MEETING OF RECORDS MANAGEMENT OFFICERS FOR DDS AND DCI AREAS HELD IN ROOM 7D-34, HQ., AT 10:00 ON 14 MAY 1964

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500040094-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 16, 2016
• Document Release Date: July 12, 2005
• Sequence Number: 94
• Publication Date: May 15, 1964
• Content Type: MFR

ARO Meetings
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040094-8
15 may 1964E
Subject: Meeting of Records Management Officers for DDS and DCI Areas
held in Room 7D-34, Hq., at 10:00 on 14 May 196+
1. On 14 May I met with the following records officers:
e of Cable Secretariat)
The purpose of this meeting was to provide an opportunity for discussion
of problems of mutual interest. The following subjects were discussed:
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1. IRAC - 15 May - "Paper - Forest to File", Bureau of Standards official
2. Agency Records Officers Meeting - 10 June, 1E-78, at 10:00 AM,
Office Equipment - Not Gadgets, William Reilly, GSA
3. Filing Equipment Current Prices - Distribute
LI-. New Book, "Records Management --A Modern Tool for Business, by
Mary Claire Griffin - Allyn and Bacon, Boston 1964. LIBRARY
will procure (2) copies.
5. Form 2218, "Equipment Inventory" - 1 -1 STAT
c. Federal Records Officers Conference. The objective of this Conference
was to develop a program for the Evaluation of Records Management in all
Federal Agencies. I explained that with respect to this Agency the audit
would probably be along the lines of "Self Appraisal". On this basis, the
GSA representative will review our internal audit and possibly make some spot
checks. The idea of audits of Agency Programs originated with the first
Federal Records Officers Conference in 1962. Since then the GAG and several
Congressional committees have requested GSA to undertake such a program.
d.
Training
1.
Records Management Workshop, 8-19 June 1964x-
2.
AMA Records Management Seminar
3.
Forms Management Workshop
4.
Source Data Automation Workshop:
l4+-19 Sep.
12-26 Oct.
16-20 Nov.
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040094-8
 Apprraved For Release 2005/08/03 : CIA-RDP70-00211 R000500040094-8
e. Reporting to Top Management.
There was a general discussion on the various types of reports of
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Records Officers now made to their superiors.
monthly report, is required to make a weekly report an e STAT
submits a detail rennrt ver 6 months. I has recently started STAT
to report monthly. submits a quarterly report. None of the STAT
others make reports. It was agreed that some type report should be made
to Top Management but it should be meaningful and i*grms easily understood STAT
b the la n. I agreed to discuss this pro J.em withi
to see what they could do in/p 46pggraphics presentations. STAT
f. Cost of Printing Forms --I related a problem in
getting approval from his operating officials for the printing of forms.
He says that because of high printing costs, operating officials are boot-
legging forms on their own reproduction facilities. This seemed to be
no problem to any other Records Officer. indicated that even
though an estimated cost is given by Printing Services, there is no actual
transfer of funds. This appears to be a problem within the Administrative
structure of Office of Secuity.
g. reported difficulty in developing a new Records
Control Schedule or e Office of Security because more detailed descriptions
are now needed to provide for a review of records before being destroyed by the
RecordsCenter. He believes that this is caused by our policy that records
will be destroyed at the Center without notifying the Records Officer before
this is done. None of the other Records Officers seemed to think that this
was a problem for them. I have askedi to explore this further with
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h. Uniform Numbering
I wanted to know if the Records Control Schedule No. STAT
could be the same as e OPI on forms. She also indicated difficulty in
getting inserts for the Metal Tabs on file folders-I ill resolve STAT
this item.
i. jtbras the consensus of the meeting that these informal get.
togethers in small groups are beneficial.
(&- d;)
STAT
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Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040094-8