Document Type: 
Document Number (FOIA) /ESDN (CREST): 
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Document Creation Date: 
December 12, 2016
Document Release Date: 
December 14, 2001
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Publication Date: 
May 9, 1972
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PDF icon CIA-RDP76-00883R000100130004-0.pdf521.88 KB
?App1`bVedo Release 2002/ 1 70.' `-QI76`w03R000100130004-0 9 May 1.97Z MEMORANDUM FORt Deputy Director for Intelligence Deputy Director for Plans Deputy Director,for Science $c Technology Deputy Director for Support SUBJECT t Archives, History, and .Records 1. Considerable study and discussion have taken place of the Agency Historical Program and the Records Management and Archives Programs. This memorandum will outline a basic approach to the interrelationship of these three subjects in an effort to improve the Agency's performance in all these fields. 2. In essence, the three subjects all record. our experience to make it available for future use as required. This use includes file searches for current operational support, briefing and training now personnel, answering press 'or Congressional questions as to the Agency's role in earlier events, etc. The problem is to design a system which will satisfactorily answer the needs of the future in these fields with a minimum.. expenditure of man hours and funds at present. In these clays of declining persoruiel ceilings, we obviously cannot dedicate large -amounts of current manpower to making irxr n.cdi- a.tely available detailed answers to all contingent questions. On the other hand, some ' records have direct value to future operations, and certainly our need to handle press or Congressional questions warns us of the need to devote an appropriate effort in this direction. 3. In our approach to this problem in this internally compart?- m.ented Agency, it is 'essential to decentralize much of the responsi?- bil.ity and most of the actual effort. At the same time, this dccentrali' zation needs to be matched by a reporting system which will indicate the degree to which minimum standards are met by all units, and a mechanism. by which units can profit by interchange of experience and by sharing solutions. 4. In our analysis we must clearly recognize different kinds of records material and the different purposes we expect them to serve. Some 'oi; our records are important basic 'reference tools, c. . , CI. files. Approved For'Release 2002/01/10': CIA-RDP76-00883R000100130004-0 ? Approved F Release 2002/01/10 : CIA-RDP76-008 000100130004-0 Som.c are analyst working files of moderate life requiremeaats. Some are publications of the Agency distributed elsewhere in the Government with source sanitization. Some are operational records and documents, and some of these are highly' sensitive and must re- 7:xa.ain compartmented as well as classified. Some of our reviews of past events are essentially chronicles of these events, which have value to new arrivals. Some should be analytical reviews drawing lessons and conclusions. Our system should reflect these differences if it is to do the job needed. 5. The following overall approach to this situation has been developed for implementation through the mechanisms indicated: a. Records Management 25X1A (1) Effective records management is the foundation stone of any satisfactory action in these fields, as well as current operations depending upon effective records. It, must be the subject of continuing and serious attention at all levels of the Agency. The Executive Director will report on it periodically to the Director and Deputy Director, and it will bo reviewed semiannually with the Deputies. (2) The Records Management Board (with representation from each Directorate at the senior officer level, and such secretariat as may be ro uirod) will report its conclusions, recommendations, etc. , (with any dissents) directly to the Executive Director. The Deputy Director for Support will provide general support for the Agency Records Management Program, while each Directorate will remain responsible for the Records Management Program within its own Direc- torate. The Chairman of the Records Management Board will be the Agency Records Admn-Anist.ration Officer and will report directly to the Executive Director, together with his secretariat. The Records Management Board will make semiannual reports to the Executive Director, outlining the status of the Agency's Records Management Program, any problems it is experiencing, and its recommendations for improv'omeat of the Program (including reports on records Approved For Release 2002/01/10 : CIA-RDP76-00883R000100130004-0 Approved Felease 2002/01/10: CIA-RDP76-008$000100130004-0 management to be subr mitted by the Directorates). The 'Executive Director will consult,with the Deputy Directors before implern.enting any such reconarnendations. (3) The Agency Records Administration Officer will be a nonvoting member of the Agency Information Processing Board, with authority to submit agenda items and recommen- dations to the Information Processing Board. IIe will Par- ticularly bring to the attention of the Information Processing Board those aspects of the Agency's Records Management .Program which should be considered by the Information .Processing Board, with any recommendations for support of the Agency Records Management Program requiring Informa- tion Processing Board action. He will similarly naalce avail- able to the Records Management Board all information coming before the Information Processing Board which. might be of value or be appropriately considered by the Agency Records Management Board and its members.- .and, methods. and include appropriate measures to 'comply with legal and executive requirements for retention and declassification. In particular, recommendations should be made as to i ixc`.., identification of categories which might appropriately be retired as classified Government documents under GSA auspices or passed to the National Archives, rather than held solely under CIA control to protect intelligence sources (4) The Records Management Board will develop roc:om?- menclations as to categories of Agency records (such as the categories in paragraph 4 above, plus any others deemed appropriate) and as to specific guidelines for the belection and retention of records in these categories. These guide- lines should also, where appropriate, include time periods for retention by category and indicate disposition thereafter,, (5) The Records Management 13oa.rd.will servo as the forum for recommendations for declassification, Agency contributions to other Agency historical programs and other interagency pr oble'nE; involving the Agency's records. In Approved For Release 2002/01/10 : CIA-RDP76-00883R0p0100130004-0 App"rovedr Release 2002/01/10,: CIA-RDP76-0093R000100130004-0 this process, coordination will be made as appropriate, with the General 'Counsel, the Director of Security, the Agency Historian, the Agency Archivist, etc. Archives '(1) Each unit submitting an annual report report (see below) will identify its key documents and files for perr. naaent inclusion in Agency Archives. The Records Management Board will develop the system or systems by which such documents will be identified on a systematic basis during the year and indexed for later access, as an element of the Records Management Program. Annually, each unit will. make an overall review to ensure that the documents marked for archival retention are neither excessive in detail nor in- complete through omissions. A certificate to this effect will accompany the unit's Annual Report, and the Agency Archivist ' L eciu ve wall report any pxool.ena.s in this process 40 the Director through the Records Management Board. (2) An Agency Archivist will be appointed to supervise the Agency's Archives Program and will report directly to the .Executive Director. He will be a member of the Agency Records Management Board and will coordinate the execution of the Archives Program through this Board. He will also work in close coordination with the Agency 1. .ecords Manage- ment Officer and the Agency Historian. Archivists will be appointed by the Deputy Directors in their Directorates to supervise this program in the Directorate. These officers will. be of senior grade, although they may be appointed as Directorate Archivist as a part-time diity in addition to other taratc will be assisted by `clie Pazc The ti l y .e.. c u c The Agency and Directorate .Archivists will. supervise compliance with overall Agency Archives xegu- lations to be drawn up and issued after consultation, the Deputy Directors. A semiannual report to the Executive Director on the Archives Program will be prepared and. co- ordinated with the Records Management Board.. (3) Arrangements will be made for the sei;xegatio of archival documents, from -those held for records purposes, Approved For 'Releiase- 2002/01 /10 : CIA-RDP76-008838000.100130004-0 Approved ,pRelease 2002/0i.9 ,:,GIA-RDP7.&:Q01WR000100130004-0 *id~CJa'u.'o..'iy 4ti'a in order to permit the automatic retirement and disposition of records without loss of key archival doc'uxents. Archives will be physically held by the Records Management Officer in the Rccoi ds Center, under guidelines established by the Agency Archivist. c. History (I-IR The major thrust of the Agency Historical Program will be placed on the development of analytical histories of im-- portant Agency activities and operations. The 11Offico . fi.story" approach to date, which has been largely successful in;?- ing our history up to 1965, will no longer be the major focus of the Program, as the chronicling of future Agency activity will take place under the Annual Report system outlined b~:low, Thus, future Agency Histories will take major subjects of Agency activity and analyze the ways in which the various ele- -meaats of the Agency worked together to produce the overall Agency contribution to the: operation in question. There will be sort.-to situations in which a single element of the Agency provided all or most of the Agency participation in any one activity. There will be occasions also whon sensitivity will require that any analytical review of an operation be con- ducted in a most restricted fashion. This will apply to many Clandestine Service Histories. Priority will be given to establishing the basic Agency History of the more prominent operations and activities in which the Agency has been engaged, e. g. , Cuban Missile Crisis Ba of Pigs, War in Vietnam, U-2 Operations, etc., with particular attention to lessons derived from these experiences. These histories should also..be__ii)(dexed in a fashion to permit their use to provide immediate xe;spoxtseto public or con- gressional inquiries on these prominent events to the extent feasible. Histories will in the future depend upon Annual Reports for general chronicle and upon the Archives Program for identification of key documents. The .Agency 1l:istor ian will be an ex officio member of the Records Management lB oard, will report directly to the Executive Director, and will work in close coordination with the Agency Archivist and the Agency Records Management Ofttiicor, Approved for Release 2002/01110': CIA-RD.P'76-00883ROUO100130004-0 V7 1 Approved F2elease 2002/p114: -C!AR6xg0000100130004-0 . Annual Reports (1) To provide the necessary chronicio of the Agency's activities at minimum expenditure of effort, a systcin of annual. 'reports of the units and offices of the .Agency will be developed. These will be submitted to the next senior core.- xxzand level for review and then held by the originating unit, with a copy incorporated in the Agency's Archives. The annual report will be compiled during January, covering the' previous ca enr sir year. The iden%i:iication of the eleineats to $ulnait these annual reports and an outline of their format will be developed by the Agency Historian fox the Executive Director, in coordination with the Deputy Directors. Those may include significant contractor units, when these played significant role in Agency progran-is or operations. These annual reports should highlight major. aceonapli,hnients, major problems and overall conclusions and recoxmxienda.tions for future action in the unit itself or by elements supporting or associated with it. As required, compartmented annexes can be compiled and hold separately covexin particular y sensitive events. (2) In many areas it will be essential to produce one-time reports to cover the years from. 1965 (or the most recent History) to -he current Annual Report. This will be under- talceri by units identified to submit future Annual Reports. In those situations in which an overall Agency History to be pro- duced will cover the period in question, a separate Annual Report need not be developed (e. g. , the 25X1A War in. Vietnam), as the necessary chronicle an rchives can be developed at the same time as the analytical history. In other cases, however, a one-time effort to catch up to the current annual report system will be necessary, and this will be under taken by the unit in question. Staff supervis iQa of .this activity will be provided by the Agency Historiaii and Archivist. e.' Clas sification and Declassification The Records Management Board will be the focal point fond the Agency's implementation of, the classification and Approved For Release 2002/01/10 CIA-RDP76-00883R00Y01',00130004-0 Approved elease 2002/01/10: CIA-RDP76-009"000100130004-0 declassification procedures x equired by )Executive Order 1.1652. The Board will coordinate as required with the . % General Counsel, the Director of Security, the Agency Archivist, the Agency Historian and others in carrying out this responsibility. The Agency Records Management: Officer will be designated under Section 7 of this Order as the Agency a epresentative to the Interagency Classification' Review Committee, acting under.the. supervision of t4e Executive Director. W. .C. Colby ti Executive Director- Comptroller Apprgved'For Release 2002/01/10 : CIA-RDP76-00883I 000100130004-0 25X1A Approved For Release 2002/01/10 : CIA-RDP76-00883R000100130004-0 Next 1 Page(s) In Document Exempt Approved For Release 2002/01/10 : CIA-RDP76-00883R000100130004-0