RECORDS STORAGE CONTROL POLICY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R004200240004-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 36
• Document Creation Date: December 19, 2016
• Document Release Date: October 10, 2006
• Sequence Number: 4
• Publication Date: November 5, 1971
• Content Type: MF

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ORA.1~DUM FOR: Lxeeutive Director-Comptroller
K''?, l
i`lsR~3UG: Deputy Director for Support 'l, `
Sir6j: C
Records Storage Control Policy
R .FLRRNCE : Executive Director Memo to DDS, 1 July 1971,
Same Subject
1. 1"Iiis special report from the i ecord s Management board
is for your information only.
2. requested in paragraph 4 of referenced memorandum, the
Records board has examined these two specific records problems:
a. XhQ devalOpE eitt of an A ency policy estab-
lishing an "office of record" responsibility for Agency
documents; and
b. application of an Agency policy limiting
the storage of computer-prepared reports to microfilm
copies of these reports.
xic Board has found that there is no need for the issuance of a
policy statement or other action by the :xecutive Director-Comptroller
at this time because both problems are recognized and are being acted
upon by the components concerned. The ; oard will continue to monitor
progress in these two areas.
- 3. _. In-regard to the first problem the Agency Records Admin-
istration Staff has been working with Directorate Records Managers
since 1468 drafting "ILetention Plana for Permanent Records." These
plans are ~ irectorate-- .dc lists of the files of continuing legal or
historical value and include the identification of the `offices of
record' responsible for the preservation of the record copy. This
effort to identify responsible offices for permanent records will
reinforce protection of our most valuable files provided by by Records
Control Schedules and will aid in the develonmeut of additional
system and procedures for their control. Then this experience will
be used in phase two when the "offices of record` will be identified
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for t. a oral records which are many times more voluminous and com-
plicated. Times Retention Plans serve to'eliminate retirement of
duplicate files and will promote more systematic administration,
reference, and preservation or disposal of Agency documents. They
also ensure file custody and control by the organizational element
with primary interest and responsibility. The current status of
Retention Plans in the various Diractorates is detailed in the
attachment to this report.
4. On the second problem, concerning an Agency policy
limiting the storage of computer-prepared reports to microfilm
copies of these reports, the following steps have been end are
being taken.
a. Printing Services Division has purchased a
specialized camera that microfilms computer printouts at
the rate of 165 feet a minute. Using this camera, the
Office of Finance has converted over 100 cubic feet of
listings to microfilm and has plans for filming another
500 cubic feet this fiscal year. The DDS4T is renting
one of these cameras for one year to convert telemetry
records and computer listings in FMSAC.
b. Using another technaology, the Support Direc-
torate has converted five of its computer applications
involving large hard copy printouts to Computer Output
Microfilm (COM). The DDP has 12 operational support
computer applications and 5 records management computer
applications that have been converted to C0 1M. The DDP
components have plans to withdraw some 400 cubic feet
of iudax cards from the Records Center and convert the
related computer tape record to COMA in the near future.
c. The Support Services Staff is working with the
office of Personnel to convert their old hard copy print-
outs to microfilm and to replace many of their current
bard copy computer printouts with COM applications.
d. In certain instances either the size of the
report or the special user requirements of the report do
not justify a GOM application or conversion of hard copy
printout to microfilm.
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5. The Board "=bars feel that, at this time, satisfactory
progress is being made on :biting the storage of hard copy computer
printouts both at the Records Center and in the offices. Also the
identification of "offices of records"' is receiving as much attention
as manpower and priorities permit. The heard does not recommend any
policy proposal or action by the bzecutivee Director-Comptroller at
this time.
Chairman
CIA Records Management Board
DDS/SSS/RAB:VJB:rf (5 November 1971)
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SECRET
Status of Retention Plans for
Permanent Records of the Directorates
A. The DDS&T components developed their first Retention Plan
in 1969 and are currently up-dating it with a tentative target date
of-March 1972. 25X1
B. A team of DDP and Agency Records Staff Officers has pre-
pared a first draft of a Plan for DDP files In 1969 DDP published
Records Disposition Instruction Also, for the past
two years the DDP Records Staff has been working to expand the
official CS Records System to include all file material of value.
This has been delayed by a lack of computer capacity to handle the
additional file codes. When this is accomplished they will be in
a position to prepare a comprehensive Retention Plan, draw from it
a list of permanent files, and establish "office of record" responsi-
bility.
C. The DDI and DDS components have teams actively engaged in
developing their Retention Plans. Completion is targeted for
March 1972.
D. A member of the Agency Records Staff has been assigned to
work on the Retention Plan for permanent records in the DCI Area.
E. At the "Annual Conference of Records Management Officers"
this December Retention Plan developments will be reviewed.
SECRET
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SECRET
MEMORANDUM FOR: Assistant Deputy Director for Support
uv! ' 91''
SUBJECT Special Report to Executive Director-Comptroller
from Records Management Board (RMB)
REFERENCE . Memorandum frm Executive Director-Comptroller
to Deputy Director for Support, dated
1 July 1971, Subject: Records Storage
Control Policy
1. The attached Records Management Board report is in
response to paragraph 4 of referent memorandum. This is a reporting
requirement we levied on ourselves as we were the authors of the
Executive Director's memorandum. Our purpose was to get something
from the Executive Director that would force the Directorates to
zero in on the issues involved in this report (i.e., an Agency
policy on "office of record" and storage of computer produced reports
2. Unfortunately we were only partially successful. We have
made considerable progress on the issue of convertin computer
printouts to microfilm for long term storage However, we
have a long way to go before we get directorate programs establishing
"office of records" let alone an Agency policy and program. I think
the conclusions reached by the Board on this subject is'correct. It
will do no good to ask the Executive Director to send out something
to the Deputy Directors on this subject when we know in advance that
they do not now have nor will they commit the resources needed to
make significant progress on this complex and difficult problem.
3. Although I am not at all happy about the situation on
"office of record" policy and procedures and the Board's action (or
I should say "inaction") on this subject, I think this report should
go forward to the Executive Director. If we were to tell him how
bad it really is, we would only be opening up a Pandora's box and get
new requirements that we simply cannot cope with.
Chie , support Services S-t-a-ff
GJUP1
xdud,d tram u910m3tlc
6.";r;r19i,11 and
daelassitICpt{ol
 MEMORANDUM FOR: Col. White
Attached is the special report from the
a policy on "office of record."
Records Management Board you requested in your
memorandum of 1 July. We are making progress
on limiting volume of hard copy computer
reports sent by converting to microfilm.
However, we have much more to do in establishing
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COE
7/ = 5w
D D t 8 RREGISTR1
FILE/
FOR: Deputy Director for Support
t Director of Finance
SUBJECT : Retention of certain office of Finance
Records
REFERENCE Executive Director--Couptroller's M +randu
dated 10 June 1971 (IIc 71-3488/1),
subject. Control of the Agency's Records
Storage Growth
1. This randuta is primarily for the information of the
Deputy Director for Support. However, we soak the S concurrence
to paragraph 9 which outlines a course of action this Staff pro-
poses to pursue in resolving subject issue with the DD?.
2. The recently instituted policy established by referent
samorandta, lisiting each directorate's deposits to the Records
Center to 1,000 chic feet net increase in SAY 1972 and successively
s9aalier inerss to during the ensuing years, makes it imperative
that we take early and definitive action to live within the "quota"
assigned to the Support Directorate. There are *any avenues open
to us and one of the more obvious steps we can and should now take
is to destroy records that have exceeded their functional usefulness
for Support offices and whose retention is no longer required by law
or other Federal records retention standards. In some instances we
are keeping large quantities of records for "contingency" pur -oses
at the insistence of DP/CI Staff.
3. The Office of Finance has a large volutae of records
which according to the National Archives and Records Service and
the Comptroller General standards require legal retention for 12
years. These records are headquarters vouchers and field station
accountings, both of which contain travel accounting records (PCs
and " DTI) as well as eprratioroal entertaiesent and expense vouchers.
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UNCLASSI? ~ZZ- CONm.LD~NT AL SECRET ;I
? F C AL ROUTENG S UP
PREPARE REPLY
Rir TURN
Deputy Director for Support 7D18, Hqs
N0. 237 Use previous editions (40)
FOl-SGC77 L
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4. for ton years the Offtesa of Finance and the CIA
Administration Officer have treed to remove the impediments which
have forestalled orderly disposal of these records after the legal
retention require ats have ex;piread. Initially the problem was one
of securing agreement from the Comptroller General that the records
could be destroyed without G:AO audit, and that CIA audit would
suffice. This was resolved 2 November 1967 on which data at CIA
request the Comptroller General approved a financial records retire-
ment program which Included authority to destroy these records after
the legal retention period of 12 years has expired.
5. Unfortunately, the subject field records contain inter--
mingled indigenous payroll records, the retention period for which
is 56 years. On 29 March 1963 the Ditettor of Finance addressed a
m raddum. to the Deputy Director for 6upport *asking to have a
12-year retention period established for the indigenous payroll
cards to permit their disposal coincident with the disposal of the
other records contained in the headquarters vouchers and field
accounting collections. This are erandum was referred for review
and co ent to the Director of Security, Chief, CI Staff, DDP; and
the Deputy Director for Plans. The Uirector of Security concurred
22 April 1968. In an S Kay 1968 memorandum, the Chief, CI Staff
nouconcurs:eed on a broad basis, objecting to the legally approved
12-year retention period for headquarters vouchers and field
accountings and specifying that CI Staff needs the records to be
retained for 30 years. In sun, the Staff rationale for retain-
ing these records beyond the 12--year legal retention period is
based an their expritassd need to effectively carry out their
responsibilities in highly important sensitive CI cases. They
state that:
a. Financial records permit detailed reconstruc-
tion of travel and assignments of Agency personnel which
CZ claims is impossible to obtain from any other records
in the Agency. They claim. that these records are an
essential source for determining that a certain individual
in in a certain place at a particular time.
b. Ws rationale for retention of operational
entertainment vouchers to less clear (particularly since
these vouchers do not have true name identity of agents
or prospective as *nts -- these are presaaably maintained
SECRET
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in project operational records within the DOP), however,
CI Staff contends these finance documents may reveal
her aetitaas (other than contained in the Official
CS ops files) on staff, staff agont, and contract
personnel which become highly LLeportaut in cases in-
volving operational s*e urity.
The 1)eeputy Arector for Plant oa 17 May 1968 agreed with the Chief
off aenrandum. On 23 August 1+968, the DDS returned the
Office of Finance proposal to the Director of Finance without
approval.
6. Atppre cent, the problem of.tbe comingling of indigenous
payroll records with other financial records is being resolved. Upon
the arrival of field accountings in headquarters, the Office of Finance
is screening t.hea. filers to segregate and resove indigenous payroll
records (for 56-year retention). Steps are being taken to have the
accounting files established in the field separately from indigenous
payroll records; thus, headquarters screening will eventually bees
unnecessary. F n-current field accounting records,, including those
in the Records Canter, will also be screened by the office of Finance
on a time available basis to remove indigenous payroll record material.
7. As of 21 July 1971, there were 2,50q cubic feet of head-
-quarters vouchers and field accounting records over 12 years old.
It is of interest to note the volume which will become 12 years old,
thus subject to legal destruction, during the next 3 years:
In 1972 450 cubic feet
In 1973 - 450 cubic feet
in 1974 530 cubic feet
'raking this volume Into consideration, as well as newer records
accumulations in this category, it is apparent that during the next
ton years approximately 500 cubic feet per year could be legally
destroyed but for the CI Staff request that they be retained for
30 years.
8. we are aware of the difficulty involved in challenging
the Cl Staff's contention that there exists a valid justification to
retain those records for CI co tjngeency purposes, however,. it is
clear that the operational and legal use In the SuMrt Directorate
ends when they are 12 years old. This is the largest 'single colbac-
`.;i,l'le!I?iiS'l m:i#!TiEY1G
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tion of records in the Support .rectorate and it is now grovinZ at
an annual rats of 500 cubic feet. The DDS simply cannot live within
the 1,000 net cubic feet annual allocation if we cannot destroy these
records when they reach the 12-year legal retention period. Addition-
ally, from a cost effectiveness standpoint, long term retention is an
ever increasing burden. for example, the 2,500 cubic feet that we
could now destroy will occupy new rotorised shelving at a capital
investment cost of $15,000 and requires another $2,500 in annual
overhead costs. If nothing in done this collection would continue
to grow at an annual rate of 500 cubic feet, costing $4,000 in capital
investment and overhead charges each succeeding year. By 1979, the
first year we could begin to destroy records on the 30--year reten-
tion basis, costs would have a -tet to $42,000 in capital investment
and over 441,?00 in overhead charges. Conversion to microfilm is an
alternative if P insists a 30-year retention basis but this even
is more expensive. Although /C1 uaa already taken the position
that the frequency of their requests for. searches. of these finance
records is notea substantive basis for judging their value, we contend
that it sgould be a significant factor. In this regard, Office of
Finance reports that they have no record of a 1)1P reference request
during FY 1970 and 1971 involving accountings that are past the 12-yesaar
retention period.
9. Subject to concurrence of the :yt1)S, we intend to pursue
the following course of action to resolve this problem:
a. At the Support Services Staff level formally
request the Da?P/ and DDP/CI Staff toy (1) review the
subject 12-year old records again i view of the lack of
reference activity, the costs (4ollar and space) of
retaining theme records, and the validity of CI Staff
rationale on retention in relation to other Clandestine
Services record retention priorities. See attached
memorandum.
b. If the )DP review results in their desire to
maintain the current 30-year retention policy, transfer
Records Center space allocation "charges" on these records
from the Office of Finance to the 1)1#' . Additional
records in this category would also be "charged" to the
1DP as they passe the 12-year legal retention period
(approximately 500 cubic feet per year). Office of
Finance would retain technical control over the records.
it should be pointed out that such an immediate transfer
 AU U
Director of Finance
C'/Sss n
(signed) John W. Coffey
John W. Coffey G&7
purr Director
)
for ffiissppasrt .
pIG Jg7~ r'67- 25X1
DDS/SSS/HEP/LRF;rf (5 August 1971)
Orig. 40-10-Addres w/att.6
1-D/Finance w'/att.
1-SSS Subject
1-SSS Chrono
thief, Support Services Staff
a- aD/5 t .__ .,_
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.i ltd
of 2,500 cubic feet of records (unless offset by reduc--
titsoas in other DDP tecurds Cantor holdings or by the
ADP undertaking a major progre.:.to microfilm this collec-
Lion) would "Use the t7P to exceed by 1,500 cubic feet
its fi 1972 allocation for aeaib"tds Center deposits.
f: is no doubt would trigger our first major teat of the
now records storage policy and would presumably and up
with the Executive isestor-U ptroller for resolution.
SEC
E
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6 AUG 1971
MEMORANDUM FOR: Chief, Information Services Division, DDP
ATTENTION : Deputy for Information Management
SUBJECT : Retention of Certain Office of Finance Records
REFERENCE : Executive Director-Comptroller's Memorandum
dated 10 June 1971 (ER 71-3488/1),
Subject: Control of the Agency's Records
Storage Growth
1. This memorandum requests DDP/ISD and DDP/CI Staff to
re-examine CI's previously stated need to retain certain finance
vouchers and accountings in excess of established legal retention
periods. These records contain travel accountings as well as
operational entertainment and expense vouchers which CI Staff has
requested the Office of Finance retain for 30 years, rather than
12 years as prescribed by the U.S. Comptroller General and the
Archivist of the United States.
2. As you know, and is emphasized in the referent memoran-
dum, we are seriously limited in terms of available space in the
Records Center and these finance records represent the largest
category of records holdings in the Records Center chargeable to
the DDS. As of 21 July 1971, there were 2,500 cubic feet of head-
quarters vouchers and field accounting records over 12 years old.
In addition to this 2,500 cubic feet, the volume which will become
12 years old and subject to legal destruction during the next 3
years is as follows:
In 1972 - 450 cubic feet
In 1973 - 450 cubic feet
In 1974 - 530 cubic feet
Taking this volume into consideration, as well as newer records
accumulations in this category, it is apparent that during the next
ten years approximately 500 cubic feet per year could be legally
destroyed but for the CI Staff request that they be retained for?
30 years.
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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 cubic feet the
DDS simply cannot live within the 1,000 net cubic feet annual alloca-
tion if we cannot destroy these records when they reach the 12-year
legal retention period. Additionally, from a cost effectiveness
standpoint, long term retention is an ever increasing burden. For
example, the 2,500 cubic feet that we.could now destroy will occupy
new motorized shelving at a capital investment cost of $15,000 and
requires another $2,500 in annual maintenance costs. If nothing is
done this collection would continue to grow at an annual rate of
500 cubic feet, costing $4,000 in capital investment and overhead
charges each succeeding year. By 1979, the first year we could
begin to destroy records on the 30-year retention basis, costs would
have mounted to $42,000 in capital investment and over $41,000 in
overhead charges. This appears to be an extremely high price to
pay for CI contingency purposes. Conversion to microfilm is an
alternative if DDP insists on a 30-year retention basis but this
is even more expensive.
4. In re-examining and revalidating the justification for
retaining these records 18 years beyond the legal retention period,
we urge the following factors be considered:
a. The Agency costs to retain these records for
this contingency is conservatively estimated at $83,000
over the next 8 years alone. Estimated costs to film
this collection (assuming DDP/CI could make manpower
available) are approximately,$100,000 for the initial
2,500 cubic feet and $20,000 per annum to film the 500
feet per year growth in these records.
b. The validity of CI Staff's assumptions should
be carefully examined. That is, can we indeed rely. on
these records to provide a detailed reconstruction of
travel, assignments, 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 to information already contained in the ex-
tensive operational project files retained in the Clan-
destine Services records system.
sm-
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Annrmrarl Pnr RalaacP 9QQ /11/QP ? ('IA-RflP84-QQ78QRQQ4 0Q 40004-8
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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 volume in-
volved to the DDP space allocation at the Records Center.
Office of Finance would retain technical control of the
collection but the 2,500 cubic feet which could be legally
destroyed now would use up the DDP's annual records space
allocation for the next 2 1/2 years unless there are
25x1 offsetting reductions in the 24,000 cubic feet of DDP
recordsl It is significant to note that these
records deposits when charge4 to the D ould represent
10 percent of the DDP record The justifica-
tion for retention therefore should be judged in relation
to other DDP records retention requirements, forcing a
decision on which collections would have to be removed in
order to absorb the 2,500 feet within the present records
space allocation for the DDP.
d. CI Staff has previously stated, memorandum
,dated 8 May 1968 (DDP 8-1896), that frequency of requests
for searches of these finance records is not a substan-
tive basis for judging their value. We suggest that in
view of the costs of retaining these records and the
priority they may have in relation to other DDP records,
the use of this collection might now be a significant
factor. In this regard, Office of Finance reports that
they have no record of a DDP reference request during
FY 1970 and 1971 involving accountings that are past the
12-year retention period.
5. We would appreciate the results of your review of this
problem by 1 October 1971, in order that we may commence destruc-
tion of the collection or if they are to be retained, arrange for
these records to be charged against the DDP records storage alloca-
tion per referent memorandum.
Chief, Support Services SUM
~~^,I r Ctcla;lad frc;r aa!a;+aUc
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 T1?,o.NSMI'TTAL SLIP DATE
ROOM NO.
7E12
Executive Registry
C/SSS requests that the attached
package be handled the same as
the "Presidential Library" package.
That is, after signature, pls return
the Orig to C/SSS via DD/S for
preparation of appropriate copies
and distribution.
Thanks.
O/ADD/S
BUILDING
Hqs
BUILDING
}s
EXTENSION
r~ 1
FEB M 55 24 I REPLACES FORM 36-8
I R
WHICH MAY BE USED.
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MEMORANDUM FOR: Col. White
FIL
Here for your approval is a plan by the
Records Management Board which limits the net
growth of records in storage. Each Directorate
will be allocated 10,000 feet of the available
capacity and may use only 1,000 feet of it the
first year. Each subsequent year the net new
volume decreases by 50 feet, thus their alloca-
tions should last 20 years. Eventually they
should be destroying as much old volume as they
are storing new material.
The Board members coordinated this proposal
in their respective Directorates.
Memos for Ex Dir signature to the Deputies
are attach me t t 's lan.
. (DATE)
John Corley
BEM US10-101
FORM I AUGN 54 IO) WHICH RELACES
ED.
Prepared by SSS
DD/S Distribution:
Orig Blue Note - Ex. Dir. -C ompt . , w/Orig & 3 of Atts
1 - DD/S Chrono
1 - DD/S Subject
Growth
DD/S 7 1-2367: Memo dtd 10 June 71 for Ex. Dir.-Compt., thru
DD/S, fr Chairman, Records Management Board and Directorate
Representatives, subj: Control of the Agency's Records Storage
DD/S 71-2368: Memo dtd for DD/S&T, DD/P,
DD/I, DD/S,'fr Ex. Dir.-Compt., subj: Records Storage Control
Policy
DD/S 71-2369: Memo dtd?iE for DD/S fr Ex. Dir.-
Compt., subj: Records Storage Control Policy
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CONFIDENTIAL
MEMORAPIDUM FOR: Executive Director-Comptroller
THROUGH : Deputy Director for Support
SUBJECT : Control of the Agency's Records
storage Growth
10 JUN 1971
1. Paragraph 11 of this memorandum contains a recommenda-
tion for your approval.
2. For many months, the Records Management Board and the
Agency"s Records Management Staff have devoted a major portion
of their efforts to the problem of containing a constantly
fe=ds storage ace requirement within a
increasing Agency
limited fixed area Over the
past two years, interim steps have been taken to postpone
reaching full and final capacity at the Center. These measures
included the following four principal approaches:
a. A concerted effort was initiated in 1968 to
achieve a substantial reduction in Directorate hold-
ings in storage For two and a half
years a records purge was conducted by each Director-
ate and resulted in a net Agency reduction of about
8,000 cu. ft. of records. This net reduction is a
temporary reversal of the previous growth rate which
averaged about 6,500 cu. ft. per year during the
preceding ten-year period.
b. Resources were made available and action
initiated last year to install modern records storage
enui-nment and to renovate warehouse storage space at
In order to make available
appro.: as e 2004OU cu. f't. of additional capacity.
A total of 153,000 Cu. ft, of storage space will be
available when this work is completed sometime late
in 1971.
c. Concurrently, a variety of programs were
Initiated to explore record miniaturization techniques
and applications in order to reduce the volume of
records requiring storage space and to improve retrieval
and utilization of filed data.
I 0 N' 111 T
GAOJP 1
Excluded train automatic
dawnsrading and
declassilW1.1lan
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CUNF E TIAL
d. Each Directorate continued, with varying degrees
of success, to examine records creation and retention
policies in order to try to reduce the growth burden
on the records storage facilities of the Agency.
3. Two of the foregoing approaches -- the "purge" and the
acquisition of space and equipment -- are, in terms of accrued
benefits, "one-shot" affairs. Although they have provided a
bre.Athing spell -- perhaps six or seven years -- they will not
recult in any long-terra or permanent solution to the Agency's
records storage growth problems. Although they should continue as
an element in each Directorate's records management program, addi-
tional purges in the foreseeable future will provide substantially
Cover benefits. The allocation of significant resources for further
physical expansion seems very unlikely. No permanent solution is
possible unless net growth rates are reduced ultimately to zero.
The other two approaches to the problem -- miniaturization and
policy changes for records creation and retention -- are slow-
moving and complex efforts which impact on each Directorate's
record problems in varying degrees. There is reason to believe
that the success of these approaches relates directly to each
Directorate's motivation to attack the problem. However, it is
within these two areas ?- miniaturization and more rigorous control
over records creation, retention, and destruction -- that the long-
term resolution of the Agency's records storage problems lies.
i . All. Directorates are fullr aware of the stringent records
storage space situation at Recently, each performed
wall in "purging" its storage records of documents no longer having
retention value. Each is exploring microphotography as a space-
raving and retrieval device. Offices are reviewing the level of
their "supplemental distribution" document stocks.
5. The conclusion reached as a result of these efforts is
that accomplishments depend to a large extent on the degree of
priority and importance which the line command in each Directorate
alacoe on the records storage and control problem. Even so, in
the absence of specific gonl.s, achievement is sporadic and
unpredictable. Given the A encyy's heterogeneous activities,
organizations, and approaches to management problems, any attempt
to institutionalize uniformity or centralization among Directorates'
mice of ilming systems, policies, and procedures, is of doubtful
utility,, and in the long run, is probably counterproductive and may
be impossible to define. In other words, each Directorate must do
its own job and run its own program. A central Agency staff component
can only advise - it can accomplish little.
 Approved For Release 2006/11/08: CIA-RDP84-0078OR004200240004-8
6. The fact remains that the Agency has a fixed and limited
records storage capacity to accommodate what will be a continually
Increasing records storage load.. If nothing is done, the CIA
Records Center will reach maximum capacity in six or seven years.
Since the Directorates have control of their own records creation
and retention policies and programs, they must also assume the
re oonsibility for controlling the size of the storage burden imposed
on the Agency storage facility as a result of their records creation
and control activities. This means that each Directorate must be
limited to a gradually decreasing annual net growth in records astored
at the Records Center and eventually the annual volume accessions
must equal annual destruction volume. This limitation must be focused
on a date in the future when the cubic footage of new records stored
each year will equal that of old records removed. Concurrently, an
Agency policy prohibiting the procurement of additional storage
facilities -- safes and files - at Headquarters and other Agency
locations, except perhaps when a new orgaaniz is created will
prevent merely transferring the problem fro~to other Agency
locations.
7. The allocation of an annual not records storage increase to
each Directorate will control the flow of records to the Records
Center, but at the some time, the solution to each Directorate's
records storage problem is clearly the responsibility of the
individual Directorate. Each Directorate will determine for itself
whether microfi.lmir. , reductions in records creation and retention,
the storing of microfilmed computer-produced reports in lieu of hard
co,W, or ary other approach is cost-effective. This will contribute
materially to its ability to live within the allocated annual storage
rate. The Directorates will have to assume the responsibility for
developing and implementing records reduction actions within their
o-vr areas of management responsibility. The retirement of records to
the Records Center will continue to be accomplished through the
existing Records Control Schedules processes to ensure that legal
retention requirewnts are observed.
B. The following data is presented to clarify this approach;
a. Total j?ecord.s storage capacity
0
at the end of 1971 153,000 cu. ft.
b. Lass Agency archives storage
at present
c. Capacity for general purpose
storage
- 3
16,000 cu. f't.
137,000 Cu. ft.
C IA1
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 Approved For Release 2006/11/08: CIA-RDP84-0078OR004200240004-8
d.
Reserved for archives growth
5,000
e.
Reserved for contingencies
X3gOOO
20,000 cu. ft.
f.
Capacity available for
Directorates (and DCI area)
117,000 Cu. ft.
Current Directorates and
DCI storage levels (as of
1 April 1971)
75,000 cu. ft.
? rrr rrrw.rr
? ~
he
Not capacity available for
future growth
~
I2,000 cu. ft.
A not grcmrth capacity of 42,000 cu. ft. means that, in order to avoid
further investment in additional storage space, each of the four
Directorates must be limited to a growth of 10,000 cu. ft. (and DCI
area 2,000 cu& ft.) over whatever period of time is deemed advisable.
When this 12,000 additional cu. ft. has been occupied, annual levels
of the introduction of records into storage must equal annual records
destruction levels. It would appear that a twenty-year program of
gradually decreasing annual records storage authorizations is necessary
to provide Directorates with a time?f'~ame within which to explore,
establish, and implement the means to achieve equilibrium between
records creation and records destruction.
9? The following systeis imposing a reduction each ye n the 25X1
annual not increase in apace allocated for records storage by
each Directorate will serve this purpose. Each Directorate will be
re amired to limit net increases in its annual records storage levels
as follows,
lot yr.
Y 1971
1,000 cu. ft.
2nd yr.
F( 1972
950 cu, ft.
3rd yr.
r 1973
900 Cu. ft.
etc. (annually reduced by 50 cu. ft. each year)
19th yr.
FY 1989
100 cu. ft.
20th yr.
1990
a0 Cu. ft.
Each year thereafter >- no net increase is authorized.
Of coursed if new Directorates are createdg or if unknown requirements
appear which cannot be not through the contingency space available,
these annual net increase allocations can be further reduced or
reallocated at any time as circumstances warrant.
r
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 Approved For Release 2006/11/08: CIA-RDP84-0078OR004200240004-8
10. Prior to the purge campaign, the storage burden on the
Records Center increased on the average of about 6,500 eu, ft, per
year. Application of the proposed approach should not impose an
unacceptable burden on any Directorate. If the program is success-
ful by the tenth year, the annual net increase will have been out
in half and by the 20th year will have ended.
11. It is recommended that the implementation of the approach
set forth in this memorandum be approved and that you sign the
attached memorandum addressed to the Deputy Directors informing
them of this new policy and establishing Directorate annual net
increase allocations. The memorandum to the Deputy Director for
Support comments on the additional responsibilities of the Support
Directorate in connection with the implementation of this policy.
,~- A a AO /
____ 4V1 C
DDS Distribution:
Orig - Adse
1 - ER
2 - DDX r,~7
1 - Sec/RMB
Annroved For Release 2006/11/08 : CIA-RDP84-0078OR004200240004-8
 . Approved For Release 2006/11/08: CIA-RDP84-0078OR004200240004-8
Concur with recommendation contained in Paragraph 11:
/S/ o orc . Waif
2 JU1 i i
John W. Coffey Date
Deputy Director for Support
The recommendation made in Paragraph 11 is approved:
L. I. ite Date
Executive Director-Comptroller
-6_
~ 1% ' L I ~ ~' {+ + I 1~ Y
a;. e+ ~ " ~ r C ~ w
AnnrnuPrl Fnr RPIPasP 2000/11108 C;IA-Rf)PR4-00780R004200 40004-8
 Approved For Release 2006/11/08: CIA-RDP84-00780R004200240004-8
CONFIDENTIAL
JUL 1971
25X1
MEWRANDWI FOR: Deputy tirector for Sis nee & Technology
duty Director for bent
Deputy Director fog Intelligence
Deputy Director fbr Support
SUSJECT :, Records Storages Control Policy
REFERENCE Mmorandum f rest .Agency Records Kanagemeent
Board to kaseative Director-Comptroller
dated 10 June 1971 (attached)
1. Last year I approved the allocation of funds to modernize
the Records Center equipment and to renovate some additional storage
space Many components performed well
during past two years in their not holdings at the
Center. These actions have proj4.d temporary relief for our recorc sa
storage problem but offer no pert neut solution.
2. Each Directorate must initiate aggressive and systematic
records control programs to reduce its net annual increase in the
storage loads imposed an the Records Center eventually to zero.
Therefore, I an establishing for each Directorate an annual Records
Center storage net growth limit which, over a twouty-year period,
should result in no further increase in the Agency's teeords
storage apace requirements. In order to avoid merely transferring
the problem to headquarters office
space, I have instruct e the Deputy Uric tot for Support to cease
issuing additional safes and other file equipment in the Washington
area unless the requirement is fully justified (as, for exa nzple, in
the ease of a newly created organization). Before the requisitions
are submitted to the DU S, I shall "pact the Directorate Executive
Officer or comparable senior officer to review the justification.
3. Effective in Fiscal Year 1972, the not increase in
records storage space at the Agency Records Canter is limited for
each Directorate to .1,000 cubic feet. Each following year the
allocation will be reduced by 50 cubic feet. (1973 - 950 cubic feet;
1974 -- 900 cubic feet, etc.) Success in this approach will reduce
the annual increased load an the Retards Center by one-half in ten
years and to zero in twenty years.
causer I
Ealaded ltnA wiomatic
dot~abradiaq and
declrssituztlee
 Approved For Release 2006/11/08: CIA-RDP84-0078OR004200240004-8
CONFIDENTIAL
4. The Agency Records Management Staff will assist your
eenmponents in exploring methods to ad eve these goals. titcro-
filming offers considerable space saving as well as improved
retrieval. Rigorous review of records creation, retention, and
destruction policies and procedures within the framework of the
existing Records Program and Federal law should provide additional
opportunities. There are various avenues to explore to achieve
eventual equilibrium between records creation and destruction.
We now have a breathing spell within which to take action, but
planning must be initiated and estions implemented or time will
embargo many of these possibilities. I hope you will give this
your personal attention and support.
Attachment :
Referent Memorandum
L: X. White
Executive Director-Comptroller
Distribution:
Orig - Adse, w/att (Return to C/SSS via DD/S)
1 - ER w/att
2 - DD/S
1- Sec/RMB
'aunt i
::.u ua trat iW4a1fk
 Approved For Release 2006/11/08: CIA-RDP84-00780R004200240
ORA1 U,1f\1uIt: Deputy Director for support
Control Policy
1. 1 Aav
Alanagement Board
approved the recommendations of the Records
tablishing an anal declining records storage
u for each Directorate. Restricting each Dirac-
growth authoriasti
torate to 1,
c feet of growth this fiscal year and reducing
that by 50 cubic fee
an approximate balsas
GO FICt T1AL
each succeeds year hopefully will achieve
with twenty years between new records
one destroyed. To avoid transferring the
placed in storage and J
problem
area, I have also it
office space in the Washington Headquarters
each Deputy Director that no more filing
asued to any component in Washington
equipment or safes will be
unless the need is fully jug'
and approved at an appropriat
2. Each Directorate wil
by the requesting Directorate
Level in the Support Directorate.
ewers the responsibility for
managing its records creation sto
course, within the framework of
age and disposal problems, of
Federal law as it applies to the Ce
will be responsible for instituting
will enable each to stay within his
existing Agency regulations and
tral Intelligence Agency. They
licies and procedures which
3. 1 visualise no diminution of
sal not growth authorisation.
meat Officer's responsibilities to provi
assistance to each Directorate to enable t
annual allocation. Relieving the Agency
Agency Records Manage-
advice, guidance and
usually trying to deal with the storage spa
should permit his staff more time to work wi
develop the techniques peculiar to its own re
achieve the results we are looking for.
Officer of con-
shortage problem
each Directorate to
remente which will
4. 1 will expect the Records , anagement
rec ndatUons concerning: (a) the development
an Agency policy establishing an "office of record"'
for Agency documents insofar as storage, retrieval,
are concer ;'and (b) the application of an Agency
the storag ' at the Records Center of all computer-p
d to provide
application of
responsibility
nd destruction
licy limiting
red reports
to computer-prepared microfilm copies of these reports.
like the results of the Board's deliberations on these
by 31 Odtober' 1971.
L. K. White
Executive Director-Comptroller
NIT
would
issues
 Approved For Release 2006/13/Q?:r GIA-R P 4-0078OR004200240004-8 Execui?e r`1;istry
DD/S 71-2369
MEMORANDUM FOR: Deputy Director for Support
SUBJECT : Records Storage Control Policy
1 JUL '
1. I have approved the recommendations of the Records Management
Board establishing an annual declining records storage growth authorization
for each Directorate. Restricting each Directorate to 1, 000 cubic feet of
growth this fiscal year and reducing that by 50 cubic feet each succeeding
year hopefully will achieve an approximate balance within twenty years
between new recor a and those destroyed. To avoid trans-
ferring the proble o office space in the Washington Head-
quarters area, I have a so informed each Deputy Director that no more filing
equipment or safes will be issued to any component in Washington unless the
need is fully justified by the requesting Directorate and approved at an
appropriate level in the Support Directorate.
2. Each Directorate will assume the responsibility for managing its
records creation storage and disposal problems, of course, within the frame-
work of the existing Agency regulations and Federal law as it applies to the
Central Intelligence Agency. They will be responsible for instituting policies
and procedures which will enable each to stay within his annual net growth
authorization.
3. I visualize no diminution of the Agency Records Management
Officer's responsibilities to provide advice, guidance and assistance to each
Directorate to enable them to live within their annual allocation. Relieving
the Agency Records Officer of continually trying to deal with the storage
space shortage problem should permit his staff more time to work with each
Directorate to develop the techniques peculiar to its own requirements which
will achieve the results we are looking for.
4. I will expect the Records Management Board to provide recom-
mendations concerning: (a) the development and application of an Agency
policy establishing an "office of record" responsibility for Agency documents
insofar as storage, retrieval, and destruction are concerned; and (b) the
application of an Agency policy limiting the storage at the Records Center
of all computer-prepared reports to computer-prepared microfilm copies
of these reports. I would like the results of the Board's deliberations on
these two issues by 31 October 1971. Furthermore, the Board is expected
to submit an annual progress report on the extent to which we are achieving
the goals of this program.
L. K. White
Executive Director-Comptroller
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Approved For Release 2006/11/08: CIA-RDP84-0078OR004200240004-8
 ?-Approved For Release 2006/16 007808004200240004-8
NNr.r-Ca fSy is Mr. and
Attached for your review and forwarding to the Executive
Director-Comptroller is a plan by the Records Management Board
to limit the annual net growth in the Agency Records Center at
WTC.
After months of serious discussion the oard members have
gotten their Directorates to agree to try live with this
limited annual net growth. The DDP favored the plan but the
DDI area was most reluctant and felt its extreme purge effort
left it at a disadvantage with heavier deposits likely in the
future.
The attached plan prescribes a net growth of 1,000 cubic
feet for each Directorate this year and 50 feet less each year
for the next 20 years. By that time the Directorates should
be destroying a volume equal to their annual deposits. Thus
they hope to eventually end the demand for more records storage
space.
The plan requires each Directorate to determine for itself
how to stay within its limited net growth. The Agency Records
Staff will continue to control the Records Center and Program as
well as to provide guidance, techniques, and standards but the
Directorates will be responsible to accomplish their own systems
conversions and controls to limit net growth.
Originally the study proposed that the DDS personally approve
requests for safes and records equipment to prevent the storage
problem from moving from WTC to Headquarters. As now written you
may delegate that approval authority. The Agency Records Staff
can continue to do this for you.
At present the cubic-foot volume each major component has
in storage is as follows:
Cu. Ft. June 1
FY71 Net Growth To Date
DCI
2,119
+158
DDI
22,023
(-9,834)
DDP
24,092
+656
DDS
21,947
+532
DDS&T
4,095
+297
74,276
(-8,191)
 Approved For Release 2006/ MR -
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MF
As you will note all components are well within their
1,000-foot quota for this first year. When Col. White sends
the memos to the Deputies, the Records Officers will have a
new lever with which to pressure their offices to face up to
local records problems. This new tool should prove to be as
strong and effective as the purge has been during the 1968-
1971 period.
Although the flat figure of 1,000 feet for each Direc-
torate may seem arbitrary, the Board could not easily come
up with a more equitable formula. The three large Directorates
are comparatively close volume-wise, and the younger and smaller
DDS&T is just beginning to accumulate more semi-active records
of the age for temporary storage and old historical documen-
tation for permanent storage. The allocated 10,000 feet for
each Directorate and 2,000 feet for the DCI area plus a con-
tingency reserve of 15,000 feet will give the Records Center
and Board enough elbow room and objectives with which to work
on the problem for the next few years.
We can reconsider the allocations and plan if we have a
major organization change or if our efforts with standard
microfilming, computer microfilming, or other new systems and
technologies do not prove sufficiently effective volume-wise.
I recommend you initial the study and forward it to Col.
White. A proposed transmittal slip is attached for your
consideration.
CONFIDENTIAL
 a?_ , Approved For Release 2006/11/08: CIA-RDP84-0078OR004200240004-8
NOTE FOR DDS REGISTRY:
This package has already been logged through your registry.
Please send entire package to Peggy.
NOTE FOR PEGGY:
This is the package I took back from Mr. Wattles to rewrite the
memo for Col. White's signature to the Deputies (Mr. Wattles wanted
it boiled down a bit). The new version is in the package. I am
also forwarding a "red" lined copy of the original version to make it
easier for Mr. Wattles to see what I took out and why I couldn't
reduce it even further -- (You might show this to him).
Suggest we handle this as we did the Presidential Libraries
package, i.e., after Col White signs the memos return them to me and
we will reproduce and add the attachments and send it out directly
to the addressees.
 ?- Approved For Release 2006/11/08: CIA-RDP84-0078OR00420024 004-8
UUL
MEMORANDUM FOR: De uty Director for Intelligence
,,Deputy Director for Plans
Deputy Director for Science and Technology
Deputy Director for Support
SUBJECT : Records Storage Control Policy
. 1. tedly know, the Agency's records storage
facilit-y- -&-not-e-apab-le -of absorbing indefinitely
an annual net gro in storage requirements of from five to ten
-theuimmd- cubic-feet-=of--r-eeo-rds. Last year I approved the alloca-
tion of funds to modernizelthepStorage equipment and to renovate
some additional space at -e Records er% Many of your components
performed well during the past two years in reducing their net hold-
ings at the Center an-effort-to-- all--evi-ate-the -critical storage
problem faced by the Agency. These actions serve to postpone the
problem but offer no permanent solutionand.i-=uufor-tunately, I can
foresee no possibility for the allocation of significant resources
to increase the physical size of the-records-storage facility.
2. nt,.~each Directorate must initiate aggressive
and systematic records control planning--and management programs
order to reduce its net annual increase in the storage loads imposed
on the Records Center eventually to zero. =thi goal=~aa
be -difficult to--achi-ev-e- without some- concrete annual- goal which- your
officedirectors and records management people: can utilize to measure
the-potential value and success-of their efforts. Therefore, I am
establishi fob each Directorate an annual Records Center storage net
growth aorization which, over a twenty-year period, should result
in no further increase in the Agency's records storage space require-
ments. In order to avoid merely transferring the problem from WTC to
Headquarters office space, I have instructed the Deputy Director for
4,-
Support to cease issuing additionallestorage safes and other
equipment to components in the Washington area unless the requirement
is fully justified (as, for example, in the case of a newly created
organization, ajnd is approved--by-,him. Before the requisitions are
submitted to the DDS, I shall expect-the Directorate Executive
Officer or comparable senior officer to review the justification,-
t:
3. Effective Fiscal Year 1972, the net increase in records
storage space at the Agency Records Center is limited for each
Directorate to 1,000 cu. ft. Each following year the allocation will
be reduced by 50 cu. ft. (1973 -- 950 cu. ft.; 1974 --,900 cu. ft.,
etc.). Success in this approach will reduce the annual increased
load on the Records Center by one-half in ten years and to zero in
twenty years.
GROUP 1
ed L;m autoatic I D, , T n rcdino ,^,ad
:a
6 y E clns~i ~a i
Ed,,
 ? Approved For Release 2006/11/08: CIA-RDP84-0078OR004200240004-8
t r, t
CONFIDENTIAL
4. The Agency Records Management Staffer of nurse, will assist
your components and-r..eeerds_-offi-cerss in exploring methods to achieve
these goals. Microfilming, especially_ computer. output microfilming
in-the case of computer prepared reports, offers considerable potential
space saving as well as improved retrieva; possibilities. Rigorous
review of records creation, retention, and destruction policies and
procedures within the framework of the existing Records Program and
Federal law should provi%dadditional opportunities. In short, there
are various avenues winch=earr explore4 to achieve eventual equilib-
rium between records creation and destruction. The=-poi- 3-s-that we
now have a breathing spell within which to take action in this area,
but planning must be initiated and actions implemented or time will
embargo many of these possibilities .in she ture. I hope you will
give this your personal attention and support.
L. K. White
Executive Director-Comptroller.
C ?F1 E T