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Document Number (FOIA) /ESDN (CREST): 
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Document Creation Date: 
December 12, 2016
Document Release Date: 
March 19, 2002
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Publication Date: 
March 31, 1972
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PDF icon CIA-RDP78-00433A000100010010-0.pdf281.72 KB
Approved For Re!eau 2002/0510,ARKMOilpf33A0001,0001001 WC. fru AL4ANWPI FOR xcutiv Director-Comiitrollor SUBJECT Archives, !iistory, and Records 81 MAk 144.J'ERENCE Memorandum dte 6 Aaron 1972 to 001, ODSFIT, DDS from Executive Director- Coatp-trellar, Same Subject I. As you requested at tne 3 ;--iarch Deputies mootihz, I am conting on the referent memorandum. I have read 1 25X1A memorandum to you and ih general Iagreo with is observations. I eat adding my touts on some specifics. 2. The lotorrelationsh*s between the three subjects are fairly evident and 1 agree that the purpose of history, archives, id records is to "record our experionco to -make it available for future use as requirod'. I think that it 15 W011 to bear in mind also the basic differences as we are dealing with this uatter, ark that the documents encoivassed take- on Uifferent meanings as they are employed for the differ0nt U303. As I sea it, records are the materials -- la our offices and at the kecords Center -- which we use in cadductihi our daily business. Archives are those it0Ms with eilduring or peraneht logdi or historical value which are screened fro 41 rek:ords and .-,reservcd. The histories ate written using- both records_ and archives as source material, with primary- emphasis in pieced upoa searching are Cartairily if the kccorus .4anagaLtent tioar d is gohlt; to function with aa aiyreciablo de4rao of effectiveness, itsme.lapersh should '..te upgraded.. If :,erson suc;4 as 1 1are a.2-poihtej, to the Board, not only will imAemehtatioa of the records Irogran ho 4ti.itulate,1 &wt. aw .:re t.tat Ln ioard's rort to you will ta;.e on a caractcr wuic tiv$ pr6sent kzardi unal;le to ?;encrat.... I -;?..adorse tie addi- tion to the .)oar d or tate CIA ATCAiViSt and tac.! CIA fiistorian. 4. Taerc is co ierable rit to t t:louz'It of including a menbor of the ecords 'Lana.;eaat 13oard as a non-votla.t wv.Lwr of tna iuformintioa Procssink,"Joarc.; wita functions as you nave decried. alninatic add Approved For Release 2002/05/06 : CIA-RDP78-00433A000100010010-0 25X1A Approved For Release 2002/05/06 : CIA-ElDp 4:04I1400(490010010-0 cONRDEN. S. I also agree that tae reconstituted Board should take another bard look at that record, we are sending to the Records Center for storage, and try to identify categories- which can be- sent to a GSA/National Archives records coater. As you know, we had no success_ in prior years in identifying categories which might be transferred to a GSA repository. The major proeiem was that none of tae components responsible for the records could agree to their records both a hold in another aaeocy's- custody, subject to that agency's servicing and security. 6. Tee annual reports idea has proaise; chronicles such ao these, if prepared properly, will provide historians with invaluable keys to other documents containing greater details regarding Agency activities and everts. Nonetheless, I macula not think that the annual reports could be viewed as substitutes for histories, nor that the annual reports could obviate the need for aistorical research in depth, research extenolno well ayond tae annual coverage. If we were to join these annual reports to the program call cycle, we will have to make sure that they are not oriented to the defense of programs being proposed, rather than proviaiag broader, more objective, views of the components significant events and accomalisaments during the past year. Assuming we achieve that objective, as you ooint out the annual reports can indeed facilitate the: preparation of future histories widen are activity-related on an Agency-wide 'oasis, rattier than eaploying the traditional 'office istory" approaco. 7. I have given the arcaives function considerable thought and as I indicated to you earlier I feel the job of leading the CIA archives prograa soould rest on the shoulders of a rather senior man -- and that no should be a professional archivist. Toe obvious source to woom we should tura for a well-qualified arcaivist is Dr. Rhoads, the Arcaivist of the United States. in the past, Raoads has shown a distinct interest in nominating a senior archivist to CIA to help us formalize an Agency archives program. Tae cieputy archivist snould ao appointed from present CIA staff and be 4ualified to provide organizational knowledae which will cooplemeat tae senior archiviat's specialized grasp of archival t4eory, practice, and procedures. 4w 14 tais regard, I confess that the concept of aaving. the directorate records officers function as directorate arcaivists does not attract Lae. Aside: fro watering down the effectiveness of their respective functions, I fool that there is too much spread between I ,litmO14-4' ooa ? OUPTIFti Approved For Releas-e-2002M5/0'6! -RDP?78.:0041A01112100010010-0 Approved For Release 2002/05/06 : CIA-RDP78-00433A000100010010-0 COI\IFIDDITIAV -4-- the nature of the two activitivs, the records function noimg more techaical in nature. In 2y opiniou the directorate archivists should be full-time arcnivists, appointed by the deputy Directors, with the concurrence of the CIA Archivist and directly rosponsible to him, if we to expect any real activity frorf. them. In sum, aad regardless of the skill and uodication of the people who fill the archivist positions, the effectiveness of the archives prograr, (as well as the records and history programs) in CIA will Le COPAWA- surate wita the attehtion devoted to it by the command line. I. In. ,toncia$loa, impleuientation of tne following. suggestions should contribute to an effective archives program: a. Upgrade the moluarship of the Records Aanage- meat hoard and nave it report to to Lxecutiva Director- Comptroller. e. Recruit a well-qualified sonior areal initiate a foraal agency archives program. c. Appoint a full-time Directorate a each Directorate. 4. Include too Agehey archivist and historian as memloors of the Records 1.1tha4emeilt aoard. /. 48ve a mumiler of tne 'ioard attend inforaation Processing iioard meetings as a non-voting member. (sicned) John W. CofZeY John W. Coffey Deputy Director for Support DDS/SSS/LUF:rf (3) Aar 72) Distribution; Orig. - Addressee 1-ER 2-DD/S I-uD/S/SSS Suoject 1-DD/S/SSS Chrono A tuw InoatC tiowwidms ! fie05:AW, Approved For Release 2002/05/06 : CIA-RDP78-00433A000100010010-0