LETTER TO MR. COFFEY FROM(Sanitized)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R004200240014-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 19
• Document Creation Date: December 14, 2016
• Document Release Date: December 10, 2002
• Sequence Number: 14
• Publication Date: February 23, 1971
• Content Type: LETTER

Approved For Release 2003/04/29:
Mr. Coffey:
7011'
0780R004200240014-7
YI L
23 February 1971
I don't think we should dissolve the Records Management Board yet,
but I don't think it can be effective, with its present membership, in dealing
with the broader questions of archives, history, Presidential libraries, etc.
and the conceptual relationship of information processing problems with
Records Management. If the Information Processing Board is not dissolved
25X1 as a result of Idiscussion of the Information Processing organiza-
tion, I would suggest that its charter be extended to include Records Manage-
ment concerns. If this is done, the present Records Management Board might
serve as a useful subcommittee of the IPB. If the concept that Information
Processing and Records Management are part of the same overall function
is not acceptable, or if the IP Board is to be dissolved and Records Manage-
ment is to continue to be held at arms length, then I would suggest that the
Records Board be reconstituted under more senior leadership and with more
senior representation from each of the Directorates. I think we might still
want to propose something after theriefing of the Deputies and the
release of the I. G. report on the information explosion but I expect that any
proposal we might make would have to be couched in terms of the actions
25X1 which may grow out of thel fr. G. events.
Action items for Colonel White to think about include the long term
records storage problem which will continue to recur even though we may
find ways to delay it a few years at a time. We need an active, aggressive
Management supported Records program that can deal with the entire life
cycle of record material regardless of the form it takes in a positive
authoritative way. Archives, Presidential libraries, follow-on history
programs and information processing are all items requiring action.
COM (Computer Output Microform) is a system, one of which is
currently in use in RID, whereby magnetic tape output from computer
systems can be processed to produce human readable Engligh language
microfilm of the tape content without passing through a hard copy phase.
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The SIPS Payroll System will use this and payroll clerks will search reels
of microfilm rather than voluminous print-outs to respond to queries from
employees about their pay status from payday to payday. If you like I can
probably arrange a short tour through the RID Center to look at the equipment.
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ppr vc or ieIease 2003/04/29.
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2 z FEB
lease 200/04/21A-RDP8
L 0 ,
UU toOKUU4Z 240014-7
F Approved For Release 2003/04/29 : Csktrir0780R0042002400147
1\IEMO1ANDINI
Colonel, White:
ct-CotrUer
DEO 71-0358
?? ?
The seirit-annual report of the .B.ecordo AlLuingement Board
is attached for your inforraation. It shows that about fifty percent of the record,
which were in storage in 1968 have been "reoloved fro the Center" *ince the
?u,.-g-e began. Mille revioval, at this rate :3ecal,9 )3,...08Aee, it6honki not be
inferred that removal nie,zur deAruction. The INVI has arranged with the
Ary Map rvice for some kraterials to be held there, for exceole. Sono
of the u'Aterials removed were eara copie3 of Intellizenee which
are not truly record r,iaterials and the voltnnes stored were reduced siply by
:edticin8 the stock levels. Some of the 17:ateAaL; reFioved are rescheduled and
returned to the Center for sto:.,Age under a different schedule or in a different
category. In July 1968, for exceiiple, there were about 6,300 cubic feet of
...*ecor&-; considered to be axhives for permanent retention. Ai; of 1 January
Ell there were about 1(,000 cubic feet considered to be archives, a growth
of about 10,000 cubic feet. While components show raaterklis "transferred
to the archives" as reductions in the volurec of records held, they do not
rejLe;ent any savings in 1:Zo:orri.3 Colter fixerage space.
I don't want to demean the purge effort in any way.
A rot :eduction of 11,0s)0 cubic feet in the volur.:,e of r:aterials ..torc..41 at the
accerd?, Center is a very ili-..-pret,sive record, pazticularly viten it is compared
to the tiorr...al rate of net growth which would have been 12,000-15,030 v.lbic
fek.:t over the same period of tin::: if the patte= of the ye_rs icir-seLliately
eLsoding the purge had eolainued. I Jo elle; it t important that we not i-,se
over-satisfied and caui.ed to noL;le,:t the continuing ?roblen, o and conflicting
inte.,:e..1.3 in the Longer teL7.e total itacords progznes. The historian,-4 atbd
_any of the accords :)refessionatz continue to be concerned that we may be
purging valuable history despite instructions that certain materials are to be
held and the conscientious efforts of individual officers to adhere to them.
10
--CROUP t-1
Er,I.:;tiriZ1 v neomati41
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These continuing problems and conflicting interests
are of a magnitude and 51gnificance that raises the question of whether or not
the Records Management Board as presently constituted can be expected to
deal with them effectively. Gains from purging are leveling off and the present
Board may well have served its purpose. When we submitted the report of the
Records Management Board last July we expected to have a proposal about the
disposition of the Board before this current report was due. The need to develop
and install an Archives program and a related continuing Presidential Libraries
program; to give continuing attention to the records storage problem; to estab-
lish and preserve a proper balance between the destruction of records and the
preservation of history; the attention being given to Reports Management and
other elements of Records Management programs by OMB; the advancing
technology in microform? and its relationship to computer technology; the
fact that computer output and input in all its forms is record material; and
many other factors all point to the realization that Archives, Presidential
Libraries, Records Management, and Information Processing are all part
of the same basic function. We had expected to be able to offer a proposal
about the organizational management of these functions but it appears that
this has been or is about to be overtaken by the report of the Inspector General's
study of the information explosion and the presentation for the Deputies being
25X1 planned IA . For these reasons we have deferred submitting the
proposal mentioned last July.
(signed) John W. Coffey
John W. Coffey
Attachment
25X1 SOS/DD/S1 bbt (18 Feb 71)
Distribution:
Orig - Adse w/att (DD/S 71-0500)
1 - ER w/cy att
- DD/S Subject w/cy att & w/cy DD/S 71-0520
1 DD/S Chrono
1 - SOS Chrono
DD/S 71-0500 - Memo to Ex Dir-Compt fr C/Records Management Board dtd 11 Feb 71
subj: Semi-Annual Report of the Records Management Board
DD/S 71-0520 - Memo to DD/I fr Ex Dir-Compt dtd 12 Feb 71, subj: Record Disposal
Approved For Release 2003/04/29 : ste
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STAT
PMFA?RilliktinstE21g1 /0'49'29 ? CIA-RDP84-0078
18 February 1971
Tp:
Mr. Coffey
-
via Mr. Wa vi 1
BUILDING
REMARKS:
Recommend your signature.
A
RHW
FROM:
ROOM NO.
BUILDING
EXTENSION
1
FORM NO .0,11 REPLACES FORM 36-8
FEB 55 47F I WHICH MAY BE USED.
(47)
OR'
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3ittpow?FmRiektp?a9D13Y0V129 : CIA-RDP84-007
TO:
DDS
ROOM NO.
1
BUILDING
REMARKS:
DDS Subject
FROM:
0/DDS
ROOM NO.
BUILDING
1Headquarterq
1 EXTENSION
"RMNO.241 REPLACES FORM 36-8
I FEB 55 WHICH MAY BE USED.
Approved For Release 2003/0 ? CIA-RDP84-00780R004200240014-Z?
,
..D?D/S -010c--)
11 February 1971
MEMORANDUM FOR: Executive Director-Comptroller
THROUGH Deputy Director for Support
SUBJECT Semi-Annual Report of the Records Management Board
1. This report is for your information only.
2. The Directorates have continued to purge their holdings in
the Records Center. During the last six months the net volume has
been reduced another 2,970 cubic feet. This net space gain resulted
from activity involving 8,870 feet of new accessions and 11,840 feet
of dispositions. The major reductions resulted from action by CRS
and OBGI in DDI which destroyed 8,000 feet from the supply of publi-
cations held for supplemental distribution and by Finance disposing
of 500 feet of old office files with another 500 feet removed by
other DDS offices. Also in these six months in the DCI Area the
Cable Secretary destroyed 400 feet, DDS&T components 400 feet, and in
DDP 200 feet. Other routine disposals of 1,800 feet at the Center
make up the 11,800 foot total disposition.
3. Since the purge began in July 1968 the total volume of
records removed from the Center has been 52,600 feet or 50% of the
original 104,000-foot volume on hand at the outset. During that same
period, new records retirements to the Center have totaled 41,480
feet. Dispositions have exceeded new accessions for an overall net
volume reduction of 11,120 cubic feet during the past 2 1/2 years.
The reviews will continue but we do not foresee any sizable net re-
ductions in the immediate future.
4. To supplement this disposal effort, considerable attention
was focused on disposal in the offices. For the inventory completed
during this period, the Records Officers estimate some 60,000 feet
of office records were destroyed in Agency components during Fiscal
Year 1970. Some 59,000 feet of files were created or received for
a net reduction in offices of about 1,000 feet during FY 1970.
5. Another attack on the records problem was made in the
creation phase of the "records cycle." A twoy_sInference on
"Creation Control" was conducted in November for 92 Records
Officers and Administrators.. Sessions were held on conversion to
Approved For Release 209tfr?CIA-RDP84-00780R004200240014-7
25X1
Approved For Release 2003/04(29 : CIATRDP84-00780R004200240014-7
microfilm, use of computer output microfilm, copy machine control,
mail management, optical scanning forms, and case studies of success-
ful control systems. Since the conference several pilot microfilm
projects and surveys have been started, such as those in the
Offices of Medical Services, Finance, Training, Research and Develop-
ment, and Special Projects.
6. Progress was made on the project to increase the capacity
of the Records Center by converting the second floor to motorized
shelving. The engineering survey and specifications were completed
and bids formally received. A pilot model produced by the low
bidder was examined. The contract will be let to
for work to commence in February for completion by December 1971.
25X1 Also, Building a Butler building next to the Center has been
emptied of emergency supplies and new shelving and security moni-
toring cameras have been installed. This space will be available in
April for the 15,000 feet of Agency publications now stored at the
Federal Records Center. Initially, from February to April, it will
be used for records from the Center to make room for installation of
the first few bays of motorized shelving.
7. The foregoing achievements have furnished temporary
solutions and new storage space for an estimated 5 or 6 years. At
present the Board is coordinating a proposal to limit the net volume
of records each Directorate may retire annually. It is hoped this
plan will extend the capacity-life of the Center for ten to twenty
years. The plan requires additional coordination before it may be
submitted for your consideration. Also during the next six months
the Board will concentrate on greater use of Computer output Micro-
film (COM) and establishing responsible "offices of record" to
eliminate duplication in collections sent to the Records Center for
long-term storage.
unairman
Records Management Board
2
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PFI,Pr7Tr'
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25X1
STAT Approved For Release 2003/04/29 : CIA-RDP84-00780R004200240014-7
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? Approved For Release 2003/04/t49 : Cfltc,AIRDP84-00780R0042002400141--7--------
12 February 1971
MEMORANDUM FOR: Deputy Director for Intelligence
SUBSECT : Record Disposal
1. I rarely commend an office or directorate for its "destruc
tiveness, but having just read 10 February report to
you on records management. I am greatly impressed with the remark-
able progress you have made in disposing of retired records. A 78
percent reduction of original holdings since 1968 and an accompanying
net reduction of 54 percent is indeed testimony to the vigor with which
this important program has been pursued.
Z. The Director was obviously pleased when you mentioned this
accomplishment at the Morning Meeting this morning. I trust you will
pass along hie appreciation for a job well done to all concerned.
cc: DD/S
Approved For Release 2003/04/
7137fr-7, xy, mate
L. K. White
Executive Director-Comptroller
GROUP I
Excluded tom automatic
4,311zrading
P84$0780j s s
200240014-7
25X1
proved For. Release 2003/04/29 : CIA-RDP84-00780R004200240014-7
STAT
191 F:e2-- 7/
Mr. Coffey vial land Mr. Wattles:
Attached is the semi-annual report on
the Records Management Board activities from
July thru December 1970.
They indicate progress in several areas
such as a net volume reduction in the center
of 2,970 cubic feet.
Of significance is the fact that when
Col. White started the purge campaign he
asked the Deputies to remove 50% of their
records from the Records Center. After 21
years they have done that by removing 52,000
feet of old files, but they put back 41,000
feet of new material. Agency activities
almost kept pace with their efforts.
Other Records Management accomplishments
and training are reported.
I believe we can send this on to Col.
White with only a general note this time
around_ (A draft is attached for your
consideration.)
STAT
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App
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FORM No. 237
, -67 Use previous editions
SENEiiii WILE Ei-IECIZ'CL'AltiKaWciguttildiA44151141V/6141,24uu
I UNCLASSIFIED I I CONFIDENTIAL I
SECRET
A - OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATEINITIALS
1
DD/S
-b._.4
vhAic
2
QAmill
3
1 4
1
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
,
RETURN
i1
CONCURRENCE
INFORMATION
SIGNATURE
,
Remarks:
FOLD HERE TO RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO.
DATE
Executive Director-Comptroller
5 Mar 71
Jed k nrWiltiAUMI?Rin A PI, 1 r-GWVAPPiTA410 - -1.- - -
?
4
Approved For Release 2003/04/29:
10;
1610780R004201)240,044alegistry-
I
MEMORANDUM FOR: Executive Director-Comptroller
Colonel White:
DD/S 71-0558
2 2 FEB 1971
The semi-annual report of the Records Management Board
is attached for your information. It shows that about fifty percent of the records
which were in storage in 1968 have been "removed from the Center" since the
purge began. While removal at this rate seems impressive, it should not be
inferred that removal means destruction. The DD/I has arranged with the
Army Map Service for some materials to be held there, for example. Some
of the materials removed were extra copies of Intelligence publications, which
are not truly record materials and the volumes stored were reduced simply by
reducing the stock levels. Some of the materials removed are rescheduled and
returned to the Center for storage under a different schedule or in a different
category. In July 1968, for example, there were about 6,000 cubic feet of
records considered to be archives for permanent retention. As of 1 January
1971 there were about 16,000 cubic feet considered to be archives, a growth
of about 10,000 cubic feet. While components show materials "transferred
to the archives" as reductions in the volume of records held, they do not
represent any savings in Records Center storage space.
I don't want to demean the purge effort in any way.
A net reduction of 11, 000 cubic feet in the volume of materials stored at the
Records Center is a very impressive record, particularly when it is compared
to the normal rate of net growth which would have been 12,000-15,000 cubic
feet over the same period of time if the pattern of the years immediately
preceding the purge had continued. I do think it is important that we not be
over-satisfied and caused to neglect the continuing problems and conflicting
interests in the longer term total Records program. The historians and
many of the Records professionals continue to be concerned that we may be
purging valuable history despite instructions that certain materials are to be
held and the conscientious efforts of individual officers to adhere to them.
G OUP I
Approved For Release 2003/04/29 stitn14- MO 04200 40014-7
eavorgrawng Ina
declustocation
Approved For Release 2003/04/29 : U--00780R004200240014-7
These continuing problems and conflicting interests
are of a magnitude and significance that raises the question of whether or not
the Records Management Board as presently constituted can be expected to
deal with them effectively. Gains from purging are leveling off and the present
Board may well have served its purpose. When we submitted the report of the
Records Management Board last July we expected to have a proposal about the
disposition of the Board before this current report was due. The need to develop
and install an Archives program and a related continuing Presidential Libraries
program; to give continuing attention to the records storage problem; to estab-
lish and preserve a proper balance between the destruction of records and the
preservation of history; the attention being given to Reports Management and
other elements of Records Management programs by OMB; the advancing
technology in microforms and its relationship to computer technology; the
fact that computer output and input in all its forms is record material; and
many other factors all point to the realization that Archives, Presidential
Libraries, Records Management, and Information Processing are all part
of the same basic function. We had expected to be able to offer a proposal
about the organizational management of these functions but it appears that
this has been or is about to be overtaken by the report of the Inspector General's
study of the information explosion and the presentation for the Deputies being
25X1 planned b3 For these reasons we have deferred submitting the
proposal mentioned last July.
Attachment
Approved For Release 2003/04/29 : -00780R004200240014-7
25X1
Approved For Release 2003/04/2
MEMORANDUM
THROUGH
SUBJECT
9s
P84-00780R0924,0014A-o0
FOR: Executive Director-Comptroller
puty Director for Support
?
Executive 11c5-Ictry
11 February 1971
77-0
: Semi-Annual Report of the Records Management Board
1. This report is for your information only.
2. The Directorates have continued to purge their holdings in
the Records Center. During the last six months the net volume has
been reduced another 2,970 cubic feet. This net space gain resulted
from activity involving 8,870 feet of new accessions and 11,840 feet
of dispositions. The major reductions resulted from action by CRS
and OBGI in DDI which destroyed 8,000 feet from the supply of publi-
cations held for supplemental distribution and by Finance disposing
of 500 feet of old office files with another 500 feet removed by
other DDS offices. Also in these six months in the DCI Area the
Cable Secretary destroyed 400 feet, DDS&T components 400 feet, and in
DDP 200 feet. Other routine disposals of 1,800 feet at the Center
make up the 11,800 foot total disposition.
3. Since the purge began in July 1968 the total volume of
records removed from the Center has been 52,600 feet or 50% of the
original 104,000-foot volume on hand at the outset. During that same
period, new records retirements to the Center have totaled 41,480
feet. Dispositions have exceeded new accessions for an overall net
volume reduction of 11,120 cubic feet during the past 2 1/2 years.
The reviews will continue but we do not foresee any sizable net re-
ductions in the immediate future.
4. To supplement this disposal effort, considerable attention
was focused on disposal in the offices. For the inventory completed
during this period, the Records Officers estimate some 60,000 feet
of office records were destroyed in Agency components during Fiscal
Year 1970. Some 59,000 feet of files were created or received for
a net reduction in offices of about 1,000 feet during FY 1970.
5. Another attack on the records problem was made in the
creation phase of the "records cycle." A tw nference on
"Creation Control" was conducted in November for 92 Records
Officers and Administrators. Sessions were held on conversion to
Approved For Release 2003/0 -RDP84-00780R004200240014-7
477-1
_
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Approved For Release 2003/04/29
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P84-00780R004200240014-7
microfilm, use of computer output microfilm, copy machine control,
mail management, optical scanning forms, and case studies of success-
ful control systems. Since the conference several pilot microfilm
projects and surveys have been started, such as those in the
Offices of Medical Services, Finance, Training, Research and Develop-
ment, and Special Projects.
6. Progress was made on the project to increase the capacity
of the Records Center by converting the second floor to motorized
shelving. The engineering survey and specifications were completed
and bids formally received. A pilot model produced by the low
bidder was examined. The contract will be let to
for work to commence in February for completion by December 1971.
25X1 Also, Buildin Ia Butler building next to the Center has been
emptied of emergency supplies and new shelving and security moni-
toring cameras have been installed. This space will be available in
April for the 15,000 feet of Agency publications now stored at the
Federal Records Center. Initially, from February to April, it will
be used for records from the Center to make room for installation of
the first few bays of motorized shelving.
7. The foregoing achievements have furnished temporary
solutions and new storage space for an estimated 5 or 6 years. At
present the Board is coordinating a proposal to limit the net volume
of records each Directorate may retire annually. It is hoped this
plan will extend the capacity-life of the Center for ten to twenty
years. The plan requires additional coordination before it may be
submitted for your consideration. Also during the next six months
the Board will concentrate on greater use of Computer output Micro-
film (COM) and establishing responsible "offices of record" to
eliminate duplication in collections sent to the Records Center for
long-term storage.
Chairman
Records Management Board
2
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DIRECTORATE HOLDINGS IN RECORDS CENTER
Net Volume Changes in Cubic Feet
(1 July 1968 and 1 Jan, 1971)
DCI DDS
DDP
DDI
DDS&T
TOTALS
DIRECTORATE RECORDS
1,650
2,000
22,650
21,350
23,500
23,950
44,150
25,650
5,400
3,900
97.350
76,350
Holdings in Records Center--1 July 1968
(Exclusive of Archives)
Holdings in Records Center--1 Jan 1971
(Exclusive of Archives)
Cubic Foot Increase or Decrease
+350
-1,300
+450
-18,500
-1,500
-20,500
Per Cent Increase or Decrease
+21.2%
-05.7%
+01.9%
-42.3%
-27.7%
-21%
ARCHIVES
Holdings - 1 July 1968
50
650
250
5,100
350
6,400
Holdings - 1 Jan 1971
250
750
3,150
11,400
450
16,000
Cubic Foot Increase or Decrease
+200
+100
+2,900
+6,300
+100
+9,600
Per Cent Increase or Decrease
+400%
+15.3%
+1,160%
+123.5%
+28.6%
-;-150%
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