SEMI-ANNUAL REPORT OF THE RECORDS MANAGEMENT BOARD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200120002-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 2
• Document Creation Date: December 9, 2016
• Document Release Date: March 7, 2001
• Sequence Number: 2
• Publication Date: July 20, 1971
• Content Type: MF

Approved For Release 2001/03/22. DP73-00099A0002001200u02-3
20 July 1971
MEMQRANDUM FOR: Executive Director-Comptroller
THROUGH : Deputy Director for Support
SUBJECT : Semi-Annual Report of the Records Management Board
25X1A
1. This report is for your information only.
2. During these past six months the Directorates have continued
to purge their holdings at the Records Center and have succeeded in
reducing the volume there another 2,700 cubic feet. This was primari-
ly due to the changes made with the DDI supply of publications and
maps for Supplemental Distribution. The overall result of this three-
year purge campaign since July 19?8 has been a net reduction of 13,850
cubic feet of the total volume in the Agency Archives and Records
Center. (TAB A)
3. In an effort to continue this trend and preserve the existing
storage capacity, the Board members have developed a plan to limit the
annual net volume retired to the Records Center by their Directorates.
That plan was promulgated to the Deputies in your memorandum of 6 July
1971. The plan has a built in gradual reduction feature which it is
hoped will control the annual growth and permit us to live within the
storage facilities recently provided.
4. As indicated in the Board's last report to you, we have
focused attention on establishing "Offices of Record" as well as
developing Permanent Retention Plans. Revised Records Control
Schedules and Permanent Retention Plans are being drafted in each
Directorate. The DDS&T Permanent Retention Plan has been developed
and is being coordinated prior to approval.
5. For the preservation of the Agency permanent records of
legal, historical, and research vales has reserved
a section for Archives within its A procedure
to control the receipt and use of this Archives material has been
established and accepted by the Board members. But, this interim
processing only protects against inadvertent destruction of certain
obvious and irreplaceable Archival records. A formal program and staff
are needed to screen that interim collection and to identify, appraise,
accession, and preserve other files in accordance with Federal
standards prescribed by the Archivist of the U.S. A proposed Regu-
lation formally establishing an Agency Archives function has been
drafted and is ready to be coordinated with the Directorates.
CWT t
Approved For Release 2001/03/22Sf P73-00099AO002001 0 ` anfQmane
anrlmgand
declaulficaVen
 SECRET
Approved For Release 2001/03/22 : CIA-RDP73-00099AO00200120002-3
6. Also the Board members have accelerated microfilm programs
In their respective Directorates. The Support Services Staff has
25X1 A hired microfilm Consultant and he has conducted
at Headquarters two 3-day training seminars on microfilm systems and
equipment which 70 Agency employees attended. Hine new microfilm
applications have been established ice the last six months and resulted
in the filming of 145 cubic feet of records to date. Upon verifica-
tion of the film the paper records will be destroyed. Some tan other
microfilm applications established since July 1968 have permitted the
destruction of 1,300 cubic feet of records.
7. Similarly, the projects to convert magnetic tape records to
microfilm have continued apace. At present there are 23 Computer
Outputs to Microfilm (CON) applications in the Agency.
8. The Board members intend for the coming months to have the
component Records Officers further shorten their record retention
periods and reduce the volume on hand.. Board efforts will be made
to complete this year identification of "Offices of Record",
Permanent Retention Plans, and to initiate a CIA Archives Program
Board members will continue to stimulate component interest in the
conversion of files to microfilm systems. It is too soon to evaluate
the overall effect of the microfilm campaign on the total records
volume Agencywide. This will be watched, reported on, and plans
adjusted accordingly.
Attachment
Analysis of Purge
DDS/SSS/RAB fns (20 July 1971)
Distribution:
Orig & 1 - Addressee
I - DDS Subject
1 - DDS/SSS Subject
1 - DDS/SSS/RAB Subject
1 - DDS/SSS/RAB Chrono
25X1A
2
Approved For Release 2001/03/22;; f4A-RDP73-00099A000200120002-3
~i a