NPIC RECORDS MGMT OREINTATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500050032-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 26
• Document Creation Date: January 4, 2017
• Document Release Date: July 19, 2006
• Sequence Number: 32
• Publication Date: June 3, 1965
• Content Type: NOTES

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THE AGENCY RECORDS MANAGE' PROGRAM
In sure most of you recall these words of Rudyard Kipling: (SLIDE 2)
"I keep six honest serving-men
(They taught no all I knew):
Their names are What, and Why and When
And Now and Where and Who. "
Today I will cover the What, !2!, and Now of Records Management.
(SLIDE) Specifically: (SLIDE 3) What is Records I-4anageaent? Wky is it
needed? Now our Agency has benefitted from Records Management and Now
you can use Records Management to assist top management in getting its
job done easier and cheaper.
What is Records Management?
It is a specialized profession concerned with problems and practices relating
to -
RECORDS CREATION
RECORDS MAINTENANCE
RECORDS DISPOSITION -
Basically Records Management is an economy program; it is an integral part
of President Johnson's management improvement program. Later we will see
just how many dollars we have saved by Records Management.
Records Management was originally conceived in terms of Records Retention
acid Records Disposition. This negative approach of the elimination or the
destruction'of records has been the traditional concept of the term "records
management;" also since Records nageaent is involved in the systematic
arrangement and keeping of papers, the term "Records Management" is immediately
associated with "filing." In recent years, however, both industry and govern-
ment have adopted the terms "paperwork" and "paperwork management" to broaden
the concept of Records Management.
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THE AGENCY RECORDS MAHAGEMEE PROGRAM
To develop an understanding of Records Management,, let's draw an
analogy with a most essential item in our daily lives--water.
The water in our rivers is essential. But at times tkese waters
have gone out of control; the rivers have overflowed their banks; waste
and destruction have resulted. We certainly have seen evidence of this
recently in Iowa, Indiana, and Louisiana.
Paperwork is also essential. It is probably the life blood of our
Agency. But paperwork too, if it remains uncontrolled, can become a
wasteful, unmanageable torrent.
Civil engineers have, out of necessity, developed flood control programs.
Management engineers, equally out of necessity, have designed a paperwork
control program; we calt it Records Management. (SLIDE 4)
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THE AGENCY RECORDS MANAGZMENT PROGRAM
Let's look at the elements that go into the building of a paperwork
flood control project. (SLIIJE )
To manage paperwork at its source - Creation - we direct our attention
to forms,, reports, and correspondence. While different standards and
approaches are applied to managing each of these record making elements
they have these cannon goals:
First nogo Improve in correspondence - betteradesiignedreports
forms - easier to use forms.
Second Eliminate and prevent unnecessary paperwork, multiple
use of the same document.
Third Reduce the cost of creating paperwork - Form letters
where practicable.. :%1 =-? ~----- M
Does anyone here want to guess how much it costs to
create one safe full of records?
$16,666. -
Safe
538
Space
32.
Labor
16,000.
Paper &
Folders
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THE AGENCY RECORDS )4AJAOE14E?7J PROGRAM
To .rage the keeping and use of records (SLIDE 6) our program
1. Filing supplies and equipment - safes, cabinets, folders.
2. File systems - subject -numeric -alphabetic-Soundex or a ccmbination
of these.
3. Document control Logo - courier receipts.
4. Vital Records - essential - about 5%.
The use of these elements wills
1. Reduce costs for supplies, equipment, and office space.
2. Increase filing and finding efficiency.
3. Expedite the processing and location of documents, and
4. Ensure continued agency operations in the event of a disaster
any kind, not just war emergency.
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THE AGENCY RECORDS MANAGEMENT PROGRAM
To manage the disposition of records (SLR) our program includes:
1. Active Records Control Schedules on all records, and
2. The use of our Archives and Records Center facilities.
A Records Control Schedule is an approved inventory and description
of records holdings - it provides the legal authority to destroy records,
or to retire them to our Archives and Records Center. (SLIM 8) Records
The Records Control Schedule therefore, is the key to records dis-
position, which will: (SLIDE 9)
1. Save Office Space --- by removing frcm our offices those records
no longer needed in daily operations.
2. Save reference and filing time --- by separating inactive records
from active material.
3. Save filingeguiument costs --- by preventing the purchase of
additional equipment or by releasing equipment for use in other
components, and
4. Identify permanently valuable records --- those records of
archival value to the Agency.
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THE AGENCY RECORDS MANAGEMENT PROGRAM
This, briefly, is Records Management. To summarize a moment, let's
get back to the dam. (SLIDE 10)
These, therefore, are the basic elements of paperwork that should be
covered if a Records Management Program is to be effective - Forms, Reports,
Correspondence, Filing Systems, Equipment, Filing Supplies, Vital Records -
Records Disposition - Archives and Records Center. The absence of any
segment of the paperwork dam will result in dollar leaks as assuredly as
a hole in the bottom of a reservoir would drain off our water supply.
Sometimes I am asked, "Where should we start in establishing a Records
Management Program?" Actually, it makes no difference - one elem8nt is as
portant as another. It's like drawing a circle - every part is dependent
im
upon the other to make a complete circle.
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THE AGENCY RECORDS MAANAGEMM PROGRAM
WHY DO WE NEED RECORDS MANAdEMERT?
We have two reasons - a legal one and a moral one.
The Legal one stems from a history of attempts by the Federal Govern-
ment at Records Management dating back to the late 1800's. Prior to World
War I, four separate congressional committees: the Dom, the Keep, the
Cockrell, and the Taft attacked the mounting records problem. Some of their
recommendations concerned the use of typewriters and carbon paper, subject
and decimal filing, and the disposal of useless files.
Unfortunately, these early commissions brought about only transitory
results. World War I, the public support years during the depression, and
World War II, increased Federal records holding to a point that demanded
drastic action.
The military services took the lead; the Navy Department n dee the great-
est strides. The Navy plan brought all of the elements of Records Management,
record record keeping, and records disposition within the scope of a
coordinated program. This concept is followed today by Industry, state and
municipal Governments. 44 of our 50 states have well organized programs and
such large concerns as IBM, Union Carbide - Bethlehem Steel and Ford Motor Co.
follow the Navy pattern.
Navy's accomplishments really lead to the recommendations of the
First Hoover Commission in 1949, which in turn brought about enactment by
Congress of the Federal Records Act of 1950.
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THE AGENCY RECORDS MARAGEMI' PROGRAM
The Federal Records Act is CIA's legal authority for a Records
Management Program. The Act is also our legal obligation; our General
Counsel, in October 1950, rendered the opinion that the Agency should comply
with the Federal Records Act to the fullest extent possible.
(SLIME 11)
The Federal Records Act, therefore, together with the General Counsel's
opinion, and the Agency Records Management Regulation form the
foundation for our Records Management Program.
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TER AGENCY RECORDS MAAAGEMENT PROGRAM
Our moral obligation, and the obligation of each Federal Agency, was
brought forcefully home in 1954 when the Second Hoover Commission reported
that each year the Government spends billion to handle 25 billion pieces
of paper, and that $225 million dollars of this amount could be saved by
greater emphasis on paperwork management.
But what about ourselves? Do we fit into the picture drawn by the
Hoover Commission? Most emphatically: "Yes, we do:"
There are some, however, who may think otherwise, who feel that CIA
is different, and that our records problems can't be compared with those of
other agencies.- Actually, we are different. And this difference makes
Records Management even more appropriate to CIA than it is to many other
agencies.
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TI AGENCY RECORDS MANAGEMENT PROGRAM
Our security measures and the nature of intelligence activities
generate paperwork which would be considered abnormal in other agencies.
Moreover, we must retain our records for long, sometimes undetermined,
periods if we are to carry out our intelligence mission.
Look at the effect that this has had on records volume. (SLIDE 12)
Since 195+ our records volume in offices has increased from 85,711 cu. ft.
(10714 safes) (EXPLAIN A CU. FT.) to 155, in 1962 and to 193,27 Cu. ft.
in 1964 (SLIM 1 ). During this sass ten year period however, due to
increased Records I.nagement activity we removed almost 300,000 cu. ft.
of space; at today's prices the safes would cost over 191 million dollars
and I don't know where we would find space for them - even if we could buy
them.
But the Agency is still creating each year some 200 million pages of
record material. (SLR)
No wonder Mr. Kirkpatrick, The Executive Director, is quoted as
saying, "There are times when I think our greatest impact on the Russians#
would be to bundle up most of our paper and drop it on them."
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THE AGENCY RECORDS MARAGE)ENT PROGRAM
On the basis of this data, I think you will agree that the overall
need for Records Management is great. Let's take a few moments, then, to
examine this need according to the main elements of Records Management.
Let's see first what has been done, and then what needs to be done.
Let's start with forms - (SLIDE 15) in 19541, 655 forms were under
control. Since then we have developed 3,623 new forms. Simple addition
would give you an inventory today of 4,278 forms. However, there were
2,199 forms under control on dune 30, 1964. The 2,05+ forms not included
in today's inventory are the ones eliminated through forms analysis.
This is forms management in action, not in theory--a continuous
cost-reduction effort, aimed at putting well-designed, efficient-to-use
forms in the hands of our people while seeing to it that unnecessary forms
are avoided or eliminated.
As we have increased our forms analysis activity, the average annual
usage per form has decreased. Prior to 1955 the average annual usage per
form was over 19,000 copies. Since then, with more forms being brought
under control, the annual usage per form has averaged about 13,000 copies.
This reduction represents the avoidance of printing, handling, and stocking
over 25 million copies of forms for the current year. This is equivalent
to 1,565 safes costing over 2000.
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THE AGENCY RECORDS MANAGEMENT PROGRAM
But let's look at the other side of the picture.
The big job still to be done in forms management is the staggering
task of rounding up and analyzing the thousands of "bootleg" forms that
the do-it-yourself addicts have developed. We estimate that there are at
least 20,000 of these. We hope to reduce this large volume by greater
emphasis at the operating level. To do this we are making surveys in
operating offices and training more people.
We are holding Forms Workshops for Agency Records Officers, to show
them how they can improve forms and their related procedures. In addition,
.6404-
Aft recently completed an Agency Forms Management Handbook which will be
a guide line for Agency Records Officers.
(SLIDE 16) The real profit, however, in an active forms management
program is in developing efficient and effective procedures which stem
from the use of the form. Industry and Government estimate that the
processing, filing, storing, and other handling of forms amounts to 20
times printing costs. Last year, our operating procedures cost almost
5 million dollars. So on this basis we will call Forms our Challenge No.1
in the Records Ma nagementprogram.
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THE AGENCY RECORW MANAGEMENT PROGRAM
Next is Reports Management - and here is an area that frankly we
have not exploited fully - but some progress has been made.
(SLIDE 17)
In 1956, with the help of Operating Offices, we inventoried and
analyzed all the reports in the DD/S and DD/I areas. We discovered these
interesting things:
First
Fourth The survey pointed out that if Reports Management is to
continue successfully as a paperwork control technique,
it must be applied'to every administrative reporting
requirement in every office.
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THE AGENCY RECORDS MANAGE T PROGRAM
This is a big order, and we've never bad the manpower for a program
of such scope. But we need to get busy because the extensive use of
computers and other automatic data processing equipment makes it easier
and easier to produce more reports and create more paper. We estimate
that at least 12 million pieces of paper were created in the Agency last
year by reports. I believe that is conservative - particularly when I
realize that a computer can produce 100 cu. ft. of paper per day as con-
trasted to 1 inch per day by typewriter. So reports are probably Challenge
No. 2. (SLIDE 18)
14+
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THE AGENCY RECORDS MANAGEEIVP PROGRAM
The third element in the management of record making is Correspondence
Management. (SLIM 19) This includes letters, mends, dispatches, cables,
and almost any written communication.
In this field, too, we have made encouraging progress. A rewfived
manual on correspondence style and procedures was published in the hand-
book series in 1954. This was recently revised.
We've discovered that pride of authorship plays such an important
role in the correspondence field, that the friendly persuasion approach
produces better results than regulations. So we have promoted such
practices as:
1. The use of buck slips, telephone calls, personal contacts,
concurrences, and approvals on basic correspondence, and other
means to eliminate the need for correspondence.
2. The elimination of nonessential copies.
3. The use of form letters and pattern paragraphs to handle
routine repetitive-type correspondence.
4. The use of letter-ex and carbon-less paper to simplify the
typists' job of writing and to eliminate the security hazard
of storing and reusing carbon.
Obviously, these are practices that can't be regulated. So we have
promoted them by publicizing and making available booklets, pamphlets,
articles, and fliers.
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THE AGENCY RECORDS MANAGE4ER PROGRAM
Turning now to what's to be done in Correspondence Mfxaagement,
(SLICE 20) we find that our future program will be mainly a continuation
of past activity, with, greater emphasis in some areas. And here we have
another challenge - the Volume of Correspondence - at least 8 million
pieces of paper each year at a cost of 19 million dollars. This is
another area where you can help to reduce operating costs. Let's call
correspondence, Challenge No. 3.
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THE AGENCY RECORDS MANAGEMENT PROGRAM
Let's move along now. It has been said that a Records Management
program that does not control the utilization of filing supplies and
equipment is dooned :to failure. (SLIDE 21)
Consider for a moment what the Agency situation would be today if
the conditions of about 1952 had been continued. (SLIDE 22) At that
time 54 types of folders were being purchased by the Agency. Today we
stock only nine types. Seventeen types of safes were being stocked in
1952 nnocr we carry mily six.
Also, in the early days of the Program, poor or little use was being
made of specialized files. Today, with more experience in this field,
(SLIDE 23) we advise offices on the advantages and disadvantages of using
the many types of mechanized files, as well as the recent substitute for
filing cabinets---open shelf filing equipment. (OCR Graphics Registry)
Our recommendations for shelf filing alone have paid dividends of over
$400,000 in equipment and space savings.
We are also controlling and reusing excess and surplus file equip-
ment by reviewing all requisitions to see if any of our surplus can be
used "as is" or by modification. We saved about $150,000 for, the Agency
last year by better control in this area. Now we have the support and
assistance of President Johnson.
Our Investment in filing equipment of all kinds is well over
4 million dollars. The President challenges us not to exceed this
investment! This i eal challenge - Challenge No. 4.
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THE AGENCY RECORDS MAHAHT PROGRAM
The establishment of uniform filing systems and a file classification
i1]an for administrative files also has paid off handsomely. (SLIDE 94)
By providing a basic guide, the Agency Handbook for Subject Filing, and
by working with various offices, we have promoted the conversion of over
250 files to the improved uniform system for support records. I believe
some of you here are familiar with this system. Incidentally, it can be
used for all types of records, not_ just support papers.
Simultaneously with improving their filing systems, many offices
have also given their document control procedures a new look. (SLIDE 25)
The cumbersome log book has been replaced by a modern 3" x 5" ticket
system. The system begins at a registry where at one writing the registry
clerk makes enough tickets to provide copies for her needs, as well as for
the logging and cross-referencing needs of each subordinate control point.
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THE AGENCY RECORDS MANAGEN EW PROGRAM
(SLIDE 26)
Essential to the continuation of every office in the event of an
emergency are the vital records being set aside, protected, and kept
up-to-date. This program has shown steady i*provement in the quality and
currency of collections on deposit, and in the operations of the Vital
Records repository. Our key to keeping this program active is a Vital
Records Deposit Schedule (SLIIs 27) and a certification by the Principal
Operating Official (SLIDE 28)
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THE AGENCY RECORDS MANAGEME!fl PROGRAM
Well, so much for what's been done in managing record keeping.
What about the job ahead?
Our review of requirements for filing supplies and equipment must
be continued to prevent the purchase of equipment which cannot be justified
and we must coordinate the agency-wide use of all filing equipment to
conform to President Johnson's management improvement program.
Here is an illustration of how a well coordinated Agency-wide Program
for Utilization of Filing Equipment operates and saves money - The
Documents Division of OCR requested a super elevator file for storing
Punch Cards at a cost of $3,500.
The requisition and the justification came to us for approval. A
few days before this requisition came to us the National Archives and
Records Service of GSA had notified us of the availability of the same
type of equipment which could be obtained without cost from TIME Magazine
in Chicago. verified that the equipment
was in good working order. In the meantime, ! IC and the Office of
Security developed needs for the same type of equipment - So we obtained
12 of these special Card Files for the cost of transportation alone--
$1,048.94 and saved the Agency about 41 thousand dollars.
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THE AGENCY RECORDS MANAGEME1 PROGRAM
Now let's get on to records disposition. This element of Records
Management is concerned with the systematic elimination of inactive
records from offices by destruction or removal to our Archives and
Records Center for later destruction or preservation.
Earlier, I mentioned that the volume of records in headquarters has
continued to rise; however, from 1960 to 1963 we bad a significant decline -
while we are pleased with these results for three consecutive years, I am
not pleased with the increase of 30,000 Cu. ft. in FY 1964. This is not
due to lack of records disposition activity - as a matter of fact, the
records removed from office space in 1964 increased by 6,517 cu. ft.,, about
16% over 1963. The increase in holdings at headquarters is due to several
factors - First -
Second - a significant change in paper collected by OCR for over all
computers and fourth - the use of quick
Agency needs; Third,- f 5) W4;,
` ,p'
copying equipment. (Describe need to hold paper because ADP programs are
not complete.)
SinceAinception of the Agency Records Disposition Program in 1952,
almost 300 thousand cu. ft. of inactive records have been removed from
headquarters offices -I
that the monetary benefit from our Records Disposition Program from 1951
to date is almost 2 million dollars. (SLIDE 29)
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THE AGENCY RECORDS MARAGEMENT PROGRAM
We feel that this is a pretty impressive record, and that all who have
contributed should be justly proud. But before we get too self-assured,
let's look at the problem ahead. We at head off the continued growth
of records - we cannot tolerate the continued increase similar to what
we had last year - we simply don't have the space. And President Johnson
says we cannot buy any more correspondence cabinets.
The space problem is just one result of having too many records.
There are also the increased personnel and equipment costs incidental to
maintaining a hoard of paper, and even more serious, the detrimental,
bogging down effect this mass can have on our operations. (Emphasize)
With records disposition I have covered the need for Records Manage-
ment through the full cycle of paperwork. Now I want to ask you a question
but as a refresher to help you answer it, let's flash back to our paperwork
control dam. (SLIDE 30)
Is the Records Management program in your offices an effective one in
terms of meeting the need for controlling the full cycle of paperwork? Or -
Are there any dollar leaks in your paperwork dam?
If our discussion has pointed out any weaknesses in your Records
Management program, then our time has been well spent.,' But to stop here
after pointing out a problem and not offering a solution would be poor
business. So let's probe the last point I will cover: Now can you help to
carry out an effective Records Management program?
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THE AGENCY RECORDS MANACEME PROGRAM
I think our approach should be based on a premise developed by
Mr. Robert Schiff, of the National Records Management Council. He said:
"The Records Management force should be as effective as the forces
organized to produce paperwork."
I would also add another premise on which to base our approach.
"Offices responsible for creating paperwork should share equally in
controlling it."
If you will accept these two premises, I think you'll agree that
they place upon each Operating Office a direct responsibility to carry
out an effective Records Management Prograa and as the first premise
implies, an effective program will depend on an effective Records
Management force.
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THE AGENCY RECORDS MA1 OEMENT PROGRAM
I'm not sure of W. Schiff Is definition of a Records Management force,
but I would interpret it to be the entire organized effort in an office
to manage its paperwork.
You can be an important part of the Agency's organized efforts to
carry out an effective Records Management program. Here is how you can
make this effort successful -
First Get top mamagement's backing by direction and actions
(Office Memo - Staff Meeting)
Second Develop the temperament of the people in your office towards
Records Management. Establish a climate of acceptance in
which Records Management can thrive.
Third Develop your talent for Records Management. Attend
appropriate Work Shops and meetings. Read appropriate
books and periodicals.
Fourth Time. Convince your boss that you need sufficient time
to do a creditable job.
Fifth Strengthen the ties between you and the operating people.
Let them know where and how they can get help from you.
Sixth Let your boss know about your plans, your problems, and
Seventh Report your progress to your boss. Tell him what you are
doing - how much paper eliminated, etc.
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President Johnson told his cabinet recently: "Cut out excessive
paperwork because it breeds overstaffing."
"In Short," the President said, "I want you to give as much attention
to management as you do to your program."
Isn't this the best mandate you can have to help us meet the Challenge
of Records Management?
(Su 31}
Thank you
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