RECORDS OFFICER MEETING - 30 OCTOBER 1963 - 1E-78, HEADQUARTERS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500040105-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 16, 2016
• Document Release Date: July 12, 2005
• Sequence Number: 105
• Publication Date: October 30, 1963
• Content Type: MEMO

Rbcords giMcW9't# asi(k( O'9AD3 3. -R B9Hddd 40105-5
Good morning ladies and gentlemen. I am pleased to see so many of you
wee here this morning.
I am sure you all have busy schedules - so we will not keep you here
toolong.--Since we last met, in June, a number of significant records
management items have occured that you should know about and this is our
principal reason for meeting today. In addition, I want to hear from you
today about what you think we should do about future meetings.
STAT
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
Here are a few items of general interest--
First - I am advised by the Asst. Archivist, Dr. Herbert R. Angel,
that the General Accounting Office is conducting audits of the Federal Records
Management Program. So far, an audit has been completed of the Headquarters
program of GSA and selected field opens and a report has been made to the
Congress and the President. The audit is continuing in the field with emphasis
being placed on an examiniation of agency programs in Boston, Kansas City,
and Washington, D.C.
I mention this only as information--as far as I know there is no plan
for either GAO or GSA to audit our program. However, since our General
Counsel has determined that we are bound by the Federal Records Act, GSA
could audit our program if they desired.
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
New Profession
Second - There is emerging a new profession - Records Management - and
we have two professional organizations - the American Records Management
Association and the AREA - both fine organizations. ARMA has several chapters
- Detroit, Chicago, Los Angeles and New York. It's membership is from
Government and Industry. AREA Membership is primarily from industrial
companies in the New York metroplitian area. I have attended several of
AREA's annual conferences - they have all been highly professional in
character - AREA has recently developed a professionNpublication - the
Records Management Journal. I have their first two issues. If you would
like to subscribe the fee is $3. - Here is a copy - if you would like to see
it - give your name to Frances.
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
Records Management Training
Third - GSA has announced a training schedule for certain subjects from
January until June. '-e cop for you. In addition, there are other
training programs which will be given between now and the first of the year
Report Writing - Nov. 18 and Dec. 9
Plain Letters - Nov. 25
Records Disposition - Nov. 12 and Dec. 2
You should fill out an external training request if you want to take any of
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
Microfilm Deterioration
At a meeting of Federal Agency Records Management personnel, a recently
discovered conditicueffecting roll microfilm was discussed. National
Archives, Bureau of Standards and microfilm industry representatives des-
cribed the condition, its prevalance, cause factors, effects and possible
curative and preventative methods.
While the condition has no official name, the Bureau of Standards
scientists have christened it the "J" condition after "Project Jupiter,"
the code name of the research effort. Several records managemnet and micro-
film people have referred to it as the "measles," since in one common form
the condition appears to the eye as small red spots on the emulsion.
c a :F X12'- G
STAT
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
Dare Card Application to Forms Management
At our Records Officers Meeting in April of this year we had
I orm OCR tell us about DARE Card use. We became interested and
I f our Staff is here to tell you how we hope it can help
you in your Forms Program.
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
Filing Equipment Control
Probably one of the most important elements of an office Records Manage-
ment program is the proper control over filing equipment. We find this true
in Government and Industry. has some matters in the filing equip- STAT
ment area which require youittention.
(Distribute copies of Office)
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
New Document and Courier Receipt
An Agency committe concerned with aiDng the recommendations we made
last July in our survey of the Courier system brought out the need for a
new document and courier receipt. has drafted a new form STAT
i$7
and a procedure chart for its use. Ed~will outline it here STAT
and we want your ideas before finalizing it - so listen now Q akk STAT
her any questions and send us your ideas soon.
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
Records and Equipment Inventory
I am very grateful to you Records Officers for sending in your inventories
of records and filing equipment. I know this is a difficult job, but it
is the only report we require each year and I think it is most important for
you and the Agency to have this data.
I am sorry we couldn't give you the results sooner but a few offices
had some unusual problems to solve in getting data so we couldn't complete
an agency-wide tabulation until all reports were received. Here is a pre-
view of how we standon an agency-wide basis. (Show on Screen-FY 1963 Report-
Records on Hand and Destoryed in Offices)
Later on reports will be sent to the heads of components showing the
relative status of every organization.
I want to show you also the relative costs of keeping records in office
fit,
space and in the Records Center. Here they are - (Show on Sc1'een - Oe aarative
Cost Data
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
Future Meetings
This is the fourth meeting of Records Officers this year - we have not
met regularly - and our program has been very informal.
You have heard from people both in and outside the Agency -
and systems;
have told you about special filing equipment
told you about Security Records Division;
STAT
STAT
STAT
STAT
described some of the important OCR procedures. STAT
Then in June. we heard from Don Simon, Chief of RM at State Dept.
Now what is your desire for the future?
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
Report to the DDS on Records Center Operations
In July of 1962 I was requested by the DDS to make a report on the status
of the Records Center - how many records were in it, the rate of receipt of
new records, the rate of disposition and when the Center would be filled.
The request from the DDS cemp
s a result of an issue raised by the Agency
Financial Policy and Budget Committee. At that time I estimated the Center
would be full by about October 1965.
In my report to the DDS on 8 October 1963 . gave him a new status
report based on our operations during FY 1963. Here are some of the facts:
(a) Gross Receipts of 14,827 cubic feet for the Fiscal Year 1963
were 1% greater than the previous year but 6% smaller than the average for
the period 1959-1963. This experience indicates that gross receipts of
inactive records seem to be stabalized at about 15,000 cubic feet per year.
(See Attachment #1).
(b) The Disposition of 12,026 cubic feet is an increase of 77% over
the previous year and 71% more than the average for 1959-1963. This is the
largest disposition ever accomplished in a single year. (See Attachment #1).
(c) Reference Services furnished Agency offices reached a new high
of 385,762 items; this includes records returned for loan or retention and
information given over the telephone. (See Attachment # 2).
(d) On 30 June 1963, the total holdings of the Records Center were
80,847 cubic feet. (See Attachment #1). The net growth of 2,801 cubic feet
during the FY 1963 is the smallest since 1952 (898 cubic feet) and is con-
siderably less than the average of 8,760 cubic feet for the 1959-1.963 period.
Assuming, a net growth of 8,760 cubic feet per year (average of past 5 years)
the Center will be filled by about Jan. 1966.
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
 Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5
List of Handouts for Records Officers
- 30 October 1963
STAT 1. Training Schedule:
Source Data Automation
il
F
es Improvement
Forms Improvement
Directives Improvement
Speeding The Mail
2. Training Schedule - Records Management Workshop, Jan - June 196-
3. Records Disposition Workshop
STAT
I. PLain Letters Workshop
5. Report Writing Workshop
6. DARE Cards-
I
7. October issue - THE OFFICE -
0
STAT
? New Document and Courier Receipt and Flow Chart -
Comparative Cost Data
10. Directory of Area Records. Officers - October
Approved For Release 2005/08/03 : CIA-RDP70-00211 R000500040105-5