SUPPORT SERVICES STAFF CONTRIBUTION TO THE SUPPORT DIRECTORATE PROGRAM MEMORANDUM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP77-00389R000100380003-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 7
• Document Creation Date: December 12, 2016
• Document Release Date: April 24, 2002
• Sequence Number: 3
• Publication Date: March 1, 1972
• Content Type: PAPER

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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
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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.
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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.
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.,_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.
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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
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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;
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film hardware. E
40,000
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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.
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