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Document Number (FOIA) /ESDN (CREST): 
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Document Creation Date: 
December 14, 2016
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November 20, 2002
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February 16, 1970
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PDF icon CIA-RDP84-00780R003600140015-4.pdf730.11 KB
Approved For Release 2003/04/29 : CIA-RDP84-007 0RK:13600140015-4 FI L laJWCWir . Deputy Director- for Plans SUBJECT Arcaival Quality of Microfilm REFERENCL J0P 9-5199 to DDS dtd 5 December 69e same subject. (.." 190(-54,1) -27,0 _ 16 FEB 1970 1. We have received the attached draft copy of the proposed GSA regulation goveruiug Federal Microfilming Standards for Archival purposes. Wa have beee advised that this draft is still with the GSA lawyers aud will require a few more months of work before publi- cation, but up basic substantive change is expected. Siece we find this draft compatible with our requiremeats we will proceed with the developmeut and coordination of an Agency publication on microfilming standards aud will issue procedures for authorising destruction of records that have been converted to an acceptable and useable micro- form substitute. 2. Meanwhile, I see no reason for you to delay further your program to convert hard copy decumeats to microfilm with the ultimate objective of eestroyiag the hard copy. Procedurally all that need be done before destruction of hard copy that has been converted to use- able wicrofore (either positive or negative) is to have your records personnel notify the Ageucy Records Administration Officer of tee type of records you are microfilming and tie documents you will destroy. The Agency Records Officer will provide documentation to support des- tructiou of the hard copies. This will be done by general categories and series of records. 3. In regard to paragraph two of your memorandum, our Records Aduieletratiou Staff and the Records Manageeent Board are continuing the study of the agency wide implications of the use of microfilm systems and equipment. Out initial inventory finds we have in the Ageacy some 5b different microform systems applications and 660 pieces of equipment teat origivally cost seven minion dollars. One of our concerns in this study is to determine whether or not the Ageacy, as a matter of policy, should.ipermit more new systems to be developed independently. It may be that future technology in microforms will evolve as did tac computer wherein a compatibility among systems to permit an interchange of information will be of critical importauce to the effective functioning tee systems in the future. For the over- all good of the Agency we are obliged to consider those areas where Approved For Release 2003/04/29 : CIA-RDP84-00780R003600140015-4 Approved For Release 2003/04/29 : CIA-RDP84-00780R003600140015-4 standardised microform systems are feasible and compatible with the requiremeate ,:)f the separate components where compatibility may be a significant factor. Meanwhile, any questions your officers may have on records disposition or microform systeme aay be coordinated with the Agency Records Administration Officer. SISIED R. I. BmprTnnn R. L. Bannerman Deputy Director for Support Attachment DDS/S5S/RHW:mjk (12 Feb 70) Distribution Orig & 1 - Adse DD/S Subject 1 - DD/S Chrono 2 - SSS Approved For Release 2003/04/29 : CIA-RDP84-00780R003600140015-4 STAT J.J.0.1.2 Approved For Release,2003/04/g9 :.C1A-RDP04-00780R003600140015-4 :70 12/31/68 ? ? 5..)-2P.ka'2. 101-11.5 . ? - 101-11.500 Scope. This . subpart - contains. (1) information ?and ? nrocedures-nerta-, aing- to the. :? ? furnishing of microfilming 'services to Federal age ncie by ' the .-National ' tandards ? . , XISA - ' . . :....rchivP',5:.0.nd 1...cor4s:.Se.171,/ .:.''=ne:''ISc="-"7'.4ce:17"7..,A.dri;::'--strat0"4.., :(2) (04 e?,,A.C-4,:,... 4....,i7c .e:d,),...(c., ?-t : :. %. ? '? :?? ' ? - - ',' ? '...'" ' ?.:.:?7'. ;''s ' b t . ,,...?. . for ro?%irig,L1-441.-am. reproductio4_opermanent records .Lin order to disnosa _.>.,?,.,., c...t.i.i-,.r.e, a .?--..?,?_,? of the originals; ' (3) .standardS:' fOr 'Storing- procesSed. '"4 Ci.of.-7 l'.7-\ 7 " and -' --- " - ?"' --,,,- . . ? - '.-r' . - ..t..;;L; ?.4.,./.?F..r.` .:, . . (4) procedures for obtaining authorization to destroy pe.17mapeat records . which have been micrOfilmed: 101-11.501 Authority. As provided for in 44 U.S.C. 3302, the Administrator of Ceneral Services is authorized to (1) establish, maintain, and operate centralized micro- filmin,g services for Federal agencies, (2) establish standards for the -4which -will-permit- di sno Pal -of th e -or -microphotbfraPab-processes,, and , . . . reproduction of permanent records ? At aniginal-records, -by-photographic (3) establish standards for. the,-sto.age of-proceSSedzierofilM:Of permanent ? ' - records which have been-destroy&l:' * . ?? 101-11.502 Services.available.. . . The nicrofilmin services the ?National Archives and Records C4 h ? : . . ? -- Service to Federal agencies;4.-4.-e- (1) thearf..--is-EA-ma.-nat-f.,,,,A of information. on current uses of microfilm on new microfilm.techniques, and developments in this field (2) the provision of technical'advice and assistance on ? microfilm progrAz3A proinot'=,; 'programs' to preserve records, reduce volume, ? provide security copies'i-make-dUPlicate copies, or improve information .------7-3proVed For. Release 2003/04/29 : CIA;RDP84-00,780R003990140015-4 ? - ApprovedFor,feltese 20(k, CIA-RDP84-00780R003600140015-4 ? - - - 4.etrieval systems, and (3) the oeration of reimbursable microfilming. . . :Lhsnection of film, and the label ;off ilm'conta.iners. Ag W.rViCQ, including the preparation, indexing, and filming'of records, l';'t c- .:;.sst?. ' ? ' --....;;:'-i^-1 ., -,,-.... ........???ao.................. services should contactA the appropriate ?.).7egional .office, .General Services Administration, National Archives?and Record's Service. ? --In---the--;Wasili-agton--rae-tfr.o.3-o-lit-,7-1?are?a7,7the-7-Wash-i- ..., ..:., .............,- .. ? , ? ? . ? . .., - . . . . %c.uld-e conte4.te... . '.)SA Region.:7 desiring any of these 1-11.503 Sta.dards for filming'permanan .records with destruction of originals. 101-11.503-1 Records preparation. 1:4"1Q integrity of the original records which are to be authorized for / destruction shall be preserved on the. copies, so that the microfilm copies 'shall be adequate su7ostitutes for.the orizinal,records in.seryinz the purposes for which such records were created or Maintained. More specifically, the term "integrity of the records" is defined to mean; -(a)That the copies will .be so arranged:-identified-and indexed that anindividual document or component of 's. record series can be located._ with reasonable facility., c\,..;L - ? 'I , ? ,. ? io )That-the-cop1e.MiU _cont a all cinificant'r or on the originals. 101-11.50372 Film stock. The film stock used in making photographic'or comply with, Federal .f.= permanent records shall Approved For Release 2003/04/29 : CIA-RDP84700780R003600140015-4 microphotographic copies 4-6 . Standard No. Approved For Riease 2003/04/29 ?:,q1A-RDP84700780R0036001.4001574- , I ?- J- ? Processing requirements.. .., ..?- ..all be so .1.?)rocess? ed irocessln- ? - ? ? ? 6, A ontain not more than 0.0024 no,. of c?,adi-um?-:`,..ih---1-34.2..-,-.;;n-a.--?,?.,e per -inch ........ .r. .Agencies ash.g to:deterr.:line-whether processed-film -neets. his requirement may ,submit samples of their processed film measuring 1 ',,???/-?1?4' ? . * ? ??'???;?'-? :) " ? fr square inches, to the General Services' 4". "" " .:chives and Records Service, Washinoton D.C. 2008),or te-t4-1- " ? ? ? ? ? ? ? ge of S3, will be made for each sample tested ? 101-11.5014 ? Standards 'for archival 'microfilm used in reference ,,., 1 /.. ?? ? ? :- ? - ,,.. . [3,-;2",,,-''.7?.,,',-,1-:,,,?,.,_,A.,. w?-?,-e_At-.4),-,t,,,,-,10-g.r.c.t..1...--__:_-_______-.0 ta,..,,,w,,,,,.....?-I iw,,,,,,-?,:?. : ( Master copies (sii-a-al not be used;.."or.-.1 referenee..purpose.s..:.?D.::0920 .',... . N . A . ? ? . ) : positive film copies are. rc-,:conmended. - for If) If, however, , w. master copies are used, the film shall be sufficiently warmed. and, .?conditioned as 'prescribed 1.1nder??Section 101-1 05-4 yheneirer an ? !,?,cricy find's that the original photographic or microph.otographic... :,gati?ve or. master .reproducing: copy of., pernanently? :records ' :teorating or will deteriorate, the agency shall ra4e, a duplicate )py-for -its-own use Lotographic negative or master reproducing copy with the National 101-11.505 Standards for storage o 101-11.505-1 Reels and ,cores. Microfilm in roll form shall be wound on cores, or on reels .? -Qe specified in LISA Standard Dimension S for 100-foot Reels 'for. ?ocessed .1'6ami and 35= Microfilm, PH5.6-1961, or the latest revision Approved For Release 2003/04/29 :,CIA-RDP84-00780R003600140015-4 , of the Approved For Release 2003/94/29 : CIARDP84-00780R00360014001574_ ,hereof approved by the USASI, 1r.corporated.. The materials used for he cores or reels shall be noncorroding,' plastic eempounds .onforrous metals. :The use of. steal. for-reels is permissib a provided he reels are well protected' by laceiu ? ,04alne, 'tinning,or other :orrosion-resistant finish. -Plastics andlacc..uers which might give .eactive'fumes or exudations during storage all not be '-used. lastic materials .must be free of peroxides. Paper bands and ruc.oer ands for confining film on reels or cores shall no be used. The 1 .:terials used shall not ignite,- decompose, or develop reactive fumes ,Id. vapors, and shall not injure the film as a result of melting or 0:et:Lon, ?WIle?fr--:.;-tlbfv;? aer=--v.c..",c.,747.2arart.ur' 101-11.505-2 Storage containers. OlocJecl coatainers,lpreferably metal shall be used for archival storage a contro1fa.7driVironmentv--0.pen-dohts7 such as folding cartons, e permissible only where it can be demonstrated that he container. terial as no adverse. effect on.thefilm'over.lono. storave'ne"iods'. .led containers shall be used vhere needed to maintain archival aidity limits to protect the film against gaseous impurities. .01-11.505-3 .Storage rooms. Lgencies retaining master microfilm copies of archival records shall ' vide a vault or a fire proof room separated from offices or working.- 41, ? ? as. '14or full protection against exposure to fire. and 'associated . ards, fire-resistive safes or insulated'containershall be placed ? Approved For tZelqise-2003/04/29 : CIA-RgP84-00780R003600140015-4 Approved For Release 2963/04/29 :,q1A-RDP0470078.0R003600140015-4 ithin:fireLresistive vaults or. rooms constructed in.accordance with 'eco:Ilmendations.of the National Fire ?Protection Association in their L.1:0.1ication NFPA 232, Protection of necords, 1967, 101-11.505-4 Environmental conditions., P"AA,,17ft' 0cci94 Z,,G;.'qci'Ato ,hall .not exceed 70?F. Rapid cycling of humidity or temperature should Jc avoided. Where 'inactivity of an archival film permits, protection ,lay be increased by conditioning and sealing the film at a lower relative ij and/or storing the film at a lower temperature. The film shall 7 - UE: sufficiently warmed and reconditioned before use to avoid any possible brittleness in handling. Approximately 0.05 inches of water s'nall be . alaintained within the room or vault, and also in tha film 'inspection area, by means of an independent 'air conditioning system., , . 101-11.505-5 Control of air conditioning. Air conditioning shall be kept under sufficient control to meet the standards for temperature and humidity, as specified in Section 101-11.505-4. Dehumidifiers using desiccants. should not be used. With circulating air, they create a danger .of abrasive or reactive dust'particles settling on the film. Humidification before is not necessary; -unless the. prevailing storage relative humidity is under 15 percent for long periods. of time. Water trays or satUrated.chemical Solutions shod?not be used. because of serious:danger of overhumidification,. ? ,t?,_ ? 'Approved forRe'leaST2003/04/29 : CIA-RDP8:470.9780R003600140015-4 Approved For Release 200104/26 CIA-RDP84-00780R0036001400154: - ? 101-11.505-6 Protection against air-entrained -impur4 ies.. Solid particles, which may- abrade tha film or react on the image, be cleaned from air o s craze. housings, or storage , containing microfilm. An acceptable test for mechanic-1 filters is the National Bureau. oi:..Standards. test method :for 4?J? ??? 6j ? ?.? 101-11.505-7 Gaseous impurities.. Gaseous impurities such as sulfur dioxide, hydrogen sulfide, and thers icn may cause deterioration of the base of ,,ne image oe removed from the air. Microfilm shall not be stored with nitrate base film in same room or in rooms connected by ventilating ducts because gases ? given off by decomposing nitrate film will damage or destroy the -;:illage on safety film records. 101-11.505-8 Microfilm inspection. ? e At approximately .2-year intervals, ,,w4-adoct-e=mbef--p-? . . .selected Lomples of film shall be inspected. For each biennial igplaection, a different lot sample chosen giving some overlap., - _ Lnspection to note any changes in previously inspected Samples.- ' ] 101-11.506 De)Struction of lecords.. .Authority to dispose of the .original permanent records which have ..)een filmed must be -obtained in accordance with Subpart 101-11:4 the 7PMR. Federal agencies proposing to preserve permanently valuable ? records on microfilm shall request authority to dispose of the originals before the reproduction project is undertalten. The reqlxest for authority on Standard ?""ilk vehi;FO* eke' 3 itfir2 ;7: :161":? POO6OO1X1 5-4 , ( ? . , Approved For Release 2003104/29 : CIA-:ROP84-007.80R0036001400154, :e.rtifies that the records described on this form 1i .e -microfilmed, .and, stored in accordance with the standards set ,forth in the Sub?ar'6 101-11.5, Sections the above recLuirements cannot. be.- provided, the master film colD-7es?.wi" .)e tra.nsferred. to the National Archives .,a-ad. '.e.cords Se7ice." ? . 1017-11.507 Temporary records. ? Lzenc.os microfilminz non,473ermanent records to be held 10 years c ,lore should apply the standards set forth above for r.licrofilminz , ? ..;torizlz permanent records as a means of nsurin avaiabty of nformation for the period of time ired. and. -Approved 0Or.14elea9 2003/04/29 : CIA-RDP84" -60780R003600140015-4 Approv RiTimillOfifer2A1231.9_41/01?C1A-RDP84-00780R00:: 12 February 1970 TO: Mr. Bannerman ROOM NO.. BUILDING REMARKS: Recommend your signature. le) FROM: ROOM NO. BUILDING EXTENSION FORM NO .0A 1 REPLACES FORM 36-8 I FEB 55 4-1- WHICH MAY BE USED. (47) 600140015-4 Approved For Release 2003/04/29 : CIA-RDP84-00780R003600140015-4 D. UNCLASSIFIED CI INTERNAL IJ$E. ONLY n CONFIDENTIAL AAO.^A, A ri SECRET . ROUTING AND RECORD SHEET SUBJECT: (Optional) ' FROM: DDP/RMS G H 43 EXTENSION NO DATE ? 3 December 1969 TO: (Officer designation, room number, and building) DATE OFFICER'S INITIALS COMMENTS (Number each comment to show from whom to whom. Draw a line across column after each comment.) RECEIVED FORWARDED ? DD/P .9 ) j .11.' 10 GI 5 , . . Is s . . . . . . 10. 11. 12. 13. 14. 15. ? - FORM 610 USE PREVI 3-62 EDITIONS CRET El CONFIDENTIALUSE y fl UNCLASSIFIED DD/S 4 f_ 1 1- 'ff43 11-T, :It -39,4' Approved For ReleasCONTliDD4PM51184-0 780R003600140015-4 D'Ilr.' ?"' ''',.; ?I i I 5 MEMORANDUM FOR: Deputy Director for Support SUBJECT : Archival Quality of Microfilm REFERENCE DD/S 69-4720, 7 November 1969 ; 5 DEC. 1. Paragraph 1 of Reference proposes that the feasibility of converting large volumes of records to some type of microform be determined as a solution to our continuing records storage problem. This Directorate established a study group in December 1968 to determine the feasibility of conversion of certain archived material and less-active personality files to microfiche as a solution to that problem. Also being studied is the conver- sion of regulations, handbooks, and similar general distribution material to microfiche in an attempt to reduce the field records volume and, concomitantly, the security hazard such volume creates. The feasibility studies are continuing, but are being hampered by the fact that the official ruling of The National [Archives on the acceptance of positive and negative silver \film for archival storage -- expected since February of this year -- has still not been received. Simply stated, conversion of hard copy to microfilm without permission to destroy the hard copy is sheer waste. Additionally, proposals to "print" general distribution material directly onto microfilm by computer-output-microfilm processing are negated by the fact that hard copy for archiving may not be produced in the process. Pleas to National Archives almost monthly through the good offices of the Agency Records Administration Staff have been unproductive. It is requested that this Agency take whatever steps necessary to bring pressure to bear upon The National Archives to produce -- at the earliest opportunity and in writing -- its ruling on the acceptance of microfilm for archival storage. 2. We understand, incidentally, that the Records Adminis- tration Staff itself is considering publication of a paper setting forth the Agency position on microfilm applications. It would CONFIDENTIAL Excluded tom utanift bagradmg and Approved For Release 2003/04/29 : CIA-RDP84407negginao. 40015-4 IIDIENTIAL Approved For ReleaciaLau : CIA-RDP84-00780R003600140015-4 -2- be beneficial for us to be advised of this position, if such has been established, before we proceed much farther apace in our program, and we would hope that the proposed paper will soon be forthcoming, homas H. Karamessines Deputy Director for Plans Approved For Release 20(MSF:IPIKM10780R003600140015-4 25X1 Approved For Release 2003/04/29 : CIA-RDP84-00780R003600140015-4 8 January 1970 MEMORANDUM FOR: Acting Chief, Support Services Staff SUBJECT : Federal Standards for Microfilming 1. Early in December we received a memorandum from the Cable Secretariat asking if they could obtain a policy decision which would authorize them to destroy paper copies of cables which have been microfilmed. A few days later we received a similar memorandum from the Deputy Director for Plans asking that we take whatever steps might be necessary to bring pressure to bear upon the National Archives to produce its ruling on the acceptance of microfilm for Archival storage. 2. Within a day or two of receiving the DD/P memorandum, I telephoned the Assistant Archivist, Mr. Everett 0. Alldredge, to inquire about the status of the Federal standards for microfilming which we had been informed, by letter from the Archivist about a year ago, would be published in March 1969. Mr. Alldredge told me that the National Archives and Records Service was still trying to iron out some differences between the Federal Bureau of Stan- dards and the American Standards Society, but he promised to call me back and let me know exactly where they stood. Meanwhile, I talked with Sam in the office of the DD/P and in the Cable Secretariat 25X1 explaining that I had talked with the Assistant Archivist and a response to their queries would be delayed for a short time. 3. On 7 January 1970 I called Mr. Alldredge since he had not yet responded to my earlier call. This time he told me that the GSA regulations are in final draft and he expected the bureaucratic processing would require about two to three months before they could be published in final form. After some further conversation, he agreed to smuggle a copy of the final draft to us immediately. He is confident that the substance of this draft will not be changed during the final editorial processing and legal review by the GSA General Counsel. Mr. Alldredge offered his opinion that we would be able to use the draft as the basis for Agency policy without awaiting publication of the final version. 4. I have reported the results of this later conversation to 25X1 and and told them I hope to be able to respond to their memo- -4. randums within the next two or three weeks. Approved For Release 2003/04/29: CIA-RDP84-00780R003600140015-4 25X1 25X1