SECURITY IN THE CIA HISTORICAL PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79M00098A000100020002-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 12
• Document Creation Date: December 20, 2016
• Document Release Date: December 8, 2006
• Sequence Number: 2
• Publication Date: September 8, 1971
• Content Type: MF

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MEMORANDUM FOR:
7E19 Headquarters
Attached are the revised security regula-
tions governing the control of histories.
Your directorate historical officer will
answer questions and will supply the
component historical officers with the
necessary forms.
STAT
STAT
Howard M. EHrmann
Chief, CIA Historical Staff
15 Septembeg 1971
(DATE)
FORM NO. i REPLACES FORM 10-101
AUG 54 WHICH MAY BE USED.
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8 September 1971
MEMORANDUM FOR: Historical Officers and Writers
SUBJECT Security in the CIA Historical Program
REFERENCE Memorandum from Executive Director-
Comptroller to Deputy Directors, 27
July 1971
1. The maintenance of security has been and con-
tinues to be a prime objective of the CIA Historical
Program. In furtherance of this objective this memo-
randum establishes procedures to place even greater
emphasis on the security of the Program, in accordance
with the policies stated by the Executive Director-
Comptroller, referenced above. Under these procedures
each component will continue to be responsible for
safeguarding histories in progress and completed his-
tories and for limiting access to such histories in
accordance with the need to know. Historical officers
and writers in each component will insure that measures
are taken to comply with these objectives as provided
below.
2. Semiannual Audits of Histories
a. Historical officers of components within
the Office and the Area of the DCI, of deputy
directorates, and of components within directorates
will insure that custodians for their components
maintain a log of all histories in their custody
(Form 3434), showing the title, the volume number,
the control number, the copy number, and the loca-
tion. Custodians will maintain the log on a cur-
rent basis and enter therein the names and compo-
nents of all persons granted access to such his-
tories, together with the dates of access.
b. In January and July of each year every
historical officer of a component within a direc-
torate will make a physical audit of all histories
for which his component is responsible, to review
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and verify the information shown in the custodial
log. He will then transmit through his component
to the historical officer of the directorate a
xerox copy of the log, together with a statement
certifying that the log has been inspected and is
an accurate inventory of the histories for which
the component is responsible (Form 3435). In the
case of histories held within the office of a
directorate, the historical officer of the direc-
torate will similarly review, verify, and certify
such information. In the Office and Area of the
DCI this audit will be performed by the component
historical officer who will make his certification
to the Chief of the CIA Historical Staff.
c. In order to review the effectiveness of
these security procedures, the Chief and Deputy
Chief of the CIA Historical Staff may as they
deem necessary, also inspect the custodial logs.
3. Protection and Disposition of Draft Histories
a. Historical writers will insure the security
of histories in preparation and will take precautions
that histories transmitted for review will be hand
carried and receive Eyes Only handling. Each writer
will maintain a record of all persons to whom he
provides draft histories for review and coordination.
(Form 3434 shall be used for this purpose.)
b. Normally, all preliminary, partial, and
final drafts will be destroyed when a history has
been accepted into the CIA Historical Program and
published in final form. All such drafts will be
transmitted for destruction to the component his-
torical officer, who will maintain a log of drafts
destroyed (Form 3436), showing the title, author,
component, copy number, and date of destruction.
The historical officer of the component will trans-
mit a xerox copy of the record of destruction for
each draft destroyed during the semiannual reporting
period to the appropriate person as described in
Paragraph 2b above.
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c. When there is a valid requirement to
preserve the draft of a completed history, the
draft will be'registered and controlled as if
it were an extra copy of the finished history.
It will be included in the log and reported in
the semiannual audit.
4. Extra Copies of Completed Histories
The number of copies of a completed history
will normally be determined by the degree of sensi-
tivity of the history and the number of components
which have participated in its preparation. Where
more than four copies are required, permission to
make them must be secured from the deputy director
or his designee of the directorate responsible for
preparing the history. The component historical
officer will inform the Chief of the Historical
Staff of the number of copies authorized and the
extra copies will be registered in the log of com-
pleted histories held by the component of origin.
These extra copies will be inventoried in the semi-
annual report.
5. Access to Completed Histories
The intent of these instructions is to main-
tain the security of draft and finished histories.
Nothing in this memorandum is to be construed as
diminishing the access to histories by personnel who
have a need to know. It will continue to be Agency
policy to encourage the use of histories consistent
with their sensitivity and the need to know principle.
Chief, CIA Historical Staff.
Executive Director-Comptroller
7/
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(When Filled In)
CIA HISTORICAL PROGRAM
Custodial Log
------------------
--- DIRECTORATE
TITLE
COMPONENT
PROJECT NO. if draft
VOLUME NO. PUBLICATION NO. (if published)
LOCATION Building and room
COPY NO. OF
ACCESS RECORD
NAME
COMPONENT
DATE OUT
DATE BACK
------------ ---
f OROUF t
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(When Filled In)
Semiannual Audit of Histories
I certify that I have compared the attached inventory of histories
with the actual holdings of the and find
COMPONENT
the inventory to be accurate except as stated below.
EXCEPTIONS AND REMARKS
FORM 3435
9-71 %
GROUP I
eeiiir~rior+ 'c
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(When Filled In)
Record of Destruction of the Draft of a Published History
I certify that I have destroyed draft copy(s)
INDICATE NUMBER
of the following published history and that to the best of my knowledge no
other draft copies exist:
Title of History
Author
Directorate Component
Remarks
FORM
9-, l 3436
rrII OROU~F o
Lc~ ,
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27 July 1971
pORANDI FOR: Deputy Director for Intelligence
Deputy Director for Plans
Deputy Director, for Science and Technology
Deputy Director for Support
SUBJECT : Security in the CIA Historical Program
1. Recently I reviewed with the Chief of the CIA Historical
Staff, the security system in effect in the Agency Historical Program.
Idsthhim e to examine
curity
Secuityp and to recommend additionalssestaff
and wi wi
measures if they seemed warranted.
2. Dr. Ehrmann describes the current system in the attached
statement. He points out that a control system has been in effect from
the beginning of the Program; that responsibility for safeguarding a origin history rests limited,candhishcoratrolled byathe; and
that dissemi
component of origin.
3 As a result of our review, it appears that there are three
respects in which the security of the Historical Program can be strengthened.
These are:
a. Introduction of semi-annual audits of histories. In January
ill Bead to the Chief of the
t
w
and July of each year, each componen
Historical Staff, through the component and directorate historical
officers, (1) an inventory of all.histories for which the component
h including all copies
is responsible, showing the location of ea,,
and drafts, and (2) a list of names of all readers, since .the last
report, with their components.
istration of all draft manuscripts.
e
g
b. Destruction or r
Normally all preliminary, partial, and final drafts of manuscripts
will be destroyed when a history has been approved. If there is
good reason for preserving a draft this may be done, provided that
in each instance the draft it registered in the same way as an
extra copy of a finished history and is included in the semi-
annual audito
SECdE
sro?~r
WW ken 1-
MIE-l
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c. Extra copies of published histories. Where copies in
excess of the four which arc now allowed are desired) permission
to make them must be secured from the deputy director or his
desirnce of the directorate of origin of the history. The Historical
Staff must be notified, so that its records may be adjusted, and
the extra copies must be rer;istered and entered in the list of
completed histories held by the component of origin. These extra
copies will be included in the semi-annual report.
lr . I have asked the Chief of the Historical Staff to issue
instructions to All historical officers and writers calling for a
semi-annual inventory of all histories with a list of readers, the
destruction or registration of all drafts and partial drafts, and
authorization to produce extra copies of histories' which must also
be registered. '
L. K. White
Executive Director-Comptroller
SURE"
12/08: Clt
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F yy E.;.. utive _, aetay
The Security Syatem at Present
in Effect in the CIA ll:i.rtnri.cn]. Program
1. A control system has been In effect from the beginning of
the Program. Each history is assigned a project number on soon as the
topic is accepted, and receives a publication nianbcr when it han been
completed and approved. For histories in the Directorates for Intelli-
gence, Science and Technology, and Support, the record is maintained
by the Senior Editor of the Historical Staff. In the Directorate for
Plans, the record is kept by the CS Control Officer of the Historical
Staff. All published histories and those that have been completed in
draft, but have not been found acceptable for publication, are entered
in the Source Document Index by the Historical Staff Documents Officer.
In addition, the four. Historical Off icerp of the Historical Staff
keep detailed records of all projects in their directorates.
2. Responsibility for the safeguarding of a history while in draft
form, and of all notes, outlines, and documents used in its preparations
rests with the writer and the component in which the histor je being
prduced. This responsibility passes to the Historical Staff only
while a manuscript is undergoing review and revision by the Staff.
Responsibility for the security of a published history rests with the
custodian of that history, as also for the security of all extra copies,
drafts, source documents, or backup materials in. its possession.
3. At least two copies of a history are made. The ribbon copy
is given to the component in which the history was produced, and a
xerox copy goes to the deputy director of the directorate of origin
or his designee. In the Directorate for Intelligence and the Directorate
for Support another xerox copy is frequently made, except in the case
of quite sensitive histories. This second xerox copy is kept in the
Secure Room of the Historical Staff, where it is available only to
Chief, Deputy Chief, Senior Editor, Documents, Officer, and the historical
officer of the directorate in which the history was produced. It is
available to readers only on the authorization of the component or
directorate of origin. In a few instances a third xerox copy may be
made where two components were involved in the production of the-history.
Ia. Dissemination of histories is quite limited. Control over a
history rests with the component of origin and the directorate of which
it is a part, either of which may grant permission to read-the history.
The usual procedure for securi?hg access to a history is to ask permission
of the historical officer of the component of origin.
5. All custodians of histories. are expected to maintain a record
of their holdings and a circulation log of all readers, with titles
of the histories read and the dates of readings At present the Clandestine
sLGRiEI
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Service alone of the directorates requires that an inventory be mode,
annually, by all components of the histories which are in their possession,
and a list on readers be submitted semi-annually by components. These
reports are sent to the DDP Historical Officer.
6. Increasingly components want extra copies of histories, beyond
the four that are now permitted, for training or briefing purposes, or
to reach a wider audience in the belief that something valuable is to be
gained from having the information and experience in a particular history
more generally known. In all such cases permission to make extra copies
must be secured from the deputy director of the directorate of origin or
his designee, and the Historical, Staff must be informed.
Chief, CIA Historical Staff
6EG6lEl"
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SIGNATURE
Remarks :
The Executive Director asked that I
forward the attached to you since it will
apply to any histories being written in
your area.
FOLD HERE TO RETU O SENDER
FROM: NAME, ADDRESS A ONE NO.
DATE
O/Executive DirectorA 7D59
3Aug71
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