RETENTION OF CERTAIN OFFICE OF FINANCE RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00433A000100050030-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 14, 2016
• Document Release Date: February 22, 2002
• Sequence Number: 30
• Publication Date: August 6, 1971
• Content Type: MF

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6 G 1971
MEMORANDUM FOR: Chief, Information Services Division,
ATTENTION : Deputy for Information Management
SUBJECT : Retention of Certain Office of Fin lice Records
REFERENCE : Executive Director-Comptroller'Memorandum
dated 10 June 1971 (ER 71-3 8/1),
Subject: Control of the Ag~.cy's Records
Storage Growth
1. This memorandum requests DD
re-examine CI's previously stated ne
vouchers and accountings in excess
periods. These records contain tr
operational entertainment and exp
requested the Office of Finance
12 years as prescribed by the
Archivist of the United State
2. As you know, an
dum, we are seriously lim
Records Center and these
category of records hol
the DDS. As of 21 Jul
quarters vouchers and,
In addition to this
12 years old and s
years is as folio
ISD and DDP/CI Staff to
to retain certain finance
established legal retention
el accountings as well as
se vouchers which CI Staff has
btain for 30 years, rather than
S. Comptroller General and the
s emphasized in the referent memoran-
ed in terms of available space in the
inance records represent the largest
ngs in the Records Center chargeable to
1971, there were 2,500 cubic feet of head-
ield accounting records over .12 years old.
500 cubic feet, the volume which will become
ject to legal destruction during the next 3
In 1972 - 450 cubic feet
In 1973 - 450 cubic feet
In 1974 - 530 cubic feet
Taking this olume into consideration, as well as newer records
accumulate s in this category, it is apparent that during the next
ten yearsf pproximately 500 cubic feet per year could be legally
destroye but for the CI Staff request that they be retained for
30 year
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3. It is clear that the operational and legal use of these
records in the Support Directorate ends when they are 12 years old.
This is the largest single collection of records in the Support
Directorate and with its annual growth rate of 500 cubi'feet the
DDS simply cannot live within the 1,000 net cubic fee
tion if we cannot destroy these records when they re
legal retention period. Additionally, from a cost
standpoint, long term retention is an ever increa
example, the 2,500 cubic feet that we could now
new motorized shelving at a capital investment
requires another $2,500 in annual maintenance
done this collection would continue to grow
500 cubic feet, costing $4,000 in capital
charges each succeeding year. By 1979, t
begin to destroy records on the 30-year
have mounted to $42,000 in capital inve
overhead charges. This appears to be
pay for CI contingency purposes. Con
is even more expensive.
alternative if DDP insists on a 30-y
4. In re-examining and re
retaining these records 18 years
we urge the following factors b
annual alloca-
h the 12-year
fectiveness
:ng burden. For
estroy will occupy
ost of $15,000 and
osts. If nothing is
an annual rate of
estment and overhead
first year we could
tention basis, costs would
ment and over $41,000 in
extremely high price to
retention basis but this
alidating the justification for
eyond the legal retention period,
a. The Agencysts to retain these records for
this contingency is co_ servatively estimated at $83,000
over the next 8 years....alone. Estimated costs to film
this collection (ass ing DDP/CI could make manpower
available) are appr imately_$100,000 for the initial
2,500 cubic feet an '$20,000 per annum to film the 500
feet per year grow in these records.
b. The va,idity of CI Staff's assumptions should
be carefully exatined. That is, can we indeed rely. on
these records to'.provide a detailed reconstruction of
travel, assignm4nts, and other operational activity on
the part of staff, staff agent and contract personnel?
Even if we can,' how significant is this "additional" data
in relation td information already contained in the ex-
tensive operational project files retained in the Clan-
destine Services records system.
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c. If these records are to be retained longer
than the 12-year legal limit to meet the DDP/CI require-
ment, DDS has no alternative but to charge the volum in-
volved to the DDP space allocation at the Records Cter.
Office of Finance would retain technical control the
collection but the 2,500 cubic feet which could legally
destroyed now would use up the DDP's annual rerds space
allocation for the next 2 1/2 years unless t re are
offsetting reductions in the 24,000 cubic t of DDP
records It is significant to-. ote that these
records deposits when charged to the DD- ould represent
10 percent of the DDP records The justifica-
tion for retention therefore should -judged in relation
to other DDP records retention requirements, forcing a
decision on which collections wou have to be removed in
order to absorb the 2,500 feet w' in the present records
space allocation for the DDP.
d. CI Staff has previ? sly stated, memorandum
dated 8 May 1968 (DDP 8-1896' that frequency of requests
for searches of these fina e records is not a substan-
tive basis for judging the value. We suggest that in
view of the costs of ret ping these records and the
priority they may have i relation to other DDP records,
the use of this collec on might now be a significant
factor. In this regar/', Office of Finance reports that
they have no record o? a DDP reference request during
FY 1970 and 1971 inv lving accountings that are past the
12-year retention period.
5. We would appr ciate the results of your review of this
problem by 1 October 19~ , in order that we may commence destruc-
tion of the collection or if they are to be retained, arrange for
these records to be c arged against the DDP records storage alloca-
tion per referent men} randum.
Chief, uppor Services a f
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