CIA RECORDS MANAGEMENT BOARD QUARTERLY REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200050018-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 12, 2016
• Document Release Date: January 25, 2002
• Sequence Number: 18
• Publication Date: January 24, 1969
• Content Type: MEMO

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POST SCRIPT
FINAL DRAFT
24 January 1969
MEMORANDUM FOR: Executive Director-Comptroller
: Deputy Director for Support
SUBJECT : CIA Records Management Board.
Quarterly Report
1. This memorandum is for information only.
2. During the last quarter of 1968, the CIA Records Management
Board concentrated. on the Agency's most pressing records problem--the
storage of retired records. Board members pursued the ''Records Purge"
in their respective Directorates and studied. several long-range methods
to control paperwork. As directed, all components are re-examining
their holdings at the Agency Records Center in an effort to reduce the
volume on hand. (Progress reports from each Directorate and the DCI
Area are attached)
3. The tt chec reports indicate that in the past quarter 5, 796
cubic feet of records were identified. for permanent removal from the
Records Center. A breakdown of these reported dispositions is as
follows: DDI--3, 104; DDP--740; DDS--1, 156; DDS&T--764; and the
DCI Area--32. Subtracting new deposits to the Center during the quarter
of 2, 558 cubic feet from the above authorized removal (5, 796) produces a
projected. net reduction in record volume for the quarter of 3, 238 cubic
feet. --By similar computation, the cumulative net reduction for the purge
to date (July-December 1968) is 1, 785 cubic feet. This cumulative net
reduction is less than the net reduction for the past quarter because new
deposits during the first three months (July-September) considerably
outweighed removals.
4. The Board feels the results of document purging to date do
not yet provide an adequate base to reliably determine trends or estimate
volume reductions that may be expected from the purge. An estimated
two thirds of our records remain to be reviewed. Some Offices expect
to be finished with special purging reviews by July 1969 while others will
continue for several months During the next quarter the Board will
analyze and. try to predict tlje eventual results of the purge.
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The Board will also try to determine how much longer the emphasis
should remain on this disposal phase of the storage problem. Even
though normal screening of records will continue indefinitely, the
Agency must eventually concentrate its major effort on other alternatives.
5. The Directorates also report on related activities stimulated
by the purge which will impact favorably on the space problem. More
thorough screening of records prior to their retirement is reducing the
volume of deposits. Some scheduled retention periods are being
shortened. Surveys are in progress to eliminate or consolidate files
and. to establish "Office of Record" responsibility. Feasibility studies
are underway in each Directorate concerning the conversion of certain
hardcopy files to microforms.
6. The Records Management Board. has issued guidance to Records
Officers and Historians across the Agency on the identification and
retention of historical and. legally required records. The National
Archives has been formally requested to rule on the suitability of micro-
film storage (vice hardcopy) for records requiring permanent retention
and. they have informed the Agency that anew Federal Regulation covering
this question will be published. by March 1969. Last October, 87 Records
Officers met for two days to study various microminiaturization
Agency is expected and. the Board will coordinate and, assist in the develop-';
me.nt of such systems.
techniques and to identify possible applications of microform records
storage and retrieval. An increased use of microform systems by this
7. The initial task assigned the Board was to oversee the purging
of unnecessary records in order to gain space at the Records Center. It
is clear, however, that any relief provided by the purge will be temporary
unless other programs are activated. such as conversion to microforms and'',
better controls over. records creation and file maintenance in order to
reduce the volume of .new accessions. With the purge .now underway in all
components, the Board has begun to study long-term solutions to meet
future requirements. of Agency records. Alternative storage plans
currently under consideration are: massive microfilming projects that
will permit us to remain in the building at GSA
Records Centers with or without some microfilming; and use of
facilities. The applicability of new space-saving equipment
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and, other records management techniques are also being studied.
During the coming quarter the Board will analyze the several options
available for the storage of CIA's retired records and will make
recommendations for Agency action.
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Chairman
CIA Records Management Board.
Attachments:
Component Reports.
To Board Members for Review Meeting:
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The above final draft (24 Jan.) was reviewed b He has no
ob
jection to its being submitted to the DDS. (You will recall that he
personally delivered the DDS Memo of 16 October to the Board, answered
questions on it, and explained then that he was asked by Mr. Bannerman to
assist him with the Board.) He and I discussed this report the past few
days and again today. He finds this has more specifics than our 17 Jan.
draft. He remains concerned about the Board's lack of a stated Plan of
Action on an Agency microfilming project or space problem solutions. He
feels the purge barely exceeds new accessions and may not reach 10% yet
alone the intended 50%. He thinks the Board should cite some of its prob-
lems and give some warnings or ask for help if necessary.
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