OUTLINE FOR PRESENTATION OF CIA RECORDS MANAGEMENT POLICIES SUPPORT SERVICES COURSE FOR CAREER TRAINEES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500050001-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 13
• Document Creation Date: December 16, 2016
• Document Release Date: July 12, 2005
• Sequence Number: 1
• Publication Date: October 28, 1966
• Content Type: OUTLINE

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Outline for Presentation on CIA Records Management Policies
Support Services Course for Career Trainees
:30 A.M. -
Room 1A-01+, Headquarters
It is always a stimulating experience to be a guest speaker at these
courses for Career Trainees. You are always eager to know what is going on -
to learn more about the functions and programs of the agency. I also find it
interesting to meet new people and therefore it is a good opportunity to
exchange views with you; perhaps we can get some new ideas on how to solve
an old problem - "how to manage records".
The subject of our discussion, records management or paperwork management,
is probably the world's most unromantic topic. It has very little glamour
and practically no sophistication.
Occasionally we see a comical cartoon about the Secretary getting
desperate to locate a paper the Boss needs in a hurry - but we seldom hear a good
story. How about one from you people. (Repeat previous story if appropriate.)
Today, management is concerned about how fast it can get information.
Computer and printing presses grind out paper faster than the human eye can
read it and certainly faster than the human mind can understand what we
produce. These are days of glamour gadgets - high cost hardware and piles
and piles of software - expensive mounds of paper.
Government and industry are greatly concerned about the increased cost of
creating and keeping the tremendous volume of paper required to operate
modern business today. Here is what one of the great industrial leaders,
J. Paul Getty, who is recognized as the world's richest man said recently -
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"One of the really serious wrongs in American business today is the penchant
for wallowing in welters of paperwork. Some companies have hundreds of
people keeping records on each other and passing office memorandums back and
fJ r'rrl' T t -:a y v ? '~
forth. AThere seem to be more memo writers, readers and filers than productive
workers. The cost of this over administration is staggering in salaries paid
to paper shufflers".
We pay a stiff price for complexity in our modern age of progress -
paperwork. It takes 25 tons of engineering drawings, for instance, to build
a jet airliner. Most companies now require 25 - 30 separate personnel forms.
CHART - WHAT IS RECORDS MANAGEMENT
Basically, it is a management improvement technique. It is a'specialized
tool of management concerned with paperwork practices and problems. It is not,
however concerned with the bits and pieces of paper as in filing or in
destroying records; instead we pay attention to the life cycle of records
from Creation to Cremation.
CREATION - Forms, Reports, Correspondence
USE - Equipment, Systems, Supplies, Vital Records
DISPOSITION - Inventories, Schedules, Archives and Records Center
Operations.
Records Management, or paperwork, is recognized today as a professional
aspect of our society. This recognition is best illustrated by a recent
event - the awarding of Certificates of Honor on 28 September to 21 Federal
Officials for Outstanding performance in promoting effective Paperwork
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Management in their Agencies. The real significance of these awards is that
they were given by the Administrative Management Society, a professional
society of 15,000 business managers throughout the U.S. and Canada. Industry,
as you can see, recognizes the importance of paperwork in every day business
operations.
CHART - WHY SHOULD YOU BE INTERESTED IN RECORDS MANAGEMENT?
My primary objective is to interest you in the records management and
show you how the techniques we use to solve paperwork management problems can
help you when you get your permanent assignment.
/,V y,. ~
Records have received a lot o attention since 1949 when the Hoover
Commission first dealt with this subject and interest increased substantially
after the Second Hoover Commission report in 1955 because for the first time
an independent body developed a course of action to help reduce the Four
Billion Dollar annual Cost of Federal Paperwork.
The Federal Government and Industry have taken positive action and they
have used records management techniques to save million of dollars. The Ford
Motor Company, Union Carbide, IBM, Westinghouse and Lever Brothers are among
the large industrial concerns which have used the same records management
tools as the Federal Government.
Congress has expressed its concern about costly paperwork. Last year
Congressman Olsen of Montana attempted to eliminate some of the costly report-
ing placed on business-by the Federal Government. He described these require-
ments as a part of the "Federal Paperwork Jungle". Congressman Nix of
Pennsylvania submitted a report to the Speaker of October 6 - HR 2197 called
"How to Cut Paperwork".
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As a taxpaper, I recommend it to you for serious reading - One shocking
highlight - todays Federal paperworks costs are 8 billion dollars.
President Johnson has expressed his concern about paperwork on these
specific instances - -
First - December 1963 Cabinet Meeting - "Cut out excessive paperwork - it
breeds overstaffing".
Second - February 1965 - Moratorium on the Purchase of Filing Cabinets.
Third - April 1966 - "Every Government employee must think hard about
cost reduction".
Fourth - September 22, 1966 - Continuation of Moratorium and Government-
wide Clean-Up Campaign - (read pertinent parts of the President's Letter to
All Agency Heads).
The Cost of creating records is high - 16726 every time a ZF drawer safe is
filled.
This means - $69 Million-66)+ thousand for the DDS Area; and another Two
Million to store them every year.
As a taxpayer you are spending $100 of your tax money every year for this
paperwork burden. Do you wish to continue doing this?
CHART - Graph
The volume of paper in DDS offices has been increasing as you can see
from this chart. In FY 1966, however, we did have a decrease of 6% but it
is still too high because we have 12.1 cu. ft.
1: 1
compared to 5 cu. ft. (22 file drawers) Government-wide and
3 cu. ft. for Industry.
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CRT - WHY DO WE NEED RECORDS MANAGEMENT?
First - To Save Manpower - An estimated mployees are needed STAT
to file and keep Agency paper. If we eliminate unneeded paper we can find
what we want in our files easier - uq icker and with fewer people.
Second - To Save Space - At the rate of expansion in Rosslyn, Office
space at Headquarters is still at a premium. DDS Components now require
[sq. ft. for office use and almost ~f this is for records. STAT
Third - To Control Growth - We create about 200 million pieces of paper
every year and we collect a lot too - 18 million pieces last year. This Leans
an increase at the rate of 72 file cabinets every hour of the work day.
Fourth - To Protect Essential Records - Those we cannot afford to lose
by enemy action or from natural disaster - Pentagon Fire.
Fifth - To Comply With the Law - Federal Records Act
Sixth - To Save Money - 16,726 is saved every time we avoid creating
one safe full of records- and we save 473 everytime we empty one safe of
records.
Seventh - To Improve Over-all Efficiency
1/ CHART - AUTHORITY - WHO IS RESPONSIBLE FOR RECORDS NAGEMENT
The 81st Congress enacted PL 754, Federal Records Act
Administrator of GSA - Government-wide; National Archives; 16 Federal
Records Centers
Heads of Agencies - All departments and agencies - Opinion of our
General Counsel
Our Authority - Director, Deputy Directors - CIA Records
icer - Component Records Officers
CIA Records Officer - Guides, Standards
Now lets see how each records management element
can help to improve office efficiency.
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STAT
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CHART - FORMS MANAGEMENT - is a continuous cost reduction program. Forms
serve management in many ways - they constitute the backbone of most systems;
they are often selected as the natural unit of work flow, production,
scheduling and cost accounting.
We are concerned about forms for two reasons - first, they create a lot
of paper; second, they help us solve procedural problems by working for us.
Last year 50 million pieces of paper were created from Agency official
forms - the printing bill for these was $285,866 - while this is a substantial
amount of money it represents only the apparent costs - the real cost of
filling them out, filing them and reference operations amounted to almost
1,6 million - this is determined by a tested formula used by government and
industry. Forms processing costs are 20 times the cost of printing them. The
real savings in forms management, therefore is in the operating procedures.
Here is a good illustration of how we let a form work for us. The Records
Center Service Request Form 490 must be filled out when an office needs infor-
mation on records they sent to the Center. By using a six part form the
requester prepares - Charge Card; Address Label; Courier Receipt; Routing
Slip with Document; Suspense for Requesting Office; Statistical Data. Forms
Managem nt pay`s dv id ds 759 000. 4 W dip
CHART - REPORTS: MANAGEMENT
The objectives are the same as Forms - better procedures and less paper.
Administrative reports last year created 12 million pieces of paper at
a cost of about $30 million. We have done very little in Reports Management -
primarily because of lack of professional personnel. We did one survey which
produced $25,000 in savings so we know this is a good potential money saver.
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It is too easy to get reports today - Computers can grind out reports
at the rate of 100 cubic feet a day compared to an inch a day by typewriter.
This is an area of paperwork management that requires attention but operating
offices will have to use Reports Management on a "Do It Yourself Basis".
Some offices - Logistics, Commo, OTR have done a little. Recently OTR changed
the routing of Reports of External Training and eliminated 3 pieces of paper
for every one prepared. This seemingly minor procedural change actually
eliminates the filing and keeping of 22,000 pieces of paper a year, equivalent
to l1 safes and saves $25,089 annually.
CHART - CORRESPONDENCE MANAGEMENT - This is a most important phase of our
everyday work. Communications. We make a good impression or an unfavorable
one by what we say, how we say it, and when we say it. Good public relations
and a favorable public image depend on the written word to a great extent.
President Johnson appointed Chairman Macy of the CSC to head up a
Government wide program to improve the quality of Communications to the public.
I is Chairman of the CIA Committee. Mr. Macy will speak on this
topic today.
Correspondence created 8 million pieces of paper in our agency last year
at the cost of $12 million. Cables and dispatches add another 18 million
pieces. Don't you think we need to do something to stem the paperwork tide
caused by correspondence? Some progress has been made by using such short
cuts as Letterex to make the girls work easier in assembling and separating
paper and carbons. Form Letters are being used to good advantage by Personnel,
Security, Logistics. We can make greater use of form letters and they will
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help to reduce costs from LU for an individually typed letter to about
30 cents.
We are getting excellent results from the Speed Letter - Logistics,
Security, Contacts, Commo - FBIS - NPIC - (Describe - Tell How to Get
Supplies) NPIC Division Chiefs Write It in Long Hand. Describe new procedure
used by Office of Personnel to Request Work Orders.
CHART - VITAL RECORDS - at are they - Current, not inactive records - those
we cannot afford to lose by enemy action or by natural disaster. The Vital
Records Deposit Schedule is the key to our program. Here is a typical one -
Describe.
We have an active program. It is tested periodically - our Repository
is built to withstand normal bomb damage and it is equipped with the required
detection devices. Our program is judged the best in the Federal Government.
CHART - FILING SYSTEMS
These concern the orderly arrangement of papers by uniform systems so
they can be found by anyone in the office - not just the file clerk. Manage-
ment is not interested in files.as such but management is very much interested
in information (cite General Counsel - SAVA)
Here are A Basic Filing Systems -
Subject - administrative - r,,,era+;
ona
Numeric - Terminal Digit - large numerical files - file on l st digit
g`
POW 0001W 4P
0 01=
right to left; Contacts ... anew
~.TAT
09,
Alphabetic - Soundex - personal name - Biographic
Jr 0 G I* S ft
*ft ~Wwft
An appropriate filing system is the key to the success of any office
operation. It is essential to the proper functioning of any ADP or Computer
operation.
^rr~i
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CHART - FTT,ING EQUIPMENT
The DDS investment in filing equipment is over one million one hundred
thousand dollars - this includes everything from the conventional file
cabinet to the most complex motorized unit for cards or correspondence.
Filing equipment costs continue to rise - from $238 for a 4-drawer safe in
iM
1951 to $565. today.
To help reduce equipment costs we have - --
Standardized Cabinets and Safes - 6 instead of 17 in 1951 - result
lower cost -
Introduced Specialty Space Saving Equipment
Shelf Files - Save 4O%o Space - 65% Cost; saves time in filing and
finding by 25%.
89 Shelf File Installations in Agency have saved 5600 sq. ft. of
space and $275,694.
STAT
Moratorium Government-wi e 3 million 600 thousan saved in purchases
Out Results - 9,485 cu. ft. removed from offices; 232 pieces of
equipment released.
Use of Excess and Surplus
CHART -RECORDS DISPOSITION
This is probably the most productive area of records management in terms
of tangible results. On the other hand, it is the most difficult from a sub-
stantive viewpoint because we must decide what to keep and what to destroy -
and this is not always easy.
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There are, however, t1 0 professional guides -
Legal - some records must be kept for specified periods; official
personnel records 85 years.
Historical - records of policy determination.
Administrative
Rate of Reference - less than 1 reference per file drawer per month;
eliminate from office space.
The Records Control Schedule is the key to managing records disposition. 4~J
10 Graphs - This graph shows the history of Agency records accumulation;
you will note that there was a
M16
significant decrease f m 1961 to 1963. $ 1
NA ~ 7# 4
4EOe believe e e increase in records holdings are due to the! factors -
A
pying Machines - 39 million ieces of
p paper created from them in 1965;
cost of the reproduction paper alone was
205,000. When you add the cost of
time to file it, the time to read it and the cost of file equipment, this
becomes an expensive luxury. Cite the Ford Motor Co. experience.
omputers - Conversion from manual to mechanical processes; development
of parallel systems to determine feasibility (Retention of 12,000 cu. t't. in
Records Center until a particular project is determined to be successful;
See Cards regarding 230,000 SCIPS punched cards) and 1,0+2,000 open reference
index).
Less Professional Records Management Time
Results - The Agency has done remarkably well when we consider that
there are no published standards for the disposal of intelligence records.
We have removed the equivalent of 46,553 safes from office space by
increase from 1957 to 1960 and then a
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We are particularly proud of our position on permanent records - in
r-
1954 we kept 24% permanently - now we keep only 5.2%. Government-wide the
mom _ "PEOM
percent today is 25 compared to 26.3 in 1954.
CHART - RECORDS CENTER
its capacity is 103,380 cubic feet
equivalent to 12,915 safes; it has the required security and fire protection
devices. Since the Center has been in operation it has received 184,081 cu. ft.
of records (equivalent to 23,010 file Cabinets) but we have destroyed 93,757
cubic feet (equivalent to 11,719 file Cabinets). If we did not have the
Records Center it would have been necessary to spend about five and a half
million dollars for file equipment. The Records Center has saved about 4
million 800 thousand dollars. Today, we have 90, 324 cubic feet - about 86%
fiilled.
ery.
ARCHIVES AND RECORDS CENTER ACTIVITY - Future Use of GSA Facility at
Now lets take a minute to summarize -
STAT
STAT
irst - Paperwork Is Expensive - 16,726 to create one safe full - 114
million for DDS paper.
r/'Second - Paper Requires a lot of Space - 45,000 sq. ft. for DDS area.
Third - Paperwork Requires a Lot of People - o file and keep Agency STAT
records.
+! urth - Paperwork Programs are Required by Law
VFifth - Good Paperwork Practices Pay Dividends - $15 Million.
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In conclusion I want to quote one of the worlds foremost management
0000
authorities - Lyndal Urwick who said, "Some paperwork, some records are
essential; some men lie and all men die - the records become essential
where these accidents occur. Records are essential in all large organizations
because men change posts and forget - but the records are only memory aids.
4OWN-.r.wr y
The big decisions are made not on paper but by men meeting face to face who
trust each other."
OWOM
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STAT
C~C~1 ~Z & : 2-e) -94e,, 4. / l~ 7
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