SEMI-ANNUAL REPORT OF RECORDS MANAGEMENT BOARD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200140003-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 9, 2016
• Document Release Date: May 3, 1999
• Sequence Number: 3
• Publication Date: January 6, 1972
• Content Type: MF

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6 January 1972
MEMORANDUM FOR: Executive Director-Comptroller
THROUGH : Deputy Director for Support
SUBJECT : Semi Annual Report of Records Management Board
1. This report is for your information only.
2. During the past six months the Records Board has addressed
itself to-three principal areas: (a) Control of Records Storage Growth,
(b) Development of Retention Plans for Permanent Records, and (c)
Increased use of Microfilm Systems.
3. In those areas the progress and problems are as follows:
a. Control of Records Storage Growth:
During this first six months of the new Limited Storage
Policy all Directorates are within their projected
annual storage limits at the Records Center. Many
components have managed to reduce their net holdings.
In a related development to control records volumes
in the offices more stringent restraints have been
placed on requests for records equipment. Senior
Officers in each Directorate are monitoring this
effort.
b. Development of Retention Plans:
Considerable progress was made in the campaign to identify
the permanent records of the Agency as well as to list
the Offices responsible for the preservation of those
files (office of record).
Implementation of both the Storage Limitation Policy
and Record Retention Plans were the subjects considered
at the two-day Conference of Records Officers in
December. Several new proposals to implement the
plans were developed. We expect completion of Reten-
tion Plans in several components during the next six
months.
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c. Increased Use of Microfilm Systems:
Each Directorate reports new microfilm systems being
established.
In the Support Directorate a systems analyst position
has been established and an officer assigned full
time in the Support Services Staff to work exclusively
on Agency microfilm activities. A consultant on
microfilming has been brought in six times during the
reporting period to spend a total of 16 days on Agency
microfilm systems analyses and applications. In the
past year the consultant has conducted three microfilm
information seminars and two special sessions on
microfilming systems. At the special sessions were
14 DDS office heads, deputies, and executive officers;
13 managerial personnel from other directorates and
the DCI area; and 51 DDS managerial personnel. For
the three regular seminars we had 100 people attend:
7 from the DCI area, 16 from the DDI, 17 from the DDP,
44 from the DDS, and 16 from the DDS&T.
Significant progress was made in the Office of Finance
microfilming program permitting the destruction of
300 feet of old paper records. Similarly, microfilm
projects are being developed in the Offices of
Communications, Logistics, Medical Services, Personnel,
Security, and Training.
The DDP reports that during this reporting period
approximately 400 feet of old applicant files were
microfilmed and the files destroyed. Forty feet of
25X1 A files at were converted to film and the
hard copy destroyed as part of a pilot microfiche
25X1A pro ram. Other microfilm studies are underway in
as well as for the at Headquarters.
In the DDS&T microfilm activities were reported in
seven components and in this period involved disposal
of another 28 feet of files, the leasing of a high-
speed rotoline camera to film some 400 feet of tele-
metry analogs during the coming year, and purchase of
reader/printer equipment for the Office of Special
Projects.
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The DDI continues its major microfilm program in
Central Reference Service and is studying other
possible applications. In the DCI Area the Cable
Secretariat reports having completed the microfilming
of all its cable files. except those of the last six
months. To date about 500 feet of cable files were
destroyed as a result of this microfilm application.
The Board notes the rapidly increasing volumes of
magnetic tapes, NPIC films, collections of microfilm
files, and other non-paper records of various kinds
for which storage policy and systems will have to be
developed.
4. Besides these principal activities the Directorates report
developments in other related program areas which provide a general
picture records activities:
a. Recent DDP reviews have obsoleted 40 forms, DDS&T
records disposition permitted return of 17 safes
to supply for reissue, new DDT controls over print-
ing and distribution of Agency reports eliminated
from the volume of extra copies some 700 feet of
excess material, and a review of the emergency Vital
Records eliminated 100 feet from the DDP and 700
feet from the DDI collections. In the DDS a concur-
rence was obtained from DDP to dispose of about
2,600 feet of station accounting files more than 12
years old.
b. During this period the annual inventory of office
files was completed and showed a volume of 236,200
cubic feet in the Headquarters area. The actual
net volume growth was small in each Directorate but
additional emphasis will have to be given to reducing
office volumes during the coming year.
c. Besides the active office files and reference materials
there are some 89,000 feet of semi-active material
stored in the Agency Archives and Records Center.
In this volume there was a net reduction of 1,200
cubic feet in the last six months. The installation
of movable shelving at the Records Center is progress-
ing satisfactorily since the change of sub-contractors
and the arrival of engineers from the manufacturer's
staff. The completion date is scheduled for June 1972.
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5. Finally, the Records Management Board evaluated its own
status and future. Three members (DDI, DDS, and DDS&T) favored
continuing the Board because they consider the records purge and
study of other records problems to be continuing requirements for
Board action. They also feel the Board strengthens their administra-
tion of their Directorate Programs as well as their supervision of
component Records Management Officers. The DDP representative favors
using the chain of command to manage the Agency Records Program. The
DCI representative feels the Board charter and membership should be
re-constituted because it gives the impression of a greater problem
solving mechanism than actually is possible in this Board without
any staff or authority. The Chairman recommends continuation of the
Board because it requires a direct report of Records Program problems
and progress to management and this, he feels, has stimulated greater
coordinated participation at all organizational levels. Although the
majority favors continuation of the Board, the members concluded that
the final decision will rest with the Executive Director-Comptroller
based upon the needs of the DDS who is charged with responsibility
for the overall Agency Records Program.
25X1A
Chairman
CIA Records Management Board
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