QUARTERLY REPORT OF RECORDS MANAGEMENT ACTIVITIES IN DDS AREA

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200070008-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 9, 2016
• Document Release Date: June 3, 1999
• Sequence Number: 8
• Publication Date: July 17, 1969
• Content Type: MF

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17 July 1969
MEMORANDUM FOR: CIA Records Management Board
SUBJECT. Quarterly Report of Records Management Activities
in DDS Area
This paper is intended to serve as a summary of the Records
Management activity in the DDS Offices for the period 1 April thru
30 June 1969.
A review of reports received from the DDS Offices indicates that
466 cubic feet of inactive records, stored at the Agency Records Center,
were authorized for destruction during this reporting period. This
increases the cumulative total to 2,343 cubic feet authorized for
destruction since the DDS purge started in August 1968.
In addition to the records authorized for destruction, the office
of Finance has reviewed, consolidated and prepared. shelf lists for
sixty (60) cubic feet of records at the Records Center that will be
transferred to the Department of Defense, Adjutant Generals Office,
during July.
I have in previous progress reports noted the favorable impact that
this purge has made on other Records Management operations. This quarter
is no exception and I would like to enumerate a few of these actions:
1. Records Control Schedules have been reviewed and where
necessary have been revised to reflect reduced retention
periods.
2. A revision to Office of Finance Instruction #52, Financial
Records Management Program (Retirement of Financial Records)
was issued.
3. Screening of retired files considered for purging continues
in the Office of Personnel. Records of seven (7) operating
divisions in the Office of Personnel have been, or are
still being screened. To date, purging of the Official Personnel
Folders has resulted in a 41% reduction. This project is 41,
completed.
4. An historical reference file was established in the Support
Staff Finance Office to accumulate historical documents and
files pertinent to the history of the Office of Finance.
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The purge of old payroll files in the Compensation and Tax
Division has started.. When this is completed they expect
to free, for reuse, 4,500 pressboard file folders. This
will result in a cost avoidance of $1+,500.
6. A task force in the Medical Office, during a recent Records
Survey, recommended. that approximately 15,000 "dead. files"
(files which have not had any medical. activity in the past
ten years) be retired to the Records Center. This will
provide the Medical Office relief from their critical space
problem and result in an equipment cost avoidance of
approximately $5,000.
7. A recent review and up dating of the Office of Logistics
Records Control Schedule uncovered 300 cubic feet of obsolete
files that were filed in office area. Although this does not
immediately help the current Records Center space problem
it does assure us that these 300 cubic feet will never find
their way into the Center.
8.. The Office of Personnel is currently working on the establish-
ment of office of record for all records that the Office of
.Personnel needs to document its mission, function responsi-
bilities and operations.
The Records Administration Branch requested the return of
20 boxes of inactive records and 4 boxes of Vital Records
for review. The findings indicate that 50% of these records
will be destroyed during the ensuing quarter.
During this current quarter we hope to concentrate on the following
problems that have been of concern to us from the start of the purge:
1. Request that a review be made of the seven (7) cubic feet of
project files that are in the, DDS vault. The Records Officer
feels that a determination should be made as to their
disposition.
2. Considerable attention will be given to the Office of Finance.
Meetings will be held with the DDP/RMO and. Finance Officials
to determine what will be needed, to assure proper segregation and
boxing of records having varying retention periods.
Records Officers will be requested-to concentrate on screening
of their retired. records. To accomplish this they should
request the return of the boxes to their office and in con-
junction with responsible operating officials perform a thorough
screening of these files.
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VY! ~Y691y
I an onvinced that if we promote a campaign that calls for the
return and review of retired, records by responsible persons we will come
very clonrr, to Col. White's goaJl of 50% reduction. The activity in the
Office of Personnel and the results in our own office indicates the
success that can be achieved by screening. I an certain that these examples are
not exceptions.
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