DDS MEETING ON THE RECORDS PROGRAM AND BOARD REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00402R000100260018-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 19, 2016
• Document Release Date: December 21, 2006
• Sequence Number: 18
• Publication Date: July 2, 1969
• Content Type: MFR

Approved For Release 2006/12 stchtr DP73-00402R000100260018-7
SUBJECT: DDS Meeting on the Records Program and Board Report
2 July 1969
a.m. on Wednesday, 2 July 1969 Mr. Bannerman
met wit to review the 30 April 1969
report and recommendations of the Records Management Board which the
DDS was preparing to forward to Col. White.
2. Mr. Bannerman discussed several statements in the Board's report
and requested several follow up staff actions related to the Records
Program:
a. Mr. Bannerman requested:4 hat:he be provided a list of the uni-
lateral decisions made throughout the Agency which influence
the operation of the Records Program. The DDS considers these
to be recommendations until he reviews them and approves their
inclusion in the Program. (An example is the demand the CI
Staff levied upon the Office of Finance to hold certain Finance
records 30 years rather than the legal 12 years.)
b. Mr. Bannerman requested any necessary background material to
make an issue of the 30,000 cu. ft. of material in the "Indefinite"
category. This is material now stored in the Records Center with
no positive disposal date scheduled. All the items have only
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 Approved For Release 200 ETIA-RDP73-00402R000100260018-7
"review" dates set for 5, 10, or 20 years in the future and so
far experience shows the reviews invariably result in moving
the review date forward for another period of storage.
c. Mr. Bannerman asked that we develop the plans and proposals
for renovating the
for the storage
of records -- probably Archives. The DDS said he wished he had
had such a plan in time to utilize recent year-end funds.
0
suggested the Engineer Planning and staff work may make
this a possible proposal for next year's year-end funds.
d. Mr. Bannerman inquired as to progress in the establishment of
"Offices of Record" to eliminate duplication of permanent files
being stored. If there is any delay or resistance in developing
and establishing Retention Plans and Offices of Record the DDS
would like to have the details so that he can make an issue of
the delay.
e. Mr. Bannerman feels quite certain he knows what the answer will
be but he feels it is time to again request a new Security re-
view of the proposal to store Agency records in Federal Records
Centers. He does believe we will have to ask for an extension
of our stay at Suitland.
about the assign-
ment of a full-time Senior Records Officer for the DCI Area to
properly supervise the Records Program in the DCI components
and to serve on the Records Management Board, Further Mr.
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Bannerman said he will appoint a full-time DDS Senior RMO.
Mr. Bannerman questioned at length and discussed many aspects
of microfilm systems and procedures. In essence he was con-
cerned about:
1. Has the technology of microforms improved to over-
come our hesitancy of last year?
2. Is there inherent in microform systems an ability
for overall indexing and compatability among the
several various systems our many components will
require?
Mr. Bannerman would like to receive an overall proposal for a
Study Group of microform experts (not necessarily from each
Directorate) to review the Agency's progress with microforms
and to recommend to him an Agency plan for an Agency approach
to the use of microforms.
h. At the conclusion of the meeting Mr. Bannerman said he would
personally authorize Logistics to proceed with the feasibility
study of the floor load, electrical requirements, and other
matters related to the possible installation of the movable
shelving proposed for the Records Center.
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 Approved For Releasg8 : CIA-RDP73-004028000100260018-7
DD/S 69-2428
2 7 MAY 1969
MEMORANDUM FOR : Chief, Support Services Staff
SUBJECT : Feasibility Study of Records Storage Facility
1. I have discussed the attached with the Assistant Deputy Director
for Support. The imminence of the end of FY 1969 does not give us sufficient
time for a thorough study of the records storage problem.
2. I lagreed that we should slow this down enough to do a
thorough-going feasibility study on the entire problem, to include not only
the motorized shelving but also a construction add-on to the present facility
providing for a space gain equal to that derived from motorized shelving.
3. The DD/S Staff is now preparing a memorandum transmitting
the Records Board's presentation so that the DD/S may obtain Executive
Director-Comptroller approval of a feasibility study concerning these two
alternatives.
Chief, DD/S Plans Staff
Att:
Letter Order No. RE-LO-253-69 to Deputy Chief of Staff for Logistics,
cc: Executive Officer, OL
GROUP 1
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