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Document Number (FOIA) /ESDN (CREST): 
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Document Creation Date: 
December 12, 2016
Document Release Date: 
January 18, 2002
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January 1, 1972
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Approved For Release 2002/05/17 : CIA-RDP78-00433W) 0100080014-9 Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 STATINTL Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 " Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 4-.0v4 -?404.00? Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 ? , Apprcived For ReleaW2002/05/17-:-CIA4DP78-00433A000140080014-9 ARCHIVES As defined by the Civil Service Commission for the Archivist of the United States, Archives are "(1) those bodies of non-current permanently valuable records that form useful evidence of the or- ganization, functions, policies, decisions, procedures, operations or other activities of Federal Agencies or very important Federal Officials, or (2) those records that must, or should, be preserved for their informational content Archival records document of- ficial actions and serve as sources for official reference in the prosecution of the affairs of Government by providing a record of past actions. The information contained in Archives is essential to historians, political scientists, economists, sociologists, or other scholars engaged in study in various aspects of our society." Professional archival work involves the following broad, but not mutually exclusive, functions: (1) Appraisal and disposition (2) Arrangement and description (3) Preservation and rehabilitation (4) Documentary publication, historical editing, and exhibit of archival materials (5) Reference service A sampling of these functions are described below to further clarify the professional distinctions between Archivists and Records Management Officers: (1) Records appraisal and disposition involves the analysis and evaluation of inactive records to determine their con- tinuing value and to provide advice or make decisions about their destruction or permanent retention. Archivists employ a comprehensive knowledge and understanding of the history, organization, and operations of the Agency; the legislative authorities and responsibilities of the Agency as these re- late to the development and retention of records; the organi- zational, functional and records relationships of the Agency to other Agencies and activities in the intelligence community and federal government at large; and the needs of the scholarly community. Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 f;':;;;I vArda;14 . ' e - ? ???,, Approved For.Releatie2002/05/17 : CIA-RDP78-00433A000140080014-9 ) (2) Archivists engaged in records arrangement study the origins, the organizational and functional history and administrative procedures of the producing units. They. analyze the records to decide the arrangement that will best reveal their character and significance; protect their integrity as historical evidence of organization and function; and facilitate their location, description, and use. (3) Preservation involves safeguarding the archival material from deterioration or impairment:of their value through alteration. It considers the condition of the records; the nature of their evidential or informational value; the extent of their use; and the cost of repair and rehabilitation. (4) Archivists involved in publication work carefully study the documents to be published to resolve questions of origin and authenticity. They employ a thorough knowledge of the substance of the documents and persons, circumstances, or events to which the documents relate. Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 Approved FafRelease 2002/05/17 : CIA-RDP78-00408A000100080014-9 Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 ? Appr9yed For Rekeise 2002/05/17 : CIA-RDP78-00433A61910008 h 14791 - \0\`' inCeleit rz- ORANDUM FOR SUBSECT Director for Intelli3ence Cctor for PlanJLrCtor a fot- Scien,';0 "feennoic:7! Director for Archives, History, and Records 1. Con,siderable study and discuslvion ha 5 taken placo of the Agency Historical Program, and the Recorde iNiLanag and Ar,ehive Proq,rams. This nenaoranl:luin will outline a basic approach to the interrelation6hip of these three subjects in an effort to invrove the Age:,iicy's performance in 41 tcaoids. 2. In a.osence, the three 0a..jeett.s.all record our c....N.pc:,!,rienc-6,, malk.e it available for future ree.121-red. This 17,:e includes file searches for current operatiotal :flappert, briefing and ,;;raining new oncL ariswering press or C;-.14-1gr4:43eional, question.s a to the A.zo.ncy's ole in.0arli,or event;3, etc. The prOblerni to de igri oytern which will eatifactorlly answer the need.s of the future in these fields with a raini.,.---aurn e.,....:paridit:are of man hours and funds at pre aent. In thes.e day k; of declining personnel ceilingc, we obviou.;1ly cannot dedicate large a MO Wit 23 of current manpower to making iunr,;-.,e- dia,,toly available detailed anzwore to all cotxtinzent questIono. On the other hand? oma records have direct value to future operations and C.:7;'rtairkly our need to handle press or Congressional q estions warns of the need to devote an appropriate effort in this direction. 3. In our approach. to this problem in this internally cornpart merited Agency,. it is essential to decentralize mach of the res2onsibIl- ity and most of the actual effort. At the' same time., thi tion needs to be matched by a reporting systena which will indi c.7. te ths degree to which minimum standards are met by all unitn, and a 2:r.ieclu- nisra, by which units can prone- by interchange of experience and by sb.,:37-- ing olutiorw. 4. In our analysis, we must clearly rocognil'4e different kinds o; records material and the different purpo see we expect them to serve. Some of our records are important basic reference tools, a. g. Cl Approved For Release 2002/05/17 : CIA-RDF'78-00433A000100080014-9 ? Approved For ReleaVe2002/05/17 : CIA-RDP78-00433A000101f080014-9 Some are analyst working fileo of xrioderate1if requirenlent,5? are formal publications of the Agency enigitributed elsevibtre in the govern- zrient with G o'orce 2anitization? Some are orationa oorih 1%d - n-,,,Arrit 6.4 Sorne of our rovicw:: of pat ovont3 aro OG,190,ntially chronicles the,e event g which have value to now arrivas?omo 1A0 tytical review 8 drawing lessi;mz and conc1u..6ionkl, Our 2,, r.,.; tern ?vad, ro- fleet thel:4o differences if it iz to do the job 71ded The over-all i.,.roaela to this ottuation, ha, o been velop d for :illy /02r.tentatioy.t th.rouizh the mechanisms i:ndicatej.; (a) 25X1A (1) The'ft ecords Y.vianagernent .13c,mrd, with repreee..nt7i.- tion from each nir-d.ctorate,. will report 4..s conclu,oione? recce....n.- rnendationg, etc, (with any aioete',,,,:~At.$) directly to the Executive Director. The De:::-,uty Director. for support will re::,:nai,n. a 1, 3 t rativc.11y reeponrible for the over-all Record::F, 1:v.r.anaVfM ent Program while each Directorate will rerna,in rospon.:Aaito for -the Recordo Management P:rogram within its own D17,:?ecto:'," The Chairman of the Record.-; Managenlent ;Board will 1?. Agency Records Ad.rainif;tration, Officer,' administrativoly r c - k:T011.5ible to the 1.1)La through the Support Servicka. Stai'f. The Records lvtanag 0 ment Board will make semi-annual ortr*::,,,-p 9 to the Executive Director, outlining; the status of the Agency 0 rtecordp. Managernont Program, any problem 8, it to and i t .9 recorarl:iendations for i,:inprovernent of the pro am clu.cling reports on :accords :Nlanagement to be vnbroitted by Directoratea)? : The Elv,:,...cutivo Director will consult with the Deputy :Director 6 before- implemonting any ouch rocomalen,:::1,.- lions. (2) The Azoney Record ninistration Officer \dll ho /1011, - Voting iney.reo..:11,- of the Agency information Procesoi.e..g Board, with author'.ty to :.:;abrrxit agenda :items and reeoznre..:,:es.le.- tilr,?no to the Information Procc.,.. 3 13 as, Board. lie will p.artioular- ly bring to the atter,tion of the Ir4forraation Procoosing BoaLrd . those a,speets of the A E thor (1) 4?(1.?-(?ft\" MIS 1141100, l'OC(11'aS III li(1 (2.) CouP(niCk'n with Lia AduuiiHSLIIIIOI:III ;11)1)1Y.111g, 1>l'0cA0A111J'es7 and tc,.0111-liques 41c,:?;g114,,41 to mi}?.( Cho inann;,..:cinclit; or records, py()- 1114)1.4-3 the nuuiItenmmCo and SCA'Ill'ity of records eleN.ene.d aIrprot)rnt.t4 for 1.0.0;ervation, 111141:fa0ili(aio 1114. ;n141 41i8p0:-;;;.1 uth ro,eord;.; ul Iulmuh)olLly-'11111(); and. (11) complianco 1.);?()-vi;.011;,; cu.r. ti ilnd 11,0 1,(c) l\r11(,11e1ec the .11011.ti la a 100ai'r;11 a010,1.11111105 that :,;111)- 81:11111:11. 0.C.011(1111108 n. 111(9%.,11,.;,Vd. ellic1cocy bo, caoctod lie ;.;11;ill provido ,0?; 0.c 1.4TordsI hat; aro iwpcopi.i:41 n t? heivf(w in a vocorck;lillil II (III IiI.i 0(1 and opera led hy It AIi a nba in 0, \Om, Si no or, ill iiich ;1, colder 1lain11Llned ;;.;id o1lorate4 1 by in boa( i of iii it il,h ligoncy, "(I1) ik 11,1' (11i.10:111,I ui I lie 6.vorn1,11(, who IS a tl,hutuizii to oorilrY to facts on (lie 1.)11;.;is or l'el'or41:?; cii is cw,tt;(1,v, bereby ;clitlitirizo.41 to cortify In lnuli tin 1.110 1cicum id Ov(Wds I liii haVo been i?;:a.lisforced, by I iii itlihi prokleoc;?;s01.:.; Ii) "(i.) T114., lioad 01 (,;(011 1-11?kli such dii Hgaid01. iho rcmovi.1 01 tm 1 reec,r(hi us lu dun 1(101,erinim to lie noee,,,,ney niul its wily tutu requiced ly rogulation8 (a the Au liii Hhall in;i1;ing it, 1;,no?vn 14) all and oniployco;4 0f thc ap:eney (1) ;hal, it ccoi.41;1 ill I,ho ctp;i4)41y 4.: the 14.,;?,1)0. U 0 Iii hit MO11111041 cNt'PH,Jul ueui.di;uuce ii 1111/4\ 11utVihutnlU el! ih0 II iy 7, .1 1)..11',,(!d7 Jtily ,1.1)11:i (61) [hat. lb) a nf.i. (:2,) LILO 1)Olat,lt,ii3k; Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 Approved For Regase 2002/05/17 : CIA-RDP78-004334,1f0100080014-9 ?LrUA. LAW 764.j provided by law for the'unlawf ill removal or destruction of 'records. "(f) The head of each Federal agency shall notify the Admiuistra- tor of any actual., impending, or threatened unlawl. al removal, defac- alteratloii, or destruction of records in the custody of the agency i of which lie s the head that shall come to his attention, and. ?with the ass'uttance of tile A dull iliArtdor sllll.Li illit'iate action, di ronglt the Attorney G'nerd for the .recovery of records he knows or has reason to believe have been unlawfully removed ih.o..ta hls agency, or from any other Federal agency whose records have been transferrect to his legal custody. , tin.t. "(g) Nothing in tuts titie shall be. construed as ! ting the author- ity ot the Comptrol.ler Genera; 0E the United State.3 with respect to prescribing ac.chunting t.4ystems, i'oviw;? and. pi.ocednres, or the responsibility of coll'ecting :mkt o.(s.'icers :r:or rouditloii. of their accounts for settlement by die General A.ccounting &Mew 'SEcl. 507, (a) f.l.'ho.Admillist.ratot?, \viietiever it?.1.)Fio.;;;:,?;:i tu, 11111 (.0 bo in the public interest, is hereby thorizei 1-- (1) to accopt, for deposit; with the 'Nation:d Art:hives the United. States the record:i of any .Coderzit i II yor (' 1:1)(t (10ogris.;.4,3 of the United States f,hat, are dotermi nod by tile A rel;] vat to tiny? hiiitorical or other value to wane it their continued .12reservatio.n by the 'United State;.! "(.2) to direct, and eiled;, with t.lu01tpproviit of the originatjtig agency (or ii. the oNii-t,ellee? of such ageu(y SlId Ihave bs.on terminated, then with the approval of 'his successor in fid ic- U ialy), tile transfer of reconts (heposite,d. (or approved Tot: deposit) with the National Arcl i yes of t;tio, United. States to public Or educational iustit h1LW1iS or associations : 1'roqpirit?:(7, nit; the title si,(.1, records shall remiLi (-I ves(od in. the *(,..i_nited othonvise Authorized 1wGingrosi.; ; a id 0) to dircot,rna ,,f toriall 'from priviik) sources authorized to be :received. by the Administrator by the 1.-.1rovIsions of 8illisectic?i (o) o1. this section. "(b) Tho Adminiso.nwe r,. the custody, use, and witudvalv,A,1 0 fi's'm.ds id.1,?si.?,.,vd 1.0 hi,?: ,VOL' any recordi-i the, Iwo of which to iliat o(ory Clow; vold ;Ivo prov'isions with respeet to the, 01,1;;1HCOm Owl 1050 IIt .,OCli 111111110.111)10 1,0 1,110mail Or. ILO fr010 AVIt;Cli 100 1.01'0).11H I ralltilOrIV(1. 151' to 0.1111110y0OV, Of tlitit agency shall i,111.11.111.C1' lihi,wi applit'111.110 I.e Li10 A(11111111-;11.111.)1', 1.1iO A to Hie of the Goner:II Sorvires A (iniiniF,1?1.:i tion, J'pol,;(fcri /to.- thrr, That whenever the llead of iii tgenry shill .r..T,0(..,i-fy Nvriting restrictions iluitniTcar 'he ncce;.;:(r.y iIosirai.)10 in.thepablie interest, 011 the 1150 or examination a record!... voir.aderod 'for transror oni.i(ody (o the Auleiiiiai 'ti', the AdniliCwtriti?i. i411111 impose suell restrialow( on the i'.4.01Th Ml i ii)' lI pi ha U not 11.010\T 01! 'SIXl 1.;11(.11 1.0.,;1(.1H.1011:.; (.0.11t.111.11..11(1. Wilt- ingot the liettil 0d. agoncy from \vilich 1-110 ui;iivria1 Hinii 1111.1'0 i/lT11 transrerrod (or ir the e5;;(0,,,,,:, ;,?1(.1, ijotii. ulinatod, thou he 611ali not romovA) OA.. relax 6aell;;trletJon8 w;t,hout Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 Approve4Zpr Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 STATOTHR STATOTHR Approved For ReleAr22002/05.E171.4:CAO/P78-00433A000Q0080014-9 AGENCY GENERAL COUNSEL OPINION 2 OCTOBER 1950 'COMPLIANCE WITH PROVISIONS OF LAW PERTAINING TO FEDERAL RECORDS "I. THE CENTRAL INTELLIGENCE AGENCY MUST COMPLY WITH THE RECORDS DISPOSAL ACT. 2. IHE CENTRAL ,INTELLIGENCE AGENCY SHOULD COMPLY WITH PUBLIC LAWS 152 AND 754 WHENEVER POSSIBLE, EVEN :THOUGH EACH SPECIFICALLY EXEMPTS CIA rpnm VISIONS. 3. 4. STATOTHR STATOTHR THE CENTRAL INTELLIGENCE AGENCY SHOULD COMPLY WITH EXECUTIVE ORDER 9784ZWHENEVER POSSIBLE, ALTHOUGH IT DOES NOT REQUIRE DISCLOSURE OF CONFIDENTIAL INFOR- MATION WHICH WOULD ENDANGER THE NATIONAL INTEREST OR LIVES OF INDIVIDUALS. CONSEQUENTLY, NO RELIANCESTATOTHR UPON PUBLIC LAW 253 SEEMS NECESSARY. se/W, i.9d/6". provgle4-, "'or cevei.4 a I u or dp;p0.1d of -46e. ?and o/itee Approved For Release 290WW1.7 : cIA-RDP78-00433A000100080014-9 Approved Release 2002/05/17 : CIA-RDP78-084e3A000100080014-9 Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 25X1A Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 Approved For Re!age 2002/05/17 : CIA-RDP78-00433A000440080014-9 8 March 1972 NOTES FOR ORAL ADDENDUM TO DISCUSS WITH MR. COLBY ON HIS ARCHIVES PROGRAM 1. I don't think the Deputies will have any big trouble buying your proposal that the Records Management Board report to the Executive Director and that they should start working on archives by assigning this as an part-time job to their directorate senior RMO's. This represents only a slight change in the present status quo in what we are now doing in records and archives. As I see it, the new ingredients are: A. By having the Records Management Board report directly to you, you could sandbag the Deputies if the Board reports inactivity or comes up with proposals that will require significant action on the part of the Deputies. That is, give them a year to generate the archives program under your proposal and let them fall on their face. B. The appointment of full-time professional archivist is a step in the right direction but I think Professor Erhmann's comments indicate that one man working for you in this area without command control under directorate archives will rapidly sink in the bureaucratic quagmire. 2. I wonder if we can really expect honest, hard hitting reporting by a Records Management Board to you on delinquencies in their directorate's records and archives programs if it is going to result in your issuing directives for corrective action to their bosses, i.e., the Deputy Directors. This certainly would put the Board members in an extremely awkward position. Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 25X1A Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 STATI NTL Approved For Release 20 Noe %.0- NRDP78-00433A000100080 1997 - CONFIDENT1A1 MEMORANDUM FOR: Deputy Director for Support SUBJECT 22 JAN 1977 Records Management; Comments on Issues Mentioned in Mr. Colby's 14 January 1972 Memorandum to the Director, Same Subject 1. Mr. Colby's memorandum detailing his approach and pro- posed action on the Records Management Program covers issues we have been struggling with for several years. The special IG report which triggered Mr. Colby's memorandum to the Director is basically a fair and accurate comment on the current status and recent history of the Agency's posture on records management activities. I have some minor misgivings about certain items in the IG summary and will comment on these in a separate note. Set forth below is my initial reaction to items mentioned in paragraph 2 of Mr. Colby's memorandum. 2. Concerning Item 2A. on breathing new life into the Records Management Board and having it report directly to the Executive Director; I have no trouble with Mr. Colby's desire to maintain decentralized administration of our records, this is a fact of life and we must live with it whether we like it or not. However, as you and Mr. Wattles know, I have felt for some time now that the Records Management Board as it is now constituted is simply not capable of dealing with the basic problems confronting us in records management. Paragraphs 3 and 4 of my memorandum of 11 June 1970 (attached) detail the deficiencies of the Board (I have been over this ground orally with you and Mr. Wattles several times). After coping with this unhappy situation for more than two years, I have reached the conclusion that we should call a spade a spade and admit that the Board has served its usefulness and should be down- graded to a panel or committee simply to keep an institutionalized channel for the CIA/RMO 1).r. his successor) to meet with the directorate senior RMO's and report on their activities to me or to you. We would continue to report significant program activity (or inactivity) to the Executive Director. (0 1 P1L GROUP I j Extuded from autonlaiR flawagradtag an detlassIficatian LcIM0.1?1111..".????... Ili NV ?4 6 31 avii Approved For Release 2Elag-'7I-RDP78-00433A000100080014-9 Approved For Release 2002/05/Mak-9NI7Y-00433A00,0400080014-9 CONFIDF-V!)-1 -2- 3. I see no way of breathing new life into the Board unless we are prepared to make some major changes in its membership and even then I doubt if it would be any more effective in the records manage- ment arena than the Information Processing Board has been in managing the Agency's information processing activities. I am convinced that Mr. Colby would be horrified at the product and surely mislead if our current Records Management Board were to report directly to him. As you may know, I have to personally nurse each Records Management Board report through a series of drafts and rewrites (in the process correcting basic misstatements of fact) before their reports make sense to me, let alone anyone farther removed from the records program than myself. If the Board is to report directly to Mr. Colby as he suggests, we would have to upgrade the membership and this then becomes a problem in every directorate. We would need people at the supergrade level as members trom their respective directorates. i am at a loss to identify an officer, knowledgeable of our records program, and sufficiently senior in grade to effectively chair this group. Perhaps you would be willing to commit/ Mr. Wattles to this task and have Support Services Staff do the leg work. Even a "power-group" as this would have difficulty generating action on directorate records pro- grams unless the deputies are prepared to commit/more full-time personnel to the program. 4. With regard to paragraph 2b of Mr. Colby's memorandum, he is quite correct in pointing out that CIA records do indeed vary considerably in nature and sensitivity. Certainly we have, in the existing records control schedules, the mechanisms by which the distinctions between records can be drawn, refined and specific categories of records identified as susceptible to retirement to a GSA facility. Unfortunately, while this would relieve storage pressures at our CIA Records Center, we fear that the reference service which GSA can provide will not prove adequate (in either timeliness or extent) for CIA requirements. We believe that the categories of CIA records can be established as Mr. Colby suggests; we are not at all confident that we can assure satisfactory servicing of these records or security protection anywhere approaching our standards once they have been placed in a Federal repository. We welcome Mr. Colby's support of this concept; we will pursue it further with vigor. Hou 1 Untried tom automatic downgrading and deciaosil Ina lion Approved For Release 2002/(5K7S P78-00433A000100080014-9 25X1A Approved For Release 2002/DIS COINISP78-00433A000490080014-9 CONFIDENTIM -3-- 5. Regarding paragraph 2c of Mr. Colby's memorandum, we thoroughly endorse the need to establish better relationships between the archives, historical, and records management programs and urge that this be extended to the command echelons in each com- ponent to obtain their support in managing these programs. In a separate memorandum we are proposing the establishment of a formal archives program and we have been in regular contact with the Chief, CIA Historical Staff in the development of this proposal. We believe we have, in the associated proposed archives regulation incorporated and facilitate closer association between these Further, our records management people throughout the Agency are engaged in writing records retention plans, the purpose of which is to establish clearly which component is the office-of-record for specific categories of permanent records thus making it possible to dispose of duplicate copies held by,or in behalf of, other components. To insure success of this latter program, the attention and support of senior management in each component must be secured. The IG report substantiates this. programs. currently Attachment Chief Support Services Staff ONFIDENTIM EYES ONLY GROOM I Excluded from automatic downgrading and declassification Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 25X1A 25X1A Approved Folokelease 2002/05/17 : CIA-RDP78-0043,4&000100080014-9 Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 STATINTL Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9 Next 7 Page(s) In Document Exempt Approved For Release 2002/05/17 : CIA-RDP78-00433A000100080014-9