SURVEY REPORT OF THE OFFICE OF CENTRAL REFERENCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00487A000200280014-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 12
• Document Creation Date: December 12, 2016
• Document Release Date: February 19, 2002
• Sequence Number: 14
• Content Type: REPORT

Approved For Release 2002/05/06 : CIA-RDP78-00487A000200280014-0
RECORDS MANAGEMENT PROGRAM
SURVEY REPORT
OF THE
OFFICE OF
CENTRAL REFERENCE
RECORD RECORDS MANAGEMENT STAFF
pgCHIVAL TTr`, AVC i'VES
%tPPFUVUtl - -0
FORM NO. 7?7 (43)
1 JUL 55 .. ,
 Approved For Release 2002/05/0 ~.gqg
To prepare a records control schedule covering the disposition of all
records of the Office of Central Reference.
IT BACKGROUND AND APPROACH
At the request of the ? ference, a records management
shy was conducted b of the Nlaenag+ement Staff. The
survey began on 15 Apr 1 1y)15 an was completed on 17 April 1937. The
survey consisted of an item-by-item inventory of the records holdings
in each organizational element of the Office, and obtaining information
frca responsible administrative and operation officials as to the use
and value of each category of records.
Based upon the Value of the records placed on them by these officials,
evaluation criteria established by the National Archives, and precedents
sotsblished in other offices of the Agency for similar records, a pro-
pow schedule for the timely disposition of each record series ~s
prepared and submitted to each component of the Office for concurrence.
Proposed retention periods were ad~ted until everyone was in complete
agreement and signatures of the organizational chiefs were obtained.
The schedule vas then submitted to the Assistant Director for approval.
CATION
edulee, an approved by the Assistant Director, has been reviewed
ords *nagement Staff and is approved for full application of
disposition instructions contained thereon except for destruction
e). Lamps are being taken to obtain the necessary legal authorize-
or the destruction of these excepted items whereupon you will be
notified immediately. Ro vevegr, it in pointed out that a schedule only
gives lel authority for the destruction and retirement of records
and all actions taken under this authority must conform with existing
security regulations of the Agency.
IV FINDINGS
Statistical information developed from the records control schedule stove
that the Office of Central Rererencee has records holdings totaling 27,209
cubic feet categorized into 491 separate record series, and housed in
filing equipment having a replacement value of over $600,000. (see filing
equipment inventory attached as Xxhibit No. 1.) This is si ificant in
that OCR records represent k5% of the total volume in the WI Area.
teref'oze?, the effectiveness of t e records management program in the DD/I
Area is incumbent n ca od records management practices in OCR. Of the
total OCR records,2,918 cubic feet consists of library material and
register collections maintained primarily for servicing customers' requests.
The remaining 14.,281 cubic feet of records are those accumulated in connec-
tion with administrating, collecting, and controlling these large collections.
Approved For Release 2002/ 6,-RDP78-00487AO00200280014-0
SEV J,
 Approved For Release 2002/05/06. RDP78-00487A000200280014-0
~..1T
The latter types of records fit veil in established patterns for
automatic cut-off,, retirement, and disposal procedures as developed
in the schedule. It is the other records, the largest by volume.,
where a records problem exists and where all techniques of good
records management practices must be applied. It is also in this
area where no precedent exists from which to draw on other Agencies'
dhdtifl b
an were reucon o voumey retirement or by micro-
a basically determined by customer requirements.
y several problems arose which were considered pressing for
solution. In order to provide assistance to these areas when
other members of Records I nagement Staff and personnel from the
Center were called on for help. With the full cooperation of OCR
onnel we were able to accomplish the followings
1. R EI S 8 11 3. Prior to this survey, not all components of OCR
had taken advantage of the facilities offered by the Records Center for
housing their inactive files. In addition,, large quantities of records
acquired in groups from other Agencies were being stored in current files
area pending time and manpower available to process these files Into
their own system. With the approval and cooperation of operating
officials we were able to transfer a total of 1146 cubic feet of records
to the Records Center. This was in addition to 1419 cubic feet of
records that were retired to the Records Center by OCR components during
the same period. Now, all Divisions and Registers of OCR are aware of
the services available at the Records Center and are actively participating
in a records retirement program. A suggested OCR issuance that would
further assist personnel concerned with the retirement of records and
their recall for current use is attached as Exhibit No. 2.
2. MMUS OYRD. Ifsny records are maintained by officials beyond
authority exists for their destruction or they are not aware that an
office of record has been established elsewhere for the official record.
Also they way often lack m anpover to handle a large job of records
destruction and Mop up with their current work, With the approval of
the appropriate officials we were able to destroy on the spot a total of
306 cubic foot of records. An amount equally as large is estimated to
bays been destroyed by operating personnel as a result of recommendations
ode during the inventory.
PILING 8Y lNBTATUD, Administrative files maintained at all
~f OCR contain generally the same types of material.
re usually maintained by Branch and Division secretaries and
',ndfvised on a , day_to-ddayrybasis_with=no unifgrn4ty_ in afire a--
yifeth prescribed for this tlrpe of file in 9 locations in the
Graphics_Register, Special Register, and bll