COMMENTS ON THE IG REPORT ON INFORMATION MANAGEMENT IN THE AGENCY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00038R000100270004-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 19, 2016
• Document Release Date: August 10, 2006
• Sequence Number: 4
• Publication Date: April 28, 1971
• Content Type: MF

2 8 APR 1971
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SUBJECT : Comments on the IG Report on Information
Management in the Agency
1. In addition tol (note of 12 April 1971, you may wish
to consider the following comments in responding to the IG's request
for our suggestions on subject report. Comments are keyed to paragraphs
in the Records Management and Historical Records and Archives Sections
of the report:
Paragraph 18, Page 36
This comment is indeed unfortunate in their conclusion that
the principle occupation of the Agency Records Administration
Officer is how to dramatize the need for additional storage
space. Certainly we are preoccupied with many other elements
of the Records Program and are actively working on microfilm
projects, reports management projects and many other elements
to reduce the paper flow. They are correct, however, that we
have a".long way to go in doing anything about a centralized
control of records creation and establishing offices of record
to cut down on duplication of files in our Records Center.
Paragraph 19, Page 36
This should more correctly read a staff of 6 officers and
3 clericals in the Records Administration Branch. Also we
should note in this paragraph that there are 17 positions
(records officers/analysts) in our Records Center
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Paragraph 20, Page 37
The statistics there are misleading in that the funds we receive
for construction of additional storage space allowed for
increased storage of 29,300 cu ft. ~nd 16,500 ft. in
I This total of 45,800 cu. ft. new capacity was offset
by the return to NARS of the 25,500 ft. of temporary storage
space we had in Suitland. Hence, our actual net gain in capacity
was 20,400 ft. However, our total Agency controlled capacity
when these projects are completed will be 152,600 ft.
Paragraph 22, Page 38
I am confident you will recognize the inconsistencies in this
paragraph. On the one hand they endorse the Agency policies
that records programs be administered on a decentralized
basis. On the other hand they say the components must depend
on outside guidance in schedules and records retention and
destruction programs. The statement made that
provides
little guidance nor does it make adequate provision for
insuring that such guidance will be forthcoming should be
followed by a statement that the components are not compelled
to follow guidance given. As you know, guidance becomes a
negotiable issue when we have a disagreement on how long we
should keep records and where.
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Paragraph 23, Page 38
Amen! But strengthening and broadening the functions of the
Records Administration Officers must be preceded by increasing
the staff and our capabilities to accept additional functions.
i
I note that there is no reference to more manpower in.this
This is a very fuzzy paragraph. First they say we should trans-
fer the slots of full-time RMO's to the T/O of Records Adminis-
tration Branch (without creating a career service to administer
them) then they follow by saying that assignments of personnel
to key RMO slots in the components should be coordinated with
the Agency Records Administration Officer. Why be half pregnant?
In any event, I agree it is a subject for further study.
Paragraph 25, Page 39
A very sound recommendation and one that I have been pushing
all along. The Agency Records Management Staff (as properly
staffed) should be dealing with senior officers in each of the
components and not with Registry clerks.
Paragraph 27, Page 40
Well done! This appears to sprinkle holy water on our SIMC
proposal and we might use this as ammunition in defending our
study.
Paragraph 24, page 38
concept paper when the time comes.
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Paragraph 29, Page 41
The concepts stated in this paragraph may reflect component
level thinking but certainly not an accurate reflection of
and company.
Paragraph 34, Page 43
I think we should take strong exception to this approach on
the Agency Archives Program. The IG's statement that they
do not propose setting up a new T/0 for this function and
performing it by designating it as an additional duty is
totally unrealistic and inconsistent with what amul 1_
Cv-+_____Q Get the Records Program. This is precisely what's
wrong with our Records Program. There are too many"records
officers" performing their records functions as an additional,
duty with the resultant sad state of affairs in our Records
Programs. There is no reason to believe that any progress
can be made on the Agency Archives unless we are prepared to
commit several full-time positions to this effort and call
on part-time help from others in the Records and History
Programs.
Approved For Release 2006/09/25 : CIA-RDP72 00038R000100270004-7