STATUS OF VITAL DOCUMENTS PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300230008-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: December 19, 2016
• Document Release Date: September 29, 2005
• Sequence Number: 8
• Content Type: REPORT

Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300230008-4
The following information relative to the current stature of the
vital documents proti rem was obtained the Advisor for Management from
_jChief CIA Library d %Wstrativ.
Services and from a meeting with the vital documents pro ra officers of
each CIA office.
1. Current attat
Project
(1) Completed August 1950
(2) All offices are complete except OCX
e lete. Can be 100% complete to date within
on* month. 'Work sill be started as soon as storage
space for material is available in repository.
Graphics Register - 500,000 frames to ea- micro-
filmed. Approximate time rst aired to complete s
six month's using one camera.
chi l p - Twelve ma. cabinets containing vital
documents and map negatives of 0 protma have
been retained in ashington pending a apletion of
permanent rmpositozy.
(b) 1tat,zial Produced Curx*ntl
Since August 1954 each office has contributed on a
periodic basis as follows:
(1) All CIA produced material. is forwarded to the
sitoxy on a monthly basis.
(2) Material from r & S, 064 and OCO is forwarded
monthly.
(3 Covert Personnel records are forwarded on a
monthly baasis.
(4) Overt Personnel records are forwarded on a
quarterly basis. A rrangtm ants have been made to for-
ward these records on a monthly basis.
(5) Comptroller's Office forwards its material each
quarter.
(6) Office of Operations forwards its materiall, each
Quarter.
(7) All other offices forward material when deemed
necessary.
25X1
25X1
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Sch2tieme
(a) There a no VIA forwarding schedules established for
operating and ad- Inistrative divisions within an office. Suci ached leers
should be established and the Vi. officer for each office should check
those divisions which do not outwit material on scheduled' dates
(b) `V officers for each office have been requested to advise
the Advisor for Management of those documents or classes of documents
which should be forwarded to the repository on a daily or weekly basis.
3. Withdrawal of stored Material
(a) Since established procedures require copies of_gins1
documents to be forwarded to the repoaitoryp it Is rarely n ss+ary to
w sstod steria se.
(b) The recent withdrs..wal of stored SAS and Finance Office
records for purposes of consolidation of those records under the Camg-
trailer is only came where this has been necesss .
(c) policy statement on future withdrawals shou.d be ob ined. 1/
of Mateerial t ,___-
Certain doses cents are scheduled for replacement on a periodic
conserve file space. This operation doh ndt present a problem
be advisable at this time to review the list of documents
involved and their replacement s,rtchedules to determine if err changes
should be made.
5*
a !..~ ? 1 .., or W`eekly Wis.
TAB A lists the offices and divisions which are microfilming certain
of their vital documents for storage. xcept for Graphic Register, OCt,
Procurement Division and the Office of Special operations, the initial
microfils projects were 100% complete as of October 1950. The schedules
to microfilm vital documents produced on a current basis vary from a
daily operation to once each six months. In order to reduce the time lapse
to a monthly or weekly basins, it has been estimated that four Rotary
Cameras, 16 suss, one Diebold Camera, 3$ cause, and four operators in addition
to the present equipment and personnel available for this work would be
required.
Further study will be given to this problan to determine if personnel
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assigned to the offices Involved in the program cannot perform t.h
miorofilmi work there lo obliviating the need to a loy additions
peril.
6.
It is nda
(a) the position ect.tehed for the CIA V
atrative Service Office, be filled as soon
the future incumbent be cleared to handle ?S Covert as '
i,bl;e a no
material; and that he be assigned complete authority and respoas:tilit r
to establish and operate a c+ ntraalizod projraaaa and that his authority
responsibility to clearly outlined to all CIA offices.
A custodial position be eetsbli-.hest at the
eventual incumbent be cleared to handle both
(1) the interim repositor7r cannot acco odntc additional, material (2)
(a) Work on the final repository be started as soon as possible
corrosion and detorioration of safe files cannot be successfully
nt locsti yin
(d) The final repository be constructed to provide props
ventilating and heating facilities to pro ant possible deterioration of
armed material at adequate electric power facilities be provided for
the operation of I and other types of machines.
(.) The present list of "vital" documan
deters if aty should be dro,fed from the list and if
not listed which should be defined as 'vital" and added to the list.
(f) ~- e hoduleeas for submitting material to VI) officers within
each office and to the CIA VD Officer be established and closely con-
troll.ed.
(g) The microfilmin of the backlog of documents which
should have been included in the "initial MJoct* be accomplished
soon as possible.
AVM/lea
officer 05-12
CCs ChronoApproved For Release 2005/11/21 : CIA-RDP70-00211 R000300230008-4
Subject
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T VITAL O?
huh T At
Period ibr Microfilsi
Initial Project
Notarial
COD, Biogr
OCD, Graphics
100%
6 months
*6 months
OCD, Industrial Register
100%
100%
Liaul
6 months
Legal Staff
1?%
When necessary
I & S
100%
6 *onths
Comptroller's Office
100%
6 months
Personnel Division
100%
when necessary
Procurement Division
*Daily
O
100%
When necessary
ORR - Map Intellik ence
100%
r=sn necessary
cof0
100%
When necees y
CO
*Daily
100%
4 months
A4-visor ibr Mann en.ent
100%
when necessary
OCI
Adm. Services (Real tetets Contract
10%
*Monthly
Division)
* After initial project is coney Meted.
When necessary
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