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Document Creation Date: 
January 4, 2017
Document Release Date: 
August 14, 2006
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PDF icon CIA-RDP70-00211R000500190016-8.pdf756.93 KB
Approved For Release 2006/ VIVO A-RDP70-00211 R000500190016-8 UK Max furnishes the findings revealed by the immediate study together with supporting details* SEGRET Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190016-8 Approved For Release 200,f Ng - CIA-RDP70-00211 R000500190016-8 Findings an zaticna ch a n titers functions of a mansierlal staff An enterprise is operational in character if the functions and .etivities thereof entail the performance of repeated routines and rendition of simple services to accomplish its mission. The functions and activities of the Records Center entail the performance of repeated routines and renditions of services such as accessioning, storage, servicing, processing, and disposal ecords. Thus the Records Center is obviously operational in character. The Records Center should not be placed organizationally in ~`iS if its mission and specific objectives differ from those of .IS. The mission of the Records Center is to provide a systematic control of records through specific objectives such as (1) effecting retirement of records pursuant to approved disposition schedules. (2) prompt destruction of records as authorized, i.e. when they are no longer useful or when the retention thereof is not required by law or other considerations and (3) the economical storage of records that must be retained. The mission of I is (or would seem to be) to coordinate the use of men., money, materials,, methods, and machines to facilitate plannings, organizing, directing and controlling the operational, intelligence and support activities and the progress of CIA on an economical basis in the accomplishment of its overall mission. The mission more fully described is to provide security for the United States of America via produced intelligence and estimates through specific objectives such as the cultural, industrial, economical,, geographical, biographical, psychological, political, and military aspects of potential enemies. The conclusion is obvious and needs no amplification for it is commonly accepted. that the mission of the Records Center is merely a minor part of the whole mission of CIA and it is the latter which occupies the primary interest of MIS. 2. Positive advantages will accrue in placing the Records Center under the in placing technica l , nris iotiar The premise obtains in the first assertion if it can be shown that facilities exist and are available for general administration of support re- quirements such as personnel, communications, fiscal, medical, iogstics, and security aspects together with space facilities and reproduction and machine S ECREI Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190016-8 Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190016-8 SECRET records services. But all of these exist and are available. Further, the a concurred in the project study to place the Records Center under e a iniatrative jurisdiction, In addition thereto, the location of the Records Center at_Iwill en- able the merger of the Vital Materials Repository with the Records Center, thus effecting an overall savings comparable to the salaries of the Reposi- tory or Records Center.personnel who could be assigned to other duties. Finally,, the placement of the Records Center atiI will also enable H to absorb the Records Management Staff without the burden of justifying the retention of an operating element thereof. This would tend to solve the overall problem of jurisdiction. Note; The ftr of records material between headquarters offices an should pose no special problem as mail fo is picked up at the central mail room in cue Building once. a. day Monday through Friday. Also, a special trip is made once and sometimes twice a week under armed guard for the conveyance of Vital materials. Additional trips could be made as necessary for the expeditious transfer of records material. with respect. to cor{i:iunications p an internal method through the Agency switchboard is now available. Expansion of this facility will depend upon. he volume increase of telephone traffic per- taining to records. The promise holds in the second assertion if it can be proved that there exists a direct relationship between the activities of records analysts and the work of the Records Center. The relationship is close. The analyst collaborates with the area records officer in operating activities by inven- torying and appraising records and by preparing control and disposition .schedules. Thus, he must know if the records scheduled for retirement are flowing to the Records Center in accordance with approved disposition schedules. Further, he must know the volume of the records, which fluctuates with dis- posal action, the amount. of shelving space available in the Center,, the types of filing systems used in operating activities and the existence of any un- usual circumstances pertaining to the records. Be must be prepared to assist and guide Records Center personnel when problems arise, e.g., interfiling records of a single series when different filing systems have been employed. In actual practice, the relationship is so close that it tends to provide on-the-job training of clerks in the Records Center to become records analysts. The conclusion is obvious. Precedent for the exercise of technical jurisdiction over records act- tivities under separate administrative jurisdiction exist in the 'tepartments of the . riny,tavy,, Interior and also in CIA e. g. Vital Materials Repository. -2- SECRET Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190016-8 Approved For Release 200 184,4 : CIA-RDP70-00211 R000500190016-8 'Acti girds Center should be retained with the Records I ana?,:ement E taff until. the construction cif the peer anent center The Records Center should be retained with the Records Management Rta under the circumstances cited if it can be demonstrated that there is no other logical place to assign it organizationally on the basis of func- tional relationship. obviously, no functional relationship exists in the DD/P complex, nor in the P-p/T complex with the possible exception of OCD where the relationship is limited to supplemental distribution; something which is actually apart from the Records Center also, for it is merely assigned there for convenience. In the PD/A complex no definite relation- ship exists in any single component -ith the possible exception of Logistics where the relationship could be construed on the basis of a "service". An assignment to that office, however, is not advisable because the Records Center is a small domestic activity contrasting with the broad world-wide scope of activities directed by Logistics. Thus# the Center, still an in- fant, might not receive a full measure of interest and care to promote its welfare. Further, the separation of the center from its parent organization, nemelyy, the Records Management Staff, before the overall records program has matured fully might give rise to confusion, misunderstandings and jurisdic- tional questions between records analysts and administrative officials. Under these circumstances, the Center should be retained on a temporary basis with they Records management Staff in MIS and be assigned to the disposition phase of the program. determined to place the Records Center under theadrninistra- functions res onaibilit operations.. du li- 25X1 satin a ui ment and thr osi tion slots S ? kertai xain to supplemental _ _ a a ? _ a____2-~2 ~.L__.- ... 1:4J1 i'6 wr. ,aM k. es l'a+.v~ When it is determined to place the Records Center under the administra- tive jurisdiction of 0 the functions, responsibility, operations, dupli- 25x1 eating equipment and three position slots (GS-5) pertaining to supplemental distribution should be transferred to the jurisdiction of OCD as specified if proof can be shown that (1) a functional relationship exists, (2) physical facilities exist for limited storage of basic intelligence reports, (3) technical facilities exist for the fast reproduction of information reports,. 4) adequate security requirements exist, (5) the proposed transfer will re- move a duplication of effort (6) the proposed transfer will simplify opera- tions, and (7) savings in space and filing equipment can be effected. A discussion with representatives of OCt reveals that each of these either exist or obtain,, respectively, as follows: Functional Relationsh - LTA/CD has always exercised control as a clearing house over dissemination and approves distribution of published reports to TAG and non-i?C agencies. -3 - cr` Kt I Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190016-8 Approved For Release 2g4 : CIA-RDP70-00211 R000500190016-8 Physical Facilities - OCP now maintains a limited supply of basic intelligence reports including current and some earlier editions. This supply is housed on 126 three-foot shelves and comprises from 350 to 400 linear feet of ma- terial. Five copies of each NIS are included. Thus, it would be merely neces- sary to replenish the stock on hand from the reserve supply in the Records Center to meet . gency needs. This phase of the proposed transfer can be ac- complished without additional space,, equipment, or personnel. Technical Facilities - An expls.natiotl of the microfilm system installed. in OC is provided in "_'ab .h of this Annex. security ROSE ir ents - In person requests from offioiels of other ai;eneies A finished intelligence reports and information reports require clear- anee and approval of LD/CD.. Display of the Agency badge is recuired for In person requests made by CIA employees. A CIA address is required on all re- quests by mail. Follow-up contact is made on a 60 to 90 days' basis for all real on loan. Duplication of Effort - OCTD now maintains a staff of four employees at the on a loan basis. Records Center maintains a staff of five employees to ser- shed intelligence reports and information reports on a transfer ni CIA i fi , : ce . v basis. The reports used in each operation are identical In substance and appearance;. Thus, there exists two identical services in CIA whereas one would suffice. Simplified Operations - Reproduction of information reports in the Records Center is complex in that it entails the use of three duplicating methods, i.e., Ozalid, photocopying, and ditto. Thus, standardization is lacking. The procedure used in the Records Center also entails the maintenance of 152 file cabinets in which to house the respective master copies and a limited supply of CTA reports to facilitate servicing, requests for distribution. Upon conversion to the microfilm system (Tab T,) the masters of informa- tion reports issued between 1946 and 1954 will not grow any larger in volume. These masters comprise 60 cubic feet of multilith, 200 cubic feet of Ozalid? 8 cubic feet of ditto, and 2 cubic feet of paper, aggregating a total of 270 cubic feet. A, fair estimate indicates that a period of one year will be re- quired to compare and. consolidate the collections on a piece by piece basis, convert the masters to the microfilm system,, and to dispose of the hard copy collection and filing equipment as tht consolidation progre sE:s. This would establish a uniform reproduction method$ simple in operation. Savings - The proposed transfer of functions and responsibilities will result in eav- nga in equipment and space and a potential savings in personnel and increased efficiency. -- SECRET Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190016-8 Approved For Release 20S0ECR 4 : CIA-RDP70-00211 R000500190016-8 ui ment - Representatives of "BCD confirm that approximately 1103 filing cab nets housing CIA information reports can be emptied and returned to stock .upon conversion of the information report masters to the microfilm system. The Chief of the Records Center confirms that approximately 152 cabinets now used to house distribution material could be returned to stock upon conver- sion of infomation report masters to the microfilm system. While a numerical count of the -masters is not available, some idea of the potential savings in filing space ray be apparent from the knowledge that one 8-drawer safe ww.ll. house approximately I5n,000 machine records aperture cards for microfilm fratmes (TL:B L) . cd by the cat inets comprises approximately 1500 sgzjare i ce occu p pa . will not be imis=ediete. ; csntinuati on of hase of 68y n econd Thi . p s s . IWO V. the space requirements for CU reports in the present Records Center will pro- bably be necessary until the physical move to the new Center takes place, i.e* , if less than a year. `chile the microfilming of the collection will begin as soon as possible, that pertaining to ozalid will be deferred to lest to avoid impairment of current operations. T f the microfilnin?E is not cow- pleated at the time of the ph aical mole of the Center it ray be necessary to transfer at least pert of the ozalid masters, not exceeding 25 ca1:inets, to the CIA Library pending completion of the camera operations, d Increased '`efficien - In a tranafsr of functions and, res.pon- l an Personne si of this type w?h ch entails additional work for a limited period such as the consolidation of files and an integration process into a new operating, procedure, a definite saving, in personnel may not appear immediately. is, however, a potential savings in personnel and increased efficiency that should be apparent at the time the integration process is completed. Current plans in OCL provide for the continued development of the micro- film . pro ject and, along with that, the gradual transfer of T/O positions from the CIA Library files to such project. Ultimately, a tangible sevings An per- sonnel should be realized not only in the CIA Library esfbut, also, fithrough the increased efficiency that will result by {1) adoption project, (2) transfer of certain T /O positions from the CI/ Library files to such project, (3) Training and conversion of the position incumbents to the new type of work required by the project, and (4) the consolidation of the two information report files and integration thereof into the overall operatin system. Thus, it would seem more practicable to construe savings in the light of increased efficiency at present and defer evaluation of the actual savings in personnel for a period. of one year at wbich time measurement can be made through a survey of Tbb requirements. Under these circumstances, justification for the proposed transfer of functions and operations is apparent. -s- SECRET Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190016-8 Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190016-8 SECRET Ono -1 -the function and responsibility 2 per 'o n xes :en- _~ ,~?_ ~l -vu- ue -rransr-erreu to the Reproduction F art Primhand Rep oduct on ;?iviaiOn Logistics Office on or t~e#'e~ a co~rx ,letion of ths?~sical move. .... The function and responsibility of performing essential operatin routines pertaining to initial distribution of regulator g; y and miscellaneous issuances should be transferred to the Reproduction plant as specified if proof can be shown on the basis Of functional relationship that adequate or better facili- ties therefor exist and similar routines are now 'being accomplished. That adequate or better facilities exist i, evident from the reouirerrments of the Dissemination cction of the Slant, stated. as followss "Administrative requirements entail the distribution of reproduced material to operating activities of interest. Operating responsibilities include enveloping, wrapping, sealing, tying or otherwise preparing re- produced material inclusive of addressograph routines and effecting dis- tribution of such material to the requisitioning office." Reference to "addressographr~ lends force to comprehension of the term "butter" facilities. That similar routines are now being accomplished is true by vir- tue of every issue of finished intelligence reports prepared for distribution according to diss ination lists furnished to the Plant by LD/C1 a.n?d also by 'FBIS reports, The conclusion is obvious. Discussion of this proposed transfer with the Chief, ;'rinting; and i,,epro- duction iivision confirms that he is willing to furnish sets of pre-addressed envelopes prepared on a.ddxessograph equipment but is not willing to accept responsibility for perfoz sting esr'ential operating routines with the present T/0 of the ;iseemination Section. Eased on experience in the records Center, a minimum of two and a maximum of four e'uployees have been required to pre- pare regulatory issuances for distribution, i.e. depending on the size, and urgency thereof. If this proposed transfer is approved, the nurnlaer of copies for initial distribution to respective addressees should be standardized. T hen, coding for the number of copies to each addressee can be added to the addressograph plates whenever expedient to facilitate sorting, counting and inserting in ,he pre-ac3dress6+ . envelopes. SECRET Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190016-8