Document Type: 
Document Number (FOIA) /ESDN (CREST): 
Release Decision: 
Original Classification: 
Document Page Count: 
Document Creation Date: 
December 9, 2016
Document Release Date: 
August 2, 2001
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Case Number: 
Publication Date: 
March 16, 1971
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PDF icon CIA-RDP74-00390R000300440010-6.pdf1004.62 KB
SECR ~ Approved, For Release 2001/08/09 : CIA- P74-0039OR000300440010-6 CIA RECORDS MANAGEMENT BOARD MEMORANDUM FOR: Members of Records Management Board SUBJECT Relationship of Records Program and Information Processing 1. Attached is the 8 March 1971, memo from the Chairman, Information Processing Board. He asks our Board to consider several ADP and Records related problems and advise him of our findings. We will discuss this at our next regular meeting on Tuesday, 23 March at 10 a.m. in Room 4E-31 Hqs. The following is my position on this question and can be used as a starting point for that initial discussion. 2. To determine where Records Management and Information Processing impact on each other, I would start by establishing the scope of Records Management as prescribed by the Federal Government and this Agency: (a). The Federal Records Program started in: The Records Disposal Act of 1943 (Attached) The Federal Records Act of 1950 (Attached) (b) Those legal requirements are interpreted for action in? The Federal Property Management Regulations (Index Attached -- Details available) (c) The Agency Records Program is set forth in: Headquarters Regulation-(Attached) 25X1A 3. The Agency Program is consistent with the Federal requirements and encompasses the complete life-cycle of all information processing and document- ation. The Agency Regulation specifies seven major fields for the Records Management Program: SECRET Approved For Release 2001/08/09 : CIA-RDP74-0039OR000300440010-6 Approved For Release 2001/08/0$f&iLDP74-00390R000300440010-6 (a) Forms analysis, design, and control (b) Correspondence improvement and standards (c) Reports analysis and control (d) Records keeping systems, files, equipment, and supplies (e) Records Scheduling for disposal or preservation (f) Vital Records identification and protection (g) Facilities for temporary storage, retrieval, and disposition of semi-active office files and long-term preservation and service for permanent, Agency records of continuing value. In addition, the Federal Records Program, in the attached FPMR's, also requires the Agency to provide for the management of microfilming, directives, mail, and ADP Records. 4. Agency Regulation - defines a record this way: "Records material is defined as: All books, papers, maps, photographs, films, recordings and other documents and material regardless of physical form or characteristics, created or received by any part of the CIA pursuant to Federal law or in connection with the transaction of public business . . ." 5. There is no area of data collection and informa- tion processing that is outside the Records Program regardless of the equip,nnt or system employed. For example: (a) The ADP input and output media are forms or reports or correspondence. (b) The file, the system, and the equipment and supplies are all related to Agency transactions and information received or created regardless of physical form. (c) The Agency paper files are systematically identified and scheduled for periods of office activity and semi- active storage. The scheduling of these periods of file life and eventual disposal or preservation is coordinated to ensure the needs of operating officials and the established legal requirements. The erasure of tapes SECRET Approved For Release 2001/08/09 : CIA-RDP74-0039OR000300440010-6 Approved For Release 2001/08/09;tk-4174-00390R000300440010-6 like the destruction of papers or microfilm should not depend upon only the operating need of the immediate office, an analyst's opinion, or available file space. The requirements of the Agency Systems, the Office, and the law must be considered. The Records Program has scheduled the Agency's 300,000 cu. ft. of paper files and has legally destroyed more than 100,000 feet from its storage center. The scheduling and systematic storage and retrieval or disposal of the Agency's 28,000 tapes (4,000 cu. ft. at 7 tapes per cu. ft.) is a comparatively small collection of Agency files. (d) The existence of Vital Records within the ADP Information Processing Systems is undeniable. Currently the ADP systems do not protect their Vital, irreplacable data, documentation, or information within the Agency Vital Records Program or Emergency Planning Program. Computer Centers are storing some material outside the tape library but conveniently nearby, within the same building. This procedure is seriously opposed by me and contrary to the Agency Records Program. There are procedures and space to accommodate ADP Vital Records within the existing facilities and Program. (e) The Agency Archives and Records Center facilities are readily available to the Information Processing Systems. The two couriers per day put these facilities within a few hours of each Computer Center. Their use for the preservation of temporary, inactive tapes and related documentation are essential to relieve the shortage of office space in the Computer Centers and the Systems Analyst areas. Likewise the Archives is available to preserve permanent documentation and information or policy files on the development of Information Processing Systems. Protection standard there are continually reviewed by Security and CI Staff. Also the environment controls and problems are similar to those existing in the Tape Libraries. 6. Each of the seven Sub-Programs of the Agency Records Program is designed to provide for the efficient and economical operation of all types of records systems regardless of the media employed. The data processing impact today is but a variation of past activities. SECRET Approved For Release 2001/08/09 : CIA-RDP74-00390R000300440010-6 Approved For Release 2001/08?f:4Q-F DP74-00390R000300440010-6 The Records Program has routinely experienced and coped with information processing that used paper records and various kinds of record copies whether carbon, Xerox or Thermofax. The flood of Microfilm brought some 90,000 reels to storage and even more in the offices. Similarly, the microfiche and aperture cards were routine additions. The arrival of punch cards developed many specialized forms, files systems, and equipment demands. Further, these tab cards filled office space and the Records Center with tens of millions of cards. This was no more disconcerting than the storage of 2,000 reels of'tape in the Center and the special file equipment for 27,000 reels in the office areas. The unique storage requirements of NPIC films and models are systematically scheduled, stored, and retrieved in the Records Program. The special file systems, forms, equipment, and supplies for X-rays, EKG tapes, language and security tapes, and Optical Character Recognition Systems are regularly served by the Records Program and its network of Records Managers. 7. The arrival on the scene of 4,000 cubic feet of data processing magnetic tapes are no more disconcerting than the probable requirements to cope in the future with the metal data strips from the Laser devices to be used for data storage. The Records Staff and its storage facilities will continue to remain current in their ability to assist and serve new technological development in the fi ld e of information processing. 8. I believe the Records Program will cope with information processing records as soon as the related officials recognize that their product and documentation are official records of the Agency and their work is not personal papers or unique non-record materials Ever . thing into the fiolc~_.,,s~.f Information Processing conve""enTi-eenT tly tll.e existin,gRecords Program and its established systemat~._,procedures. There is no justification to create a duplicate program for the storage and retrieval of Information Processing material. Neither is there justification to distort the Agency Records Program to focus primarily or exclusively on information processing material. I believe the objectives of the Information SECRET Approved For Release 2001/08/09 : CIA-RDP74-00390R000300440010-6 SECRk, Approved For Release 2001/08/09 : CIA- 74-0039OR000300440010-6 Processing Coordinators can be quickly and simply accommodated with an authoritative pronouncement by . OK the IPC B e effect that all ADP material will be accommodated asrecords within esdope of ,.._,T.Y_ --- ^m_ off = s i M _ _ s Manag n er Rec t -eacn component can meet with their Systems Analysts fO ,)`I G 4 to Schedule systems tapes and programs for routine 25X1A transfer to the Records Center, Vital Records Depository, Archives, or disposal facilit Attachment: Records Disposal Act Federal Records Act FPMR Index to C/RMB 8 Mar. 71 SECRET Approved For Release 2001/08/09 : CIA-RDP74-0039OR000300440010-6 Approved For Release 2001/08/09 : CIA-RDP74-0039OR000300440010-6 men facilitating the use of the collections shall have prece- dence ver detailed calendars and textual reproductions. This Co mission shall meet at least once a year, and the members s 11 serve without compensation except repayment of expenses tually incurred in attending meetings of the Commission. SEC. 6. That t re is hereby further created a National Archives Council co posed of the Secretaries of each of the executive departments f the Government (or an alternate from each department to named by the Secretary thereof), the Chairman of the Senat Committee on the Library, the Chairman of the House Co mittec on the Library, the Librarian of Congress, the Sc etary of the Smithsonian Institution, and the Archivist of the 'nited States. The said Council shall define the classes of n 3terial which shall be transferred to the National Archives B ]ding and establish regulations governing such transfer; and ? )rail have power to advise the Archivist in respect to reguh 'ons governing the disposition and use of the archives and r cords trans- ferred to his custody. ject to statutory limitations and restrictions are tranl\-. red and restrictive statutory provisions with respect to the c:xal ination and use of such records applicable to the head of the agency having custody of them or to employees of that agency shall thereafter likewise be applicable to the Archivist Archives Establishment respectively. and preserve motion-picture films and sound reco.d/.._s per- taining to and illustrative of historical activities of se Z nited room for showing such films and reproducig such sound recordings for historical purposes and study. seal which will be judicially noticed. The Archivist of the United S tes may make or repro- duce and furnish authenticated unauthenticated copies of any of the documentary, pho graphic or other archives or records in his custody that re not exempt from examination as confidential or protec d by subsisting copyright, and may charge therefor a fee fFlcient to cover the cost or expenses thereof. All such es shall be paid into, administered, and expended as a rt of the National Archives Trust Fund created by see on 5 of the National Archives Trust Fund Board Act ''here shall be no charge for the making or authentic ton of such copies or reproductions furnished to any d artment or other agency of the Government for offrc' use. When any such copy or reproduction furnished the United States, or in his name attested by the head of office or the chief of any division of the National Ar 'ryes designated by the Archivist with such authority, it zul be admitted in evidence equally with the original fro which it was made. Src. 8a, Any official of the United Stat Government who is authorized to make certifications or terminations on the basis of records in his custody is h ?eby authorized to make certifications or determinations the basis of records that have been transferred by him his predecessors to the custody of the Archivist of the Ut ' ed States. SFC. 9. That the Archivist s all make to Congress, at the beginning of each regular se Ion, a report for the preceding fiscal year as to the Nati al Archives, the said report in- cluding a detailed state ent of all accessions and of all re- ceipts and expenditur s on account of the said establishment. He shall also trap it to Congress the recommendations of the Commission on National Historical Publications, and, on January 1 each year, with the approval of the Council, a list or de ription of the papers, documents, and so forth (among e archives and records of the Government), which appea to have no permanent value or historical interest, cghcerned, and subject to the approval of Congress, shall e destroyed or otherwise effectively disposed of. SEC. 10. That there are hereby authorized such appro- pri ions as may be necessary for the maintenance of the Natio 1 Archives Building and the administration c the co}lectio s, the expenses, and work of the Commission on National istorical Publications, the supply of necessary equipment a expenses incidental to the operations said, including ansfer of records to the Archives Building: printing and bin ing; personal services in the Dist: ct c' diem in lieu of subsist . cc, notwithstanding the provisions of any other Acts; stenogr, hic services by contract or ethtr- wise as may be deemed n essary; purchases and exchanzc of books and maps; paymen in advance when aut _cr:zed by the Archivist for library me .berships in societies whose publications are available to me . hers only or to rm,.__..oers at a price lower than to the gener public; purchase. ex- change, and operation of motor vehic'1s; and all absa:a