HEADQUARTERS RECORDS REVIEW

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000600120006-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 22, 2016
• Document Release Date: September 13, 2012
• Sequence Number: 6
• Publication Date: June 29, 1981
• Content Type: MEMO

OIS Registry I
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2 9 JUN 1981 arc 121;
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MEMORANDUM FOR: Deputy Director for 'Administration
FROM: Thomas H. White
Director of Information Services
SUBJECT: Headquarters Records Review
Harry:
1. Attached is the proposed DDCI memorandum we have discussed which
formally initiates the headquarters records review. Also attached is a -
memorandum for your signature forwarding the DDCI memorandum to Adm. Inman
for approval. After the DDCI memorandum is distributed, we will be preparing
for your signature an implementing memorandum to the other Deputy Directors
and Heads of Independent Offices, as well as to the DDA Office Directors.
In addition, we will be submitting for your signature a Headquarters Notice
informing Agency employees of the records review requirement. For your
background below is a run down of where DDA Offices stand vis-a-vis records
management.
2. Within the DDA, the Office of Communications is furthest along on the
work involved in the review. That office has been performing a records review
based on the current items in its 1977 records control schedule, and has
submitted to us for coordination and approval an overall revision to that
schedule. OL accomplished a 10 percent reduction in its headquarters holdings
last year, and we have been assisting them in improving some of their records
,systems.- ODP-is well-along in setting up-a full-scale-records-management-
program for the first time and this process includes the actions necessary for
the review. OF has submitted to us informally updates to several of its
schedule items.
3. OIS still has much work to do to bring its records into alignment
with our structure as an Office, and we will be working on the ODDA
schedule to split off the records that were included when ISAS and IPD were
part of the DDA staff, as well as make updates necessary to reflect
other organizational changes such as the transfer of History Staff and
the merger of Budget Staff into the new Management Staff. We recently
have approved several updated items in the OS schedule, and we are just
beginning to work with them on reviewing records in preparation for the OS
move from Headquarters Building next year. We also need to begin working .
with OTE and OMS on updating their records schedules and with all offices
on tying their filing systems in with the schedules.
/s/ Tom
Thomas H. White
Attachment:
As stated
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(IS Registry
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'STAT
STAT
MEMORANDUM FOR: Deputy Director of Central Intelligence
FROM:
SUBJECT:
Harry E. Fitzwater
Deputy Director for Administration
Headquarters Records Review
1. Action Requested: Approval of a memorandum to senior Agency officials,
initiating an Agency-wide project to review our headquarters area holdings of
paper and other hard copy records and, where possible, to reduce them.
2. Background:
a. Records are taking up too much headquarters office space.
Moreover, the Agency Archives and Records Center (AARC), to which
components retire records from headquarters, may run out of space
within the next five years to store these records at present rates
of accumulation. In addition, to avoid excessive expenditures for
replacement of non-secure safes, we must reduce our records so
they will fit into existing secure safes. This is especially
important as components continu to move from Peadnuartla rs Building
into outlying locations such as
? b. The requirement to review headquarters records holdings
was orginally established as part of a long-term records review
program by the Acting DDCI, John F. Blake, in his 29 July 1977
memorandum to the Deputy Directors and Heads of Independent Offices
(attached). This requirement should be given current policy -
emphasis in view of the manpower resources involved and the need
for Agency managers to make time available to properly accomplish
the task. We must begin to take action now to ensure that Agency
recordkeeping practices remain in compliance with Federal laws
governing the maintenance and disposition of records and thus
avoid a more serious and labor-intensive effort in the future.
3. Recommend2tion: That you sign the attached Memorandum, subject:
Headquarters Records Review. .
Attachments:
As stated
Har
- Fitzwater
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1?
2 9 JUL 1977 ,
NEMOPADUM FOR: Deputy Director for Intelligence
Deputy Director for Operations
Acting Deputy Director for Administration
Deputy Director for Science and Technology
Acting Deputy to the DCI for the Intelligence
Conlaunity
Deputy to the DCI for National Intelligence
Office of General Counsel
Office of Legislative Counsel
Office of Inspector General
Office of the Comptroller
FRO14:
John F. Blaike,
Acting Deputy Director of
Central Intelligence
SUBJECT: ? Innlementation. of Records Control Schedules
REFERENCE:
Mo from DCI to DD's and }cads of Ind.
Offices dtd. 20 April 76; subj: Disposition
of Agency Records
?
1. The Agency has co?.pleted updating the 22 Directorate
and Coolponent records control schedules and has submitted
then to the National Archives and Pecords Service for
approval by the Archivist of the 'United States. Thus far
nine schedules have been approved, and the schedules of the
DDI and DDO are expected to receive approval in the next two
weeks. The next step in the process of bringing Aoency
records practices into compliance with requirements of the
law is the implementation of these approved schedules.
2. The new schedules clearly identify, for the first
tine, permanent Agency records and generally reduce retention
periods for non-permanent records. These requirements rust
ROW be applied to the 19,810 cubic feet of records in the
Agency Archives and the D0,4S4 cubic feet in the Aooncy
Records Center. Reviewing and screening, as well as docu-
;nenting where necessary, the naterials in the Agency Archives
and Records Center will require the expenditure of tine and
resources by offices throughout the Agency, but it is a job
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that trust be done now. The screening process also is
necessary tef prepare the earliest permanent Agency records
for the tietiassification review which will begin in SentelTber.
3. To accomplish the tush of implepen.ting the new
schedules preparing for the declassification review, the
Agency Records Management Officer has established the following
priorities-:
a. The 19,310 cubic feet of records in the
.Agency Archives laust be reviewed, screened, and
properly documented (in some cases documentation
describing the records from the late 401s and
early MI's is non-existent and must 'oe prepared
now). Temporary records which require continued
-retention must be prepared for transfer to the
Records Center, while those temporary records
approved. for disposal must be prepared for destruc-
tion. The l offices responsible for the various
collecons in the Agency Archives must assign
both professional and clerical resources as
necesssry to complete this tasl: expeditiously.
it- Records Center personnel must identify
the twporary records in the ecords Center now
eligale for disposal based upon audit trails
prepased by responsible 1,eency conponents. A-epro-
? prialla, forms will be initiated by Records Center
persetrael to authorize destruction of these records,
as tcela as the records in Agency Archives which
tave-teen identified for disposal as described
above. These forms will then be submitted to the
_corepo.t and, where necessary, to the Office of
General. Counsel and the AF.ency Records ?-7enagem.e..nt
Officer for approval.
c. All permanent records now deposited in
the Records Center must be reviewed, screened, and
propexity documented. Where required by the new
schetlule.s, these permanent records will be trans-
ferred to the Agency Archives.
The 234,953 cubic feet of records main-
tained in office areas must also be reviewed to
e;eteleihee. which series must be destroyed and which
?;lust be transferred to the Agency Archives and
Records Center in accordance with the approved
schedules. Additionally, all _Agency files rust be
specifically identified with the item in the
records. control schedule that provides instructions
for their ultimate disposition. This identification
.be. recorded directly on each file or annotated
On ea & file index.
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4. All records identified for destruction through the
efforts of a., b., and d. above are subject to inspection, by
the Senate. Select Conmittee on Intelligence before the .
actual destruction Occurs. To this end a destruction holding.
area has been identified at the Archives and R4?cords Center
building where these records will be held pending inspection.
S. Procedural guidelines for these disposition reviews
will be furnished by the Records Administration .Branch,-
ISAWODA, Guidelines for the declassification review
will be furnished by the Records .Review Branch, ISAS/MA,
Questions on implementing the disposition and declas-
sification requirements -should be addressed to either
these two offices as appropriate. . . ?
6. As all Agency components complete this process of
review-, ?documentation, and declassification, Agency records
will be brought into compliance with current. requirements
established by law, Executive Order, and the Congress. ? -
Properly documenting Agency records also will pay dividends.
by facilitating information retrieval and avoiding future.
"surprises" such as the recent surfacing of records that
were previously reported asbeing non-existent. '
STAT
STAT
Is/John F. Blake,
John r. Bla'ke
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I:11 1981
9 -
la'MRANDUM FOR: Director, lnteliigence Community Staff
Director, Nation:11 Foreign Assessment. Center
Deputy Director for Administration
Deputy Director- for Operations ? ?
Deputy Director for Science and Technology
Comptroller
General Counsel
-Inspector General -
Director Of Personnel
Director of Policy and Planning
Director, Equal Employment Opportunity
Executive Secretary
FROM: Deputy Director of Central Intelligence
SUBJECT: " Headquarters Records Review
xecutive Registry
?
1. This 111W(MITICalill sets forth requirements for reviewing, our holdings
of paper and other hard copy records in headquarters area buildings, and
establishes a schedule for carrying out this review.
2. The Agency began a long-term program in 1976 to disnose of unneeded
records, improve 'the retrieval of those retained, an generally. make our
records more usable. Through the efforts of records managemeA officers
and many other personnel, the-first stages of this progra:',..--preparng.
records .control schedules and.applying the schedules at the Agency. ? :
Archives and Records Center (AARC)--are. essentially ample-Led. Asa
result, our records holdings at AARC are 25 percent below the 1977 level,
and computer systems a)re now aiding in retrieving the records that remain
there.
3.- ? It. is now time to complete this program with the 225,000 cubic
feet of records in headquarters area buildings. This headquarters records
review will involve updating the records control schedules, as required
SI-AT annually in any case by.. with a. view to further reducing .
the retention time Of temporary records. It also will involve 'destroying
many of these records, or in some cases transferring- them to ARC, in
accordance with the reduced retention periods.. It will include improving
Agency filing systems and tying?the filing systems directly to. the schedules, .
thus avoiding the need for large-scale review in the future. It also will
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include reviewing our large collections of permanent records and asking the
National Archives and Records Service (MARS) to reappraise them in order
to reduce permanent holdings, where appropriate through sampling or other
means.
4. The headquarters records review is a major undertaking, requiring
the efforts of many people to perform the surveys and make the necessary
decisions. It will require Agency employees to make time available so that
component and directorate records manageMent officers_ can work with those
1110s.t knowledgeable of the information needs, work flow, and records content
of each office. The benefits in terms of space savings and improved access
to information will be well worth the effort. ?
5. Please initiate action to conduct the headquarters records review in
accordance with the following schedule:
STAT
a: By 31 August 1981 develop detailed component plans,
down to the branch level, for carrying out the review.
b. By 28 February 1982 update the records control schedules,
including reappraisal of permanent records and of the retention
periods for temporary records.
c. By 31 May 1982 destroy temporary records due for disposal
under the updated records control schedules, and transfer to AARC
the records scheduled for retention there.
& By 30 S ii 982 establishnew filing systems in. _
accordance with. Files. Management (now in preliminary
coordination). The filing systems will identify each file with
the records control schedule instructions governing its ultimate.
disposition:. ?
conjunction with.thedevelopment of directorate and conyonent
plans,. the Deputy Director for Administration (DDA) will, provide, ? by ? ? ?
Separate memorandum, detailed instructions for conducting the review. i In
addition, a Headquarters Notice will be published informing Agency employees
of the records review requirement. Deputy Directors and Heads of Independent
Offices may request exception to the above deadlines, where necessitated by
special circumstances in a particular component, by memorandum addressed to
the DDA,
7. Monthly progress reports from each directorate and from the DCI
Area are to be submitted to the DDA beginning with the month of August 1981.
Questions or requests for assistance may be directed to the Agency Records
Management Officer, Records Management DiviOon Office of Tnformati n
SI-AT Services, DDA, 1236 Ames Building, extension
Is/ 13. 11 Inmal
B. R. INMAN
Admiral, U.S. Navy
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