DDS REQUEST FOR ACTION ON RECORDS PANEL

Document Type: 
Collection: 
Document Number (FOIA) /ESDN (CREST): 
CIA-RDP73-00402R000100050006-3
Release Decision: 
RIPPUB
Original Classification: 
S
Document Page Count: 
4
Document Creation Date: 
December 23, 2016
Document Release Date: 
June 28, 2012
Sequence Number: 
6
Case Number: 
Publication Date: 
July 15, 1968
Content Type: 
MFR
File: 
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PDF icon CIA-RDP73-00402R000100050006-3.pdf218.04 KB
Body: 
Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3 ~~ ~ ~ ,,, C~.eV ~ 0L'~,.a 15 July 1868 SUBJECT: DDS Request for Action on Records Panel 1. After the DDS briefed the Deputy Directors about the Agency records storage problems, we returned to his office at about x+:00 p.m. 11 July 1868. Mr. Bannerman discussed the results of the briefing with made a phone call, and then he and I discussed the 25X1 briefing. 2. Mr. Bannerman asked me to draft a directive establishing the Panel. He said he would receive the names of the members from the Deputies and pass them on to me next week. He asked that we determine the difference between a "Panel" and a "Board" as to which has greater authority and freedom of action. 3. Mr. Bannerman requested that we use a memo-type announcement from Col. White as opposed to creating a regulation or notice. In one paragraph he wants the names of the members. In another paragraph he wants us to give the responsibilities of the Board. He said we should use "Broad Terms of Reference" such as "Make Inquiries", "Recommend", and "Take Action". ~+. He felt that the Board should be concerned with "reducing the volume of records", "control the origin of records", "avoid duplication", "seek and identify and report on new systems", and "conduct studies on indexing and retrieval of records". 5. Mr. Bannerman said we ought to mention that a report is due in 30 days on "how" the Panel plans to achieve its objectives. The requirement of quarterly reports on meeting the problem should be set forth. The letter should mention Col. White's desire to have a competent officer designated to clean up deposits at the Records Center. 6. Mr. Bannerman asked that we develop a draft of the proposed directive which he at first thought could be done in about on page. Also he wants redrafts of the earlier transmittal memos we developed for Col. White. These are to reflect the results of the briefing, Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3 Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3 BRIEFING NOTES 1. Background and Problem a. The Records Center is full and we are not allowed to build. b. Temporazy relief has been gained by storing 20,000 cubic feet of supplemental distribution in the Federal P.ecords Center at Suitland, Maryland. Our agreement with the National Archives and ,. Records Service of GSA for Suitland storage space expires December 31, 1970. c. The purge conducted during the past year resulted in a net gain of 4,000 cubic feet of storage space. d. Net growth at the Records Center averages about 6,500 cubic feet.per year. 4Je dispose of an average of 750 cubic feet per month in accordance, with established records disposal schedules. e. At the end of ATovember 1969 we had a total of 99,155 cubic feet of records in storage at and Suitland. f. An inventory of records held in headquarters office space at the end of fiscal year 1969 showed 220,000 cu'oic feet of records on hand in offices. g. The Logistics Services Division destroys about 90,000 pounds of classified waste each week. Classified waste destroyed at NPIC aver- ages about 13,500 pounds per week. The average weight of paper is about 30 pounds per cubic foot. This means we .are destroying an average of 3,450 cubic feet of classified waste in the headquarters area each week. Records Officers in the headquarters area reported destroying 51,000 cubic feet of records during; fiscal year 1969. This was in addition to the 18,000 purged from the Records Center. h. The Office of Computer Services uses about 16,000 boxes of computer paper per year; the Central Reference Service computer center uses about 570 boxes per year; the NPIC computer center uses about 4,100 boxes per year; and the RID computer center uses about 2,800 boxes per year. This represents a total of about 24,000 cubic feet of paper being used each year to produce computer printouts, which are usually reports of one sort or another.. Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3 Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3 c. We are conducting a study ~~ to deterrsine the feasibil- 25X1 ity of installing electrically driven movable shelving to permit a significant compaction of the materials stored. (We estimate about a 40;a gain in useable space). d. We are conducting an inventory of microfilming equipment. and applications in the Agency preliminary to studying, the feasibility of converting to microforms selected categories of 'aardeopy documents presently stored at the P.ecords Center. e. We .are evaluating space at Q and elsewhere presently 25X1 under Agency control to see whether sorse categories of materials might be stored acaay from 25X1 ~, f. We are developing a proposal to strenbthen the overall Agency Records program; to chane the focus from disposal to creation, main- tenance and all other actions leading up to disposal. g. We propose to transfer responsibility for Supplemental Dis- tribution to DDI; and for Archives to the Historical Staff.. h. Vital Documents are being re-examined in :connection with a re-evaluation of the total Emergency i'lanring program. Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3 Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3 ~ ~.M.:f:'W a rrsa w ~. We maintain an inventory of 2,700 official forms and spend mores than a quarter of a million dollars a year for external printing of fifty million copies. We have no count of the number of unofficial "bootlesg" ;Forms that exist in the Agency, but they are nxanifold. k. There are more than 500 reproduction (copying) machines (zeros, thermofax, mimaograph, ditto, etc.) in the headquarters area. [de Nava no way of knowing how uany extra copies of documents are re- produced by this equipment. 1. Library appendages of computer centers for the storage of magnetic tapes and equivalent xne:dia are growing rapidly and the ove3r- flow will soon have to be accommodated ~zt the ~ecards Center. xn. New systems under davelapriexzt and being conceived (7a0I far example) will produce nxassive volumes of output in one forz~x ar another that will have to be stared and sexviced. . n. The Records Management Program was decentralised in 1961. We do not txave an Agency Program - we have several independent programs. o. All attention focusses on disposal. [fie have to control creation. p. Tha Records Program presently includes four mayor categories of material which, at the end of October 1969, totaled 99,155 cubic feet: (1) Supplemental Distribution - 16,669 (Suitland - 15,557; ~ 1,082) \ (2} Vital Documents - 9,127 (3) Inactive Itescords - 65,170 (4) Archivms (including; materials identified for Presiden- tial Libraries) - 8,189 2. Action Beim; Taken a. Wm have moved 20,000 cubic feet of supplemental distribution to the rederal Records Center at Suitland. b. We are re-evaluating the Agency policy which requires tl~.at we atone all our own records to determine whether ~,re can use l?cderal Records Centers as other agencies in the Intelligence Community do. Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3