SPEAKER'S GUIDANCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100240026-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 9, 2016
• Document Release Date: May 7, 2001
• Sequence Number: 26
• Publication Date: October 1, 1968
• Content Type: REGULATION

REI.~ l~P~ For Release 2001/07/28: CIA-RDP72-004508000100240026-8
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;MANAGEMENT
CONFERENCE
~~~
SPEAKER'S GUIDANCE
A. Conference Objective
1. Agency management has requested that each Office review
its records stored in the Agency Archives and Records Center.
During this review, the Offices are to re-examine the legal and
historical value of the material, its continuing or future need,
and to arrange for disposal of items where possible. Also they
are to consider new procedures and the latest technological
improvements for information storage and retrieval in order to
further reduce their holdings after the purge.
2. Our primary objective is to inform the Conferees about
actions they should consider in light of management's request.
In approaching our objective we want them to consider broader
interpretations of their Office responsibilities and new appli-
cations in records storage as well as improving the Records
Program in all Agency components. (As you know Paperwork Manage-
ment covers all phases of a record's life from Creation thru Use
and storage to final retention of valuable records and disposal
of the obsolete papers. Our Records Program includes Forms,
Correspondence, Reports, Equipment, Supplies, Surveys, Systems,
ADP, Microfilms, Vital Records, Control Schedules, Retention
Schedules, Inactive Storage, Disposal, and Archives.) Speakers
axe encouraged to use specific examples to convey theoretical
points and avoid the natural instinct to speak generally, vaguely,
or abstractly. The listeners will be concerned with solutions to
apply in the actual world of Records Management which they must
face.
3. Another objective is in our effort to insure that this
meeting of Records Management Officers will encourage and enlarge
a rapport among these Officers so important in carrying out the
Agency Records Program which is essential to the administrative
effectiveness of the Agency.
4. The audience will consist of about 75 Records Management
Officers and Senior Staff and Line Officers from the Agency. They
range in grade from GS-07 through GS-15 with a mean grade of GS-13?
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Similarly, their Agency experience covers a wide range as does
their time in service. A generality is difficult to establish as
to their orientation, but a reasonable estimation would tend toward
management, administration, or some support oriented activities.
A good percentage has completed operational and overseas tours in
the past 10 to 15 years. The group consists of about 25 women and
50 men. In the field of automation this group is knowledgeable
but generally is not technically involved directly and is not
machine oriented. All of them are interested in microminiaturi-
zation and how it might be used to help them in the storage and
retrieval of their records. This interest has been enhanced and
accelerated by the current requirements of the records purge and
for reduced records volumes thereafter.
B. Administrative Considerations
1. Since our agenda is tightly scheduled, please confine the
length of your presentation to the 45-minute time period indicated
on the agenda.
2. Encourage questions from the conferees and. if appropriate
leave enough time in your presentation for questions. Please
repeat questions as received; for the benefit of the audience.
3. Use graphic aids where possible. Please info
of your requirements for a W-graph, slide projector, f -
jector, or other possible types of equipment. An amplifying system
and neck microphone will be available if desired.
4. An outline of your talk for use by the listeners is
suggested if the topic lends itself to this procedure. Handouts
on your topic are a welcome supplement after your presentation.
C. Entitlements
Meals and. lodgings are furnished in lieu of per diem, provided
"traveler's absence" begins before 6:00 a.m. or ends after 8:00 p.m.
and he can be expected to be in travel status more than six hours.
Unfortunately, instructors or speakers, whose time of visit to the
Conference is not within the above regulatory requirements, will
need to pay far their meals.
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