ESTABLISHING A CENTRALLY ADMINISTERED RECORDS PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00402R000100020005-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 23, 2016
• Document Release Date: June 25, 2012
• Sequence Number: 5
• Publication Date: September 19, 1969
• Content Type: MF

Declassified in Part - Sanitized Copy Approved for Release 2012/06/25: CIA-RDP73-00402R000100020005-7
19 September 1969
MEMORANDUM FOR: Chief, Support Services Staff
SUBJECT Establishing a Centrally Administered Records Program
1. The requested outline of the elements necessary for a centralized
Records Program is in paragraph 4 below following these statements of
existing objectives and functions.
2. Since 1951 the continuing objective of the CIA Records Man-
agement Program has been:
"To control and improve records from their creation or
receipt to their disposition."
This goal is prescribed more elaborately in Public Law 754 as follows:
"The head of each Federal agency shall establish and
maintain sn active, continuing program for the economical
and efficient management of the records of the agency.11
3. The CIA Records Management Officer and his central staff has
developed a network of officers to implement the Program in each com-
ponent and has set forth in Agency Regulations an overall Records
Program that includes these specified sub-programs for records man-
agement action:
Forms -- Analysis, design, and control of forms.
Correspondence -- improved standards and procedures for preparing
and handling correspondence.
Reports -- Analysis, improvement, and control of administrative
reporting.
File Maintenance -- Establishment of standard procedures,
systems, equipment, and supplies for records
maintenance.
Records Disposition -- Preservation, retention, Transfer, pro-
tection, and disposal of Agency records according to
approved schedules.
Declassified in Part - Sanitized Copy Approved for Release 2012/06/25: CIA-RDP73-00402R000100020005-7
 Declassified in Part - Sanitized Copy Approved for Release 2012/06/25: CIA-RDP73-00402R000100020005-7
SECRET
Vital Records -,- Timely selection and secure maintenance of
records essential to continued operation of the
Agency in an emergency.
Private industry and other Federal Agencies expand that list of sub-
programs to include: Mail operations, office machines, source data
automation, directives, documentation for audio, visual, and ADP eys-
STAT
tens, microfilming, and Archives.
#. In 1961 the original central staff was reduced to
STAT
and responsibility for Program implementation specifically assignee to
each Directorate by DDS memorandum and regulation (attached). Unfor-
tunately, this plan had two obstacles. Operational priorities and
local preferences reduced the component man-hours available for the
Program and also neglected the development of enough component exper-
tise in the management of office records. The overcrowding of the
Records Center indicates the component e phausis being placed on moving
records out of the offices as well as the neglect of efforts to manage
records creation or to improve records systems. The records personnel
and Program developed centrally during the first tea years enabled the
Agency program to survive during the last ten years. The attrition of
qualified records officers and the costly confusion of independent re-
cords procedures must be reversed immediately. The Agency must prepare
to meet the burgeoning records challenge inherent in the information
explosion of the next ten years.
5. New responsibilities and provisions are required in order to
effectively strengthen the Agency Records Program and to develop per-
sonnel. A central staff must operate to set standards and require each
component to utilize the program as part of its administrative function.
The following initial actions are necessary:
a. Announcement of Records Concern by Top Management.
b. Revise 0
c. Reorganize the Central Staff and Procedures.
d. Establish a Records Career Service.
e. Provide training in Records Management.
f. Publish Records Procedure Manuals.
g. Conduct audits and prepare reports on components Programs.
h. Establish operating requirements and deliniate responsibilites.
i. Revise Records Management Board activities.
J. Increase liaison and coordination on records related
matters with the microfilm panel, OCS, IPC, the Emergency
Planners, and others.
6. Details on the ten items outlined above include:
The importance of records and urgent need for a total
Program approach to the problem, should be announced by
Management with an expression of its intention to strength-
en the Central Staff. The indication that greater atten-
tion and improvement of records procedures will be expected
in every component will increase the chances of acceptance
Declassified in Part - Sanitized Copy Approved for Release 2012/06/25: CIA-RDP73-00402R000100020005-7
 Declassified in Part - Sanitized Copy Approved for Release 2012/06/25: CIA-RDP73-00402R000100020005-7
SECRET
and success for subsequent actions. A memo from Col.
White to the Deputies with a reminder they so inform
their subordinates should suffice as the announcement.
b. The overall 0 is based upon the Federal Records
Program and covers all required sub-programs. The dele-
tion of emphasis on "decentralized" program administration
is the immediate action necessary in this administrative
revision.
c. The duties and responsibilities of the central staff per-
sonnel will be revised, deliniated to guide them and
the Component Records Off.i