RECORDS STORAGE CONTROL POLICY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200130007-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 9, 2016
• Document Release Date: March 6, 2001
• Sequence Number: 7
• Publication Date: October 29, 1971
• Content Type: MF

Approved For Release 2001/03/22 : CIA-RDP73-00099A000200130007-7
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MEMORANDUM FOR: Acting Executive Director-Comptroller
SUBJECT : Records Storage Control Policy
REFERENCE ; Exec. Dir. Memo to DDS, 1 July '71, same subj.
1. This special report from the Records Management Board is for
your information only.
2. As requested in paragraph 4 of reference memorandum, the
Records Board has examined these two specific records problem areas:
a. the development of an Agency policy establishing an
"office of record" responsibility for Agency documents;
and
b. the application of an Agency policy limiting the storage
of computer-prepared reports to microfilm
copies of these reports.
3. The Board's findings have led to the conclusion that there is
no need for the issuance of a policy statement on the two areas at this
time because both the need for "offices of record" and filming of large
computer lists are recognized by the Components concerned, corrective
action has been taken or is in process, and there is no serious problem
requiring immediate intervention by the Executive Director. The Board
will continue to monitor the progress in these two areas and make re-
ports or recommendations as necessary in its semi-annual reports to you.
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4. On first problem the Board found that the Agency Records
Administration Officer and his Staff have been working with Directorate
Records Managers since 1967 in drafting "Retention Plans for Permanent
Records". These are Directorate-wide lists of the files of continuing
legal or historical value and include" the identification of the
"offices of record" responsible for the permanent preservation of the
record copy. Such "Plans" will serve to eliminate retirement of dup-
licate files, promote more systematic administration, reference, and
preservation or disposal of Agency documentation, and ensure file
custody and control by the organizational element with primary interest
and responsibility, or need. The DDS&T completed its first Retention
Plan in 1969 and is currently up-dating it with a tentative target date
of March 1972. A team of DDP and Agency Records Staff Officers prepared
a first draft of a Plan for DDP files. In 1969 DDP published its Records
Disposition Plans For the past two years the DDP Records 25X1A
Staff has been working to expand the official CS Records System to include
all file material of value. This has been delayed by a lack of Computer
capacity to handle the additional file codes. When this is accomplished
they will be in a position to prepare a comprehensive retention plan,
draw from it a list of permanent files, and establish "Office of Record"
responsibility.
5. The DDI and DDS Directorates have teams actively engaged in develop-
ing their Plans. A member of the Agency Records Staff has been assigned
to work on the DCI Retention Plan for Permanent Records.
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All Agency Records Officers have been invited to a two-day Conference
at ^ to study related problems and techniques for developing their
Plans. Because the majority of Records Managers have additional
duties and priority assignments ax~* ts completion of the Plans
receives comparatively low-level support and attention. The tentative
target for DCI, DDS, and DDS Retention Plans is during the first
quarter of 1972. This initial effort to identify responsible Offices
for permanent records will',protect our most valuable files and develop
new systems and procedures for their control. This experience will then be
used in Phase Two during which the "Offices of Record" will be identified
for temporary records which are many times more voluminous and complicated.
6.. The second problem was examined and the Directorate representa-
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tives to the Board. report that their components large Computer
,.that are,
listing requirements h&ve4already converted to Computer Output Microfilm
Several other
(COM). ' -a4compone_nts are microfilming important listings on high-
,Board Members
speed .,cameras. TheJAfound z, instances wherein Computer
reports are too small to be considered for COM
programming or even for conversion to film at all. Also, they find Computer
listings with short-term retention periods which d'o not warrant conversion to film.
7. The Records Center Chief reported to the Board thatY.tglarge
are in thk process of bein b in
deposits of Iists, ithc~rawn from storage an;ir- eyr dis-
has not received any Punch
continued or. dW-VwhV converted to film. The Cent exxtsa1gc(K(k
card or ha-d co ,,.for the last few months In DDS.,
xx$xg xr ists from DDP and DDI n P
y Office of Personnel continues to
,In DDS&T the Office,of Computer Services.-
retire its lists but is working with SIPS on raw plans.-&W--&T is retiring
temporary magnetic tapes .4~x~x3caxttgxx DCI components do not
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retire c ter listings. The DD~ 100 approximately 400 cubic
feet of puL.. ~d cards from the Center by converting the cards to COM.
The Office of Finance has stopped retiring listings and has filmed
100 cubic feet of lists on hand. They have plans to recall and
convert another 500 cubic feet during this Fiscal Year. Similar
plans are being developed for old Personnel lists in storage.
The Board members feel the conversion of computer output
to film is progressing as well as can be expected. Also the
identification of "Offices of-records" is receiving as much
attention as manpower and priorities permit. Unless Agency
management desires to accelerate the completion of Retention Plans,
with the attendant requirement for additional manpower and shifts
in prioritiesythe Board cannot recommend any policy proposal or
intervention for the Executive Director-Comptroller at this time.
25X1A
Chairman
CIA Records Management Board
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