CIA RECORDS CENTER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP61-00910A000100070003-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 16
• Document Creation Date: December 12, 2016
• Document Release Date: July 24, 2002
• Sequence Number: 3
• Publication Date: January 25, 1954
• Content Type: REPORT

Approved For Release 2%Q-210$122 : CIA-RDP61-00910A000100070003-0
%or xyas. INiro ?,410
CIA RECORDS CENTER
ANNEX I
The Annex provides project data for the
construction of a permanent Records Center at
Approved For Release 2I:?Fatt : CIA-RDP61-00910A000100070003-0
25X1 A6A
25X1A9A
SECRET
COPY
?Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
',Ape 4,41. 25VELIA6 1954
MEMORANDUM FOR: Chairman, Project Review Committee
THRU Acting Deputy Director (A4ministration)
SUBJECT : Submission of Project Providing for Construction
of an Agency Records Center
Attached for the consideration of the Project Review Committee
is detailed information covering the propdsed project providing for
the construction of an Agency Records Center. The estimated cost of
the project is $405,000.
Attachment: Chief, neral services Office
Detailed Project Outline
CONCURRENCES:
/s/
Sfietffeld Edwards Date
Director of Security
/s/
Edward R. Saunders Date
Comptroller
Date
James A. Garrison Date
Chief of Logistics
Approved for forwarding to Project Review Committee.
/8/
L. k. Aite
Acting Deputy Director (Administration)
te
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
SECRET
25X1A9A
Approved For ReIcy 2002/08/22 : CIA-RDP61-00910A0 0100070003-0
SECRET
PROJECT OUTLINE
25 January 1954
Subject: Propoced Construction of CIA Records Center
Sub-Project /lentification:
Amendment No. NA
Originating Office: General
VA
Services Office
a.
Office Chief:
NIct. '7135
25X1A9A
b.
e.
Branch Chief:
Case Officer:
NA
Target Area: NA
Type of Project:
Financial Nechsnim
Alministrative an Depsrtmental only.
Funds Requestel: $405,000 - Fiscal Yesr 195k unvouchered.
Current Status: New. Not previously considered by the Project
Review Committee.
szemrr
Apprpved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
25X1A6A
?
Approved For Vase 200210117: CIA-RDP61-00910 101100070003-0
I. OBJECTIVE; The establishment of an Agencv Records Canter at
25X1A6A
to replace the Interim Reeords-Center now being op-
erated at Ropelyn, Virginia,
2. ORIGIN and POLICY GUIDANCE:
a. Origin. Public Law 754 requires, in Section 506 b
thereof, that 'the ;head of each 'edeal Agency shall
esteblizh and zaintain an at Ice and continuing pro-
ems for the econoeical and efficient menneenent of
the records of the Agency ft
ee Valence proposed. In headquarters.
3. SITUATION:
a. The 7eaeral Records Act (Public Law 754) reqpires the
establishment or a records program within each Federal
Department and agency, which require* as an and result
that inactive records be traneferred_feou office space
and filing equipment to records-center-type of storaeee
The Ceneral Services Administration ie now operating
ten Federal Records Centers to which records are betre
transferred by eoverreent agencies doing =classified
work. The Department of the Arey is currently storing
1,496,000 cu. ft. of Army and Air ?Oct! records in
three Army-operated Centers in the Centinental United
States. In addition, they operate five overseas
Records Centers. The Atomic rnergy Commission has
constructed and operates its own &verde Center.
b. The CIA has an exemption from Public Law 7541 but it
has been the express intention of Cla to comply with
the spirit and intent of all Acts offloneress, tram
which it enjoys an exemption. In addition, Public
Law 253 reqeiree the Director of CIA to protect its
sources and methods of collecting intelligence from
unauthorised eirclosere, ver that reason, CIA material
cannot be turned over to a General Services Adminis-
tration Records Center and, therefore, it is essential
that the Agency operate its man Records Center,
c. The Interim Apency Records Center logated at Rosslyn,
Virginia, is a government-owned building on leased
land end contains 20,000 sq. ft. of floor area. For
Records Center purposes, this building is expensive
to maintain; does not provide adequete security.; does
not have proper lighting, heat or personal health
facilities; and could not be expanded to meet future
requirements. The cost of renovating this property to
make it adequate and secure would be epproximately
195000, or 23f of the cost of new coestruction. The
present owner is demanding return of his property on
or about 30 June 1954. The building yes erected in
1943 by the Office of Strategic Services and these
problems will undoubtedly involve litigation. In any
event, the property must be turned over to the Ceneral
Services Administration for disposal in accordance
with existing government regulations.. As indicated
SECKer
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
Approved For
lease 2002/08/22 : CIA-RDP61-00910A a ;00070003-0
SECRET
above the building would not be adequate nor desirable
as a
above,
Agency Records Center because of location,
security, and very limited possibilities of expansion.
The cost of maintaining the building on a continuing basis,
including coat of security, would he spproximately $34.460
per year which, with the renovation cost, will equal the
cost of construction amortized in 11.6 years.
d. The Agency new owns 16,733 pieces of filing equipment
valued at $20347,332. Issuances of filing equipment
for previous years are as follows: 1950, 2,219 pieces;
1951, 3,331 pieces; and 1952, 4,238 pieces. In this
period, the average increase in issuances over each
previous year is 38%. This rate of purchase of equip-
ment will continue unless the Ageney operates an adequate
Records Center.
e. The cost of vicrorilming 60 cu. ft. of records is
$703.27. The same volume of records can be stored
in a Records Center for 43 years for this amount of
money. Since only about 5% of *II records are
usually considered permanent, it is expensive and im-
practicable to microfilm records an a general practice.
f. Estimates of the Agency's present records holdings,
annual records accretions and retirable records are an
follows:
(1) Present Records Holdingg - 92,000 CU. ft.
(Appendix A)
(2) Annual Records Accretioes - 20,000 cu. ft.
(Appendix B)
(3) Retirable Records - 27,600 cu. ft. can be
released to a records center after completion
of an initial inventory of all Agency records.
This is equivalent to 3;450 14-drawer filing
cabinets with a replaceSent cost of $810,000.
In addition, 8,000 cu. rt. can be retired
annually thereafter, which will release 1,000
cabinets each year, valued at $235,000.
(Appendix C)
4, pRoposni mn r.nrintruct an Agency Records tenter
25X1A6A J consisting
21,a90 sq. r-u. 1Am and a structure of poured
reinforced concrete at an estimated cost of $405,000.
(See Appendix D). The iite to be selected to provide
for possible expansion up to 60,000-70,000 sq. ft. of
floor area.
5. OPERATIONAL OUTLINE: WA
a. Bub proposals or "tasks." NA
b. Key personnel. NA
c. Indigenous groups and/or leaders. NA
d. Target groups. NA
e. Duration. NA
f. Graphic illustrations. NA
-2 -
SECRET
Approved For Release 2002/08/22: CIA-RDP61-00910A000100070003-0
25X1A6A
Approved ForIttlipse 2002/08/22 : CIA-RDP61-00910A000100070003-0
SECRET sumo
1
C. SECURir ?
a.
b. Knowledgeebility. NA
c. Operational security. NA
d. Risks. NA
e. Personnel dispossl. NA
f. Disaster Plan. NA
7. COORDINATION:
a. Relation to other nrodects. The oteration of at? Agency
Records Center 'you'd
be directly tida to mile tmergeecy man as well as
the storage of vital documents rhiCh are now located at
this Center.
b. Significance within over-all progrem in area. NA
c. Extent of coordination. NA
COTROL:
if a. Nature of. The control of thirfteility should rest
with the General Services Off ie because it is an in-
tegral part of the Agency's Recorda Management Program
which must, of necessity: come under the direction
Of the headquarters personnel supervising that program.
will ee responsiete ror tte generai afteinistration or
the Records Center personnel, except as to selection,
appointment and promotion.
b. Administrative plan. Not required.
'e. Reports. internal repOrte will be required on volumes
of records on handy rece4ved, and destroyed.
9. BUDGET DATA:
a. Total ever-all CIA funds required for Fiseal Year 1954:
$405,000 of unvouchered funds.
b. Availability of CIA funds required. This item was not
Specifically budgeted for the reason tet when the 1954
budget was prepared, the need for $n Agency Records
Center of the size nroposel could tot be e.a/culated.
It is estimated based on the present rat of expendi-
tures, that the General Services Office may msled avail-
able. with the approval of the Director. $50,000 free
Allotment Account No. 4-6612-20 Space, Nhintenewe and
Facilities Division; and $50,000 4'rom Allotment Account
No. 4-663A-20 Printing and Reproduction Di ision. It is
believed that these sums ten be made available from
present allotted funds due to a reduction in Agency per-
sonnel for the Fiscal Year P954- this reduction hes re-
sulted in * reduction of space needs end has therefore,
made sums available that were originally sch;duled for
alterations to office buildings to be acquired The
-3-
SECRET
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
25X1A6A
25X1A6A
25X1A6A
25X1A6A
10.
25X1A6A
25X1A6A
Approved For Release 2002/08/22 .? CIA-RDP61f1-00910A000100070003-0
arm
'vow
rate of expenditure for supplies for the Printina and
SeprOductigni Dtvisive, General Services mix.* tau-
cases that the Money needs ars net as greet as antici-
pated for the current fiseal year Tao balance of
;05*. ?COO sIll be provided by the Acting Deputy Director
for Administration upoo completion of re-examination of
the neea tor Agency funds already allocated tbieh is
mot in pewees. It Is reesensendesi that the Project Re-
view' Ceeseittee and the Direetor great improve1 of the
pret, subject to edditionel feeds bellow recovered
for this purpose in the onsount of $305,000.
lc. lion-CIA funds. RA
d. Tertian curteney.
e.
f. Fismnciel Itetory Sott Appenit*L for Fiscal rear 1.953
and Flees' Year 1954.
g. Future requirements. It is 'attested thet the propeaed
ite4rds Center will be adequate tor apprarieetely five
IVyears esti that at the end or that time an additional
,000 eq. ft. till be required. It is roughly est/motel
that ultimately the Agency will terquire an over-all
Records Center of from 60,000-70.000 sq. ft. &Unmet* F ?
SUPPORT DM;
a. Mal CIL DOVISONM011 Administrati *snort tor this
(lee eOncurreno
available
pannaruel.
Sommunieertiome. IA
CIA empoort.IA
reoalvell tree *Aber *MedStat.a aaancies. SA
U. OSStRAL CONSIDSTATIONS:
Currant status. An Uteri, Secerdi Coster is now being
Operated at Roeilre, Virginia, hith the tore uinisum re-
quirements vitniing deeds/on et thie proposal.
b. Osemitottuts. A tentative commitment exists to release
this lin *cards Mintier property by 30 June 195k.
Therefore, to fulfill this commitment, action should be
taken by that date to relocate the Records Center if
peseible.
C . Sttectivemook. As of this date there hes been trene-
fOrrOd WO the leeerda Caster sproarimately 4,670 ei . ft.
or rseor. 21s isboot at node* illetta4 require 583
-*Pe cableets for *Mee Stereo with a value of
371000. to addition, there is spyrovientely 6,323
eit ft, at eladeifiad supplesestal Stetribution material
whiebtiMildi4itre '790 file edIsieets-vith e replacement
value of $1
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
25X1A6A
Approved For Release.2002/08/22 : CIA-RDP61-00910A000100070003-0
7 t
?
szeRsur
d. The proposed Records Center of a lately 21,290
sq. ft. coating $405.000 (Appeed D) will house
epproviestely 40,000 odd cu. ft. of records. The ratio
of 2 cu. ft. or records for each sq. ft. of available
floor space meta the minimum etandards **UV/lobed by
the General Services Administration in the operation of
10 Federal. Records Centers. 40,000 cu. ft. of records
is equivalent to 5,000 -drawer Wee cabinets valued at
$10175,000. The net saving* resulting from e transfer
of 40,000 cu. ft. of :words from office space to a
Records Center would be M905,115. (Appendix G)
e. Nvaluation. The effectiveness Of this project after con-
struction could be evaluated by the *u. ft. of records
accepted into the Records Center and the nusiber of filing
cabinets released for other purposes. Also, the volume
of records aetually destroyed within the Records Center
itself vould be another yardstick for the over-all pro-
f. Policy questions. The principal question or policy is
the utilization of funds for the construction of the
Proposed Records Center facility. The necessity for
this construction bee been previously motioned to
representatives of the Bureau of the Budget Rovever,
upon approval by the Projects Reviev Committee and the
Director, the expenditure of funds for this purpose will
be speeifistally cleared with that Agency. The proposed
construction is necessary to comply with the federal
Records Act (Public Law 754), and provide adequete pro.
tection for the Agency's records, resulting in economies,
sufficiently justifies the use of these funds.
g. Comore**. The Ageiney should he able to indicate to
its compliance vith the 'Federal Rewords Act
Palle Lew 754). Security- cleared representatives
of the General Services' Administration responsible for
the government-wide records program are in constant
touch with us in regard to the development of IA 's
Record Program.
h. Extra-Agency action. NA
L. Proprietary companies. MA
j. Special considerations. NA
h. Liquidation. BA
-5- ?
SWIRrr
Approved For Release 2002/08/22 : CIATRDP61-00910A000100070003-0
Approved For Rel ase 206111M2 : CIA-RDP61-00910A000100070003-0
10.0
APpexurx A
PR1t3OT RMORDS MIDI=
It is estimated that the Agency now has in its posseseion
92,000 cu. ft. of records. The followin?actors are the
basis for this estimate.
1. Total number of pieces of filimg equipment in
the Agency - 16.733.
2. The averege eapqcity of the various types of
filing equipment - 5.5 cu. ft.
3. Factors offsetting one another, such ass
Space in filing equipment utilised
for overnight storage.
4
(a)
(b)
Records maintained in places other
than filing equipmemt? smith as on
shelves in vaulted erees.
BECRIIT
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
Approved For Re ase 2002/08WMA-RDp61-00910A000100070003-0
'vow
APPEND/I 15
ANNUAL RECORDS ACCRETIONS
It is estimated that records created and accumulated by the Agency
mould amount to an annual accretion of 0,000 cu. ft. This appears
to be a reasonable figure in view of the -following:
1. Personnel in the National Archilites and Records
Service stated that an estlimaAdi 1* Cu. ft of
records are accumulated for each person employed
by an Army. The ecperience of the National
Records Management Council in industry, indicates
that this figure is approximatelty 2 cu. ft.
2. Purchases of tiling equipment in 1950 sith a
capacity of12,200 cu. ft.; 1951, 18,300 cu. ft.;
1952, 23,300 Cu. ft.
SECRET
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
Approved For Release ifiaM/22 : CIA-RDP61-00910A000100070003-0
Now,
APPEILIXEX C
ISTERABLE REOOPDS
A. !tie eatimated that of ft 92,000 cu. ft. of records in the
Agency4 30%, or 27,600 cu. ft., could be released after the
initial inventory and appraisal. lhis percantaae appenrs to
be conservative on the basis of!
1. Records inventories of the Genor4 Services Office
and Office of Operations, Contact Division6 lhe
invectories showed that 68% of the records of General
Services Office and 32% of those, of Office of
operations Contact Division could be released to a
Records CeAber.
2, An estimate in the %over Commission Report, that
over 50% doll novornment records eccusselas
could be resew&
3. the release of as much aa 74% ih'industry as ex-
perienced hy the Hationel !leotard* manivemput council.
27,600 on, ft. of recorde is equivalent tO 3,450 4.drewer filing
cabinet. valued at 1313,000,
it is estimated that a &clam of records equivalent to 40% of
the 20,000 OU4 ft, annual reoords secretion*, or 8.000 ea. ft. *,
can be transferred to the apeorde Center mull year after the
effective date of a schedule for the aratemahic retiresent of
inactive rezarda. 8,000 cm. ft. of recerda is equivalent to
1,000 4..drawer riling cabinets Tolled at E2350000.
bare is no evallabo experience on Which 'to base this estimate.
lioarever? it is ressernable to sesame that'alerge percentsze of
reoorde 3, 445 or nore years old will rOt be needed for fre.
went reference. tt, present, it is difficult to reV-ro Agency'
reeords to a Uecords Center because curr&Ot records are coarionly
interfiled with con.ourrent records. OnOe procedures for the
syrtematic ont.ofr and rettreimant of fi103 are established, the
current recor4e will entmmatioel1i be segregated from those that
are nemicerrent? which will overoome tali difficulty.
estbeato of &volute of records equiValent to 40% of the
annual accretions *polies to non.current'records, whit* may be
as mach sa,, ten yea= old, and not to current records.
MGM T
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
Approved For Release 2002/Stel4CIA-RDP61-00910A000100070003-0
'140 woo'
APPMIX D
00!7T E1tn.: OF I-1101305ED mcoal
Building: Basement and ono story; exterier of
reinforced concrete walls- roi4forced concrete
flat slab frame (vith nonkithic floor
finish); concrete runonry unitpartitLorts;
exposed ooncrete ceilings (p4 ted); asphalt
tile floor in offices cud darkroom- cemant
finieb elsewhere; fluorescent l4gh4..4C
Ahrougheut (seoondary aarreat)* air conditioned
with humidity oontrol mod forced air heat;
security slams systom (no aprir?klere);
hydraulic elevator. Provision for additional
story. Contract to include inettellation of
shelving furniShed by Goverazient.
Gross Area: Beaumont 10,320 sq. ft.
Ist Moor 10,970 " *
tal 21,290 eq. ft.
Volta*: APProximettelY 320p000 M. ft,
E S TIXA
Construction
Air Conditioning end Heating
Finorescent Lighting Fixtures
Float:teal Work (Secondary Current)
Security Alarm
Plumbing
aerator
Approaches
3S11IAA/M.0O213TaliC COST
$200,000
U04 000
33030
33,000
3,000
8,000
10,000
?.00.000
3115,000
Deduct from above for brick fie with
8.4neh masmiry linitbeePlng. 410,000
STCRET
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
25X1
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
Next 3 Page(s) In Document Exempt
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
25X1A6A
Approved For Release 2002/08/2521 -RDP61-00910V100070003-0
ammo
APPENDIX It
Fiscal Tear 1953
1 24?hr. guard poet
$ 21902?014
Anneal lease
10,500,00
Operation le Plaintenante
8,962.00
25X1A6A Meal
Total
Year 19%
$ 40,1482.014
(14 so. pro- $ 13,04.00
rated !von
above)
Itesslin
I 24-Nbr. guard poet 21s020.04
Annual leas* . 400300
Operation
& Maintenance 7.110,00
Total
$ 0,9514.04
SECR1T
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0
25X1A6A
Approved For Release 2005,5S: CIA-RDP61-00910A0Z100070003-0
IoNur APPENDIX 111
name CENTER CAPACITY REQUIREMENTS
It is estimated that an Agency Records Center of 21,290 sq. ft.,
with a capacity of approximately 40,000 cu. ft. Of records, vill be filled
in about 5 years. There are no experience figures available, but the
following factors vere considered in arriving at the estimate.
(e) Total Agency records holdings - 92,000 cu. ft.
(Appendix A)
Annual accretion of records - 20,0d0 cu. ft.
(Appendix it)
Annual volume of records to be retired - 8,000
cu. ft. (Appendix C)
(d) Capacity of Records Center - 40,000 cu. ft.
(Appendix 0)
(b)
(0)
(5)
(r)
(s)
The coepletion date of initial invintories of
present record holding' and the development of
the related records control schedules. (A mini-
mum of 2 .are to cover the entiret'Agmney.)
The time required and the extent oi MICCOOS in
ohanging present systems to provide annual cut-
offs which viii permit systematic periodic retire-
ment of records.
The volume of reoords which:
(1) Can be destroyed by offices without
transfer to the Center.
(2) Transferred to the Center and destroyed
after retention periods of 1 or more
years.
(3)
(4)
Transferred to the Center for permanent
retention is present form.
Transferred to the Center for microfilm-
for permanent retention.
In view of the above considerati 'rigours ons, it that the Agency vill
hive to eitiblish sad operate 8: Records Center of from 60,000 to 70,000
sq ft. of space in ID to 20 year*, *Moue: sueh a requirement cannot be
fully justified at this time. For this reason, a conservative approach mold
be the establishment of a 21,290 sq. ft. Records Center, constructed in such
a, manser that it can be readily expanded to meet future seeds. This
empaselem is poemible in a building construe ted
Approved For Release 2002/08/22 : CIA-RDF'61-00910A000100070003-0
25X1A6A
Inapt iv.
Records
8,000
'A.,
16,000
1956
24,000
1957
32 .000
1958
40,000 a/
Pile Cab.
&salmi
loom
2,000
3.000
4,000
5,000
Approved For Release 2002/08/22: CIA-RDP61-00910A000100070003-0
A.PPENDIE G
COMPLUTIVE CUMULATIVE CCM OP OPTICS LID
RECCHD6 CENTER 5TO4AGE Or INACTIVE AGENCY RSCCETE
OMR STAGE
Gab, Repi;;;=
sent Value
CENTER
STOWE
kill "VANS 21
$ 235,000
$ 14400
246,400
$412,177
470,000
34,200
504200
419,354
705,000
68,400
/73,40
426,531
940,000
114000
1,054000
433#1011
1,175000
171,000
14346,000
440,685
?JOWL.
911111Q021
$1650777 (111Mil)
84646
346,80)
620,292
905,115 A/
1. It is estimated 1221ppemdix C that sporeeimetely 4000 eu. ft. ot records viii te
transferred to the Records Center annually'. Op the basis, of this estimate. the above
figures indicate that the Center-will he filled to capacity' in about 5 years and at
that time expansion vill be necessary. Litho:ugh the volume of records to be retired
viii continue at the rate Sham above, the volume of inactive record*, to be housed
will accumulate at a someOhat reduced rate after the first fee rezs of operation.
This vill be accomplished through the development end applimalemsd' Records Control
Sehedules under vhich a portion eir such records sem be destroyed upon the expiration
af established retentioo periods approved by, officials of the responsible offices,
2. Records Center capacity is assumed to be in the ratio of 2 cu. ft. of records for
every 1 eq. ft. of available floor seam. This is a minims figure establiShed ti
the GM in the operation of ten Pederal Reeords Centers. It takes into consider.
ation the space needs far aisles and offices.
3. Includes an estimated $405,000 for construction amd the cost of the storage equip-
ment for the accretions of each year.
4. In computing the saving, the salaries of Records Conte operating personnel are
not accounted for because this cost viti be more then offset br ths savings in the
salaries of office pereconel, Ls more time is required to maintain amd servise
inactive records in office opals than in requirmliahem the records are stored la
a Records Center.
iMMIMO
Approved For Release 2002/08/22 : CIA-RDP61-00910A000100070003-0