Document Type: 
Document Number (FOIA) /ESDN (CREST): 
Release Decision: 
Original Classification: 
Document Page Count: 
Document Creation Date: 
December 12, 2016
Document Release Date: 
February 8, 2002
Sequence Number: 
Case Number: 
Publication Date: 
February 18, 1972
Content Type: 
PDF icon CIA-RDP74-00390R000300400008-3.pdf354.53 KB
Approved For-Release 2002/05/06 : CIA-RDP74-0039OR000300400008-3 a~1~UURANDU1 FOR: Acting 'Director of Training INVOMIATIOti t 1Uaputy Director for Support bUBJ .C : CIA Records Management Training program 1. In elaboration of our discussion of 2 February concerning. our proposal to have a CIA Recordo 21ana a tent A-raining Program initiated, we have expanded. upon the overall concept and objectives and have provided further details on the sessions, audiences, subject. wafter, and resources. As I aia sure is obvious to you, a program. of this size requires considerable refinement and coordination.. We ieal that this paper moves us a step toward i~aplemantatioa but we appreciate that there is much more that must be done before the course segments can be ;in. 2. We believe three types of records management education are required in the Agency. We propose that: A. Senior management officials receive concise briefings with the objective of explaining what records management is and, more importantly, what benefits they can expect from. having active records management programs in Chair components. The Office of Training role in pre-' seating such briefings should be minimal, if any. From our point of view it is apparent that Agency management does not fully support as aactivo records management pro- gram because manal ers are not yet aware or convinced of the benefits to be derived from the program. B. brief records management preslaataations be inclu- ded in selected existing O IX courses. C. Special workshop-type courses be developed and presented for those personnel closely involved in the Agency' a aadmiuia trative and operational paperworix pro- coduras. declasslAcaIlan CONFtDEN HA Approved For Release 2002/05/06: CIA-RDP74-00390R000300400008-3 Approved For Release.2002/05/06 : CIA-RDP74-0039OR000300400008-3 (OM I iA 3. 'l'ieu Support Services Staff in prepared to initiate the first pha:3e of this pror;ram with a pilot records briefing of the Support Directorate Office heads. to take place immediately after a' i)J/S Staff meeting. This will be discussed with the Z)U/S in the very near Luturo. Asr;;uxaing general acceptance here we would seek to present similar briefings to senior officials in other Directorates and operating comaponents. These briefings would be about 30 to 40 minutes on the "what and why" of records management with another ten minutes or so for questions. (Please see Tab A for audience sizes and frequency.) The initial senior-level briefiugo would be can- 25X1A. ducted by a recognized authority. We believe E__ I the former Assistant Archivist for Federal Records t:anagenont, National Archives and Records Service (NUS), is particularly well qualified to conduct these cessions in an interesting and stimulating rsanner; we have verified his availability. 4. During various selected OTR courses, and without any major change in the course structure or student requirements, brief pro- sentations could be gives as a practical introduction to Agency records systems. These presentations would be tailored to explain procedures and trends related to paperwork operations in the Agency as well as to describe the services available. Such presentations have been well received at the 1L1J5 Trends and highlights Courses these past four years ane were included in the Career Training Program a few years ago. We believe these records presentations could be added to such programs,, as the nag eat and Supervision courses, the professional EOJ Orientation, the CT rrogratr, the .'iidcarecr Course, possibly the Senior SeLiinar. `not ar specially tailored records presentation would be bone: icial for trainees in the Clerical Induction, Clerical Orienta- tion, and Administrative Procedures courses. Other courses, such as the CS Records sessions, lend the4welvess to 'inclusion of this type presentation of the overall Agency records management program. (Please see Tab A, Section lr for our proposed list of selected OUR courses and audiences for such presentations.) We sdggest that these brief, talks be given by 'the existing course instructional staffs with materials provided by SSS. 5. The workshop-typo records management training we propose is intended to clarify technical details-and Agency procedures in such specialized office operations as: forms analysis and design; microfilms syace;;.s; correspondence iimprovament and standards; systems analysis; records facilities; equipment, and supplies; vital records. protection; records disposition, and archives identification and preservation. NA&S has developed many workshops ' which they present LJ t'{ i ic. 3 i 4 i I. Approved..For Release 20p2/05/06 :. CIA=RDP7 00'Qf 60 400008-3 Approved For Release 2002/05/06 : CIA-RDP74-00390R000300400008-3 (ONllDPITJ at the National Archives. (They also have established with the American University several institutes and graduate classes in records manage:raent and archives administ:cation which we urge career records officers to take.) 6. We have in mind presentation by OT1K of eight special records workshop courses, 1 to 3 days long, that focus on specific records activities. We propose to sitorten three of the workshops to fit our :seeds.. (Sec Tab A, Section III.) The NAztS kits, slides, scripts, and handouts are isan:ediately available at noninal. coat. We are free to adapt the;:a for our own in-house presentations and to provide particu- lar Agency 4auphas;i .. (See Tab 13 for brochure of NARS workshops.) We would like to assist in developing these tailored programs. shops could be presented in CIA facilities by a NARS specialist if we are unable to provide suitable expertise from the OTR iusatructe o or Agency Records :fanagement Officers. 7. In Tab C we have sumi-aarized the essence of our proposal. We have further categorized and quantified the audiences at whom the several ele ntu of this records management training program are directed. Ila also have shown priorities in which given categories of personnel should tare records courses. 6. We also have attached correspondence exchanged between this staff and the iI)1? Records hanagersent Officer. 'L'eis typifies the kind of personalized training program which can be used to good advaartags for others who are ewbarking on careers in records manageu:eat. 9. I shall be moat happy to meet with you and/or members of your staff to discuss further this. training proposal and to benefit from your views. Chief, Support arv ces St I aff DDS/SSS/LRF:rf (13 Feb.' 72) .,;,. Distribution: Urig. & 1-Addressee il r';1 A F se 20021 7 3`'Rm(~(b.1100 8-3 25X1A 1-SSS Chrono Approved For Release 2002/05/06: CIA-RDP74-00390R000300400008-3 RECORDS MANAGEMENT TRAINING PROGRAM Sessions and Audience Estimates. BRIEFINGS AND ORIENTATIONS: a. Senior Executive Briefings: 20 people in all. For Senior Officers in the Office of the Director, Offices of Deputy Directors, and Heads of Independent Offices. We pro- pose that these sessions be conducted by a special consultant to the Agency who will describe the benefits which the CIA may derive from a more active records program. We anticipate two of these. briefings, 30-45 minutes each addressing about b. Operating Official Briefings: For Heads and Deputies of.Offices, Area Divisions, and Senior Staffs, and their Executive Officers. These sessions also are to be given by a consultant who will cover the Agency Records Management Program and the support possible through its active. application in Agency components. We foresee five of these briefings, 46-60 minutes each, with a total audience of some 115 personnel. e in length, with on the order of 200 persons (tot g. c. Component Officer Briefings: For component officers in the GS-14/16 grade level,-including.' Office Division Chiefs, DDP Branch Chiefs,.Senior Support and Administrative Officers. These briefings will be conducted by a consultant or the CIA Records'Administration Officer and will,' be on the Agency Records Program and its'potential which com- ponent officers may exploit. ? .We project a need for ten of these briefings, each approximately 1 hour in briefed. al) b Approved For Release 2002/05/06 : CIA-RDP74-0039OR000300400008-3 Approved For Release 2002/05/06 : CIA-RDP74-00390R000300400008-3 RECORDS MANAGEMENT PRESENTATIONS ADDED TO OTR COURSES:' 150 course offerings per year involving 151 hours of records management presentations. Regular Training'Course'Presentations: Course Title . Admin. Procedures Fundamentals of Supv & Mgt. Intell. & World Affairs Advanced Mgt. (Planning) e. Managerial Grid Support Services Trends Senior Seminar Mid-career Course i. Microfilm Seminar, . j. ADP Orientation (OCS) Clerical Orientation Clerical Induction. Frequency Monthly 6 per yr. :6 per yr.. 6 per yr. 4 per yr. 6 per. yr. 4 per yr. .6 per yr. 3 per yr. 30 weekly l,hr.(addtl.) 15 bi-weekly ?? '1 hr. (addtl.) ... 20 Regular CS Training Course Presentations: Field Finance & Logistics Field Ops. Familiarization o. CS Records I CS Records II CS Records III Basic Operations 6 per yr. 1 hr. 6 per yr.- I hr. 11 per yr. 7 per yr. '4 per yr.. 2 per yr. l hr. 40 Approved For Release 2002/05/06 CIA-RDP74-0039OR00030040000873 Records Mgt. . Maximum Presentation " Registration' Approved For Release 2002/05/06 : CIA-RDP74--00390R000300400008-3 NARS COURSES TO BE PRESENTED BY 0TR (Total: 8 workshops requiring 12 days.) . Records Maintenance and Disposition (Shortened) Forms and Guide Letters c. Correspondence Management' Speeding Mail Forms Improvement Information Retrieval Systems (Shortened) Approved For Release 2002/05/06 : CIA-RDP74-00390R0.00300400008-3 Files Improvement (Shortened) Records Disposition