SEMI-ANNUAL REPORT OF RECORDS MANAGEMENT BOARD- - FINAL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200150002-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 9, 2016
• Document Release Date: January 11, 2001
• Sequence Number: 2
• Publication Date: July 18, 1972
• Content Type: MF

Approved For Release 2001/03/02 : CIA-RDP73-00099AO00200
18 July 1972
MEMORANDUM FOR: Executive Director-Comptroller
SUBJECT Semi-Annual Report of Records Management Board--Final
1. This? report is for your information only.
2. During these final six months this original Records Management
Board, of the senior Records Officers representing each Directorate, has
continued to focus its primary attention in two areas: (a) the reduction
of records volumes and (b) the strengthening of microfilm activities in
the Directorates.
3. The efforts to control the records volume resulted in our
concluding the fourth consecutive fiscal year with a net reduction in
the Records Center. During FY 1972 the Center accessioned 7,832 cubic
feet and destroyed or transferred 7,903 feet for a net volume decrease
of 71 cubic feet. Since the Board was created in July 1968 its Records
Purge effort resulted in the removal of 69,297 feet from the Records
Center which is 66% of the volume on hand initially. (This complied
with Col. White's request to dispose of half the Center's holdings.)
During that same 1968-1972 period 55,376 feet of new records were
accessioned. We now conclude the Purge of the records in storage with
an overall net volume reduction of 13,921 feet.
4. Other accomplishments related to the volume control include:
a. In our 30 April 1969 report this Board recommended
installing motorized shelving to increase the capacity of
the Records Center. In May 1972 this project was completed
for a net increase of 29,098 feet in the Center's shelf
capacity. We also acquired and
converted it for another 13,548 feet of records storage
capacity.
STATI NTL
b. In our efforts to establish the Agency Archives this
Board developed ad hoc procedures and deposits which can be
fully absorbed into the new formalized Archives.
c. More than half the Agency Retention Plans for Archival
records have been completed in this reporting period. These
Plans identify the permanent records and the specific "Offices
of Record" responsible for them. Retention Plans for each of
Approved For Release 2001/03/02 : CIA-RDP73-00099AO00200150002-0
 Approved For Release 2001/03/02 : CIA-RDP73-00099AO00200150002-0
the offices in the DCI area as well as in the Support and
Science and Technology Directorates are complete. All but
two offices in the DOI are complete. The Plans Directorate
is developing a?syystem to automate its office of record and
retention listings.
d. Agencywide the Component Records Officers have
accepted the Board's plan to limit the annual net growth
at the Records Center. The first year just concluded is
well below the net 1,000-foot Directorate targets. A
monthly report of volume gains and losses monitors the
volume flow and provides advance warning of adverse growth
trends.
e. The Board continued work with Records Officers to
tighten the file retention time periods in components of
the Agency. In this reporting period the Control Schedules
for more than 700 different office files in 22 components
have been revised. Since the Board was established in 1968
some 2,280 scheduled file items were reviewed and revised as
part of the purge effort.
f. To ensure control of records volumes on the office
side of the storage problem, requisitions for file equipment
have been reviewed. In this reporting period justifications
were screened on requests for 161 pieces of file equipment
valued at more than $100,000 and evaluations made on 10 re-
quests for secure areas.
5. Another major recommendation in the Board's 30 April 1969
report was for the Agency to embark on a massive microfilm campaign.
The Board members have stimulated microfilming efforts in all components.
The growing results were summarized in the Board's special report to
you on 5 November 1971 and in our last Semi-Annual Report on 14 January
1972. In this reporting period the microfilm campaign had these additions:
a. The DDP has upgraded its Microfilm Section to a
Branch status because of the increasing requirement for
microphotography. A TDY team is in purging files
in preparation for the introduction o a microfiche system.
A RHO Development Complement has been established in the
DDP to train new Records Officers in microfilm systems
and other elements of the Records Program.
b. In DDS the conversion of files to microfilm con-
tinues to eliminate hundreds of feet of records in the
Offices of Finance, Communications, and Training. Pilot
STATINTL
Approved For Release 2001/03/02 :-CfA-RDP73-00099A000200150002-0
 Approved For Release 2001/03/02 : CIA-RDP73-00099AO00200150002-0
projects are underway to test microfilm applications in
the Security and Medical files. The Cable Secretariat
transfer from DCI to Office of Communications involved a
much reduced volume of records because of the 600 feet of
Cables Files converted to microfilm these past two years.
The Support Services Staff continues to furnish microfilm
systems training Agencywide, review equipment and systems
requests, and has plans to enlarge its Microfilm Branch.
Four new computer output microfilm (COM) systems were
started in this period. The Data Management Center
reported 15 COM systems at present.
c. The DDS&T reported a new microfilm camera purchase
and continued filming progress in FMSAC and ORD on the
telemetry and R&D files. Other agencies in the intelligence
Community are examining the FMSAC concept for microfilming
telemetry analogs.
6. The fourth item recommended in the Board's report of 30 April
1969 was for increased top management support of the overall Records
Program and senior officer involvement in the selection of qualified
Records Officers to implement the Program in the components. Our Board
members anticipate that the new senior officer Records Management Board
and your new Special Assistant for Information Control will help to
satisfy that proposal.
7. Having successfully completed our charter assignment to reduce
the volume in the Records Center as well as to develop additional Records,
Program improvements this Board closes its books wishing the new Board
well with the unending, ever-increasing challenges of Information and-
Records Control.