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Document Number (FOIA) /ESDN (CREST): 
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Document Creation Date: 
December 12, 2016
Document Release Date: 
April 24, 2002
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Publication Date: 
March 1, 1972
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PDF icon CIA-RDP77-00389R000100380003-2.pdf380.45 KB
SECRET Approved For Rse 2002/05/10: CIA-RDP77-00389R0Q0380003-2 3. MAR 1972 SUPPORT SERVICES STAFF CONTRIBUTION TO THE SUPPORT DIRECTORATE PROGRAM MEMORANDUM 1. MAJOR NEW ACTIVITIES A. Microfilm Systems Implementation The continued pressures to limit paper creation, de- crease storage of hard copy in offices, and to reach zero growth of records in the Records Center dictate thorough cost-effective exploitation of available techniques in data reduction, including employment of the various microforms. During FY 1973 and the 1974 program year, the Support Services Staff (sSS) will continue to support OTR in the presentation of microfilm seminars, the objective of which is to familiarize a broad population of the Agency with the potentials offered by microfilm systems,. We already have seen a significant quickening of component interest in this area, interest which is stretching SSS capability to respond to requests for assistance in the conduct of microfilm systems studies. By reprogramming internal SSS personnel resources, we propose to add one more officer in Fiscal Year 1973 to assist the present sole SSS microfilm program officer. The additional microfilm. program officer will make it possible for SSS to extend systems analysis and hardware selection assistance to non-DDS components as well. It also will be necessary to continue to employ the services of a consultant to provide expert advice on the conduct and analysis of microfilm systems studies during both FY 1973 and FY 1974. We expect the tempo in terms of numbers of studies, and their complexity, to require that we increase consultant funding from $10,000 in FY 1973 to $20,000 in FY 1974. In order to facilitate the introduction of microfilm systems, we are programming for the procurement of $43,000 for microfilm equipment in FY 1974. This equipment will in- clude microfilm cameras, readers, reader/printers, and a Diazo microduplicator for the Records Center; this Approved For Release 20W/05/10: Cl 89R00 1 a0 WW2 WRET drJAS3111Q11*0 SECRET Approved For Fase 2002/05/10 : CIA-RDP7 00389R=40380003-2 equipment will be procured by SSS and will be used where needed to initiate pilot microfilm programs in DDS com- ponents. OS, OP, OMS and the Records Center all have major microfilm system potentials which are either being examined now or which warrant examination in the near future. We are requesting an increase of four contract -three gff positions in FY 1974 at our Records Center,. w ic- wi1 Zhe-useci._to cgsnmence.-a._m~j ox microfilm co version o_t? our, permanent archival records. The fourth new contract position is needed to augment our current -ifi'o3est~7ffor . to - icE en archival-,,mmat-erial.?now- in. the Records Center. B. Data Management Centers - Support Directorate ADP Systems Grou The SIPS Data Management Centers, discussed in pre- vious program submissions, will commence operation in Fiscal Year 1973. Data Management Center staffing will require no increase in Support Directorate ceiling; plans for restructuring of current functions and procedures are underway. This restructuring will involve shifting personnel and positions from the Support offices and from the Information Processing Branch, Support Services Staff to the Data Management Center. 0 of the present Information Processing Branch posi- tions will be phased into Data Management Center activity. Approximately twenty-five input typists and sixteen input editors and technicians will be required for editorial work, input preparation, and reports distribution when .the Centers are fully operational. These positions and people will come from internal transfer or assignment within the Support Directorate. The remaining thirteen positions now in IPB will form the nucleus of the Support Directorate ADP Systems Group responsible for maintaining, refining, and expanding new increments to present systems. Detailed staffing plans for the Centers located in Headquarters, Key and Ames Buildings are in the final stage of development. Space renovation is underway in Headquarters Building. The major problem is establishing an appropriate management pattern for Center personnel and functions. CxGtN' i Approved For Release 200g/05/10 : C ERf 389R0001 At __ O"* 25X1 f Approved For Remise 2002/05/10: 00389 R0# 00380003-2 SIPS represents a marked change in Directorate information processing. The Data Management Centers are visible evidence of this change. An evolutionary approach to management of the Centers seems most appro- priate. Initially the systems will be managed and con- trolled at the Directorate level. C. CIA Archives Program There presently is a DDS proposal before the Executive Director--Comptroller for the establishment of a formal CIA Archives Program. If approved, this pro- posal will. involve transfer-of responsibility for the present unofficial Agency archives collection at the Records Center from the DDS/SSS to the 0/DCI and would establish an Archives Staff reporting also to the 0/DCI. While approval of this proposal'will also involve the transfer of some positions and personnel from the directorates (including DDS) to the Archives Staff, those changes which would affect the Support Services Staff have not been incorporated into this Program submittal. In order to provide adequate office-space at the Records Center for an Archives Staff, funding of $50,000 has been included in the FY 1974 program estimates year for construction of an elevator and stairs connecting the ground level of the Records Center I Iwith the first floor, where the present in.orma arc Ives collection is stored. Should the Archives Program proposal not be approved, the elevator and stairs will be invaluable in making the ground floor space useable by Agency personnel researching records; at present there is no suitable space available at the Records Center for the ever-increasing number of persons wishing to research documents stored at the Records Center. Approved For Release 2Q02/05/10 : C A-RDP77-00389R0 EC i SECRET Approved For Rase 2002/05/10: CIA-RD - 0389~100380003-2 .,_Program in Records Management D. Formalized Training We have initiated discussions with OTR to develop a major training effort in records management to be managed by OTR Support School. This program encompasses the following: 1. Briefings of senior management personnel by an outside expert Target audiences would include Deputy irectors,. Office Heads and perhaps Branch Chiefs. The purpose of these briefings is to explain what records manage- ment is in terms understandable to top management and to explain benefits components can expect from active records management programs, highlighting savings in personnel, space and increased efficiency of information handling. 2. Expand similar records management briefings in various courses now being run by OTR starting with the Advanced Intelligence Seminar, Mid-Career, the Support portion of Intelligence in World Affairs, and CT training. 3. Develop specifically targeted "in-house" courses (given by OTR instructors or instructors provided by NARS) for various levels of management concerned with records problems covering the major program elements of records management,.i.e., forms, correspondence, reports.. Target audiences would include full and part time RMO's, registry chiefs, senior secretaries, managers of major file collections and support officers. 4. Establish-training prerequisites for records management officers. Coordinate external training for records management professionals at NARS, American University and other records management seminars. Eaeludi Sraar a tls 25X1 Approved For Release 2002/05/10: CI -U89R00 1 d !2 Approved For Release 2002/05/10 s " 00389R00g100380003-2 5. Resources required: Need for one full time senior training officer in OTR (to be programmed by OTR) to establish and maintain program working in con- cert with SSS personnel. Also need funds for out- side consultant speakers, Offices would fund costs of externa training recommended by OTR. Most important, however, would be commit- ment on the part of operating officials to release their personnel for training ranging from up to 10 weeks full time for records management pro- fessionals to 1 or 2 hours for their senior level managers. ., II. PARTICULARLY SENSITIVE OBJECTIVES OR ISSUES III. MAJOR ANTICIPATED PROBLEMS A. Problems in Microfilm Area As we identify large file holdings that are sus- ceptible to long range cost effective microfilm applica- tions (and systems work has been completed) office heads will be faced with problems of identifying manpower they can divert to conversion (i.e., file preparation, purging, filming, and verifying) once the initial conversion is completed it is expected that maintenance of the system itself will be handled with the same amount of personnel and perhaps less personnel than we are now using on hard copy systems. B. See paragraph V below. IV. UNFUNDED REQUIREMENTS THAT MAY RESULT IN REQUESTS FOR RELEASES FROM THE AGENCY`S RESERVE FOR CONTINGENCIES DURING FY 1973 25X1 ~xal~~f true ~rt~-!ic Approved For Release 2002/05/10?1 7-00389R 00 3- ET SECR Approved For R e 2002/05/10CI 77-00389R00380003-2 V. NEW ACTIVITIES ON WHICH PRIMARY RESOURCE IMPACT ON THE AGENCY WILL OCCUR BEYOND THIS PROGRAM PERIOD (ie, FY 1975 and Beyond) New technical collection systems now being developed in DDS&T will result in mass quantities of film and other infor- mation media (both hard copy and computer tapes) that will be beyond their current capability to store. Even now, the pro- duct of the latest new overhead collection system to become operational is of such magnitude that NPIC and the-DDI.will have serious problems living within the space allocated to them D in FY 1973 and FY 1974. We have advised NPIC planners to include space to store their project product in their new building plans. The Support Directorate should in- sure that adequate space is included in NPIC building plans to accommodate their film and records storage needs resulting from these new systems. There simply is not room VI. CHANGES IN RESOURCE NEEDS FOR FY 1973 AND FY 1974 FY 1973: A $74,000 increase was made to'the original FY 1973 estimate; $64,000 increase for the 1972 pay legislation; $10,000 increase for consultant services in microfilm systems. FY 1974: A. Our overall FY 1974 budget estimates re- (-$76,000) flect a net decrease of $76,000 under the FY 1973 budget due primarily to decreased requirements by SIPS for ADP hardware and terminal site preparation costs. There are, however, the following increases over the FY 1973 base (which have been more than offset by decrease mentioned in A above): 1. 1% to provide for periodic step in- $13,000 creases, promotions, reclassifications, etc. 2. Other increases: a. Management (74-0010) $10,0-0 over FY 1973 for increased microfilm consultant funding; Approved For Rele~s3? 2 /g110pr9 - -0831 RQ(a,41003 film hardware. E 40,000 GROUP 1 2mn "u;t1fig M2930119 sae 25X1 SECRET Approved For Reldse 2002/05/10: CIA-RDP77-00389RD 0380003-2 b. Records Administration (74-0050) 6,000 Consultant services in connection with new records training program. c. Archives and Records (74-0055) 67,000 $50,000 for installation of an ele- vator and stairs at Records Center; $13,000 for procurement of Diazo microduplicator; $4,000 to survey the humidity and temperatures in the Records Center building. . 010Uf 1 Approved For Release 2002/05/1 0038 R"1 3-2 ~+ 44tkau11100i