agency." Included in this program, as
set forth in Subpart 101-11.1300 of the Federal Property Management
Regulations, are Audiovisual Records. This subpart sets forth the policies
and procedures for managing audiovisual records in the Federal Government
under guidelines furnished by the National Archives and Records Service.
2. Definitions
a. Audiovisual records--Audiovisual records include
program and information motion pictures, still pictures,
sound recordings, video recordings, and related documenta-
tion.
b. Audiovisual Records Management--Audiovisual records
management includes the management of audiovisual records and
related records that document the creation and/or acquisition
of audiovisual records and that were created for or used in
the retrieval of information about or from audiovisual records.
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3. Agency Program Responsibilities
a. Each Federal agency, in providing for effective control
over the creation of records, shall establish an appropriate
program for the management of audiovisual records. The program
shall prescribe types of records to be created, issue standards
for maintenance, disposition, physical security and preserva-
tion of%audiovisual 'records, review audiovisual record keeping;
and develop and maintain cost data for agency audiovisual
records.
b. Each agency should establish standards for its audio-
visual operations and issue appropriate instructions on the
identification, filing, controlling, scheduling, and
preservation of audiovisual records including the establishment
of contract specifications for contractor-produced audiovisual
records which protect the Government's legal title and ultimate
control over all audiovisual media and related documentation.
4. CIA Audiovisual Records
ou. The Agency is engaged in a complex, decentralized, high cost
and high volume audiovisual records exercise. Audiovisual activities
that include the purchase and/or lease of audiovisual records, contracting
for audiovisual records, loan of audiovisual records from Other Government
a:--64- ?
agencies, dissemination to other Government agencies,,on-house creation, .
O. (4*(a.
maintenance and utilization, are being conducted by various offices-Ortrt-
erovt-f-kw,. 7-0 kwv-t. 174.12A-- gafe, /A
?p-l-u-s?knowns, The extent of the activities involved
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range from an extensive Office of Communication exercise
to several small shop operations scattered throughout the Agency. For
itt4-en4-
AAA
all -iftianusihne, purposes, there is very little coordination of activities.
Some areas, such as CRS, DDO/OPS, CIA Library, are engaged only in the
maintenance and distribution of audiovisual records, receiving such records
from various sources such as P&PD, other Government agencies, and private
firms. Offices thus far identified that are engaged in the creation and
overall total exercise include OGCR, OTS, P&PD, Office of Communications
and to a very moderate extent, OTR. In answer to the question, "Do you
feel the Agency needs some form of audiovisual management program?", all but
dmA-1-s
one of the offices contacted answered yes. The affirmative responsw
saw a need for some form of program if for no other reason than to avoid
duplication and to make known what is available and where.
b. As stated, the Agcy's audiovisual activities are decentralized.
There are in existence, however, several Agency regulations that designate
the office responsible for certain oetetao audiovisual type records.
The regulations and a brief description of content are as follows:
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STAT
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STAT
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5. This report should not be considered as being all inclusive.
The audiovisual activities encountered during this preliminary survey,
may or may not constitute the entire Agency's audiovisual activities.
It is possible that additional minute activities would come into focus
during an in-depth survey. This preliminary survey, however, does demonstrate
that there is a need for some form of managerial control to determine the
present cost outlay arising from audiovisual activities, to eliminate
duplication, to insure coordination and to promolgate procedures for the
creation, maintenance, and disposition of all audiovisual records.
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