RECORDS ADMINISTRATION PROGRAM SECOND QUARTER REPORT - ACCOMPLISHMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100290015-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: November 11, 2016
• Document Release Date: September 1, 1998
• Sequence Number: 15
• Publication Date: July 1, 1968
• Content Type: PERRPT

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SECOND QUARTER REPORT ?
114,
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ACCOMPLISHMENTS
RECORDS CREATION
`Lava
1 July 1968
A. Forms
ement Actions Co leted this Quarter:
New Forms Designed and Issued
62
Old Forms Revised and Issued
63
Old Forms Obsoleted and Removed
16
(597,800 copies)
(1,434,400 copies)
(29,000 copies)
B. Other Forms Developments:
1. The new CSC "Application for Federal Employment" forms have been
received by this Agency and issued. These 3 new forms replace
the old forms 57 and 57A. We prepared a paragraph on it for the
Support Bulletin.
2. Six new or revised FEGLI (Life Insurance) forms were ordered
from GSA for our new program.
3. Four new and one revised Optical Scanning forms were designed
and printed for Office of Computer Services and Central Reference
Service.
4. A new "Headquarters Reassignment Questionnaire" was designed and
printed for DDP. This form will be completed during 1968 by all
Clandestine Services employees at the time of their Fitness
Reports and then updated every two years. Field personnel will
complete theirs as they return to headquarters.
5. Office of Finance also requested a Headquarters Reassignment
Questionnaire to aid in reassignments. These will be filled out
in 1968 and updated, when necessary, every two years.
6. Twelve new "Documentation" forms were designed by OCS/DDS&T for
use in documenting computer programs and program runs.
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RECORDS MAINTENANCE
A. DDS
1. Reviewed a request from Medical Services/A&E Branch for a
Diebold "Power file". Our survey indicated a purge would
eliminate over 350 of the files and permit use of less costly
equipment. The OMB Records Officer agreed. This survey
resulted in a cost avoidance of approximately $2,500.
2. Reviewed and approved a requisition for an "Astromatic" 25X1A6a
mechanized file cabinet for Office of Logistics,
Warehouse. This compact model affords greater fi Wing capacity
in a smaller floor space.
3. Conversion from file cabinets to shelf filing in the Office of
Personnel/Insurance Branch has been completed. This was ne-
cessitated by a floor space limitation and an anticipated file
increase. The shelving increased capacity 28% in 67% less floor
space.
B. DDI
1. Meetings continue with the NPIC Records Officer
on a file system for the NPIC, Management Services Division,
PPB Staff. He also provided photos on their file installations
for our briefing use.
VITAL RECORDS
A. Scheduling
Revised Vital Records Deposit Schedules were received, reviewed
and approved for Office of Security and Office of Planning,
Programming and Budgeting.
B. Deposits
1. This quarter 237 cubic feet of current Vital Records were
received at the Relocation Site and 130 cubic feet were destroy-
ed or transferred from the Records Center.
2. Discussions have been held with Records Officers whose offices
are deposting records in a media that will require special
equipment: (i.e., tapes, cartridge type microfilm, NPIC films,
and map negatives.) Present emergency equipment, at re:?.ocation,
is not useable with this material. The Agency's Emergency
Planning Officer has been made aware of this current inadequacy.
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RECORDS DISPOSITION
A. Records Center Activities this Quarter; (Cubic feet)
Records Received for Storage 3,608
Records Removed for Destruction 1,082
Records Transferred out of Center 549
Net Growth 1,977
Priority Deliveries 7 Special Runs
Records Services 18,231 items delivered`
Supplemental Distribution Copies 11,295 items delivered
Briefings and Visitors 162 people,
(Includes historians, CT'S,
office representatives,
students, etc.)
1. The first accession of Archival Maps (16 cubic feet) was
received from OBGI. Mr. , Chief, Cartography Division 25X1A9a
furnished the Archives and Recor Center with an index to these
maps and a brief narrative history of Intelligence Map _nroduct-
ions dating back to 1941.
2. A reproduction of our Archives map negative location file was
sent to OBGI. This will be used to review all negatives and
identify any that can be destroyed.
3. At the end of FY 1968 we had 18,099 cubic feet of records at
25X1A6a
Scheduling
25X1A9a
DDI Records
1. Miss - of this staff and Mr, the
~
Officer inventoried t.'ne Special Research Staff and prepared a
Records Control Schedule.
2. Received, reviewed, and approved revised Records Control Schedules
for Office of Economic Reports and Central Reference Service.
1. Approved revision to TSD/GARB Records Control Schedule.
2. A Records Retention Plan for the permanent records of DDP
has been drafted and delivered to the DDP/RMO for review.
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Reviewed and approved a completely revised Records Control
Schedule for the Audit Staff.
DDS
1. Reviewed and approved a complete revision to the office of
Security Records Control Schedule. The volume of records
reflected by this schedule amounted to 13,02+ cubic feet.
2. Reviewed and approved Records Control Schedule for Office of
Personnel/Placement Division.
PROGRAM DEVELOPMENT
A. Records Orientations Given:
1, Three presentations on the "Records AAdministration PProg ees.
were given to a total of loo employees
B. Records Training Received:
25X1A9a 1. attended the annual National Microfilm Association
Convention in Chicago to note developments in Microfilm,
aperture cards, video tape, and microfiche techniques,
25X1A9a 2. attended the ADP Systems develop-
ment Process (Brandon Course).
25X1A9a 3, attended the Annu onference of the Association
of Records Executives. Messers session
25X1A9a and - attended an "Information for Management"
at the Department of State.
MISCELLANEOUS
A. Presidential Libraries
25X1A9a Mr. ~ met with Col. White and Mr. Houston on the Presidential
will
Libraries Collection. A Committee chaired by Mr.
select material for the Libraries and route it through this staff
to National Archives.
B. DDP/RMO Meeting
ZDA
25X1A9a
Messers attended a meeting of the DDP
Records Management Officers chaired by Mr. This 25X1 A9a
is the first such invitation received by this Central Staff.
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C. Mircofilming Techniques
Received through the National Archives three articles in Danish,
Hungarian and Polish -pertaining to microfilming techniques used
in copying official records. The articles are being translated
and copies will be given to TSD and CI Staff.
D. Records Conference
1. One hundred and twenty Agency Records Officers, and Historians
attended the Records Officers Spring Conference. The subject
was History, Records Retention Plan, and Archives. The prin-
cipal speakers were Dr. Rhoads the Archivist for the United
States, and Mr. Bannerman, DDS.
E. Re-Election to Forms Management Council
25X1A9a has beer reelected as Vice Chairman to the Forms
Management Council for FY 1968 - 1969. This council was government
established to foster the professional improvement of all persons
engaged in the development, management, manufacture, procurement,
supply or utilization of forms to insure the highest level of
individual understanding, capability, and proficiency in all
phases of the Forms Management profession.
F. Review of Proposed OCS Regulations
1. Several OCS proposed Records Management regulations have been
reviewed by this staff.
G. Improved Systems for Agency Regulations
25X1A9a 1. of the Archives and Records Center has de-
veloped an an improved system for storing extra copies of Agency
Regulations .
25X1A9a
DDS/SSS/RAB/~pr (9 August 1968)
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