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Document Creation Date: 
December 9, 2016
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July 13, 2001
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March 20, 1968
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PDF icon CIA-RDP74-00390R000300110001-2.pdf2.59 MB
Approved For Release 2001/07/28 : CIA-RDa TOR000300110001-2 Ar ZO March 1968 1ViElviORANDUU FOR: Assistant Deputy Director for Support THROUGH : Chief, Support Services Staff SUBJECT : Review of Agency Records Storage Problem I. As requested, we have recapitulated several points from the Records Program Briefing of Wednesday, 13 March 1968 and attached them to this memorandum as Background details. The following is a summarized list of the 1Z recommended actions divided into two problem areas as presented at the Briefing: N. RECORDS PROGRAM PROBLEMS AND RECOMMENDATIONS (1) THE AGENCY HAS AN ACTIVE RECORDS RETIREMENT EFFORT WITHOUT A COMPARABLE EFFORT TO CONTROL THE RECORDS CREATION \ND MAINTENANCE. A revitalized, full-time, and Total Records Proaram as prescribed in must be the re-stated Agency policy. This admonishment should come from as high in the management struc- ture as possible. (Z) THE PRESENT RECORDS MANAGEMENT PERSONNEL 'CROSS THE AGENCY INCLUDE TOO M NY PART-TIME ?ND INADECUATELY TR INED INDIVIDUALS FOR SO ENORMOUS, EXPENSIVE, AND SERIOUS AN AGENCY PROBLEM. Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 3ECRET Approved For Release 2001/07/28 : CIA-RDA aR000300110001-2 The requirements and responsibilities for component participation as stated in paragraph Id (2) should be reiterated to all of Agency management. The responsibilities and duties of a records officer for a Total Records Program are full-time. The benefit of his effort will be in proportion to his records or management knowledge and the scope of the Records Program in his component. (3) PROJECT PLANNING DOES NOT GENERALLY INCLUDE PLANS OR FUNDS FOR RECORDS RETENTION. All Planning, Organizing, and Budgeting must be extended to include provisions for active and inactive records. A Records Officer should be included as early as possible in the re-organiza- tion or development work concerning projects offices, or other activities that will generate or involve any bulk of records or paper- work. (4) THE AGENCY IS EXPANDING TECHNOLOGICALLY WITH A RESULTANT INCREASE IN RECORDS PRODUCTION. To improve our control of records disposition we must establish stricter standards and greater management for records creation and filing systems. An Agency Records Committee composed of the Agency Records Administration Officer and the Senior Records Administration Officers of each Directorate should be established to study Agency records problems and to exchange and develop better records techniques. The planning of new automated records systems should include the component Records Management Officer. He should be informed of the development and objectives of such proposed automated systems that will have a bearing upon the component's records. (5) ANY PROGRAM NEEDS THESE THREE ELEMENTS: AUTHORITY, IMPT.rMENTATION, AND FOLLOW-UP. OUR RECORDS PROGRAM HAS EACH, BUT EACH NEEDS GREATER \CCEPTANCE TO FUNCTION SUCCESSFULLY. Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 ET Approved For Release 2001/07/28 : CIA-RDW-N0R000300110001-2 Our RegulatioMis authoritative and encompasses t Program -- but it needs periodic reiteration and endorsement. Our Implementing Personnel need some satisfying recogni- tion and a Records Career Service or specified position standards to equalize the requirements arid rewards in proportion to the component workload. The Decentralized Records Program needs an official follow-up procedure such as an annual review of component Programs with reports thereon. Semi-annual meetings, periodic visits, and day to day support by the Central Records Staff must have greater significance to be considered Program Management. B. RECORDS STORAGE PROBLEMS AND RECOMMENDATIONS (I) The Records Center is filled to capacity and additional storage space must be provided. The following six alternatives were studied in an effort to avoid building construction: (a) Installing motorized shelving in the existing Records Center. Equipment now on the market could increase the capacity 28% (or 27,290 cubic feet), at a cost f $772, 000. This was considered too costly and the capacity gain inadequate. 25X1A (b) Use of other buildings or facilities of the Agency. All were found either unavailable or unsuitable. Cozisid Included the Headcivarters basement, (c) Rental of new space. This rental and necessary security alterations is more expensive than construction and will fragment the operation, thereby requiring more guards and additional service personnel. (d) Accelerated records disposal. The 55, 000 cubic feet removed from the Center during the past five years leaves an average of 1, 200 feet now scheduled for each, of the next five. Further disposal review by each component is recommended in ApprovealALASLe2001/07/28 : CIA-RDP74-00390R000300110001-2 SEtRET 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RAP-COR000300110001-2 (b) The Deputy Director for Support should transmit computer listings of current Records Center deposits to each Directorate requesting their close scrutiny to eliminate obsolete papers and to tighten disposal time schedules for other files. Cc) The Central Records Staff should conduct an orientation conference on the requirements of records retention with emphasis on historical and archival record keeping. Invite all Agency historians and Records Officers. This will require from top management policy and procedure statements concerning our historical requirements. (d) The Central Records Staff should implement a "Records Retention Plan" announcing "Offices of Record" and stipulating the various types of documents and records for which specific offices are responsible1 thereby releasing others from filing and making duplicate records retirement deposits. 25X1A (e) The foregoing can be expected to extend only temporarily the capacit -life of the Records Center. Further the $ o a S ? e can se expec es in the near future. The state-of-the-art of the micro-miniatur- ization technology does not promise any practical application within the next five years. Neither may we expect the component use of computers to reach sufficient sophistication to eliminate quantities of paper records within the next five years. Therefore, it is recommended that construction of additionalorage space, possibly contiguous to the Records Cente be considerlA programmed, and budgeted for no later than Fiscal Year 1970. (1) The Office of Logistics should be requested to proceed immediately with a Feasibility Study and to provide details and cost comparison estimates for various methods of such construc- tion. The findings should inclu e such other construction alter- natives in the Headquarters area thEa5X1A appropriately relate to the provision of space to store Agency records. -5- Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 SECRET. SECRET Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 (g) Funds should be set aside as soon as practicable for the Logistics Feasibility Study ($6, 000). Also, funds will be needed and should be set aside for the Architect and Engineer- ing Contract, Title 1-- Design ($36, 000) if the Study findings recommend a construction proposal that is approved. Finally, the 1970 Budget should include approximately 1. G million dollars to provide for the storage of Agency records. CI\ Records Administration Officer Attachments: Records Program Background with TABS A through K as indicated Distribution: Orig & 1 - Addressee 1 - Records Center 1 - RAB File (Circulated copy for review by Staff members) 1 - SSS w/o Attachments DDS/SSS/RABI11111111k (20 Mar 68) -6- Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 SECRET 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 20- March 1968 RECORDS ADMINISTRATION PROGRAM BACKGROUND This Briefing on the Agency Records Program is focused on the fact that the Agency Records Center is filled to capacity and that extensive corrective actions must be initiated before December 1970. The Wednesday, 13 March 1968 Briefing of the Deputy Director for Support reviewed the Background of the Records Program and divided the problems and recommenda- tions into two areas for action. The following Background material was art of that Briefing: a, The Federal Records Act of 1950 requires every Agency to have a Records Administration Program to improve the efficiency and economy of its paperwork. b. The Headquarters Regulation adequately fulfills the legal and administrative requirements of the Agency Records Program. Congress has repeatedly and consistently demonstrated a iositive concern about records in the Executive Departments. (i.e. The Records Disposal Act of 1943 prObibits disposal of Government records unless approved by the Joint Committee on Disposal of Executive Papers.) Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 The Agency records disposal system operates in accordance with this law and with the related procedures established and supervised by the National Archives and Records Service, GSA. e. Current Congressional concern is reflected in the Congreseonal Record of March 13 1967 (pages H-2614 thru 2616) introducing House Resolution 7107 'a bill to provide for better direction and suoervision of CIA and other U. S. Intelligence activities". In his remarks Congressman Reuss of Wisconsin recommends amendment of the 1943 Records Disposal Act and he stated: To assure that the full record is available to historians the bill provides that no CIA records can be destroyed without the oval of the Joint Congressional Committee on Intelligence'. Agency c,reseribes a Records Program to include: (1) Reoorts Administration (2) Correspondence Administration (3) Forms Administration (4) Records Maintenance (5) Records Disposition (6) Vital Records Administration g. The size and scope of the problems currently covered by each of the abovesub-programs are reflected in a small quiz attached as TAB A. Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 The network ousaigned the title of Records Management Officer and responsible for component activity in the decentralized Program are listed in TAB B. All have other duties and more than half of them spend only a short time on the Total Records Program. 1. The Agency Records Administration Officer has the assistance of 5 professionals in his Headquarters Central Staff. They establish standards and provide advice and guidance to all components of the Agency. The Total Records Program being attempted by this Central Records Staff is outlined in TAB C. He has 15 people operating the Agency Records Centel (Two part- time contract employees are supplementing the work force during the move of some records to Suitland.) j. Each summer the component Records Officers inventory the Agency records holdings. The following 8te.tistical Charts were briefly reviewed: 25X1A Volume of Active Records in Agency Offices (TAB D) Total Office Holdings in the Records Center (TAB E) Four types of Records on Hand in the Records Center (TAB F) Average growth of Records Center Volume (TAB G) Volume of Records on Hand 1957-67 and est. of 1975 (TAB II) 1. The records storage policy of the Federal Government, mile- d through the National Archives and Records Service, is to construct Records Centers to store the inactive records of Government Agencies. Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 t. The Federal Government has e6 million cubic feet of records. At present there are 14 Federal Records Centers in 11 states holding 3.5 million cubic feet of Government records. As of mid-1967 the Federal Agencies had some 17.5 million cubic feet of records. x. The Agency now has a total of 334,000 cubic feet of records. Of these some 102,000 are in the Records Center and 232,300 are in the Offices. (The Agency ratio parallels that of the Federal Government with almost one-half as many inactive records in storage as there are active records in the Offices.) In 1954 the National Ax chives had a $25,000 Survey conducted by Records Engineering, Inc. to make a comparison of costs between Microfilming and the use of Federal Records Centers. A summary of this Survey, which states a record may be stored 20to 60 years for the cost of microfilming it, is attached as TAB 1. p. In 1960 the General Accounting Office challenged the policy of Records Centers versus microfilming and, if we desire, that exchange of correspondence will be made available to us at National Archives by the Assistant Archivist for Federal Records Centers. The GAO conclusion found that Records Centers are more economical than mi O- f:Liming inactive records. The 13 December 1967 memo on the Agency Records Program by the Chief port Services Staff to the DDS includes a study of the probable cost of umicrofilming a selected one-half of the Records Center contents. The findings show an estimated cost of 1.2 million dollars to contract for the filming of 50,300 cubic feet of records. Approved For Release 2001/07/28 : CIA-R0p74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 r. (The following aside is added here in response to microfilin questions raised after the Briefing. The Agency Printing Services irice catalog for small, exacting microfilming jobs estimates the costs of $76 per -,000 pages. Their current facilities and manpower cannot take on a large-sized continuous filming operation. In DDI/CRS estimates filming at one cent per page. Our Staff estioates 2,000 pages per cubic foot of paper -- ergo, $2o to film. ].ming service at National Archives, GSA, Nr. Valacus The Garver calculates the cost at $30 per cubic foot. Today they find no filming 'ersonnel ava lable on the Civil Service roster and feel CIA security would boost filming costs to $4o a foot among the possible Contractors. UARS stated the high cost of filming is personnel, not material and cquinment. The film; ng problens may be seen detailed in the attached TAB J report on a DDI/CRS $13,400 filming project. This was 3 million 5 x 3 cards (about 544 cubic feet) by 13 summer employees last year and tae total cost averagedlabout $24.76 per cubic foot. Recordak made preliminary estimate of $30,000 for the job -- $55 a foot.) s. (This paragraph also is added in response to questions con- cerning records storage costs. The National Archives and Records service estimates Federal Records Center storage costs at 29 cents per cubic foot per year. They include in their calculatione the annual cost of space and maintenance plus equipment costs aaortized over a ten-year oeriod. The Office of Logistiesinfor4E5xi us the 20,000 square feet of Records Center construction and equipment cost $245,675 in 1954 and the 30,000 square foot addition in 1557 cost -5- Approved For Release 2001/07/28: CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 $416,442. We average better than two cubic feet of records per square foot of floor space and thus have a capacity of 106,800 cubic feet in the 47,950 square feet of floor space available. At ?resent a Survey is being made of the Records Center and will include new storage cost estimates. In the past the following records storage cost calculations have been used: CALCULATION; FOR AVERAGE RECORDS CENTER STORAGE COST: Cost of Records Center Building and Equipment was $662,117. Cost Divided by Volume of Records in Storage is (466z,117 by 102,000) for a Center storage cost of $6.48 per foot. COMPARISON OF AVERAGE OFFICE RECORDS STORAGE COST: Congressional reported coat of Government Office space is $3.85 per sq. ft. 0/Logistics stated cost of 4-drawer safe today is 4535.00 e (Safe holds 8 feet of records or 473.12 per foot) Cost of records storage in Office ($73.12 plus 43.85) is $76.97 per foot. In the past we pro-rated the building cost and safe cost over a 20-year,wortisation period, thereby reducing the Center versus Office storage cost figures down to 32 cents versus 4 7.50 per year. Also we usually included the personnel costs for file and retrieval se icing of the records in both Office and Records Center because the ratio is similarly in the Center's favor. We calculate storage and service of records at the Center to be 41.86 versus Office storage and service costs of $61.08 per foot per year.) -6- Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28: CIA-RDP74-00390R000300110001-2 t. Not all storage space is fit for Records Storage. A record is kept because of a future need and intended use. it must be available, controlled, secure and servced. it m--t not be vermin ridden, rodent soiled, or damaged. 7o.Ist not be crumbly-crisp from heat or soggy from moisture. If A does not deserve this care it need not be saved at all. Fiscal Year 19W the retirement of records frou Headquarters Off ces averaged 71 cubic feet per work day (equal to 9 aafes per Itiy). The Records Center disposed of 9 cubic feet of old papers cacti tery for a net growth rate averaging 11-2 cubic feet per day. Fran the ,ecords in storage the Records Center provided a daily average of 511 IC eric services during Fiscal Year 1967. i. The Support Services Staff Progra.:L Call for 197u-1974 includes a Records Adrainistration Branch request for $750000 to meet the requirements of storing Agency records after December 1970. This flure is based on the GSA construction costs of $15 per square loot for reinforced Vault storage space. he Office of Logistics con- struction engineers use per foot in their estimates and include several other items with which we were unfamiliar. On 11 March 196Z3 they ?)roposed a Feasibility Study (*,6,001) to establish tighter cal- culations and coparison costs. Attached as TAB K la the Logistics construction cost estiate of 1.2 million dollars plus another ),10 for necessary engineering work. -7- Approved For Release 2001/07/28: CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 QUIZ, SCOPE OF RECORDS PROGRAM RECORDS CREATION 1. NUMBER OF FORMS IN AGENCY TODAY. 2,729 We have 2,539 and use 190 from other Agencies. But -- 50 million copies are printed each year. Printing costs were $250,000 for forms last year. 2. OTHER-AGENCY DOCUMENTS DDI/CRS RECEIVES ANNUALLY. They receive about one million documents each year. But -- they average 18 copies of each. However, that is not enough. They copy 100,000 pages a month for distribution. 18 million FILES MAINTENANCE (After paper is Created - We must Maintain it in files) 1. VOLUME OF RECORDS IN AGENCY OFFICES. 232,000 cubic feet This 1967 inventory is an increase of 34,000 over 1966. From 1961 thru 1966 their average annual increase was 11,000 cu. ft. 2. COST OF A 4-DRAWER SAFE. SAFES IN USE. 12,000 A safe holds 8 cubic feet of records. A safe uses 8 square feet of floor space. (4 for the safe and 4 for the drawer to open over) Shelf files provide greater density of files per foot of space. 3. VITAL RECORDS DOCUMENTS DEPOSI1ED LAST YEAR. 17,000 items This is an expensive and active program. It occupies almost 9,000 cubic feet at the Center. Approved For Release 2001/07/28 : CIA-RDP74-00390R00030,011000-1,2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Next 1 Page(s) In Document Exempt Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 TOTAL RECORDS ADMINISTRATION PROGRAM CREATION Forms Control Correspondence Improvement Reports Management MAINTENANCE Records Surveys Filing Equipment and Supplies Storage and Retrieval Systems Vital Records DISPOSITION Records Control Schedules Records Storage and Service Agency Archives Records Disposal Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 TOTAL OFFICE HOLDINGS AT ARCHIVES AND RECORDS CENTER 8 March 1968 (cubic feet) DDS 22,494 DDP 22,945 DDI 42,954 DDS&T 5,129 DCI Area 1,604 Archives 6,272 Historical 698 TOTAL 102,096 0/DDS 317 0/Communications 597 0/Finance 11,054 0/Logistics 3,035 0/Medical Services 967 0/Personnel 2,592 0/Security 3,191 0/Training 717 Support Services Staff 24 TOTAL 22,494 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 RECORDS ON HAND IN THE ARCHIVES AND RECORDS CENTER 8 March 1968 (cubic feet) Inactive Office Records 66,110 Supplemental Distribution 20,991 Vital Records 8,723 Agency Archives 6,272 102,096 * Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 CIA ARCHIVES AND RECORDS CENTER ANNUAL VOLUME INCREASE ( in cubic feet ) Fiscal Received Year At Center Removed From Center Net Increase For Year Volume On Hand 1957 13,264 8,088 5,176 33,079 1958 11,147 7,309 3,838 36,916 1959 15,712 5,239 10,473 47,520 1960 17,817 5,846 11,971 59,491 1961 15,768 5,193 10,575 70,066 1962 14,775 6,795 7,980 78,046 1963 14,827 12,026 2,801 80,846 1964 14,891 13,286 1,605 82,452 1965 14,361 13,954 404 82,859 1966 14,035 9,189 4,846 87,705 AVERAGE ANNUAL GROWTH FOR 10-YEAR PERIOD -- 5,967 cubic feet 1967 17,917 7,312 98,310 10,605 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 ILLEGIB Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 If MAR 7CIP Approved For Release 2001/07/28 : CIA-RDP74-00390R000 110001-2 veg 472)4 22Z11.1ZU ZCZ2a1E12 C2I-ILTEUE Siaininaty 06 Repo/dal By Records Engineering, Inc. Washington, D. C. Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 01/07/28 : CIA-RDP74-00390R000300110001-2 This SUMMARY is taken from the following reports: Special Report on Government Microfilm Equipment Proposed Government-wide Controls on Microfilm Equipment and Projects Report on Standards for Government Microfilm Operations Analysis Report, on Specific Operations in Selected Government Agencies made in fulfillment of Contract No. GS-00R-1 betweenthe United States of America acting through the Administrator of General Services and Records Engineering, Inc. ' Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001.42 ORANCH WASH OC 54-7701 CPYRGHT 15412.56n"ffelt1 01:M28 : CIA-RDP74-00390R000300 0001-2 Among the early official acts of the new Administrator of the General Services Ad- ministration, Mr. Edmund Mansure, was a review of microfilming costs in the Federal Government. The official records available indicated that microfilming had grown into a big business costing several million dollars a year. To get an objective outside view of the problem as quickly as possible, the Administrator decided to obtain the services of an established, reputable management firm. Records Engineering, Inc., was consulted with a view to obtaining, for the first time in the history of the Federal Government, a general study of the microfilm problem to determine: a. The extent of microfilming in the Federal Government, b. The efficiency of technical operations, and c. The relative value and cost of the results as compared with those obtainable through the application of other modern records management techniques. THE SURVEY To save time, the survey was .made by means of a questionnaire, which was circu- lated among all executive agencies. This was followed by on-the-spot reviews of many Government operations. The questionnaire was pilot-tested in a few agencies before be- ing released. Information developed in the course of this survey revealed that the Federal Govern- ment has been using microfilming techniques for approximately twenty-five years. At ? cumula=i Other methods of managing records were either unknown or in an experi- mental stage. The survey confirmed the fact that microfilming in the Government has grown from the few portable and often home-made installations of the early thirties into a multimillion dollar business (see statistical notes). More than a quarter of a million feet of records were microfilmed during 1953. These records, if filed together in office-type equipment, would fill a filing room approximately the size of five football fields. The cost to the Government was in excess of $4,840,000. The film produced would stretchfrom Washington to San Francisco and back, with enough film remaining to reach part way to the Mississippi River again. Stated another way, if the reels themselves were placed in one stack, they would top twenty-five Empire State Buildings. The survey further revealed that records in the Federal Government are created and filed at a rate 17 times as great as that at which they are currently being microfilmed. Si...139-9441LA2.419iiitgalrafkRIMARZ191901,44AWURA,-49,94;004,4,0,444PP?al-ciur- yt719-U-?.1,...U.?....9-Xiac,PLUaLEOW914011VAL.4211.9.,a4kgaakM.1119SMAngiltar-94-itLaff-9,01 .atk9Zira.PZ2PAPMSAIAJtk&Q;9J;a44.cc49P?,L,..,,, From the mass of data developed from questionnaires and on-the-job studies, de- tailed analyses and recommendations have been furnished to the Administrator concerning: a. The need for Government-wide controls, b. The standards and criteria which would be effective for administering Government-wide controls, - 1 = App-roved For Release 2001/07/28 : CIA-ROP74-00390R000300110001-2 Appromed For Release 20 /07/28 : CIA-RDP74-00390R00030011(Q1-2 C. The location, agency distribution and efficiency of Government, owned or rented microfilm equipment, and d. Case studies of certain major microfilming projects. The surveybegan in july 1953 and was completed in February 1954. It was, under the, immediate direction of Irving Zitmore, Vice President, Records Engineering, Inc: ? " NEED FOR. CONTINUING ACTION One of the first and most fundamental conclusions reached during the survey was that continuing action by a competent authority is needed to assist Federal Agencies in making the best possible use of microfilming techniques. A Government-wide control program is needed. A substantial part of current microfilming expenditures could be saved through the application of modern records management methods. This, in effect, is a saving- upon-saving, since many of the existing microfilming projects originally were begun to solve space, equipment, or procedural problems. For example, a regularly scheduled life period for a given file of records, after which it can be destroyed, usually makes microfilming for space purposes unnecessary. Cost comparisons show that records which are kept two years in active office space ana,Akez-zelira3nuier-AgogializacLizaulamscw44194?,49,4.ZeJkatAMM,,,COLT 4141.11C4110 ATMURP$74,91'11RVY,,Z94KOORKLWIWIMS-RagAWCS?- 1'jis othrtS servicing and other Upkeep COsi of the filth - see' chart.) Analysis of records in both industry and Qoyssnjzant,_ah,o3ys3jlatAout_,9,a% of all records .-may-be 4ig,12,94,9?4stja?ang?,t2Ssazears. Microfilming is frequently many times more expensive than Federal Records Center retention. The review made of Governmental records keep- ing systems has also shown that many microfilming projects can be sharply curtailed or ' even eliminated by the more effective use of existing records, or through changes in the policies and procedures for the creation and handling of records. Another advantage to be gained from a Government-wide control program would be alL.inczaaaejallaaditilzatimaLtkaceigv.mgo,nt,!,ii, mimii),P4L9apipmeaLtrouj,4,PrcAnt k2yupint of ALAI? a ininlogq,apso,tal4kejemka,50,1 Considering the multiple duties of many of the employees assigned to microfilm work, a utilization of equipment greater than, 50% would probably be feasible only in large production shops. The excess capacity of such shops should of course be made available to other agencies, particularly the small users. A greater interchange of facilities, should also be part of the Government-wide control program. The General Services Administration through its constituent activity, the National Archives and Records Service, has the responsibility under the Federal Records Act of 1950, for promoting active and continuous records managementprograms among the Fed- eralAgencies. Because records,management and microfilming are both parts of the same problem, we have recommended that 4 ko.kiiito)?1:11.Y14/1..,X.:2 14i.(5'(g.1X-1.014) f:N4- k:t olitt,74.?9 Cito?e4ii ks.10,14-11, i (tio)j 11'101)4x, (PA 9/1/4-1:t !P (ck11.?'414:11.' sOrikiZSg_4:1_1 s.g.7.41 i_i[9:t Isk 4141:) Approved For Release 2001/07/28 : CIAUP74-00390R000300110001-2 CPYRGHT Approved For Releas001/07/28 : CIA-RDP74-00390R00030610001-2 It should be emphasized that responsibility for the program should be established at a high level in the hands of a technically competent executive who should have an adequate stAff to accomplish the program. It is understood that a control program of the magnitude contemplated by this report would take some time to develop. Nevertheless, it is ex- pected that prompt action by the Administrator of the General Services Administration might accomplish very extensive savings within the first year. Most of the savings discussed in this report should be accomplished within two or three years, after which time costs In relation to product would be kept substantially much lower than at present. FIRST STEPS 1111-EICE-I SZ-ZOULD BE TAKEN As soon as necessary authority is obtained and a program established for continuing Government-wide controls it was recommended that 1:((,::..1!..Ltojci(i i(o) c3)pi.014)11d0.10:tfp),W,Vi 1:i(p):t ):0K.1.,\/ 11!):K.OrAiii..D .-14i:kil 11,(rfNY/ (:490_0.4.!):!:00)(11i i.11:1, l_tittrKO.P:o.?itl:91(cf V.I/i.riill, li(:4.1'410_kiii.q.k..C91K-' 1.9j())11101 '!i.i(:(l 19!..! iinii.: t.C1':.11(.:,,J)?401 tii\e/Iget*.I.:,, There exists a large number of continuing microfilm projects which should be re- viewed as soon as possible. Approximately 230 significant projects (projects in excess of 20,000 images)were reported during the survey. It would be unwise, even impossible, to terminate all existing projects until they could be reviewed. Therefore, the recom- mendation was made that i.c4.:A.RoSicgosiiJtt 0,9)) Lkoi 4'4 191;t9111:k0ifo. () !jMjIj ii' 4.6) )N.:kitoi11.11i(C1,0),Y1.:?Jel..iti).(9.0..ii i?(r_i) EN.4.7-1.ELING LEGISLATION The Federal Records Act of 1950 contemplated the continuing and dynamic promotion of records management programs within the Federal Government by the General Services Administrator. It does not however, provide specific regulatory powers with regard to microfilming. Therefore, the recommendation was made that rpAy \vkktiii.c.i.i.1i.Airie'iriliz- "..`,6-1).4_q_t rg..1-:! if_4_1:')-4) ,tki..0.49):_itliiVi i.i9). 1(.f.. 6.4.1!.1.0i,WK:' 1.1.4.v1(.50_ii.0)41)..4S.4. Jo4tiuBi:zi.c(k?, . (1 .p_,I) 1 li))10.0i Wit:01.0j, (,((.?)) 10:11..0i 1.4).(ii (.6..1)ii(iii.t.i.f(.4).0).t.i.t. oirkt..'0:4}i.L:ii.o)0,. (t.q) fi).!X:-Ailiir.:?? ,(7,-,);...P,.s.,)i iov!)_:,-10)_ub Ifilli.):6 71 =f vti*M_k.t%)";`. f?C.1)) {......i,:b,,,,z-ji, ,--Le.2,1fiik._.wii.", -;Atictil i4l4'oklyi)_1(0-11,:i i.ttp, ,plkt ;14o190:1,4111.:!(54.11.;". I t,,i-r..o5 0,10(i'it ,st)'!:.:,irol.i:Au)it.; ((it4). (0))4ii. i!:(?i.koiill.qt..;.4.= -,,f(tit A!,(:, j'!)49)ir?-..ei.k..1: i 0.))" z1v,?,.9::si.rikift Approved For Release 2001/07/28 : CIA-REJ71-00390R000300110001-2 CPYRGHT Approved For Release 20047/28 : CIA-RDP74-00390R0003001100 1-2 ? In order to make legislation effective it has been recommended that Vol:, .1.3!)?).,110),,,oiwii !e.),,,, left: :roilpim:..),..:1z. ,o), ,I.orAct ,(;?01(4%1 ,0'. ii!i(: 1.:0_0(.4-1-19.1.1 c.)i 1_:.ii.li_II-O?ki ,Kn -1,140.).',./ .i.O.Y. 'Oil: 19,(0(06.0,q.;if:g:401 01 .1, 111,,,,1100011,q11, 10,11111I iii:-.00.)\,/ 95.19)).Sh1(4i1 .7:10fi iko, :if....01,y/ .01 ale., I!)., , 0,1 It is anticipated that effective management specialists giving full time to the control of microfilming projects would pay for their salaries many times over within the first few months of operation and thereafter continue to pay large dividends to the Government. SAVINGS IN VIEW During the course of the study, many opportunities for substantial savings were found. The most obvious of these was in connection with the low utilization of microfilm equip- ment in Government plants. At the same time more than a quarter of a million dollars was spent for rented equipment and an additional $660,000 for procurement of new equip- ment.? Better utilization not only would release equipment and save greatly in personal services, space and related costs, but would also make almost all rental outlays and new purchases unnecessary. To these savings should be added those to be realized from the installation of im- proved procedures and from the substitution of more effective and more economical rec- ords management techniques for those now in use. Operational savings of more than $2,400,000 were made possible as a result of this brief study and undoubtedly others will be found as each of the 230 reported projects is examined in detail. A number of newly proposedprojects were found to be technically unsuitable, such as microfilming of X-rays; or were questioned in the light of present day records manage- ment principles and government requirements. These had an expected cost, over the life of the projects, of $6,660,000. This type of savings can only be made through the application of Government-wide controls while such proposals are in the early planning stage. SUMMARY A. Microfilming has become a major Government enterprise. B. A continuing program of Government-wide controls is needed. C. Enabling legislation to allow the General Services Administration to pool resources and to give Federal agencies assistance and guidance is urgently needed. D. Savings estimated at $2,400,000 in present operations were in view at the time of the survey, and $6,600,000 of proposed projects were found unacceptable in light of modern records management standards. - 4 - Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Releas 2001/07/28 : CIA-RDP74-00390R00030ff110001-2 ,4\\ STATESTZO/IL NOTES CPYRGHT GOVERNMENT PRODUCTION (1953) Images 959, 178, 000 Reels of Negative Film 189, 948 Reels of Duplicate Film 183, 623 Paper Prints- 23, 571,000 COSTS (1953) Equipment Purchases $ 666,285 , Equipment Rentals 270, p19 Film 883,624 Personal Services 2, 545, 020 Contract Services 483, 394 $4, 848, 342 FACILITIES (June 30, 1953) Owned 785 Cameras which cost $ 1, 570, 806 485 Readers which cost_ 234, 982 791 Other pieces of equipment which cost 688, 587 Rented 522 Cameras at annual rental of_ $ 232, 510 275 Readers at annual rental of 19, 822 226 Other pieces at annual rental of 17, 687 $ 270,019 $ 2, 494, 375 EFFICIENCY FACTORS Utilization of Equipment Present utilization ranges: 1% to 78% Average Government-wide utilization. 18. 5% Acceptable minimum standard for utilization: 50% Cost Per Thousand Images 1j Present costs range: . 790 to $390. Typical Government-wide cost (which includes document preparation, equip- ment costs, film, supervision, in- spection, but excludes overhead) are: _$20. Acceptable range 16 mm negative permanent film and operation is: $2. 50- $7. 50 .1/ Non-permanent film, no preparation and related costs, check-size. 3./ Check-size through legal documents. Approved For Release 2001/07/28 : CIA-R0674-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 COMPARISON OF COSTS BETWEEN MICROFILMING AND USE OF FEDERAL RECORDS CENTERS $ 50.00 (013;;it. ff. ?S';'. (.61(C IA\I L I 1irr $ 100.00 COST IN FEDERAL RECORDS CENTERS $150.00 rt1SAVINGS $200.00 $`240.00 10 YEARS 20 YEARS 30 YEARS 40 YEARS 50 YEARS 60 YEARS 70 YEARS $180.00 *, Acceptable Cost Range Recommended - in terms of cabinets- $ 38 to $90 Depending on Type of Job. Prepared by: Records Engineering Inc. Washington, D.C.- Feb., 1954 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 RECORDS CENTER EXPANSION A&E: (1) Feasibility Study (2) A&E Title I (3) A&E Title II Construction: a. 30,000 sq. ft. (Storage) b. 10,000 sq. ft. (Vital Records) c. 1,000 sq. ft. (Research and Archives) d. Security (Vault Doors and Alarm Systems) e. Shelving S. T . 0. H. and P and Cont. $ 6,000.00 36,000.00 50,000.00 $92,000.00 $ 600,000.00 200,000.00 50,000.00 50,000.00 48,000.00 $ 948,000.00 248,850.00 $1,196,850.00 Say $1,200,000.00 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 :-CIA-RDP74-00390R000300110001-2 ESTI :ATEfl on Lu j.iJi,?!.JOHDS (,, ill ADDITION Vuasibility Study PReGRAM CALL o/Loa EST. $ 6,000 Archict and Engineering - Title I Design $ 25,000 $ 36,000 (The 1957 ALE Contract as $18,000) Architect and Engineering - Title II Supervision $ 50,000 $ 92,000 CONS=CTION COSTS BuilJIng Construction (NARS estimate, 30,000 sq. ft. @ $15 per) $ 450,000 $ 600,000 Shelving $ 48,000 $ 48,000 (Federal Prisons, 60,000 Cu. ft. @ .80 instd) OTEJa PROBABLE COSTS Security $ 50,000 $ 50,000 (VaulL, 000rs and alarm systems) Research and Archives Area $ 50,000 $ 50,000 (5 cubicals and equipment - 1,000 sq. ft.) Vital Records Area $ 77,000 $ 200,000 (Reinforced sub-basement - 10,000 sq. ft.) 0/Logstics Contingencies ad Supervision $ 50,000 $ 750,000 Overhead Profit (15%) and Contingencies (10%) $ 248,85o ESTIMATED BUILDING CONSTRUCTION COSTS $ 1,196,850 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 ILLEGIB Approved For Rele asjbility Study 0110001-2 C iv $ 6,000 -ct and Engineering -Oit u I i)esign CG $ '$6,000 (The :1,.)57 A&:: Contract ',,as Architect and. Engineering ? - JIde ii S.ervision $ 50,000 $ 92,000 COnl:RUCTION COSTS BuilLng Construction $ 450,000 $ Ooo,000 OARS estimate, 30,000 sq. ft. @ $15 per) Shelving $ 48,coo $ 48,00o (Federal Prisons, 60,000 cu. ft. @ .80 instd) -;.! PROBABLE COSTS $ 50,000 $ 50,000 Oraul, doors and alarm systems) Research and Archives Area 50,000 $ 50,000 (5 cubicals and equipment - 1,flOO sq. ft.) Vital Records Area $ /7,000 200,000 (Reinforced sub-basement - 10,000 sq. ft.) 0/Logjstics Contingencies a,',1d. Supervision $ 50,000 $ 750,000 Overhead Profit (15%) and Contingencies (10%) $ 248,850 ROTIATED BUILDING CONSTRUCTION COSTS $ 1,196,850 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Next 1 Page(s) In Document Exempt Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA71, 'kb 0300110001-2 LL tohive?theobdooe. To do the job our- 21 ceiling poatitons for three years and at have to become permanent if we were to oew accessions. 000 cubic feet of hard cubic feet of microfilm, perm specs to be recovered. There are space for each square feet of we would recover about 24,730 square .Therow Federal Records Center at Ehltland square foot to build. Shelving is eighty coots ed. At this rate, it would cost the 000 to build and shelve space equivalent to be rcovred by micratilming. continue to microfilm half of the annual growth of cubic feet, we will use storage ie.ce at about the tc feet per year. At this rat*, the 49,500 cliMc space recovered in our present Records Canter 30,000 cubic feet of records will last *boot the other band, if we continue to store hard years subs rate (410,000 cubic feet per year d have to build 913,000 cubic feet of storage apace, or 47,500 square feet of floor apace. At $13 per square feet plum $O cents per cubic foot for shelving, 95,000 cubic feet of storage apace would cost about $300,000. I. In short, we can recover space to last 9 1/2 pax somethlog between $ . S and $1.25 million for microfilming, continuing coot of about $100,000 per year to microfilm the aanual growth. Alternatively, if we build space for rs of herd copy growth. It will cost about $1100, 000 e are factors other than cost to be considered. At present time there are about 93,000 reels, (1200 cubic feet) and MO cubic feet of other miniaturized products Records Center. (Aperture cords, mink:arc* de, etc.) These items are Unwed parts of customer officer procedures where facilities exist OM photo- Approved For Release 2001/07/28 : C14-RDP74-00390R000300110001-2 _ Approved For Release 2001/07/28 : ci4-3oN47p94itAb00300110001-2 ords Center- The recently discontinued a micro- n because Lt cost was less than tres exteastve systematic luten- mace. These ?nal records afters ty against micro .- 4 Approved For Release 2001/07/28: CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28: 13 P74 V9ki3 , 130003001 10001-2 be kept we responsible authorities to decide d establish realistic destruction or no attention has been given to selective, of records which should be retained. era ire emptied and the contents retired to the Records e need for space in the *ale. Files are time at a time in the future that guarantees the most valuable single paper will keg effort is made usually to review the eart- h/eh really should be kept. We watt file can be thrown a.way. People porary retention but they don't review y any before they are retired. c. We have no roansgetneet program in the 44*.ency yet our computer* and manual systems produce more and bigger reports every year. New requirements for program *Wog and management Informetton are being generated continually from without as well as from within the Agency yet no systematic authoritative review is conducted to eliminate old reports which may no longer be required. The result is that we continue to produce all at the old as well as the new in multiple copies many of which inevitably find their way Into Records Center storage. We find that the Records Center stores computer printout* of several thousand pages with only one line containing a thw words on each sheet. d. There is no effective correspondence management program the Agency. We have no way of coordinator managing the creation of paper and no systematic and uniformly applicable method of determining who should be the office of record. Origi- eators, addressees, coordinators end recipients of information copies at correspondence all file copies of the same documents for their own working purposes but it is virtually certain that there is no subsequent authoritative review to *usury that only one record copy is sent to the Records Center. This kind of review cannot be conducted at the Records Center because they Approved For Release 2001/07/28: CIA-RDP74-00390R000300110001-2 Is Approved For Release 2001/07/28 : dik-RDP-74106390R000300110001-2 have no way of tracing the distribution which might have been made of a particular document. If they could, they would not normally be qualified to judge which should be kept for how long and which should be thrown away. e. We have no way of controlling or managing and literally no rules governing the use of copying machines. Documents are duplicated in uncontrolled quantities for working papers or as conveniences for people attending meetings, for example. Every- one present is furnished a copy and many take their copies back to their offices. Some may be destroyed, but many are certain to be filed. Once flied, it is &bluest certain that they will even tually be stored. f. We have an antiquated vital materials program In the Agency. It was developed fifteen years ago based upon premises of emergency hot war conditions which have long since been over- taken by the technology of modern weaponry. We store vital papers at a remote location without any real expectation that people would be able to get where they are to use them in the event of hot war. We store vital data on magnetic taps but we don't store the com- puter programs to run them, and we have no back-up equipment anywhere which could be used under emergency conditions in any case. g. We have no authoritative forms management and control program in the Agency yet we spend more than a quarter of a million dollars a year to print them. Forms Management functions as a reaeonsbly effective monitoring system through the informal organization but only in the role of guiding and assisting. When an operating official has a requirement for a new form he is at liberty to design It himself and accept or reject the technical guidance of the one qualified forms technician in the Agency. He can accept or reject a suggestion that another form already in existence would serve his purpose equally as well. We have 2400 official forms in the Agency, and uncounted numbers of "bootleg unofficial forms. There is no way to review them systematically to identify and elimtnate the obsolete. h. These conditions exist in large part cance of paperwork management is neither 6 the signifi- nor of Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28: ? 3gR000300110001-2 interest to authorttattye levels of management. ConaequentIy, they do not support It and it cannot be effective without their support. I. Several years ago the Records Management Staff was reduced from 27 to 14 and later to six poettions. Responsibility for establishing and mail:tattling effective records programa, to include all elements from creation to destruction, was decen- tralized to the Deputy Directors and Heade of Independent Offices, (See TAB B). The small remaining central records staff was made responsible for monitoring and leading guidance and assis- tance. This te a perfectly valid concept in theory, but it has been Ineffective in practice because it has not been supported, and no concerted effort has been made to gain the necessary support. J. lbs only professional records officers in the Agency are the 6 assigned to the central staff. The few positions elsewhere In the Agency to which full time records responsibilities have been assigned are usually filled by Junior professional officers for short tours until suitable assignments are available in the field of their primary career interest. In a peat many instances records responsibilities are assigned to individuals in addition to their other duties with the result that little or to professional attention is given to any of the elements of a records program. In these times of tight budgets and compressed ceilings operating officials are extremely reluctant and often decline completely to commit any of their resources to giving proper attention to paper- work management. S. Conclusions a. Long term resolution of the records problems the Agency Is contingent upon the effectiveness of the overall program in- cluding: (I) cation (2) Correspondence management (3) Forms management 7 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIAADP74-0039014400300110001-2 {4 taia (4) Reports managetrteat (5) lAttnagement and control over copying machines (6) Vital materials program Only through much more vigorous attention to these elements of the program is there any hope of reducing the volume of records to be stored. Each of them is deserving of separate study and separate recommendations. b. Decentralization of responsibility for the records program hasnot been effective, but the theory seems sound and should be supported. c. Action is requtred to raise the general level of profes- sionalism among records officers throughout the Agency. 4. Some 50,000 cubic feet of records can be microfilmed at cost somewhere between $.5 and $1.25 million dollars, perhaps *bout equal to the $.8 million dollar cost of building space to house 50,000 cubic feet of hard copy, but the choice should not be made in terms of cost alone. Overall microfilming system prob- lems are such that professional records officers throughout the government recommend strongly against it. They favor construc- tion at least for the neat several years reading some new break- through in the technology. The only way to verify or discredit these convictkms would be to obtain recommendations from a private consultant. This would probably delay action toward easing our immediate storage problem for about a year. Unfor- tunately the ioformation available does not lead to an incontestable conclusion supporting either microfilming or construction. 6. Recommendations a. That we engage a private consulting firm to study our records storage problem and recommend appropriate solution, recognizing that this will probably delay action toward a solution of the storage problem for about a year. Approved For Release 2001/07/28: CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74--00390R000300110001-2 b. AlteratLvty, that we seek author tty from the Executive Director-Comptioller to construct an addition to the Records Center to sore an additional 50,000 cubic feet of records (5 years growth) at a cost of about $5,30,000. c. That the Chief, SSS prepare a memorandum for the Deputy Director for Support to send to the Executive Director Comptroller, the General Counsel, the Inspector Genera and the her Deputies requesting that they designate a senior officer to represent them in fulfillment of responsibilities prescribed in Headquarters Regulation (TAB C) d. That the officers so designated be constituted as a working Agency Records Committee under the Cbalrtnanthlp of the Agency Records .Adralaistration Officer to deal with the problems of the Records Program as tbsecribed earlier In this paper. 11111 Chief, Support Services 1ff In paragraph 5 are approved (except a or b). Attachrrt t Mt 1: Microfilming Cost Att 2: DD/S memo dtd 31 May1961 -1358) DDS/SSS/RHW:jms (14 December 1967) Distribution: ?rig - Adse w/atts 9 1 - DID/S Subject w/atts 1 - DD/S Chrono w/o atts 1 - SSS Subject w/atts Approved FoilrAW 111 017/1 !eA-RDP74-0039010,00300110001-2 25X1A 25X1A Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 TAB Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 MICROFILMING COSTS The most practical way to microfilm voluminous inactive records having the physical characteristics of most of those in the Records Center would be to use 16mm rotary cameras at a reduction ratio of 24 to 1. The rotary camera would be hand fed for those files made up of mixed sixes, colors, and weights of papers. Files of uniform papers would be automatically fed by using a motorized feeding mechanism attached to the rotary camera. Hand feeding would produce 10,000 filmed pages per day per camera. Automatic feeding would average close to 30,000 pages per day. A com- bination of the two modes of feeding would produce an average of 15,000 pages per camera per day. Basing the average filming speed at 14,000 pages per camera day, the following coats would result: - 50,000 cu. ft. @ 2,000 pages per cu, ft. = 100,000,000 pages - 1 reel (100 ft.) 16mm ftlm at 24x1 = 3,000 pages per reel - 100,000,000 pages 3,000 pages per reel = 33,333 reels - 100,000,000 pages ?15,000 pages per camera day = 6,666 ca days - 6,666 camera days = 6,666 operator days - 33,333 reels @ $4.21 per reel incl. developing = $140,330 - 6,666 camera days @ $4 rental per day = $26,665 - 6,666 operator days (OS 4.3) $20.16 per day = $134,400 (For each operator day 1/3 day would be required to condition papers for filming, i.e. remove fasteners and prepare "targets" to replace identifying data carried on Me dividers, folder tabs, box labels, etc. Thus 2,222 man days for conditioning would be required.) - 2,222 conditioning days @ $20.16 per man day $44, 800 era (For each camera day 1/10 day would be required to inspect film, splice retakes, and label cartons. This would total 667 man days.) - 667 inspecting days @ $20.16 ID $13,440 - 667 film reader equipment days rental $ . 50 = $1, 000 Total all costs this sheet . . ...... $360, 635 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 The microfilming of 100,000,000 pages should take 2 to 3 years. Less time would require larger numbers of people and equipment items and therefore more working space. A longer period would not keep far enough ahead of new deposits and no doubt would cost much more due to the con- tinual rising of costs. For the sake of costing, assume 30 months to complete the filming of 50,000 cu. ft. of records. - 30 months = 600 working days - 6,666 camera days + 600 ell cameras - 11 cameras =11 operators - 11 cameras = 4 conditioners - 11 cameras Ex 1 inspector For the above force of people there should be: I Supr. -in-charge... GS 12.3 for 30 months * $29,210 - 1 Asst. supervisor... GS 9.3 for 30 months= $20,545 1 Camera supervisor... GS 7.3 for 30 months = $17,193 1 Conditioning supr. ... GS 7.3 for 30 months = $17,193 1 Laborer ... equiv. GS 3.3 for 30 months = $11,392 Total salary supr. & labor = $95,533 Total from preceding sheet = $360,635 *GRAND TOTAL COSTS $456,168 Space requirements would average out at the same per person allowance as for clericals, i.e. 40 sq. ft. x 21 = 840 sq. ft. GRAND TOTAL SPACE GRAND `TOTAL PEOPLE 840 SQ. FT. 21 ? Does not include hiring costs, training costs, fringe benefits, space costs, secretarial assistance, management overhead, etc. The cost figures shown do not include certain overhead costs and they are based on near optimum conditions. A 10% adjustment for unforseen slippage added to the overhead costs would raise the total costs to as much as $525,000. Slippage could result from operator ineptness or machine mal- functioning. 2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28: CIA-RDP74-00390R000300110001-2 Costing experiences with private contractors suggests that the Agency could not obtain a bid from an acceptable contractor for less than $12.50 per thousand pages or $1,250,000 for the contemplated quantity of 100, 000,000 pages. Because of the scarcity of good help, a contractor would require at least 18 months to complete this job. It would be particularly difficult for a contractor to recruit people that could meet both aptitude and security requirements and yet be willing to work for a comparatively modest wage. The kind or mode of rntcrofUmtng discussed is by far the least expensive. The film is wound in 100 ft. lengths on plain reels that would be threaded onto reading devices. The reader could or could not have hard copy printing capability. Records Center personnel could, if desired, service requests for material so filmed at a rate of 5 to 10 minutes per request, depending on the need for photo copying or hand abstracting. Reference costs would be less if the less active files were selected for microfilming. 3 Approved For Release 2001/07/28: CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 TAB Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 : 25X1A 25X1A ? .psr,17,71 . I;01.1F4 ? . Approved For Release 2001/07/28 : CIA-RDP74 DD/S 61-1858 31 May 1961 MEMORANDUM FOR: Mr. Chief, Records Management Staff SUBJECT : Transfer of Agency Records Management Function to the Immediate Office of the Deputy Director (Support) REFERENCE : Headquarters Notice 1. Effective 1 June 1961 the Agency's records management function is assigned to the immediate Office of the Deputy Director (Support). 25X1A 2. By this memorandum you are designated the CIA Records Administration Of- ficer. As a member of my immediate staff you will continue to have the responsibility for providing Agency-wide leadership and guidance in the administration of our Records Program and will supervise the work of the Records Center. Although our Records Pro- crambbe continued generally as presently set forth in Headquarters Regulation it is my desire that much greater emphasis be given to decentralizing the , work involved in administering the Program. It is my belief that a substantial part of our effort has been devoted to performing work for the several Agency components ?which they can, with proper training, do more efficiently for themselves. In fact, insofar as the disposition of records is concerned it seems to me that they alone can properly make the necessary judgments. OP 3. When our Program was new, it was appropriate that we render extensive as- sistance in order to standardize procedures, get the Program moving, etc. However, after approximately ten years of operation I believe that the components are now fully prepared to carry on with a minimum of assistance. We should, therefore, change our emphasis from one of doing an extensive amount of work for the several components to one of ensuring that they know how to do the work for themselves in a way that standard- izes and systematizes the Agency's records, filing, forms, reports, etc., to the maximum. 4. I know that you have several projects now in progress. These should be com- pleted, and I understand it is reasonable to expect that they can be finalized within the next sixty to ninety days. Thereafter I believe that our present Headquarters Staff can be reduced from fourteen to eight and I will expect you to work out an orderly plan to accomplish this as rapidly as possible. Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 DINFIEENTIAL ??? ? . ? Approved?For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 5. We should also revise Headquarters Regulation with a view to plaP6A lug more emphasis on the decentralization of records administration and spelling out in clear and well-defined language the delineation of responsibilities and duties that you as the CIA Records Administration Officer will perform on the one' hand and AgInyi A Component records administration officers wifi perform on the other. L. K. White Deputy Director (Support) Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 TAB Approved For Release 2001/07/28 : CIA-RDP74-00390R000300110001-2 CONFIDENTIAL ? 1.4 101 25X1A ARprovs&FcodiNelVOWNE;64MAR4-00390R0003001=1 SECTION I: RECORDS I. RECORDS ADMINISTRATION. This paragraph provides for a continu- ing Agency Records Administration Program to control and improve records from their creation or receipt to their disposition, and prescribes policies and responsi- bilities for effectively carrying out the program. a. RECORD MATERIAL DEFINED. For the purpose of this paragraph, record material is defined as: all books, papers, maps, photographs, films, recordings, or other documents and material regardless of physical form or character- istics, created or received by any part of the Central Intelligence Agency pursuant to Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by CIA or its legitimate predecessor or successor organizations as evidence of the organization, func- tions, policies, personnel, decisions, procedures, financial or legal transactions, operations, or other activities or because of the informational value of data contained therein. "Records" and "record material" may be used inter- changeably. b. RECORDS ADMINISTRATION PROGRAM. The Records Administration Pro- gram consists of the elements listed and described below: (1) Reports Administration ? The analysis, improvement, and control of ad- ministrative reporting. (2) Correspondence Administration ? The application of improved standards and procedures for preparing and handling correspondence. (3) Forms Administration ? The analysis, design, and control of forms. (4) Records Maintenance ? The establishment of standard procedures, sys- tems, equipment, and supplies for records maintenance. (5) Records Disposition ? The economical and systematic disposition of Agency records including their preservation, retention, transfer, protection, and disposal according to approved schedules. (6) Vital Records Administration ? The timely selection of vital records and their prompt transfer to and secure maintenance in a designated Agency repository. Vital records are records which are essential to the continued operation of the Agency in an emergency, and which, if destroyed, would constitute a serious or irreplaceable loss. c. POLICIES. The Agency Records Administration Program shall be adminis- tered on a decentralized basis through programs governed by the following policies: (1) Records shall be made and preserved to provide adequate and proper docu- mentation of the organization, functions, policies, decisions, procedures, and essential transactions of the Agency. Such records shall be designed to furnish the information necessary to protect the legal and financial rights of the Government and of persons directly affected by the Agency's activities. (2) Measures shall be taken to ensure that essential records are created and maintained by the most efficient and economical methods. (3) Measures shall be taken to ensure that nonessential records, reports, and forms are not created. (4) Vital records shall be identified in schedules and currently deposited in a designated Agency repository. ApprovedifubleiRetegtet200NOW : CIA-RDP74-00390R0 CONFIDENTIAL 098Vakte0 owngroding on declolsification 1-2 1 25X1ACIF Appr e 2001/07/28 : OSTWCIA-RNFIV1390R000300110001-2 RECORDS AND CORRESPONDENCE (5) The Agency Records Center shall be a facility for storing, processing, and servicing retired Agency records, and will serve as an Agency archival facility. The Records Center shall be compartmented and controlled in such a manner that the defense classification or sensitivity requirements of the office transmitting the records are honored (6) Records control schedules shall be developed to identify and preserve records of permanent value, and to provide the basis for periodic removal of noncurrent records from office space and filing equipment to more economical storage, and destruction of records of temporary value. These schedules shall be maintained in a current status. d. RESPONSIBILITIES (1) THE CIA RECORDS ADMINISTRATION OFFICER. The CIA Records Ad- ministration Officer shall: (a) Furnish staff guidance, assistance, and coordination of the Agency Records Administration Program. (b) Provide forms analysis, design, and reference services; approve new or revised forms; and ensure that appropriate coordination of new and revised forms is effected. (c) Review and approve records control schedules, vital records schedules, and requests for equipment and supplies to the extent necessary to assure compliance with Records Administration Program requirements. (d) Direct the activities of the Records Center. (e) Maintain Agency liaison with the National Archives and Records Service, General Services Administration, and other Federal and private organizations on records administration matters. (f) Review the Records Administration Programs established in the vari- ous Operating Offices. (g) Promote the Records Administration Program through training and publicity. (h) Develop and maintain a system of managing administrative reports. (i) Conduct research on records techniques and procedures to improve and promote efficient paperwork management practices. (2) THE EXECUTIVE DIRECTOR-COMPTROLLER, DEPUTY DIRECTORS, AND HEADS OF INDEPENDENT OFFICES.* The Executive Director- Comptroller, Deputy Directors, and Heads of Independent Offices shall: (a) Establish, direct, and maintain for their respective jurisdictions Rec- ords Administration Programs consisting of the elements outlined in subparagraph b above. (b) Maintain liaison with other offices of the Agency, as required, in the performance of their records administration responsibilities. (c) Designate an individual who will be responsible for the development and administration of the Records Administration Programs under their respective jurisdictions. 2-4. Reserved. *The Inspector General and the General Counsel. Apprwed For Release 2001/07/28 : CIA-RDP74-003WAPS):30911,1PROAs4 (189) CONFIDENTIAL