ANNUAL REPORT OF RECORDS VOLUMES AND EQUIPMENT INVENTORY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP76-00883R000100060002-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 15, 2016
• Document Release Date: May 6, 2002
• Sequence Number: 2
• Publication Date: February 9, 1973
• Content Type: MF

Approved For Release 2002/09/26 : CIA-RDP76-008 3W1 000100060002-0
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'1: `'Y73
Records Management Officer
SUBJECT . Annual Report of Records Volumes and Equipment Inventory
1. A major factor in measuring the progress of the Agency's Records
Management Program is through the data you submit in your reports. The
reports also enable us to satisfy a requirement from the National Archives
and Records Service, GSA.
2. The reports you submitted for the previous fiscal year revealed
a 3.6% reduction in the total volume of records held in agency offices.
The 1,000 cubic feet limitation imposed on the transfer of records to the
Records Center was instrumental in bringing about a reduction in net
holdings at the Center. We feel that these reductions were the result of
greater attention from you to the records program. Careful thought should
be given to microfilming as an additional opportunity for reducing records
holdings. Any microfilm proposals should, however, be coordinated through
proper channels by you. A basic objective in our records program is to
achieve equilibrium between records creation and records destruction. To
reach this goal more time and attention to your records program will be
required during this coming year.
3. The records inventory for fiscal year 1973 should be completed
within two weeks after the close of the fiscal year and forwarded to the
Records Administration Branch by 31 July. In the future the reports will
be submitted on a semi-annual basis with the reports due in RAB on 31
January and 31 July.
4. As in the past, the report will include the volume of records on
hand by the categories listed on the enclosed form. (If records occupy less
than 1/4 drawer, do not count, if 3/4 or more, count as a full drawer.) In
addition, you are requested to translate the microfilm figure into the
amount of paper represented on the film and record the footage in the space
provided on the form. The conversion table on the bottom. of the form should
assist you with your computations.
For comparison purposes an inventory of all filing equipment is
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requested. An appropriate form is enclosed for your use. Please indicate
on the form whether the current total for each category is a plus or minus
from last year's inventory. As records managers, we ask that you keep
abreast of new technological advances in filing equipment and give thought
to converting high density filing areas to secure areas. Such conversions
will not only improve operations but will reduce your space requirements,
floor load, and equipment costs.
Approved For Release 2002/09/26 : CIA-RDP76-00883R000100060002-0
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6. We are requesting also an inventory of al reproduction machines
within all components. The inventory should include all xerox, reader.,-
printers, and all other copying machines used for reproducing records.;
Indicate the type of machine and where located and if it is shared. with
another component. The inventory of reproduction equipment may be sub-
mitted with the records inventory report at the en of the current fiscal
year. No special form is provided for this invent cry.
7. Your cooperation in submitting these rep
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deadline will be a rec ated. If you have any quess
STATINTL forms, call on extension
F
its and in meeting the
tions or need addit ff}INTL
STATI NTL
Approved For Release 2002/09/26 : CIA-RDP76-00883R000100060002-0