RECORDS MANAGEMENT PROGRAM SURVEY REPORT OF THE DEPUTY DIRECTOR/SCIENCE AND TECHNOLOGY OFFICE OF DIRECTOR

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00038R000100200001-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 19, 2016
• Document Release Date: March 6, 2006
• Sequence Number: 1
• Publication Date: December 16, 1963
• Content Type: REPORT

Approver Release 2006/04/13: CIA-RDP72- 388000100200001-7
SECRET -
RECORDS MANAGEMENT PROGRAM
SURVEY REPORT
OF THE
DEPUTY DIRECTOR/SCIENCE ANn TECHNOLOGY
of-R o-(' ; c 4or
16 December 1963
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FORM NO . 737 n~c}
I JUL SS +BI
Excluded from autom",
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RIWt 8 XkNAGMM SURVEY
MPUTI DI TQ /scxwcs AND T&CHNOWGY
eco e
Records Administration Officer
16 December 1963
Date
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mar DIREc rOR/SC AND zeCBI O r
1. PURPOSE - To conduct a survey of the Records ) nagement Program
and to prepare cords Control and Vital Records Deposit Schedules in the
Offices of the Deputy Director for Science and Technology.
2. BACKCROM - At the request of the Executive Officer a survey of
the Records` raag gamut Pro am was conducted by Area Records
Officer for DD/and Ilof this staff. This survey included com-
piling an inventory of the records holdings in all offices of DD/SIC with
the exception of OSA, OBI,, and Office of Computer Services. In preparing
this inventory, information as to the use and value of each record category
was obtained from responsible officials. From these facts Records Control
Schedules - master plans for the retention, retirement and disposition of
DD/S&T records were developed. These schedules were discussed with and
concurred in by the component chiefs. Records Control Schedules were not
developed for OVA, 08I, and Office of Computer Services for the following
reasons:
a. We were requested to complete all other elements of DD/S&T
prior to proceeding with OSA.
b. A very fine revised Records Control Schedule for OSI pre-
pared by was approved by we in August 1963-
A copy my approval is attached.
c. The Office of Computer Services was only recently trans-
ferred to W/s&r. A schedule developed for them when they
were D1)/;S/ADpshould be updated.
Development of a Vital Records Deposit Schedule was delayed in order
that we could give priority to the preparation of Records Control Schedules.
3. FINDINGS
a. These Records Control Schedules indicate that the records
holdings for all elements of DD/SST exclusive of 08A, OSI, and
the Office of Computer Services, total 56I cubic feet.
b. The Agency approved Subject-Numeric file system was found
in only three components.
c. Many records were being retained beyond their usefulness
because authority for their destruction through Records Con-
trol Schedules did not exist.
Meer I
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d. There appeared to be an unteeecessary amount of duplication
in the development of reference files.
a. Some personnel were umaVare of the services available at
the Agency Records Center.
f. Several offices had boxes of records awaiting retirement
to the Records Center upon approval of the attached Records
Control Schedules.
g? In several offices Top Secret materials were being separated
from the appropriate subject, case# or project file and filed in
a separate drawer or safe set aside for Tap Secret materials ex-
clusively.
a . TSA'f TO KNOOM CONSM 11CHIMM 5* APFL - A2=.
1. Application of the RR/8 Records Control Schedules will
assure that records considered of permanent value will not be
destroyed. Adherence to these schedules will, provide an efficient
and economical records disposition program which will result in
substantial monetary savings through more advantageous use of
office space and equipment.
b . TEAT M JMCM6 Ct CL SC *2 C COMM
ER I.
1. The Record Categories as defined in the attached schedules
reflect the current functions of each office. As these functions
change, the Records Control Schedules should be revised to reflect
the champs In responsibilities. Proper documentation should be
entered on the schedules to reflect all actions (additions or
deletions) which will occur subsequent to the implementation of
these schedules,
2. Records Control Schedules should be reviewed annually by
the E!/ Records )lenagement Officer.
c. TEAT ' AC ET numT-- SQ l1LE 5 ZR %vA=l xx
ALL old (W 1010W.
1. A review of the various file systems throughout }lp/
indicate that only a very few offices are using the Agency
Subject-Xua eric system. Adoption of the Agency approved filing
NOW -1
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system will provide uniformity, easy filing, quick reference
and prompt retrievability of material previously filed, making
it adaptable to conditions resulting from rotation of personnel
from office to office. Ve would be very happy to assist your
Records Officer in organizing a Filing Workshop which would
familiarize file custodians with the Agency Sebject-Rumerie
system.
d. THAT AR ATE BE MALE, WMM1VM PO$BTLZ, TO CBATRALXZE
ASl t1B11Cs M422RIALS.
1. The building and maintaining of individual collections
of reference materials in offices where responsibility for main-
taining a centralized collection exists elsewhere, should be
discontinued.
e . THAT A'5./ ~ CUSSTODUM OF UD/S&T BE IINDOCTEINATED~IN
THE PROPER MVAM W PRE'PARINO TRACTIVE RECORDS rM RAyS-
PTO To =0101B C=M.
1. This can best be accomplished through the presentation
of a workshop by the Chief of our Records Center. We will be
very happy to work with your Records Officer in arranging such
a workshop.
f . THAT TOP SECRET MATERIAL MOT T D PROM ITS APPROPRIATE
CASE, SU CT, OR PROITECT MS.
1. By filing Top Secret materials in a separate safe the
continuity of a tile is broken and retrievability of the Top
Secret materials is complicated. This system also requires that
a continuity sheet be prepared for filing in the appropriate
file.
g. TEAT RECORDS CONTROL SCAB ffi BEVELOPED FM THE OSA
AND OFFICE OF COMPUTER 811tYICEB.
1. This office will be very happy to assist in updating
Records Control Schedules to reflect current status of these
offices.
OR d, i
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