MACHINE SYSTEM OF AGENCY RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000100150004-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 30
• Document Creation Date: December 15, 2016
• Document Release Date: November 3, 2003
• Sequence Number: 4
• Publication Date: March 10, 1970
• Content Type: MF

Approved For Release 2004/e j!~.;,ClA-RDP74-00390R000100150004-7
10 March 1970
X1A
1A
SUBJECT : Machine System of Agency Records
1. Last year our Annual Records Inventory included data
intended for a machine language system. Again this year we will
request detailed reports related to Records Control Schedules as
well as a records equipment inventory which put into a
machine processable system which can provid eriodic reports and
analysis for use by Agency Records Managers.
2. I am requestingi to report to you each
Friday for the remainder of the Fiscal Year to assist in designing
the Inventory Request Form and the Machine System. He has developed
a records inventory machine system in DDS&T and is working on one
in DDI.
3. Because tI System covering Office Records must be compatible
with the System to ontrol Records in the Archives and Records Center
I am requesting Ito report to me each Wednesday to
work on the relate revision an expansion of his punch card system.
4. 1 consider these systems developments to be of the utmost
importance to the future of the Total Records Program in this Agency.
I will be particularly interested in your ability to work with these
people and successfully develop and complete this priority project
before July 1, 1970. I will look forward to reading your proposals,
plans, and time schedules after you meet with Ray. I will expect
you to include reports of your progress and problems in your regular
weekly reports to me.
25X1
V ie
Records Administration Officer
Approved For Release 2004/02/24: CIA-RDP74, 00390R000100150004-7
 Approved For Release 2004/02/x, tA-DP74-00390R000100150004-7
1A
1A
SUBJECT t Assignment at Central. otaff Office
1. Your assistance is required in the Offices of the Centel
Records Staff. YOU are 'fequestod to report to in Boom 702
Magazine Building each Wednesda for the balance of Fiscal Year
1970, You may select the work hours beat suited to your travel
requirements such that you are availably for duty here either be.
tween 8sOO and 4:3O, 8::30 a 5:00 a 9:00 and 5:30. You will
find room in the Visitor's parking area of Magazine Building.
2. You are to work with me pr rily on iiuprovipg the maobine
record system for control of material in and out of the Archives
and Records Center and for processing and an dyeing that data and
producing periodic reports for use by component and Agency Record
Managers. This system and data will be compatible with the equip-
ment and records controls and data analysis systems used in the
Central Staff.
3. Additional duties related to the Total Aeoord Program may
be assigned to you for completion during your period at Headquarters.
You will be expected to work with me en some Records Management
Board activities and this may require an occasional extra few days
at Headquarters.
4. The remainder of the week you will continue your regular
duties at the Archives and Records Center after yvU have attended to
the current systems work and Conferences not cbrapleted at Headquarters.
will be advised to remove and adjust several of your
u i.es an responsibilities to &ccomodate this additional priority
work in and for the management of the Total. Reccr4s Program.
Records Administratction Branch
Approved For Release 2004/044 .% A-RDP74-00390R000100150004-7
 Approved For Release 2004/0 `CIA RDP74-0039OR000100150004-7
1A
1 MORAN3U. FOR:
SUBJECT i Assignment n the Office of
Adaainistration Branch, Support 11110vi
1. Your "*Wane* is reguireda in the Ofti . of the Centres
Records Staff . You ers requested report to Romer 702 Magasit
Building for dully eh Friday for balance of Fiscal.. Year 1970.
this 1970 inrrentoy a all past inventory itfa stto, collaed
or deducible fr data gathered, shall be organ , d sad
entered into a h ..ne lingual system reb3r the data may be
prc cs+essed and Malysed and co t ent periodic r rte prodwed
for Agency Records pagers. This System aril Recors'l Ma$ sg*iMnt
Information# its data input and output will be a Compatible
2. You a to report to nd work
primarily on the inventory of Records JA Amy Offices.
developments, and other vritten, proposals, 140tifi,r ationS,; and
necessary Proje, doc entation, time scbedstll*, flit cha , code
and planning session. Theis" oral on.s will ctsppl tt the
control and anci sic aystlae essd by the
3. Each Friday, I will meet with you for a progress repor it
explanation of, atterraativ =*=&idered,
4 You tae =tine with your work to au
development to control records information Ageneywide. Other
Total Records' ProVsm activities may require priority attention
and should be er#*,c~ted to be assigned to you for action during
in DDI as time will allow. Priority will be gives
this period in the Central Staff.
Approved For Release 2004/02)24 ,CIA.RDP74-0039OR000100150004-7
25X
25X1
25X1
 Approved.For Release 2004/02 4 iP74-00390R000100150004-7
DD/S&T RECORDS INVENTORY
FISCAL YEAR 1969
MACHINE RUN HEADING'
INDEX
OFFICE ID9N -
REC CONTRL NO -
REC CONTRL SCHDL ITEM NO -
SUB =
OFF OF REC -
PF -
RET CLS -
REPORT DATE -
EQP TYP -
S -
DATE OF RECRD FM-TO
VOLUME ON HAND -
VOL RET -
VOL TRN IN -
VOL TRN OUT T
VOLMN LAST REPRT
MAGN TAPE -
CARD SEQN -
I/' f.: `.
RECORDS CONTROL SCHEDULE
NUMBER
RECORDS CONTROL SCHEDULE
ITEM NUMBER
SUBJECT
OFFICE OF-RECORD
PHYSICAL FORM
RETENTION CLASS
REPORT DATE
EQUIPMENT TYPEf
STORAGE TYPE
DATE OF RECORDS: FROM-TO
VOLUME ON HAND
VOLUME RETIRED
VOLUME TRANSFERRED IN
VOLUME TRANSFERRED OUT
VOLUME ON HAND LAST REPORT
MAGNETIC TAPE
CARD SEQUENCE
SECRET
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 Approved For Release 2004/62/24: CIA-RDP74-0039OR000100150004-7
SUBJECT OF RECORDS SERIES
Cols. 25-27)
1. DIRECTIVES
2. ADMINISTRATION MANAGEMENT RECORDS
3. BUDGET FILES (PPBS)
4. PUBLIC AFFAIRS AND RELATIONS
5. OPERATIONAL RECORDS
.6. RECORDS MANAGEMENT FILES
7. INSPECTOR GENERAL RECORDS
8. LIAISON RECORDS
9. LEGAL FILES
----10. -PRESENTATION RECORDS (Government Only)
11. AUDIT RECORDS
12. PERSONAL RECORDS
13. EXCHANGE RECORDS & DISSEMINATION & RELEASE
14.
COMMITTEE RECORDS (Board & Panels)
15,
-PROGRAM PRODUCT FILES
16.
PERSONNEL RECORDS
17.
SECURITY RECORDS
18.
EMPLOYEES BENEFITS ;AND SERVICES RECORDS
19.
SUPPLY RECORDS
20.
TRAINING RECORDS
21.
RESEARCH & DEVELOPMENT RECORDS (Incl.Ext)
22.
RAW INTELLIGENCE DATA
23.
REAL ESTATE AND PROPERTY RECORDS
24.
ANALYSIS WORKING (Reference) FILES _
25.
TRAVEL FILES
26.
INDEXES AND LISTINGS
27.
LIBRARY MATERIAL AND REFERENCE FILES
28.
COMMUNICATIONS RECORDS
29.
PAYROLL AND LEAVE RECORDS
30.
HUMAN SOURCES
31.
FINANCE RECORDS (Vouchered)
32.
PROCUREMENT RECORDS
33.
FINANCE COVERT
34.
HISTORY RECORDS
35.
PERSONNEL MGT. RECORDS
36.
CONTRIBUTORS RECORDS TO INTELL. REPORTS
37.
ADP RECORDS .
38.
DOCUMENT CONTROL
J9.
OFFICE'SUBJECT FILES
40.
CHRONOLOGICAL FILES
41.
OVERNIGHT STORAGE
42.
WORKING PAPERS
43.
CONTRACT MGT. FILES
44.
PROJECT SECURITY FILES
45.
BRIEFING AIDS?
Approved For Release 2004/02/24: CIA-RDP74-00.39OR000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
46. CABLES
47. CRYPTIC REFERENCES
48. PROJECT FILES
49. LOGS
50. COUNTRY. FILES
51 INTELLIGENCE, REPORTING AND EVALUATION
52. SPECIAL INTELLIGENCE ACTIVITY FILES
53. CONTRACT FILES
54. STAFF SUBJECT FILES
55. POLICY AND PLANS FILES
56. INTELLIGENCE COLLECTION REQUIREMENTS
57. PROGRAM FILES
58.- TRAINING MATERIAL,
i u
Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
 Approved.For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
-PHYSICAL'FORM OF RECORDS
Cols. 33-3
PAPER RECORDS
2. MICROFILM
3. MOTION PICTURE FILM
L. MAGNETIC TAPE
5. SOUND RECORDINGS
6. PHOTOGRAPHS AND/OR NEGATIVES
7. .-I--BM CARDS
8. 3X5 CARD FILES
9. COMBINATION
10. 5XX8 CARD FILES
C.t,r~, -
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
RECORDS RETENTION CLASS
Cols. 35-37)
O1-1 PERMANENT - Hold indefinitely in Office of Record on
a current basis. When no longer needed for reference,
--research, or operational purposes, screen and retire
--to-the -A&RC.
PERMANENT Cut off at end of 1 year, hold 1 year,
and retire to the Archives and Records Center.
PERMANENT - Cut off at end of 1 year, hold 2 'years,
and retire to the Archives and Records Center.
~.04 ..-..PERMANENT ---Hold .indefinitely in the Office of Record
until termination of active status plus 6 months, and
retire to the Archives and Records Center.
65 TEMPORARY - Destroy when superseded, documents destroy-
ed, or transferred, or no longer needed for reference.
66 TEMPORARY - Cut off at end of 1 year, hold for 1 year
.and destroy, or transfer to Office of Record for action.
TEMPORARY - Hold indefinitely in Office of Record until
termination of active status plus 6 months. Screen and
destroy; or transfer records to other files, offices,
or A&RC as appropriate. Archives and Records Center
destroy after number of specified years.*
TEMPORARY - Cut off at end of 1 year, hold for 6 months
to 1 year, and retire to the Archives and Records Center..
Archives and Records Center destroy after number of years
specified.*
TEMPORARY - Cut off at end of 1 year, hold for 2 years
.and destroy.
TEMPORARY - Retain 3 months and destroy.
TEMPORARY - Cut off at end of 1 year, retain additional
3 years and destroy.
TEMPORARY - Number of years, to be retained in the Archives
and Records Center.
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 TYPE OF EQUIPMENT
(Cols. 44-46)
.01 .4-Drawer Safe File - Legal
02 4-Drawer Safe File - Letter
03 5-Drawer Safe File - Legal
04 5-Drawer. Safe File - Letter
05 5-Drawer File Cabinet - Legal
06 5-Drawer File Cabinet - Letter
07 5-Drawer Safe File - Card Safe
08 Kardex - 5 x 8
09 Power File
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
2-Drawer desk safe-
Book shelf (Office)
12 Book cases
13 10-Drawer card (.3x5) file
14 Over safe storage cabinets-
15 Drawing/Plan Storage File (Mosier Safe)
16' ,10-Drawer map case (42" x 54")
17 'Open Storage (not 18,19)
18 Conserva-file, full space, etc.
19 Open-Shelf Storage
20 Map cases (pigeon hole)
21 10-Drawer Tab Card Cabinets
22 4-Drawer File cabinet
23 Magnetic Tape Racks
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 Approved.For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
4,
Approved For Release 2004/02/24': CIA-RDP74-0039OR000100150004-7
TYPE OF STORAGE
(Column 47
Active Office Space
-Secure,-Storage Area
 04/02/24: CIA-RDP74-00390R000100150004t E .C R E T
RECORDS REVIEW
PROJECT
annual inventory
records retention plan
records control schedule update
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004- E G R E T
 Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
RECORDS REVIEW PROJECT
TABLE OF CONTENTS
--- THE RECORDS INVENTORY
--- THE RECORDS RETENTION PLAN
--- SURVEY PREPARATION BACKGROUND
--- RECORDS INVENTORY REFERENCE DOCUMENTS
Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
THE
RECORDS
INVENTORY
Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
A. SOME BASIC CONSIDERATIONS:
1. Objective. A records inventory survey is conducted
for the primary purpose of collecting and recording factual
information on each series of records. Sufficient and accu-
rate data must be obtained on each records series-for its-
proper evaluation and appraisal in terms of administrative,
le al_;-_fiscal, and historical value. The factual information
obtained on each series and its evaluation stated in time
elements, for its cut-off, retirement,and/or destruction,
are essential for the preparation of Records Control Schedules.
2. Method of Collecting Data. The preferred method
of collecting data for the survey is for the component
Records Management Officer to take an inventory of all files
maintained by his organization.
3. Coverage. For the initial preparation of Records
Control Schedules and for the annual review of Schedules
thereafter, a comprehensive survey must be made of records
maintained in all organizational elements. This survey will
cover all file series including both record and non-record
materials. In addition, all space in filing equipment used
for purposes other than for the housing of records will be
recorded. This includes file space reserved for expansion,
overnight storage, and equipment storage, and for housing
other materials not included on the Records Control Schedule.
This additional information, though not included on the
Schedule is useful for detecting and controlling filing
equipment utilization practices.
4. Preparation. Before beginning the survey there are
three requirements necessary for an intelligent and prac-
tical approach to the problem: namely, proper authorization,
background data, and assistance.
a. Proper Authorization. Authority for the survey
should be obtained by the Records Management Officer from
the Chief of the component concerned.
b. Background Data. Secure and study organizational
charts, reports, regulations, administrative orders, direc-
tives, and controls regarding the activities, functions, and
procedures of the organizational element.
c. Assistance. Secure the names of individuals to be
consulted in each organizational unit. These individuals
should be at such an organizational level that they can
speak authoritatively on the administrative value or need
Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
B. HOW TO CONDUCT THE SURVEY:
Form No. 138, Records Survey Work Sheet, is the recommended
form for recording the information collected during a records
survey. Copies of these forms may be obtained from the Agency
Records Administration Officer. In order to prepare comprehen-
sive Records Control Schedules and to properly analyze and
evaluate the results obtained it is essential that a Work Sheet
be prepared for each records series as outlined below:
1. Date. Enter the current date of the survey.
2. Office, Division, Branch, and Section. Enter the
organizational elements down to the unit maintaining the files.
3. Location. Enter building name or number and room
number.
4. Name of File. The title selected for the file series
should be escrip ive, self-explanatory, and consistent with
the terminology of the office using and maintaining the file.
If applicable, it is best to assign the title by which the
using office identifies the file series. In other words, the
title selected should not be foreign to the user of the file.
In addition, subject files will be identified by title in the
following manner: "Office Subject File." "Division Subject
File." or "Branch Subject File," whichever is applicable.
Uniformity in use of names of files is desirable when the
same type of file is maintained in two comparable organizational
elements. For example: A file designated by title of "Mail
Control File" in one division should be similarly named when
found in a comparable organizational element.
5. Custodian. Enter name of the custodian or the person
who is responsible for the files. Also enter the telephone
extension so that problems arising later may be settled by
telephone.
6. Description. This is the most important factor
involved in con ucting a records inventory survey: The
Records Management Officer should obtain answers to questions
such as these: What is the purpose or use of the record?
Where does it originate and to what offices is it distributed?
Which is the official file copy? How is the record filed?
What is its relationship to other records? Such questions are
obviously necessary for a competent appraisal of the records.
The importance of accuracy and completeness in this detail
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
cannot be overemphasized if proper values are to be assigned
to records. Therefore, each record series should contain a
description including, but not necessarily limited to the
following:
a. Record Categories. In making a records inventory
meaningful as a tool for Records Control Schedule revision,
as well as a medium for the development of other management
information, records should be identified by category, and
wherever possible be keyed to the existing Records Control
Schedule. Therefore, categories of records should be
identified as follows:
(1) Records series identified in existing
Schedules. This is done by noting the Schedule
number, and the Item number of the records series
in the respective Schedule. Further description,
as noted below, need be included only if found to
differ from the description in the Schedule.
(2) Records series not covered by a Schedule.
The description of these series should be written
up in detail.
(3) Reference type materials which are not
part of substantive files, nor covered by a
Schedule, but occupy office space (library books,
journals, other agency directives and manuals), etc.
(4) Other. Example: records stored for another
office or individual. These should be identified and
described.
b. Description of Documents. To eliminate any doubt
as to identification of the file,a representative cross-
section sampling of the types of documents making up a
file series should be recorded. Note form numbers and
titles and the presence of any correspondence, memoranda,
cables, dispatches, reports, etc.
c. Function of the File. Give a brief statement of
the specific operation or process that creates the file.
This statement should reflect the use of the file and the
purpose the file serves.
d. Frequency of Use. The activity of a file or the
approximate number of references made to a file for a
specific period os a determining factor for the establish-
ment of cut-off dates and disposition procedures after
cut-off.
Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
e. Extra Copies Existing. If there are copies of
these documents maintained at another file location,
record that information here. Such entries might be:
"Extra copies filed in Branch Subject File," "Extra
copies filed in Reading File," etc. If, for instance,
the file series being surveyed were the extra copies,
with the official or record copy maintained elsewhere,
a proper notation might be: "Record copies filed in
Office Subject File," etc.
7. Arrangement. Indicate the filing arrangement of the
record series. T is should be recorded in brief statements
such as: "Alphabetically by surname," "Alphabetically by
subject," " Numerically by requisition number," etc.
8. Inclusive Dates, Enter the date (year only) of the
oldest document in the series and the date (year only) of
the most recent documents. If the file arrangement is such
that this information is not readily apparent, a brief
sampling of the material should reveal the most character-
istic date coverage.
9. Size of Records. Check in appropriate squares the
size of the records an enter the linear feet of records in
the box provided.
10. Equipment Occupied by Records. Check in the
appropriate square the type of i ing equipment housing
the records. Under "Other," enter the number of trays,
shelves, etc., utilized. This information along with the
above can be useful in controlling effective utilization
of filing equipment.
11. Remarks. Show here the disposition action
recommended. An official of the organizational unit
responsible for the file should be consulted. The official
should be one who has knowledge of the value of the file
from an operating viewpoint and should be in a position of
authority to determine retention periods based on the
operating and administrative needs of the office. Infor-
mation recorded here will consist of a cut-off procedure,
retention time in office space after cut-off, and the
overall retention period for the record series. The
retention period, at this point of the survey, is based
only on the administrative or operational value placed on
the file by the users. This is a preliminary step in the
overall evaluation process required in the appraisal of
records. This space and the back of the sheet are also
useful for recording ideas, conversations, comments, or
Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
or other information pertaining to the records series not
included elsewhere on the work sheet. Such bits of infor-
mation often aid mateiiilly in the evaluation process or in
spotting or solving a record problem.
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
--- Exerpts from the Federal Records Act of 1950
(Public Law 754 - 81st Congress)
ATINTL --- HN
Information Requirements Advisory Group
--- Information Requirements Staff Organization Chart
--- CIA Collection Requirements Stored in the CIA
Records Center
Approved For Release 2004/02/24: CIA-RDP74-00390R000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
NATIONAL ARCHIVES AND RECORDS SERVICE
RECORDS MANAGEMENT WORKSHOP
HOW DO WE MANAGE RECORDS
Exrerptc from
HE_F~DEnAI.RECu?DSACTGF_1Yc0
Pub I i c Law 754 - 8 I st C o n a r e s s
"SEC. 505. (a) The Administrator shall make provisions for the
economical and efficient management of records of Federal agencies
(1) by analyzing, developing, promoting, and coordinating standards
procedures, and techniques designed to improve the management of
records, to insure the maintenance and security of records deemed
appropriate for preservation, and to facilitate the segregation and
disposal of records of temporary value, and (2) by promoting the
efficient and economical utilization of space, eeuipment, and supplies
needed for the purpose of creating maintaining, storing, and servicing
records.
"(b) The Administrator shall establish standards for the selective
retention of records of continuing value, and assist. Federal agencies in
applying such standards to records in their custody; and he shall notify
the head of any Federal agency of any actual, impending, or threat-
ened unlawful removal, defacing, alteration, or destruction of records
in the custody of such agency that shall come to his attention, and
assist the head of such agency in initiating action through the Attorney
General for the recovery of such records as shall have been unlawfully
removed and for such other redress as may he provided by law.
"(c) The Administrator is authorized to inspect or survey person-
ally or by deputy the records of any Federal agency, as well as to make
surveys of records management and records disposal practices in such
agencies, and shall he given the full cooperation of officials and
employees of agencies in such inspections and surveys : Provided,
That records, the use of which is restricted by or pursuant to law or
for reasons of national security or the public interest, shall be inspected
or surveyed in accordance with regulations promulgated by the Admin-
istrator, subject to the approval of the head of the custodial agency.
"(d) The Administrator is authorized to establish, maintain, and
operate records centers for the storage, processing, and servicing of
records for Federal agencies pending their deposit with the National
Archives of the United States or their disposition in any other manner
authorized by law; and to establish, maintain, and operate centralized
microfilming services for Federal agencies.
"(e) Subject to applicable provisions of law, the Administrator
shall promulgate regulations governing the transfer of records from
the custody of one executive agency to that of another.
"(f) The Administrator may empower any Federal agency, upon
the submission of evidence of need therefor to retain records for a
longer period than that specified in disposal schedules approved by
Congress, and, in accordance with regulations promulgated by him,
may withdraw disposal authorizations covering records listed in die.
posal schedules approved by Congress.
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
"RECORDS MANAGEMENT; i,GnNOY HEADS
"Sze. 506. (a) The head of ench Federal agency shall cause to be
made and preserved records containing adequate and proper docu-
mentation of the organization, functions, policies, decisions, pro-
cedures, and essential transactions- of the agency and designed to
furnish the information necessary to protect the legal and financial
rights of the Government and of persons directly affected by the
agenc 's activities.
"(b) The head of each Federal agency shall establish and maintain
an active, continuing program for the economical and efficient manage-
ment of the records of the agency. Such program shall, among other
things, provide for (1) effective controls over the creation, mainte-
nance, and use of records in the conduct of current business- (2)
cooperation with the Administrator in applying standards, procedures,
and techniques designed to improve the management of records, pro-
mote the maintenance and security of records deemed appropriate for
preservation, and facilitate the segregation and disposal of records of
temporary value; and (3) compliance with the provisions of this
title and the regulations issued thereunder.
"(c) Whenever the head of a Federal agency determines that sub-
stantial economies or increased operating efficiency can be effected
thereby, he shall provide for the storage, processing, and servicing of
records that are appropriate therefor in a records center maintained
and operated by the Administrator or, when approved by the Admin-
istrator, in such a center maintained and operated by the head of such
Federal agency.
"(d) Any official of the Government who is authorized to certify
to facts on the basis of records in his custody, is hereby authorized to
certify to facts on the basis of records that. have been transferred by
him or his predecessors to the Administrator.
"(e) The head of each Federal agency shall establish such safe-
guards against the removal or loss of records as he shall determine
to be necessary and as may be required by regulations of the Admin-
istrator. Such safeguards shall mcjude making it known to all offi-
cials and employees of the agency (1) that no records in the custody
of the agency are to be alienated or destroyed except in accordance
with the provisions of the Act approved July 7, 1943 (57 Stat. 880-
883), as amended July 6, 1945 (59 Stat. 434); and (2) the penalties
provided by law for the unlawful removal or destruction of records.
"(f) The head of each Federal agency shall notify the Administra.
tor of any actual, impending, or threatened unlawful removal, defac-
ing, alteration, or destruction of records in the custody of the agency
of which he is the head that shall come to his attention and with
the assistance of the Administrator shall initiate action through the
Attorney General for the recovery of records he knows or has reason
to believe have been unlawfully removed from his agency, or from
any other Federal agency whose records have been transferred to his
legal custody.
`(g) Nothing in this title shall be construed as limiting the author.
ity of the Comptroller General of the United States with respect to
prescribing accounting systems, forms, and procedures, or lessening
the responsibility of collecting and disbursing officers for rendition
of their accounts for settlement by the General Accounting OflBoe,
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-0039OR0001001
S -E-C -R-E- I
I
This Notice Expires 1 August 1968'
'WJ
INFORMATION REQUIREKENTS ADVISORY GROUP
1. Effective 1 July 1967, the Information Requirements Advisory
Group (IRAG) was established to facilitate common action among the
intelligence-producing components of the Agency and the Information
Requirements Staff (IRS) on information requirements and to assist
Agency Operating Officials, as appropriate, in developing consistent
CIA positions on information gaps, priorities, and requirements policies.
Its members are: The Assistant Deputy Director for Intelligence
(Chairman); a representative of the Deputy Director for Plans; the Chief,
Information Requirements Staff; and the Deputy Director (or his represent-
ative) of FMSAC, OBI, OCI, OER, ONE, OSI, and OSR. Representatives of
collection and processing activities may be asked by the chairman to
participate in meetings of the Group as appropriate.
2. The general and continuing responsibilities of the IRAG are:
a. To review problems arising out of the information
requirements process, both as they relate to the collector-
producer relationship and as they involve the responsibilities
of office directors and division chiefs;
b. To recommend specific actions or develop programs and
procedures to resolve the problems; and
c. To assist in developing guidance to collectors,
including evaluating reported information, with the objective
of achieving the efficient use of collection resources relative
to the needs of producers for intelligence information.
3. The initial and specific responsibilities of the IRAG are to
undertake the planning and to propose the actions necessary to imple-
ment various recommendations contained in the IG Survey. These are:
a. To devise practical measures to assist the directors of
the member offices and their substantive division chiefs in
carrying out their responsibilities for control, validation, and
recording of requirements; for communication on needs with
collectors; and for periodic audit of office and division perform-
ance in the field of information requirements (Recommendations
Nos. 24 and 25);
Approved For Release 2004/02/24: CIA-RDP-4
S -E-C -P -E-T
A~0A39QUR0004 0
downgrading and
declassification
25X1
25X1A
14 July 1967
 Approved For Release 200y0y/~41j G A RDP74-00390R000100150004-7
X1A
jL+ t , 1967
b. To undertake the preparation of collection guides as
needed on selected intelligence problems (Recommendation No. 13);
c. To reassess the Current Intelligence Reporting List
(GIRL) and recommend appropriate action (Recommendation Nos. 10,
11, and 12) ; and
d. To develop measures facilitating communication and
exchange of information between CIA analysts and CIA collectors
(Recommendation No. 7).
If the IRAG concludes that a recommendation of the survey is not
feasible, practical, or desirable, the chairman will so advise the
Deputy Director for Intelligence and the Deputy Director for Science
and Technology.
-I. Meetings of the IRAG will be held at the initiative of the
chairman or upon the request of any member. Special meetings may be
called between the chairman and selected members on topics of concern
only to one or a few offices which are not of general interest to the
IRAG as a whole. The Information Requirements Staff will provide
necessary secretariat assistance.
R. L. BANNERMAN
Deputy Director
for.Support
2
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
S-E-C-R-E-T
 Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 Approved For Release 2004 4 RDP74-00390R000100150004-7
RET
D
R
A
F
T 13 September 1968
MEMORANDUM
SUBJECT CIA Collection Requirements Stored
in the CIA Records Center
1. The collection requirements now being held in the CIA Records
Center are of three general types, each type reflecting the collection
system to which it is directed: signals intercept, photography, human
source. The requirements are ad-hoc in nature, having been written almost
entirely to extract whatever information is available from a source
or collection opportunity that has already been developed. Either singly
or in whole the requirements do not present a complete picture of CIA's
substantive interests at a given time, and they can not in any sense be
construed as the programming device that has set the collection system
in motion. The requirements have some historical value in that they
demonstrate the evolution of format and processing system that has taken
place over the years; and in this sense it is desirable that enough
requirements be retained in the Center to illustrate each format and system
that the Agency has used. A very small number of samples will suit this
purpose; and the remaining requirements, which constitute the great bulk
of the present holding, can be destroyed.
Approved For Release 2004 F1RDP74-00390R000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
--- Records Survey Work Sheet, Form 138 (outline)
--- Records Survey Work Sheet, Form 138 (sample)
--- Records Control Schedule (samples showing
revisions)
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
SECRET
(When Filled In)
RECORDS SURVEY WORK SHEET
DATE
OFFICE. DIVISION. BRANCH. SECTION
LOCATION
O
O
NAME OF FILE O
CUSTODIAN
DESCRIPTION (Function of files, value, frequency of use, form numbers and titles, and other descriptive data.)
O
RECORD CATEGORIES
(1) Records series identified in existing Schedules.
This is done by noting the Schedule number, and the
Item number of the records series. Further description
need be included only if found to differ from that in
the Schedule.
(2) Records series not covered by a Schedule. Describe
in detail.
(3) Reference type materials which are not part of
substantive files, nor covered by a Schedule, but
occupy office space (library books, journals, other
agency directives, etc.), etc.
(4) Other. Records stored for another office or
individual, etc. These records should be identified
and described in detail.
FILING ARRANGEMENT 7
7
INCLUSIVE DATES
SIZE OF
LEGAL
LETTER
OTHER (Specify)
LINEAR FEET
9 RECORDS
G
"
n
n
n
3
K 5
5
K a
EQUIPMENT OCCUPIED
SAFE
CAa INET
OTHER (Specify)
NO. OF DRAWERS
1 By RECORDS
LEGAL
LETTER
REMARKS
11
I 5 9138 R 5 1,&u ~6Release 2004/02/249CGRf1&-RDP74-00390R000100150004-7 (43 50)
OSEPN
 Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
SECRET
(When Filled In)
RECORDS SURVEY WORK SHEET
DATE
15 May 1969
OFFICE. DIVISION. BRANCH. SECTION LOCATION
DDI/IRS/HR/OPS Hqs. 2 G 40
NAMF OF FILE
Branch Administrative Files
DESCRIPTION (Function of files, value, frequency of use, form numbers and titles, and other descriptive data.)
a. 29/68, Item 24.
b. No change.
C. No change.
d. Daily reference.
e. This is non-record material, and
is a file of extra copies.
FILING ARRANGEMENT
INCLUSIVE DATES
Alphabetically by subject
J
1964 to present
SIZE OF
X
LE CAL
LETTER
OTHER (Specify)
LINEAR FEET
RECORDS
3" X 5"
5" X 8"
5
EQUIPMENT OCCUPIED
X
SAFE *
CABINET
J
OTHER (SP eel fy)
NO. OF DRAWERS
BY RECORDS
4-drawer
4
LEGAL
LETTER
REMARKS
* These files are also housed in a vault area because of their
sensitive classification.
These files remain temporary in nature, and the disposition
instructions on the current Records Control Schedule remain
accurate.
F
SMEPNO
IIOR
elease 2004/02/i c'tITA-RDP74-00390R000100150004-7
55 138 :E ` `pEj'S,A`v?"c{, PO"
r
25X1
 Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
Next 4 Page(s) In Document Exempt
Approved For Release 2004/02/24: CIA-RDP74-0039OR000100150004-7
 ATTN:
1. When I advised you t week of the records inventory, I alluded to the
possibilities such an apoach had to-ard providing data tative to the records
management program which is not now available in systematj~,*.or readily useaL.le form.
Data gained in the i;ventory mode suggested would find its armor usefulness in its
adaptability to an automatic data processing .which w tld provide current
information for the analysis of records cr. trends, ested records accumulation
and Archives and Records Center accession -Pt:ions for the purpose of developing
Agency records management 3icy and strategy?as well as provide management with
reliable data upon which to?ake future planning decisic
2. An outline of a data processing system which would exploit these data gather$ded
such an inventory method is attached your review. This outline is not presumed to
be a finished product, b4-rather repents an idea only and needs further develo ntj
3. I should like to suggest that this idea be presented to the Board for its review,
aoijf considered If merit, to be assigned to a task group, tinder the supervision of
Board, consisting of: a Board member as Cheizoian, an Agency Archives and ReS5 AsTI
Center representative, a representative from muter Services, and the enders gn do
fi{Rfa mi ----1A i- +,. -4-..a__ Yom.:
ere is a plan
_this plan by Ray,
f_: However, we must event=.],y automate our Control Schedules and each deposit in
the records Center as well as the inventory of Records in the,-Offices. Please give
me your nomments 'on Ray's proposal and any ideas you may have for automating our,
records controls.
I submitted a s# proposal t
I lgr I sent my on i plan tack to
but I have not y4-,-heard fir A&RC rea ions
C Z 114-ft e '/bg