SUMMARY OF PROGRAM PROGRESS, TRENDS, AND PROBLEMS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300180008-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 28
• Document Creation Date: December 9, 2016
• Document Release Date: August 24, 2001
• Sequence Number: 8
• Content Type: SUMMARY

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1=7 72-74.
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RECORDS ADMINISTRATION BRANCH
SUMMARY OF PROGRAM PROGRESS,, TRENDS, AND PROBLEMS.
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e
PROGRESS TOWARD OBJECTIVES AND GENERAL THRUST OF ACTIVITIES.
a. Records management support and guidance are furnished
to all components of the Agency by the Records Administration
Branch of the Support Services Staff in the program elements of
file systems, equipment, and records disposition. Operational
Support is provided for the design and production of forms and
the storage and service of Agency records. The Branch continues
to serve as the liaison with National Archives for records
disposition authorizations and on Federal policies for the
management of Government records. The Agency Program encompasses
the complete life-cycle of all documentation and specifies
requirements for the six major elements of records management:
Forms, Correspondence, Reports, Systems and Equipment, Vital
Records, and Records Disposition. Studies by the Records
Branch this past year found that the scope of the Agency records
ftogram continues to expand as do its problems. The volume of
records in the Agency Offices decreased 8% last year as compared
with 2% the previous year. Last year an Agencywide records purge
disposed of more inactive files from the Records Center than in
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any previous year. The net volume at our Records Center was
decreased by 3% but the need for additional records storage
capacity remains critical. A year end status report on the
major elements of the Records Program is as follows:
(1) Forms Management Program: Branch efforts, one
full-time officer, have been devoted primarily to sup-
porting component requirements for new forms designs. Last
year the staff designed 430 new and revised Agency forms.
The automated system to provide forms management information
on some 2,800 forms used by the Agency was converted from
punched cards to the computer early last year. Assistance
was given to the Office of Logistics to improve control of
their stock management and issuance of forms. The forms
program has produced 29 optical character recognition forms
in support of components designing computer systems. Attempts
to involve components in producing and controlling their own
forms design and developing integrated forms systems were not
successful because most components do not have full time
professional Records Management Officers.
(2) Correspondence and Reports Management Programs:
Personnel planned for detail to these programs on a part-
time basis were fully occupied with other day to day
operations and priority assignments. Our requests for
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additional personnel for these programs were disallowed in
the past three years. The Agency correspondence manual is
out of date and should be revised. Interface between the
personnel now developing computer reporting systems and the
Records Branch toward the creation of an overall Agency reports
management system is yet to be established.
(3) Records Maintenance Programs: Several systems and
records surveys were completed last year and the first two
major equipment installations of motorized shelving in the
Federal Government resulted. The storage capacity was increased
60% in RID while some 4.000 square feet of floor space in the
NPIC file room was released to their computer facility. A
shelving installation devised for Office of Finance released
some $21,000 worth of safes to Logistics for re-issue.
(4) Records Disposition: Over 200 items in component
Records Disposal Schedules were revised to shorten the
storage period for temporary files and tighter Retention
Plans were developed for permanent Archival Records in DDP,
DDS&T, and DO!, An Agencywide purge of records under the
direction of the recently created Records Management Board
resulted in the disposal of some 20,000 cubic feet of records
from our Records Center for a net reduction of 4,000 cubic feet.
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This past year was the. first time in Agency history that more
records were destroyed than were received in our Records
Center. In offices throughout the Agency upwards of 50,000
cubic feet of old files were destroyed.
b. As reported last year, our Records Center will be beyond its
capacity by December 1970. Our search for alternatives, short of new
construction, to augment our records storage capacity resulted in
several major studies. We require an additional 40,000 cubic feet of
storage space to handle IMMEDIATE needs and allow for growth through
1975. We examined the following possibilities: 1. Use of Federal
Records Centers for permanent storage of Agency documents; 2. Obtaining
space in Metropolitan Washington from GSA; 3. Conversion of Agency
STATINTL space at for records storage; and 4. Motorized shelving in
STATINTL
the Records Center in conjunction with conversion of other space at
Alternative number four has been recommended as the most accept-
able short term temporary expedient and our request for $575,000 in
FY 70 year end funds to proceed with this solution is now pending
Executive Director approval.
c. The Records Management Board continued to study the Agency's
records problems. This Board meets regularly and has established
itself as a useful mechanism for coordination and review of Agencywide
records problems.
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d. Vital Records Program: The entire Vital Records
Program was studied towards developing a tighter and more
economical system. Thirteen components updated their Vital
Records Schedules. Some 1,050 cubic feet of Vital Records
were deposited while 1,000 cubic feet of old materiaLwas
removed.
2. OBJECTIVES FY 1972-76: Our objectives for FY 72 through
FY 70 remain basically as stated last year. Two subjects
that were mentioned only briefly in last years submission are
reaching a point where- they will require significantly more
attention and resources throughout the Agency. The trends
and problems of microform systems and the need for an Agency
Archives program are discussed in section three below. The
objectives for the Records Administration Branch on these
two items are:
a. To provide Central Staff support and guidance in
determining the role microform applications should
have in the management of Agency records programs, to
monitor component activities in the microform field
with the purpose of insuring maximum compatibility
between and among the various components where com-
patibility may be a significant factor; and to develop
recomendations about how the Agency should proceed
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to determine whether there is in fact a potential
problem in managing proliferative microform systems
and what arrangement steps should be taken to gain
a desirable level of control over them.
b. To assist in the establishment of an Agency
Archives function separate from the Records Adminis-
tration Branch. There is a proposal pending Executive
Director-Comptroller approval on the establishment
of an Archives Program under the Chief, Historical
Staff and a request that the Agency reprogram its
resources over the shortest possible period to pro-
vide the needed staffing complement (seven professional
Archivists and three clericals) to support an Archives
Program.
3. PROBLEMS AND TRENDS:
a. Our immediate need for a 40,000 cubic foot increase in
our records storage capacity is our most pressing problem. Simply
stated, by December 1970 the Records Center will be full and we will
be unable to accept more records storage. This situation was
anticipated in 1957 when the Records Center addition was built.
We have regularly requested and been denied funds to augment our
storage facilities. In the meantime we have utilized temporary
measures to cope with the storage problem until acceptable long
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range solutions can be found. In the event our current
proposal to use FY 70 year end funds to provide additional
storage capacity is not approved, we will face a crisis by
the Spring of 1971, but the problem of records storage will
persist throughout this entire planning period in any case.
The temporary records storage arrangements established with
GSA will terminate in December 1970. Some 15,000 to 20,000
Cu. ft. of supplemental distribution documents must be moved
fromIIIIIIIIIIto an Agency storage facility. Any one of the
several alternatives proposed will only be a temporary solu-
tion. Additional records storage facilities will be required
by 1976. In fact, rapidly developing new Projects in DDS&T
will probably accelerate the flow of records into our storage
facility and advance our need for additional space. We believe
it reasonable to expect certain DDS&T Projects to produce even
more then the several thousand boxes of material NPIC trans-
ferred to our records storage facility a few years after tne
Center was constructed, creating a requirement for space which
had not been foreseen at the time the Records Center was built.
In addition, increasing pressure on office space inevitably
results in the movement of records out of offices and into the
Records Center.
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b. Increased records storage facilities are but one
aspect of the overall records management problem. We hope
to provide long-range solutions to our records storage
needs by reducing the flow of records to our storage facility
through improved management of records creation as well as
reducing the volume by use of new microform systems now being
developed. However, significant reductions of records storage
requirements through these programs will require time, funds
for microform equipment, and'iMest important of all a willingness
to commit more manpower specifically to records problems in each
Agency Component in spite of the current and continuing overall
reduction in Agency personnel. Last year we asked for personnel
Increases in the Records Administration Branch of two positions
in FY 1971 which were subsequently disapproved because of ex-
ternally imposed agency wide personnel reductions. We had also
planned for one additional position in each of the three suc-
ceeding years of the planning period. These requirements and
justifications therefore are still valid and we are again re-
questing that the personnel augmentation commence in FY 1972
by adding three positions and one position each in FY 1973 and
FY 1974, for a total increase of five positions over the first
three years of this planning period.
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c. The current records storage crisis has attracted
the attention and interest of top management to our overall
records management prOgram, but we have so far failed to
obtain the needed commitment of manpower to these programs.
Far too many components are without full-time professional
records officers. The majority of Agency operating compo-
nents have untrained, inexperienced junior officers working
only part-time on their records problems. Given the manpower
cuts now underway in FY 70 and 71, we must realistically
predict that the agency records program will be even less
effectively staffed during this planning period than it has
been in the past. Experience has demonstrated that the
Records Management Officer position is among the first to be
terminated during periods of manpower retrenchment and we
expect this will happen again in the current reduCnon drive.
Should this situation Prevail it forbodes serious space,
equipment, and administrative problems for the future-.
d. Another area that holds both promise and problems for
the Agency is the microfilming of records. In instances where
microforms are adopted as integral parts of operating system;
improvement there are likely to be significant savings in records
storage space. Consultants in the technology, however, discourage
the adoption of microform systems if the primary or only objective
is to save space. An inventdry completed last year found some
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58 separate microform systems in the Agency with some 660
pieces of equipment that cost about seven million dollars.
There is every indication that new microfilming systems
will exceed the early efforts and the major problems will
be control and compatibility among vallous systems. The
state of the microfilming art is now about where computers
were ten years ago, when each component was eager to develop
Its own system independently and could not anticipate any
interaction with otner data systems. Greater equipment inter-
face between computers and microfilm systems is predicted by
many manufacturers. Yet, offices are diligently devising new
records systems to meet local requirements. They defend their
actions because they see no system overlap today. There are
no more film specialists today than there were ADP experts in
the Agency in the early days of computers. Further, the vested
interest of each component militates against a simple unbiased
study group or microfilm committee. The Agency will be obliged
to determine whether or not our unique requirements will permit
a central control over our microform systems or whether tne value
of such control off-sets the limitations it imposes upon operating
prerogatives. The Agency will need to determine whether pro-
liferating microform systems is good or if it portends to future
problems in system management and, if the latter, what should be
done about it. It may be desirable to engage an outside consultant
to help oefine and cope with these problems.
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e. A new trend can be seen in the new types of records
storage and retrieval equipment being offered. The Agency's
active information is stored in the Offices; the inactive ref-
erence items are in the Records Center; and the legal and his-
torical records will be in the Archives. New equipment and
facilities will be required to support all three of these
activities and it will be expensive. The storage and retrieval
systems perhaps can be mechanized or automated but it will re-
quire planning, coordination, compatibility, and management.
We see the need for more mechanized shelving to increase storage
density per foot of floor space whether it is storing paper,
magnetic tapes, or microfilm. Such mechanized equipment costs
about $5 per cubic foot of capacity. We see increased use of
microfilm and its transmission from storage to user via communi-
cation lines and computers. Even more technically promising is
the mass memory storage device which uses a laser beam and
electronics to move intonation in anokout of storage. This can
store the content of 10,000 magnetic tapes and service three
computers of the IBM 360/65 size range simultaneously. We anti-
cipate that this type of equipment may be used as an auxiliary
to our Records Center and Archives before the end of this Planning
Period-. We are not aware of any requirements for this type of
system which may have been generated yet, but we expect there
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will be some during this planning period. Additionally, there
may be some question about Agency wide systems of this magni-
tude being programmed and funded through the Support Services
Staff/DDS.
f. The Agency is becoming more interested in its history
than it has been in the past. Last year's participation and
contributions to the President Johnson Library were ten times
greater than for the President Kennedy Library. We expect even
more for the President Nixon Library. It is felt the interests
of the Agency would be best served if our story was properly
documented in the Presidential Libraries. Similarly, component
historians and the Historical Staff received extensive support
last year. These developments have a direct bearing on the
Agency records system and preservation of valuable documents.
More serious consideration is being given to Retention Plans
which establish "Office of Record" and schedule the preservation
of legal and historical records. Also, attention is being focused
on the need for an Agency Archives. In 1959 the Director ordered
all OSS records removed from the National Archives to our own
Records Center for safe keeping. Recent inquiries about OSS files
have renewed interest
In the Agency's Archives. This trend is bound to expand during this
planning period and will require establishing a new Archival
function, facility, and Staff.
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1A
10 FEB 1971
(112-
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ARCHIVES AND RECORDS CENTER
t RAND FOR: Personnel Officer
SUBJECT
Summer Employees
17 February 1970
L. The Archives and Records Center has a requirement for three
(3) "summer-only" employees during the 1970 summer employment season.
2. The duties of these employees will be basically clerical;
however, all three of them will be required to move boxes and large
packages and to load and unload trucks. Therefore, we recommend that
all of these summer employees be male.
Distribution:
Orig. & 1 - Addressee
cc
cc -!!!!!!!!"er Employment File
C/RAB
1A DDS/SSS/RAB/A&RCIIIIIIIIINLH(17 Feb. 1969)
Et
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25 February
MEMORANDUM FOR: Chief, support Services Staff
SUBJECT "Year-End" Purchases
1. If "Year-End" funds are available, it is requested that the
tams described belcw. be purehased for the Archives and Records Center.
Since ell of these items would benefit the operation of the Agency's
record storage and retrieval facility, it is difficult to rank them in
order of importance. The most pressing need for daily operations is
the vehicle, but on the other band the reproduction equipment is
essential to the preservation of the Agency's permanent records. The
servicing of temporary filet on microfilm is a problem but not as
serious.
A. flationWeve - 43,200
One of the continuing problems encountered by the AOC
is obtaining transportation for official travel. This problem
will become more acute when the move out of the
begins, and an escort car will be needed daily. a Motor
Pool, and vehicles have been added to this Motor in the past
with the justifications based on the 'Archives and Records Center
needs. At present, however, our requirements for a vehicle are
satisfied only after all other requirements are taken care of,
even if our requirement is made known before the others. The
background on the vehicle problem was accumulated by the Records
Center in one detailed study and submius in December 1968.
We discussed this 'with 4n early 1969, and
conditions improved until the requirementa again exceeded the
-car supply.
B Pies0 Microduplicator $1225(A
This machine is needed to reproduce permanent records that
are on microfilm. At the present time, when reference in requested
from a document that is part of a microfilm file stored at the
Records Center, the entire reel must be sant to Headquarters.
Several reels- of permanent records have not been returned and are
lost to the file. With the microduplicator the Archives and
Records Center can reproduce the film reverted and retain the
original film. This is normal practice elsewhere. At the present
time there are 20 requests serviced each month for these reels,
and the rate of these requests is increasing.
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25X1A
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C. Xeroxcroyrinter
The Archives and Records Center has a Xerox 914 to
reproduce documents from those stored when retrieval requests
from Headquarters components so require and to !support histor-
ians doing research in the AARC building and in need of
temporary work documents. included in the Archives and Records
Center are reels of microfilm, and at present the only way to
obtain usable bard copy or film reproductions is to send an
entire reel to Headquarters. some reels have not been returned
and others were damaged. With the microprinter the AARC could
reproduce the needed herd copy document from the reels and
return the reels- to the files. (The Diazo Microduplicator !Above
produces duplicate microfilm.) The contract cost of the Xerox
microprinter is $160 per month or $10920 per year. The current
Xerox copier is under Rental Plan "A" which calls for a minimum
Charge of $74 per month. We have anticipated a growing copy
demand and have planned for an eventual Change to Rental Plan "C"
which Will have greater capacity- with a minimum charge of $120 a
month. However, if we can convert to the mieroprinter contract
the modified equipment will provide for both greater capacity
and microfilm copying ability at an increase of $440 over Plan "C".
D. Archives BOXep 7 $700
This item is in the FY 71 budget; however., if FY 70
"Year-End" funds are available, these 1,000 boxes can be
purchased ahead of the actual but inevitable need.
2. Funds being requested by Headquarters to provide for addi-
tional storage space for records is a separate consideration; there-
fore, no funds are requested here for shelving or other items related
to that problem.
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Avow
15 January' 1971
MORAN:DM FOR Deputy Director 8wilpQrt
ROW= : Archives Survey with Year-1n FUnns
1. This zem 1;,rJposes an AO dtudy in lAragraph G.
2. The Useutive Direct:A7 has ac'nhcAlled.secl the need ff.x zla
Asinqy Archives and hal; requested development :X 5 reguLition mad
plan for such a new funettm. These ?:re in 4-4:mss but will require
few Imre months ;:t ci.:iordinatich and development. At present, even
vitbout an official prograas the Agency Las identified vow* I6sw.,
boxes of recards believed tu be :47 Archival quality
Rational Archives speeificatims. AcnAher bxes of Mee
to be reviewed are believed to contain but ',me-third Archival
dcuments.
3. At present
temporary records a
moat be et-red in fuc
and use requiremente.
'chiveal atrii is stcred with
tuolly these pentane:A dr;?curents
e suited to their special at,Jrage
imet yedr our search f-- new space t) relieve
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STATINTL
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20 October 1970
MEMORANDUM FOR: Administration Officer, SW
SUBJECT : Requisition for OCR Selectric Typewriter
1. As we discussed last month I was compelled to put aside
the details on the requisition for an OR Selectric Typewritim
for my staff until I finished some priority work for Messers
and MI.With them away I have returned to our Office Administrative
reOTRITIZETI7
STATINTL
a. Our research indicates that the Agency's Optical
Scanning Device can recognize and process the IBM pelectric
10 point OCR type style numbers IB1(056iond(iBM 065.0a/eAl1oi
Therefore, I will appreciate it if you will include"those
two interchangeable "golf ball" type elements in my requisition.
? b. I have reviewed the several type fonts available for
these ten point machines that are necessary for Optical
Character Recognition and I find two fonts that are especially
recommended for correspondence and. general reproduction.
Since the required OCR ten point machine is not compatible
with the 835 12 point mechines'I eeel'we need not concern
ourselves with the SSS Elite typefonto. Consequently, I
will appreciate if you will request that the two fonts to
came with the machineTurchased include Selectronic -
"golf ball" elements in these two 10 pitch type fontst
Courier 72 Code 015
Delegate Code 070
'
c. Because of the large-size forms we anticipate
processing on this -machine I feel the maximum size platen
should be obtained to accomodate 15 and a half inch paper.
2. Your assistance is requested. Please call me if you have
any problems with these requirements.
/0
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ARecords Administration Brancb
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STATINTL
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Ap)A-Tell Fitt-lNeaFa 2.SIDt08/0 :&1/61.1
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PROGRAM CALL
FY 1972 - 1976
RECORDS ADMINISTRATION PROGRAM
PART 1: Summary of Fund and Position Requirements:
AO See Summary on the attached Form # 2584g.
B. See Details for each Object Class on attached Form # 631.
PART II t Summary of Program Progress, Trends, and Problems:
A. Progress Toward Obectives.
The basic objective of the Agency Records Program is to improve
the efficiency and economy of records operations in every office. Progress
to this end continues as detailed on pages 25 to 30 of our Program Call
for FY 1971 - 75. Accomplishments were realized by this Central Staff
through the Senior Records Management Officer in each Directorate and the
Records Officer or records custodian in each component. Considerable
progress was made during the past year as follows, but the Agency's
Records personnelacontinue to be scarce and disheartened:
1. The major achievement and primary thrust last year related
to the campaign to augnent our records storage capacity? Some
20,000 cubic feet of old records were removed from the Records
Center, increasing its capacity-life 2 to 3 years. Another 50,000
cu0 ft0 were removed from office files and it is estimated this
gained space in 3,125 safes valued at $1,828,000 and some $25,000
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worth of shelving. This was a graphic example of the Program' s
ability to save Agency funds and space.
2. A Records Management Board of Se Records Officers
was established to study the Agency's records problems and
recommend solutions. This Board meets regularly and has established
itself as an essential mechanism for coordination and review of
Agency-wide records problems.
3. The increased concern of Top Management in the records storage
problem stimulated component attention to records systems and
resulted in several equipment installations, new microfilm systems, and 0
hundreds of revised records disposal schedules--all of which
contributed to the reduction of records in the Agency*
a
4
40- Several compoents are without/professional responsible
for their records programs. Many others have an inexperienced,.
untraintid, junior officer assigned to cope with their records on a
part-time basi s
Nonetheless, there has been some improvement in
the general assignement of component Records Officers and Senior
Directorate Records Management Officers. The Central Staff has
conducted conferences for these Officers each Spring and Fall to
train and guide them in records systems and the new technology.
The DDS addressed them at a Spring Conference on Historical Documents
and last Fall at the conference on Microfilm Systems.
5.Finally the total Records.Managemarb Program required by
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Public Law is established in the Agency by HR and Aroversi STATINTL
the complete life-cycle of our records (Creation, Use, and Disposition)*
The Central Records Staff provides support and guidance to each
component on the six major elements of the Program (Forms, Correspondence,
Reports, Systems and Equipment, Vital Records, and Disposition)*
(0()Our Forms Management concentrates on design improvement and printing
economies? Each year assistance is provided on some 2,800 forms
for which fifty million copies are printed at a cost of a quarter
million dollars? Assistance was given Logistics to improve control
in the Warehouse storage and issuance of forms. A Little or no Staff
action is possible for the element's, of Correspondence and Reports
Management because of the lack of manpower? Several Surveys for
new equipment aid records systems were completed last ye ar, but
(di
available manpower was pre-empted for the records purgeoA Hundreds
of disposal schedules were revised and Retention Plans were
developed for the valuable permanent documents in thee Directorates?.
This past year was the first time in Agency history that more
(X)
records were destroyed than were ereatedol? A complete re-evaluation was
made of the Agency Emergency Planning and the related Vital Records
Program? This nom awaits the decision of the Executive Director?
The limited resources available on the Staff have been used in
holding actions and a bear minimum to reach the Program objectives?
Bo Trends and Problems?
We find the Agency records systems are faced with several trends,
each with related problems:.
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1. There has developed among Top Managers an increased,
active interest in records problems. This concern was generated by sm
sveral studies in search of additional records storage capacity.
The disposal efforts to reduce the volume of records on hand
naturally focused on the need to control Records Creation. This in
turn raised the question of an increased centralized control over
vecords systems as opposed to the decentraOlized? component autonomy
in records matters that has been practiced since 1961. Likewise
there is a growing intereSrin the creation of uncontrolled records
with the many copy machines on hand and continuing to be purchased.
2. Another area that has both trends and problems for the Agency
is the microfilming of records. This has systems benefits as well as
space saving advantages. An inventory completed last year found some
separate microform systems in the Agency with some 650 pieces of
equipment that cost about seven million dollars. There is every
indication that new microfilming systems will exoeed the early
58
efforts many fold and the major problems will be control and
compatibility ahong various systems. Aicrofilming is where computers
. were ten years ago, when each component was eager to develop its own
system independently aid could not anticipate any interadtion with
any other data systems. Greater equipment interface by computers and
mfiki c
microfilm systems is predicted by manyil14a4erieel. Yet, offices
are diligently devising new records systems to meet local requirements.
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They defend their actions because the re is no system overlap today,
There are no more film specialist5today than there were ADP experts
in the Agency in the early days of computers. Further, the vested
interest of each component precludes a simple unbiased study group
or microfilm committee? It seems logical that the Agency will be
obliged to turn to an outside consultant to determine whether or
_W J"
not our unique requirements hp--;iii.alidim-a central control over our
7HtrOr,i"
microform systems or whether valueAoutweights itS' infringement
upon opepatiog prerogatives*
cfiE lioRe ts.07-EggrEl)
3. The Agency has turned 21 an is inclined tOT
vmS
historyiklt:htxt...--PA:...trrdrrrergav4 than it in its exuberant
youth* Last year's participation and contributions to the President
Johnson Library was ten times greater than for the Presitent Kennedy
Libraryo We expect even more for the President Nixon Lib raryo The
last year
Director' s inquiry at the White House/convinced him the interests of
the Agency would be best sewed if our story was properly documented*
Similarly, component historians as well as an Agency appointed
Historian and Staff received extensive support and impetud last yearo
These developments have a direct Em2atemtetatrivel bearing on the Agency
records system and preservation of valuable documents? More serious
consideration is being given to Retention Plans which establish "Offices
of Record and schedule the preservation of legal and historical re.cordso
Also, attention is being focusfr-on the need for an A,edy Archives.
In /959 the Director ordered all CIA records removed rum the National
-
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16S
Archives to our own Records Center for safe keeping? Recent inqui about
MVL
STATINTL OSS files as well as our own historian? renewed
the Directors interest in the Agency's Archives9. This trend is
bound to expand during this next Planning Period and will require
establishing a new Archival function, facility, and Staff..
4. A new trend can be seen in the new types of records storage
and retrieval equipment being offered? Whetteam the Agency's active
informatiOn is stored in the Offices, famma the inactive reference
items in a Records Center, and the legal and historical records are
in an Archives 0!,, new equipment and facilities will be required
and they will be expensive? It can be mechanized or automated but
it will require planning, coordinat ion, compatibility, and manageme nte
S roteo crE
We see the need for more mechanizdd shel/ing to increase4density per
foot of floor space whether it is storing paper, magnetic tapes, or
microfilme Such mechanized equipment costs about $5 per cubic foot
of capacity, and today the Agency has about 350,000 cu. ft. of material?
We see increased use of microfilm and its transmission from storage
to user via phone lines and computers? Even more technically promising
and equally sophisticated and expensive is the mass memory storage
5
device which was developed by Precision Iqruments Company and uses
a laser beam to move information in an out of the device?. This can
sof ut.T/INC:Oucl-Y
store 25,000 magnetic tapes and service three computers atr-Tria:a
This staff researched the availability of this machine and prompted
?//r/W_..
a presentation on it to the Ageney Systems Officerest year. 10 are
oPriwAYrtC
as 4cTreeicilas the National Archives that this miilion-dollar machine
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will be one of our auxiliary Records Centers and Archives before
the end of this Planning Period.
5, The Agency problem of records storage will persist throughout
this entire planning period. The temporary records storage arrangements'
established with GSA are scheduled to terminate in December 1970.
Some 15,000 to 20,000 cu0 ft0 of docume nt s must be moved from
to an Agency storage facility. whichever of several alternatives is
selected by Agency Management it will be a temporary solution.
Additional records storage facilities will be required by 1976.
STATINTL
In fact, the rapid development of rew Projects will probably
accelerate the flow of records into our storage center and advance
the need by 2 or 3 years. The source of this huge voltam of new
records will be from the several-hundred-million dollar new 'Teal
Time, Reconnaissance Project" (for which not one nickle is budgeted
to store its records output). We expect that Project to produce
unexpectedly
even more than the several thousand boxes of films NPIC/dumped into
our record d storage facility, ten years after it was cons tructed.
We also expect to receive increasing amounts of records from the
DDS&T components which are continuing their organizational expansion
and technological production,
6. Such trends of increasing demand for Records Management will
clash with the expected cut in records personnel. Experience in
several components has demonstrated that the Records Managenent
Officer position is among the first to be terminated during periods
- 7 -
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ILLEGIB
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? of retrenchment? The Records Program objective is to save Agency
fund, space, and personnel. Today the Agency needs more records
management not less. IMMMMore than two years are required
to provide adequate training and experience for a Records Of4r
to become effective. Unfortunately, the Agency is not providing
the Records Program with any opportunity to develop new replacements
for those Records Officers who have established the Records Program
these past ten to fifteen years and Tho will retire in the next
five to ten years. The network of Records Officers exists across
the Agency but there is no control to ensure a comparable workload
and reward. The special duties and responsibilities of many of
these records administrators are as valuable ani difficult as
those of many Finance, Security., and Personnel Officer But,
the ceiling-short components have rejected such administrative
officers as regularly as tha y have the Records Officers. That
condition will continue for years to come we are certain, but,
during this Planning .period the Agency must face up to its
need Vio--good Records Managers and4Provide a formal, centralized,
personnel system for their comparable assignments, development,
evaluation, and promotions.
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SELET
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MRMORA
SUBJECT
DD/S 70-0471
4 }-EB 1970
FOR: Chief, Support Services Staff
: Control Figures for 1970 Congressional Budget
and 1772..1976 Program Submission
1. Your 1970 Congressional Budget and your 1972-1976 Program
submission will reflect the following totals:
9
1970
Staff positions
Average employment
$ in thousands $978 $1, 388
197 1
25X9
$1, 32 1
2. These reflect the following changes from the 197 1 BOB Budget:
.19.7.2 Decrease of 2 A. E. in view of position reductions
Increase In retirement contribution
: Decrease of 10.2 A. E. in view of position
reductions
Increase in retirement contribution
Required absorption of retirement cost increase
-$28 thous
+2
-$26 thous
-$143 thous
+ 4
- 4
.414 3thous
3. 0/PPB is expected to issue a call for the Congressional Budget
material with a due date of 16 February. M=Mlaf my Staff, together
with Messrs. if the SIPS Task Force will be working di-
reedy with the Office of Computer Services and your budget officer to develop
the computer listings which will satisfy most of the Congressional requirement.
These listings will also form the basis for your 1972-1976 Program projections
which are due in O-DD/S Plans Staff by 20 February 1970 to meet the current
requirement for the Program submission by 2 March 1970.
/If
John. W. Coffey
Assistant Deputy Director
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OUTLINE OF PROGRAM CALL
FY 1972-76
STATINTL
PART I: Summary of Fund and Position Requirements: Action
PART II: Summary of Program Progress, Trends, and Problems.
Summary Statement on overall program objectives (where
they have changed from last year's program submission), gen-
eral thrust of activities, progress towards objectives, and
report on discernible trends and changes in program plans
for the future.
PART III: Discualon of Program Change
ACTION: Explicitly revalidate program plans already in PPB'
by indicating information is still valid, or ....
revised plans where changes occur or follow.
A. New Programs and Activities (see p.4,5 & 6)
B. Programs Requiring More Resources (see p.7 &
C. Programs Requiring Fewer Resources (see p. 9)
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