REPORT OF RECORDS MANAGEMENT ACTIVITY IN DDS AREA, PERIOD 10 SEPTEMBER THROUGH 31 DECEMBE 1968.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200050025-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: January 25, 2002
• Sequence Number: 25
• Publication Date: January 14, 1969
• Content Type: MEMO

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1~ January 1969
MEMORANDUM T0: Chairman, CIA. Records Management Board
SUBJECT Report of Records Management Activity in DDS .Area,
Period 10 September through 31 December 1g68.
1. This paper will serve as a summary of the Records Management
activity in the DDS Directorate for period 10 September through 31
December 198. Detailed information pertaining to Purge progress and
other Records Management progress accomplishments will be found in the
~.i:~c~ivi.~,ua,l o:f.f"ice reports (copies attached.
2. Althau~;h emjahasis has been placed on Purge action it is inter-
esting to note the favorable effect that this Purge has made in trigger-
ing action in other facets of the total Records Management Program.
3. During this reporting period, as a result of continued screen-
ing of retired records and the approved revisions of Records Control
Schedules, DDS components have authorized the destruction of 1,00+
cubic feet of records. This screening activity also resulted in the
transfer of 139 cubic feet of retired records to the Department of
Defense, the permanent return of 13 cubic feet to the depositing office,
transfer of ~+~ cubic feet to another agency directorate office, and the
transfer of 1 cubic foot into the Agency Archives.
~+. At the time of this reporting, over 150 cubic feet of records
have been returned to DDS offices and are being screened.
5. In addition to the above additional Records Management accom-
plishments were made. The mare significant of these, many of which
could assist in the present Purge, and very assuredly alleviate future
Records Center space problems follow:
a, The development and implementation of a specialized File
System Handbook in one office.
b. The conducting of a Reports Survey by one office
c. The drafting of a Handbook for the writing of an Office
History.
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d. A file clean-up campaign in one office that, although
incomplete, has resulted in the destruction of 1+30 cubic
feet of records.
e. Review and revision of Records Control Schedules con-
tinues. Four offices have made substantial revisions to
their schedules.
f. Two offices have started detailed surveys of their record
keeping systems, considering the use of microminiaturization.
g. Ono. office, through the process of screening records prior
to retirement to the Records Center, has reduced the volume
of records to be retired by 50afo.
h. All DDS Offices surveyed their need for cable reference
service. The results obtained from each DDS component will
assist the Cable Secretariat in affixing a realistic re-
tention period for cables as well as determining the media
(hard copy or microilm) for maintenance and storage.
i. The DDS area was instrumental in pursuing the current status
of the Bureau of Standards report on Microscopic Blemishes
on microfilm. This led to an inquiry of the Archivist of
the United States who in turn notified Mr. Bannerman that
the report should be provided us by March 1969. It is ex-
pected that the guidelines contained in this report will
lift the present hold on microfilm and permit us to sub-
stitute film far permanent paper copy. This should make a
very significant contribution in the reduction of require-
ments for records storage space in the Records Center.
6. I am happy to say that in my frequent discussions with Records
Officers I have found that they are convinced of the important part
that good files maintenance plays in the orderly retirement of files.
The use of logical and uniform file systems, coupled with the estab-
lishment and implementation of effective records retirement schedules,
wi11 greatly relieve space problems in the Records Center.
7. At the time of this writing there are several studies underway
that when completed (next 30 to 60 days) should permit the reduction of
storage space required for DDS retired records.
8. There are several items that we must accomplish as soon as
practical. They are as follows:
a. The appointment of Records Officers in the Office of Finance
and the Office of Training.
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b. The conducting of workshops on several aspects of Records
Management.
c. The enforcement of more thorough screening of records,
both awaiting retirement and those already retired.
d, The establishment of better communication between the
Responsible Officer, Records Officer and Historian. Too
many old records are awaiting evaluation by the office
historian.
e. `.i'he devc7.opment s,nd .Cssuanee of a ~,t.ii_d~.nce sheet enluner-
a~l;ing the responsibilities of Records Officers should be
considered by the Agency Records Board.
f. The consideration of using compacting type of motorized
shelving in the Records Center. The cost could possibly
be justified by the space savings realized immediately
plus its ability to provide urgently needed space for
c~ri:crE;ency opcra~l;ions .
g. The conducting of a survey to determine the feasibility
of reboxing retired records to eliminate wasted space at
the Records Center. It is possible that partially filled
boxes are numerous enough to waste considerable valuable
space.
h. The establishment and assignment of office of record re-
si~onsibility for specific file series. Two cases in point,
Contract Personnel and Contract (Logistical Research and
Development type). This assignment of responsibility
should ensure availabity of adequate and documented infor-
mation for which we are legally responsible to maintain,
as well as accelerate the destruction of extra or reference
copies .
9. The above are only a few of the projects we hope will mature
in the next quarter. We will naturally explore new ideas as they are
developed and implement appropriate action.
Attachment:
Copies of DDS Component Reports
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