AGENCY ANNUAL REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R004900020003-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 47
• Document Creation Date: December 20, 2016
• Document Release Date: December 21, 2006
• Sequence Number: 3
• Publication Date: July 10, 1972
• Content Type: MFR

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ill-IN I L, HAL DD/S
F I L E
10 July 1972
MEMORANDUM FOR THE RECORD
SUBJECT: Agency Annual Report
1. from the Office of Finance phoned this morning to
inquire about that section of the Annual Report requirements which specified
that each component would include a list of "key documents and files for
permanent inclusion in Agency archives. " He pointed out that neither the
system nor the instructions for development of such lists had yet been issued.
2. We contactedi in O/PPB and attempted to contact the 25X1
author of the Tab B, Mr. Drell, and ho is supposed to be in 25X1
charge of this program. Both are currently on leave. We therefore instructed
land will instruct other Offices similarly, that his annual report
should mere y note that the list of key documents and files for permanent in-
clusion in Agency archives will be submitted separately when the system and
instructions are available.
Acting Chief, DD/S Plans Staff
Distribution:
Orig - DD/S Subject w/background*
1 - DD/S Chrono
1 - PS Chrono
* DD/S 72-2676 dtd 6 July 72 re Agency Annual Report
I11OOPI}CDF Pages Target 19 = 5
~1 =1 and 22 =2
Y t f I G/~ T?
IIL
SUBJECT TO GENERAL DECLASSINGATION SCHEDULE
OF E. 0. 11652, AUTOP9ATICALLY DOWNGRADED AT
TWO YEAR INTERVALS AND CEGLASSIFIED ON
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(Insert date "Or eAKit)
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DATE
TRANSMITTAL SI.1P I 23 June 1972
TO:
Each Support Office Head
ROOM NO.
BUILDING
REMARKS:
The attached deserves a careful
reading. We have delayed sending it
in the hope that some supplemental
instructions would be forthcoming.
It now looks as though it may be a
while before any formal guidance is
produced. Meanwhile, you should
begin thinking about how we are going
to meet all of the requirements.
FROMehief, Support Operations Staff, DDS
ROOM NO.
7D02
BUILDING
Hqs.
EXTEN
FORS} HO .r) A 1 REPLACES FORM 35-8
I F E8 55 `' WHICH MAY BE USED.
Att.
DD/S 72-2128, Memo dtd 26 May 72 to DDI, DDP,
DDS&T, DDS fr ED-C; subject: Information Control--
Archives, History and Records
Distribution:
Orig - D/CO, D/F, D/L, D/MS, D/P, D/S, D/TR
w/att
DD/S Subject w/att
1 - DD/S Chrono
1 - SOS Chrono
DDS/SOS:RIIW:bkfJ 23 Jun 72)
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TO:
Deputy Director for Support
ROOM NO. I BUILDING
FROM:
Executive Director-Comptroller
ROOM NO. I BUILDING I EXTENSION
FORM I REPLACES FORM 36-8 (47)
I FEB O 24 WHICH MAY BE USED.
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) D D S l ~ ? S'IRY~
DD/,3 ; ')
26 May 1972
MEMORANDUM FOR: Deputy Director for Intelligence
Deputy Director for Plans
Deputy Director for Science and Technology
Deputy Director for Support
SUBJECT . Information Control -- Archives, History,
and Records
1. Executive Order 11652 and the implementing National Security
Council Directives governing the classification/declassification of national
security information must be implemented by 1 June 1972. It is also clear
that new pressures are building under the Freedom of Information Act
toward declassification of events in U.S. history wherein CIA played a
significant role. The implications of these developments clearly require
the fullest coordination of information control procedures, including
records management, histories, and archives administration. It follows
that we should provide a single mechanism for the execution of these pro-
grams.
2. In essence, the three elements of Information Control: Records
Management, Archives, and History, all record our experience to make
it available for future use as required. This use includes file searches
for current operational support, briefing and training new personnel, and
answering press or congressional questions as to the Agency's role in
earlier events. The problem is to design a system which will satisfactorily
answer the needs of the future in these fields with a minimum expenditure
of man-hours and funds at present. In these days of declining personnel
ceilings, we obviously cannot dedicate large amounts of current manpower
to making immediately available detailed answers to all contingent ques-
tions. At the same time, we must constantly protect the sensitive sources
and methods of intelligence in the national interest and respect our fiduciary
responsibility for the safety of many of our sources.
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3. In our approach to this problem in this internally compartmented
Agency, it is essential to decentralize much of the responsibility and most
of the actual effort. At the same time, this decentralization needs to be
matched by a system which will indicate the degree to which minimum
standards are met by all units, and a mechanism by which units can profit
by interchange of experience and by sharing solutions.
4. In our analysis we must clearly recognize different kinds of information
material and the different purposes we expect them to serve. Some of our
records are important basic reference tools, e. g., CI files. Some are
analyst working files of moderate life requirements. Some are formal
publications of the Agency distributed elsewhere in the government with
source sanitization. Some are operational records and documents, and
some of these are highly sensitive and must remain compartmented as well
as classified. Some of our reviews of past events are essentially chronicles
of these events, which have value to new arrivals. Some should be analytical
reviews drawing lessons and conclusions. Our system should reflect these
differences if it is to do the job needed.
5. The following overall approach to this situation has been developed
for implementation through the mechanisms indicated:
a. Records Management
(1) Effective records management is the foundation stone of
any satisfactory action in these fields, as well as current operations
depending upon effective records. It must be the subject of continuing
and serious attention at all levels of the Agency and is the direct and
full responsibility of each Directorate and subordinate unit with respect
to its own records. The Executive Director will report on the Agency
program periodically to the Director and Deputy Director, and it will
be reviewed semiannually with the Deputies.
(2) Therefore, a new Records Management Board is hereby
established with senior officer representation from the Office of the
Director and each of the Directorates. The Office of the Director
representative will be the Chairman and the Agency Records Manage-
ment Officer. The Directorate representatives will be of senior grade,
will be the Directorate Records Management Officer, and will be
assisted by full time Technical Assistants if they have other respon-
sibilities. This Board will serve as the internal Agency Classification/
Declassification Review Committee in compliance with Executive Order
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11652. The Board will be supported by a Technical Committee of
full-time Records Officer representatives from each Directorate
and such panels as may be required.
(3) The first order of business for this Board will be the devel-
opment of a system and structure for the integrated administration and
management of our archives, history, and records declassification
systems, following the general principles outlined in this memorandum.
Regulations developed for publication in time to meet the 1 June deadline
of the Executive Order and implementing instructions are to be regarded
as interim measures to satisfy the immediacy of the deadline and serve
to highlight the importance of immediate concerted effort to establish
orderly and meaningful long-term programs.
(4) The Records Management Board will report its conclusions,
recommendations, etc., (with any dissents) directly to the Executive
Director. The Records Management Board will make semiannual reports
to the Executive Director, outlining the status of the Agency's Records
Management Program, any problems it is experiencing, and its recom-
mendations for improvement of the program (including reports on records
management to be submitted by the Directorates). The Executive Direc-
tor will consult with the Deputy Directors before implementing any such
recommendations. The present CIA Records Administration Branch,
Support Services Staff, DDS, will be transferred to the Office of the
Executive Director-Comptroller and will become a Secretariat for the
CIA Records Management Board. The CIA Records Center will remain
under the supervision of the Chief, Records Administration Branch in
the Office of the Executive Director.
(5) The Records Management Board will furnish a nonvoting
member to the Agency Information Processing Board, with authority
to submit agenda items and recommendations to the Information Pro-
cessing Board. He will particularly bring to the attention of the Infor-
mation Processing Board those aspects of the Agency's Records Manage-
ment Program which should be considered by the Information Processing
Board, with any recommendations for support of the Agency Records
Management Program requiring Information Processing Board action.
He will similarly make available to the Records Management Board all
information coming before the Information Processing Board which
might be of value or be appropriately considered by the Agency Records
Management Board and its members.
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(6) The Records Management Board will develop recommen-
dations.-as to categories of Agency records (such as the categories
in aragraph 6 above, plus any others deemed appropriate) and as
to s ideItnes for the selection, retention, and declassifica-
tion of records in these categories. These guidelines should also,
where appropriate, include time periods for retention and declassi-
fication by category and indicate disposition thereafter, and include
appropriate measures to comply with legal and executive require-
ments for retention and declassification.. In particular, recommen-
dations should be made as to the identification of categories which
might appropriately be retired as classified government documents
under GSA auspices or passed to the National Archives, rather than
held solely under CIA control to protect intelligence sources and
methods.
(7) The Records Management Board will serve as the forum
for recommendations for declassification, Agency contributions to
other Agency historical programs and other interagency problems
involving the Agency's records. In this process, coordination will
be made as appropriate with the General Counsel, the Director of
Security, etc.
b. Archives
(1) Each unit submitting an annual report (see below) will
identify its key documents and files for permanent inclusion in Agency
Archives. The Records Management Board-will develop the system
or systems b_y which Bch documents will be identified on a systematic
basis during the year and indexed for later access and declassification
review as an element of the Records Management Program. Annually,
each unit will make an overall review to ensure that the documents
marked for archival retention are neither excessive in detail, inappro-
priately classified nor incomplete through omissions. A certificate to
this effect will accompany the unit's Annual Report, and the Agency
Archivist will report any problems in this process to the Executive
Director through the Records Management Board.
(2) The Agency Records Management Officer will also be
appointed as the Agency Archivist, to supervise the Agency's Archives
Program. He will coordinate the execution of the Archives Program
through the Agency Records Management Board. He will work in close
coordination with the Agency Historian. The Deputy Directors in their
Directorates will appoint their Records Management Officers also as
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Directorate Archivists, to supervise this program in the Directorate.
The Agency and Directorate Archivists will supervise compliance
with overall Agency Archives regulations to be drawn up and issued
after consultation with the Deputy Directors. A semiannual report
to the Executive Director on the Archives Program will be prepared
by the Records Management Board.
c. Historyl
The major thrust of the Agency Historical Program will be
placed on the development of analytical histories of important Agency
activities and operations. The "Office History" approach to date,
which has been largely successful in bringing our history up to 1965,
will no longer be the major focus of the program, as the chronicling
of future Agency activity will take place under the Annual Report
system outlined below. Thus, future Agency histories will take major
subjects of Agency activity and analyze the ways in which the various
elements of the Agency worked together to produce the overall contri-
bution to the operation in question. There will be some situations in
which a single element of the Agency provided all or most of the Agency
participation in any one activity. There will be occasions also when
sensitivity will require that any analytical review of an operation be
conducted in a most restricted fashion. This will apply to many
Clandestine Service histories. Priority will be given to establishing
the basic Agency history of the more prominent operations and acti-
vities in which the Agency has been engaged, e. g., Cuban Missile
Crisis, Bay of Pigs, War in Vietnam, War in Laos, Congo Operations,
U-2 Operations, etc. , with particular attention to lessons derived from
these experiences. These histories should also be indexed in a fashion
to permit their use to provide immediate response to public or con-
gressional inquiries on these prominent events to the extent feasible.
Histories will in the future depend upon Annual Reports for general
chronicle and upon the Archives Program for identification of key
documents. The Agency Historian will be an ex officio member of
the Records Management Board, will report directly to the Executive
Director, and will work in close coordination with the Agency Archi-
vist/Records Management Officer and the Directorate Historians who
will be fully consulted on all matters affecting histories concerning
their Directorates.
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d. Annual Reports
(1) To provide the necessary chronicle of the Agency's acti-
vities at minimum expenditure of effort, a system of annual reports
of the units and offices of the Agency will be developed. These will
be submitted to the next senior command level for review and then
held by the originating unit, with a copy incorporated in the Agency's
Archives. The requirement for these annual reports will be timed
and coordinated with the submission of the Agency's Annual Report
to the President's Foreign Intelligence Advisory Board and the Agency's
Annual Program submissions to avoid duplication of effort. The identi-
fication of the elements to submit these annual reports and an outline
of their format will be developed by the Agency Historian for the Execu-
tive Director, in coordination with. the Deputy Directors. These may
include significant contractor units, when these played a significant
role in Agency programs or operations. These annual reports should
highlight major accomplishments, major problems and overall con-
clusions and recommendations for future action in the unit itself or
by elements supporting or associated with it. As required, compart-
mented annexes can be compiled and held separately covering parti-
cularly sensitive events.
(2) In many areas it will be essential to produce one-time
reports to cover the years from 1965 (or the most recent history) to
the current Annual Report. This will be undertaken by units identi-
fied to submit future Annual Reports. In those situations in which an
overall Agency history to be produced will cover the period in question,
a separate Annual Report need not be developed (e. g. , the War in Laos,
the War in Vietnam), as the necessary chronicle and Archives can be
developed at the same time as the analytical history. In other cases,
however, a one-time effort to catch up to the current annual report
system will be necessary, and this will be undertaken by the unit in
question. Staff supervision of this activity will be provided by the
Agency Historian and Archivist.
e. Classification and Declassification
The Records Management Board will be the focal point for the
Agency's implementation of the classification and declassification
procedures required by Executive Order 11652. The Board will coordi-
nate as required with the General Counsel, the Director of Security,
and others in carrying out this responsibility. The Agency Representa-
tive to the Interagency Classification Review Committee under Section
71I~I~S2 JP I???F7f7DS2~1_f1f17szn[?nn~iannn~nnn~
Annrnvarl Fnr R,=l,=ac,=
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7 of this Order will work through the Agency Records Management
Board in carrying out his responsibilities.
f. A Special Assistant for Information Control will be appointed
by the Executive Director to serve as Agency Records Management
Officer, Agency Archivist, Chairman of the Agency Records Manage-
ment Board, and perform such other duties in the field of Information
Control as the Executive Director may prescribe.
W. E. Colby
Executive Director- Cpt'nptroller
cc: Inspector General
General Counsel
Director of Security
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WVT
8 MAR 1972
NOTE FOR: Mr. Coffey
SUBJECT : Executive Director Memorandum on Archives, History, and
Records.
Attached is my response to Mr. Colby's request for comments
on his draft memorandum on Archives, History, and Records.
1. As Tabs to my memorandum to Executive Director
A. Roster of Current Records Management Board
Members.
B. Definition of Archivist functions.
2. Mr. Colby's draft memorandum.
3. Excerpts from the Federal Records Act of 1950,
Public Law 754 - 81st Congress.
4. Agency's General Counsel Opinion (dated 2 October
1950) on Compliance with Provisions of Law Pertaining
to Federal Records.
reaction to Mr. Colby's memorandum.
Chief Support Services Staff
SECRET
GROUP I
Excluded from automatic
downgrading and
declassillcatien
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k
 S E C .'o .
t MOi A~~iD FOR: gxecutive Director--Comptroller
SUBJECT support Services Staff Conents on
acutive Director's Draft a-
randue dated 6 March 1972 to
Deputy Directors, Subject; Archives,
"story and Records
8 MAR 1972
1. 1 think paragraphs en. through four of your memorandum pre-
sent an accurate eamm-ary of the baakgr:ound, issues and straintat
facing us an thew complex program. I would suggest,
legal h ever, requirement
paragraph two include a statement highlighting,
(the Federal Records Act of 1950 and associated Executive Orders) that
each Federal Agency have an archives/records program to insure the
identification and preservation of their "permanest" record material.
Our UGC has reviewed the legislation and affirmed that the Agency must
comply, the Only exception being we may retain our documents in our
own records storage facility for obvious security reasons. Your mamo-
randum correctly reflects that we cannot expect to dedicatee large
amounts of manpower to wort. on these programme; however, I seriously
believe that we must be prepared to allocate at least one full-time
position in each Directorate to work on their Directorate archives
and two positions in the DCI area for the Agency Archivist and a
Deputy. I remain convinced that we cannot expect to make any signi-
ficant progress an an archives program if it is bo be administered
as an adjunct or a part-time duty of personnel currently assigned to
Directorate records or historical programs.
2. I have serious reservations on certain aspects of the pro-
posed overall approach to implement Records Management and Archives
Programs. The following comments are keyed to appropriate paragraphs
in your memorandum:
A. Paragraph 5(a)(l)i Although I agree that an
Agency Records Management Board ( '8) should report directly
to the Axecutive Director, I wish to emphasise that the
RMB as it is aev c tituted (see Tab A) is s ly not
qualified or capable of generating the kind of program
SECRET
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you envision in your proposal. The current M member-
ship (including the Chairman) lacks the time, authority,
managerial experience, and stature within their own
Directorates to address themselves to these broad
policy problems. The Board members also lack the man-
power within their own Directorates to staff out the
basic studies needed to mount these programs. If the
Board is to function in this arena and report directly
to the Executive Director, it must be reconstituted at
a more senior level (minimum grade 16) with appointments
made by the Executive Director or by the Deputies subject
to the approval of the Executive Director. At this level
Board members could be expected to have some resources
under. their command to do basic staff work on these pro-
bl . I would suggest that tbss make up of the Board be
somewhat along the following lines:
Chairman; Rotating - Selected by the ixecutive
Director from Board Membership
P B Program 25X1
I
JDS&T Special Assistant to 1) S&T -- 25X1
The an rent members of the Board (i.e., the Directorate Senior
Recow officers) could serve as staff assistants to the Board
membei Ip,. with the Agency Records Management Officer as the
principp technical advisor to the Board.
B. Paragraph 5(a)(2: In line with Comment A above,
either the new Chairman of the reconstituted RHB or the
Chief, Support Services Staff should be a non-voting member
of the Information Processing Board to perform functions
described in this paragraph.
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G. Paragraph 5(a)(3): Notwithstanding Office of
Security objections to previous proposals to transfer CIA
records to GSA storage facilities, I fuel that there may
well be categories of records susceptible to non-CIA,
storage and that these can be identified by thorough study.
D. Paragraph 5(c)(l i have a problem with two of
the concepts in this paragraph. The first is the feasi-
bility of developing workable systems which will identify
docgaeAts, rather than files, for inclusion in our Archives.
I #el that if only "key documents" are identified, signi-
ticant omissions will occur, despite the beat-intentioned
efforts. The records retention plans which the Directorate
DTs presently are concerned with, have as their principal
objective the identification and preservation of permanent
the series. This function is one that can beat be done by
qualified archivists in close coordination with the Agency
operating officials, Records Management Officers and
his to rians .
The Agency Archivist and the Directorate Archivists
should play the primary role in any systems development
for identifying permanent records. As noted above (pare-
-graph 2.A above) the Records Management Board does not
have qualified staff, even if reconstituted, to perform
this tycoon.
Y.. Paragraph 5(c)(2): I agree that the Executive
Director-Comptroller should appoint the CIA Archivist and
that the Archivist should be a pant of the D/DCI organiza-
tion. I am concerned with the statement that the Directorate
Archivists "initially. ..need not be full-time." I do not
believe that the Directorate jobs can be handled on a part-
time basis, and definitely not as an additional duty by the
Directorate :records Management officers, some of whom are
now serving only part-time in the Records Management
functivc. The Directorate Archivists should be individuals
who , on a full-time basis, apply the professional
archive principles espoueed by National Archives (see
Tab si) . The Agency should be prepared to insure that the
Directorate archivists receive the necessary training to
prepare them for this responsibility.
SECRET
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3. 1 hope the above co ants do not strike you as being too
*' tiv+e" in nature. I assure you they are meant to be constructive
as ae most appreciative of your interest in and support of these
pra;tatro.,I welcome the opportunity to meet with you to clarify and/
or olaborete on these comments prior to your presenting this proposal
to the deputies.
SIGNED.
Chief, support Services Staff
DDS/SSS/HEP:LRF:rf (8 March 1972)
Distribution:
Orig. & 1-Addressee w/att
1-DDS w/att
1-SSS Subject w/att
1-SSS Chrono
uL E1-
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-i .
ARCHIVES
As defined by the Civil Service Commission for the Archivist
of the United States, Archives are "(1) those bodies of non-current
permanently valuable records that form useful evidence of the or-
ganization, functions, policies, decisions, procedures, operations
or other activities of Federal Agencies or very important Federal
Officials, or (2) those records that must, or should, be preserved
for their informational content..... Archival records document of-
ficial actions and serve as sources for official reference in the
prosecution of the affairs of Government by providing a record of
past actions. The information contained in Archives is essential
to historians, political scientists, economists, sociologists, or
other scholars engaged in study in various aspects of our society."
Professional archival work involves the following broad, but
not mutually exclusive, functions:
(1) Appraisal and disposition
(2) Arrangement and description
(3) Preservation and rehabilitation
(4) Documentary publication, historical editing,
and exhibit of archival materials
(5) Reference service
A sampling of these functions are described below to further
clarify the professional distinctions between Archivists and Records
Management Officers:
(1) Records appraisal and disposition involves the analysis
and evaluation of inactive records to determine their con-
tinuing value and to provide advice or make decisions about
their destruction or permanent retention. Archivists employ
a comprehensive knowledge and understanding of the history,
organization, and operations of the Agency; the legislative
authorities and responsibilities of the Agency as these re-
late to the development and retention of records; the organi-
zational, functional and records relationships of the Agency
to other Agencies and activities in the intelligence community
and federal government at large; and the needs of the scholarly
community.
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(2) Archivists engaged in records arrangement study the
origins, the organizational and functional history and
administrative procedures of the producing units. They.
analyze the records to decide the arrangement that will
best reveal their character and significance; protect
their integrity as historical evidence of organization
and function; and facilitate their location, description,
and use.
(3) Preservation involves safeguarding the archival
material from deterioration or impairment of their
value through alteration. It considers the condition
of the records; the nature of their evidential or
informational value; the extent of their use; and the
cost of repair and rehabilitation.
(4) Archivists involved in publication work carefully
study the documents to be published to resolve questions
of origin and authenticity. They employ a thorough
knowledge of the substance of the documents and persons,
circumstances, or events to which the documents relate.
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:Deputy D'iree or for lxatel ?ence
Deputy Director for Plane
DO tLS'L Y :.An.}. ; :11' ' for Science
SUBJECT Archive:.;, Histo:A:yy,
aan 1 or d"~
ConW,idera l b study and di ~.
4 w
zoaas>roito: -:' a k:z1b 1A
rs~rron,?Sti_.t._~s V ~kn 3aae
R
ars
.."o
.r.v.:Sax,i..blti twin t~ wZnd.
ro v
v 2 a Y:v kaL MOzandt:"sra'k will outli e to z :9~~3"d~ 'y e:?a1
to the hatorrelat4onship of three subjects an
effo ? 4 R "~ ~bki~ ov
the Areiacvlv r
~
rya .ask
in all these fields.
2. In Or>ee'nace, the three >~ r? 7
~.~.e it a.~~a~.l~.'le for future all r e~.~Ack o?ax:~ r pia b
a e au,- to comply egg ii ~ and Executive ~?M~ ~a oad:;,..a~;.;
for retention and d e .aim &^ass s ? In pa.rticul:a>ry c:rszxM as :T:~wa n
Lions should be made aas to the i entiia:ication of o .o L"'~" he.i
might appropriately be retired as classified over ?ument oc"
3:a''aeats under G...4.A auspices or passed to the National .4'L-ch vi:;c;
;y
rather than held solely undo CIA Control to p:: ot"zCt
sources and bnc a:hodi;S.
(b) Annual ReportsTo provide the necessary chron:icdi; o
of the urgency's act, ueas at min-ii :w unn nct i e of efaoz ay a
tee of annual reports of the aaa it's and ofsices of the Agency will. he
developed. These will be a part of the annual proSru m i> t 63x o
sub, itted by the :3e unllc`s in response to the nrogran call, cove: `s.n?
significant events Nwitlib the Unit during t ho previous yc1:2r. tile
I dt Iti7ica.tion of the elements to submit these annual r~. nd z .-n
reports 4
outline of their format will be developed by the Cffi.eo of PP.13 in
coordination with the Deputy Dia ector s Thar e annual ~_y~,,p~~py N~i ,ry. ~
should highlight major accorrry "~iWEd.y ents, major oble YWs an over
`
all conclusions and reeon.,ix = dations for future action in the u'ni-?
it or by elements supporting or associated k th ii:.
(I) In the process of compiling its Annual Re:bpovt, each
unit submitting, ouch a report will identify its key ocuments;
for the year in cis ' ?ira~d for' permanent inclusion in A-c:acy
Archives a The Records L..': anaeement Board will develop 01,o
system or systems by %which such docur ents can be idea.'.. le.d
on a sy,sternati `s sis during the year for refs rence in the
Annual lkepor .. The Annual .4 .e? ort will provide an occasion
for an over-all review to insure that the docum,_,ntc mark e,
for archival ret : etic a are neither excessive in detail nor in-
complete through on-Us ions.
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provided all or most of the Agency paartictp Lion. is any on'?
activity. There will be, oceaoions also Y eu ;',{.:.e ua'iiv'.ty via .l
require that any analytical review of an t kb,er?ation he con-
ducted in a meet ;s:;1 is : d f l ;Irdion. This 1'i ap l '''o mazy
CLando,-:tinz Services t t ri ,, Priority. will be g ivenx to
e.3, tahhahi.n the Basic Ag'ency his tory of th .
operations and activities iz 'which th?.
t~,;
y~q~y Cuban y,(((~~ ~~pp~nn Bay R ~f~e.gt:F~`?,gr i':-jwywy+ry boon
o, . , Cuba8 Avl{,,`Jsdle, Crisis Bay of Pigs, V`V1a.,L in Y ie na-_xA,
War in Laos, Congo y era.tions, U-2 Operation;;, w tc, , with
particular attention to lessons derived from these ezp~'ricnceess?
and ef;tabhahinr,, al convenientA YH thod of iv%Tx i9 diato spenE:
to public or congressional inquiries on these prominent s aw`.i.
Hi sto.i ie s 4,v'ill in thfut'uxr e depend upon the Amoral ~ r
the raw ra .ater'tai and identification. of 1 thk oi: ,h
tho A`&" Iliv4es !' rogra.x . The .,~ ",r,eiS?' Y
to c~' '`.a'~. be d:LS".
mex^a.an.aer of the . ecords Management Board, will report G :. ~"
to the ( ecut.ive Dir'ect.or, and will ;rorIz in C:i.OSO Coardin.?.l~icn
with tho A,gency Archivist nd the Agency records d~ x ag me ,t
Cfficar,
6, Interim Period.
In many areas it will be sr,.~entiai to produce one-tilne
to cover the years from 1965 (or the most recent history) to the
Annual Report. Thia will b X3uderta~ iSs"" by each unit to, , k a`" sa
future A=ual r,eports, In these situations in which an over -all .1'.+.gyoecy
history to be produced will cover the period in question, as se
Report need not be developed, ( . 1. the War in Lao,-,, e T
? d ",a b Cut. r y. vi':'-
as 1.
the necessary chronicle and Archives, can be develop d at sow e t L;
as t xe analytical history. In other ca,,ses, however, a nc-t o {
catch up to the current annual report system will be necessary and t is
will be undertaken by the . unit in question. This activity will b o
zla ~-
vised by the Agency" Historian and Archivist.
V' r. Z. Colby
Executive Director Comptroller
Cos
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 A. Approved For Release 2006/12/28: CIA-RDP84-00780R004900020003-6
0 ;PJU. LAW 75U
records for Federal agencies pending their deposit with time National
Archives of the United States or their disposition in any other manner
au .liorized by law; and to establish, maintain, and operate centralized
naicroflb11ing services for. Federal. agencies.
cc(o) Subject to apry,l.icable prdvisiinls of lair, t,lle A.dmm'ista'atrr
Shall 1n'olu lk,'nia regulations gove1'ning the transfer of records from
dw cilstody of one executive n clicv to Ova of another.
"(T) '.1.'ha Administrator may empower any 1l'ecleral agency, upon
the subuhi;s;iou of evidence of ncod l3'terei'ur7 to retain records for "L
lon;,ct period than th:tl, Specified in dispo*ut?t. schedules approved by
('11l :res,:t, will, it, nrcorclnnrc, 'wii.h rct?:;ulaf?iolt:; iliumiitlp;;afc?ii by lsiut,
nvty witit(tl':t.AV dI ;pO;;al mLlllilr,l'iZit.tJUll; cov ll.'1img records listed .111 tiis.
i,ossal schedules nllprcwed by (JongresS.
ccNEC(liff) s r1.INA(:r:.1LEYT; AGr?xCTY IIEAns
(;t) '.file dead of each. )Federal agency shall cause to bo
tlln,ie aucl pre:;c.r'vocl record; c'.on(:lithill.p. adeipm:Lte, and l>r l)er docll-
liientaliolt of 1Itct f'tinc.l.iotls, ciet;irtiotts; l,ro-
ceih,i,:, a.nd is:'trntinI t,rn.ii,ai'l,inns; of t?iln a;.n'ney.a.ucl desi;,~'ucd to
I'urui't1l Iluc intlIllInli(III uercrs;nt}' Ili protect fill; lcg?lil and linan('inl
rights or mho (tovuruulcnt and of persons directly Socked by the
ag'enc:y's activities.
"(b) '.1'lm licad of each Federal agency shall establish and maintain
all u t Iye, (.'OItt iimiiiii pro;; ':iI 1. 'lot' t-he eco11(nmoc.al mind etlicientlllan;tge-
nnu?nl? of sho records; of f.lio a;,eni.y. Such pro ;rant h:l.ll, :t.rn(?n oilier
1,11 provido fol. (1) efl?ectivo Coil 'ols ovi i' the (a'eai,iuli, lilaintea
tt:tllce, lid, use of records iii. Ille COt1(ln(1t of ('.11r1'0ilt i1IIS'inl.?sS (c!)
cooperation witJt tieMill ill istl:Ltol:i11 1'1y.isl~ st:Ln(iarcl procedw'cs,
anit techniques deigned to improve We romlagement of records, pro.-
]I oi.e the nl:mi'atena cc and seenr'it:v Of records den led appropriate for
ltre?tiervat.iou, mini.: a,cilita.to lie si'grc~;nt.ion and di;posa.l of i.'(xlords of
Icntlu,rnry value; lilt([ (a) contpliauce with the provi:aic,lls of this
lido nail t llo regulations issued thereunder'.
"(C) ~1~hcnevt r the head of IL F0101:I agency deteriuines that stlb-
Slanlinl econoui CS or incre:ts;e(t operating ctheu'ncy can be, effected
illl'l?c'by, ho slut II provide for the :storage, prcxc:?s;in , Said scervicing of
records that. ill,( algkrJo' l.to timer('for in :L rt'corclc; collier it:tuit:i.ined.
and opcrnlcd by vile Adi t;ni:-tr'tllor or, when nppi'(-vocl L,v I'll, Adulin-
i:;f rater, in sail l ;L ceuler uuLint:tined :LUd opcrntcd by the dead of such
1+'cd e cal :1;.;'cncy.
"(d) Ally ullicial of the (ic,wormt'eni? who is :ulthorized to certify
fits on the i misi:; of records in custody, is hert+lly autftoriie(l to
rert.if?y to fact? on time hnsiit of records; tltni, have (eon trans leered by
hill or is prederrv;s;,n':; to tit(, A11111 m:;frn,lol'.
'((e) '.I'llu Ilea] of each .l I:doral li.;..y'ni'.y :,lut.ll es;i?:thlit;h s; mell safe-
gill rols r;'am ut; trio l?eutovid or lost; of riicw(k :i's ho slvdl (lotoruli lO
to io Horns--:11y ltlIlt It.,; nuLy ho rec(Llit'cd by le; I la.t.ion;; of the A.dmilL-
i' (rntor. Such. !,nfegunrd;t sdllllt include milking' it known to all otti-
(?inl;a and cntployccaa of time. m'e:' lc?y ( 1) that. nu rec'ortlo-t in tlt(a ('ii tocly
of 1?Ite nq lucy nro to bo iilim ited or des;troye.d excol,t, in mc(sovda;uce
w'illl the provisl iliit of Ilto Act n?pl,l'ovod .)ily 7, .19?.1:t (h7 Stat.
011; t) i iv, lollondcct dilly (", .1.l i; (!',:1 Skit. 'J" 1), and (il) limo pellaltica
 Approved For Release 2006/12/28: CIA-RDP84-0078OR004900020003-6
provided by law for the unlawful removal or destruction of ,records.
"(f) The head of each. Federal agency shall notify the .Ad.ministra-
tor. of any actual, impendin , or tiu.eatened unlawful removal, defac-
ing, alteration, or destruction of records in the custody of the agency
of which lie is the head that shall come to his attention, and. 'with
the a.;sist.aneo of the Adiitinista?ator shall :initiate action through the
.Attorney General. for the recovery of records he knows or has reason
to believe have been tin lawfully removed from his agency, or from
any other Federal agency whose records have been transferred. to his
legal custody.
ic(y) Nothing in this title shall be construed as limiting the nulhor-
ity of 010 Comptroller General of: t.lre (roiled Sl,;ites with r;,;irccl, to
prescribing accounting systems, :forms, :r,nd. proccdnres, or ]c:,?;r:o.ning
the responsibility of collecting and idi bursin, o'licezs for rendition
of their accounts for settlement by the General Accounting Ollice.
tkrmn. LAw 7G4.9
'eARCXJTVAx, AMMUN7STBATION
"Sr:C.: 07. (a) The .Adminis;trator,'w"gmvC.r, it appurrs to hint to be
in the public interest, is hereby anrt:horired-
"(1) to accept for deposit; with the National. Archives; of the
United. States the records of airy Fedora] a;;eur.y or ol't.he Congress
of the United Slates that are deternzinod by the Ar(diivist to have
sufficient hist.oriicai or other value to warrant their coid;jnued
j)rr;:ervat.icm, by the United S[:atv:" (;ov(urniimnt.; '
cc(2) to direct and eliect, with t.ho approval of the head of the
originating agency (or if the existence of such agency sled! have
been t.crrnin,ni;ea, then with the approval of his sncl of records transferred to him: 1', wnh ed,'('hut? when-
ever any records the rim of which is subject. to st:atu(ur;y liii itaiir es
fund rest r'ic:tions are so t ra rr:~fol-rod, perm: ;i ve a nd rr: ~,b let i vu ;;t:rl,nl.m y
provisions with respect; to Thu c:x,iruiuaf ion :red Iwo of such
1-vo n'&.1
applicable to the inrush of tit, urgency from whirl (ho rcords; wi rc+
transforreil or to c'nrployec's of that ag in y Amu thereafl.er tihowioir
bea.pplicableLothe.t\dnrii ohs:itor,i,lrc+A.rrhivi:t,,audlut.he,e:ol,lc,\'r,ri
of the General Services Acdruinisixatiou, ror;pec(irely: J'rovirtec/ /c)'-
thc'r, That whenever ihe herd of ally agency :;hail s;pccify in writ in?
restrict ions that a l rpcar tir?h ins to ie necess;i ry or' c le:;i ralrle ill i he iruhl is
interest, on the use or ex:nnin:rt,ion of recorik.; icing considered for
transfer fl-our his euslurl.y to Cho 1ldnrinir;lral.or, the Aihnini:?,tr,rtur
shill impose suds restrictions on the record:, so I rnu:?,I'errcd, and ,,slued
not; remove or relax sue ii resarielions Neil-114)(1t, Iho conriu'rrucr ir, writ-
i.n ;' of the hound of the at'~e.ney lions which t.hur ni:iteri:rl ;;hail have Tern
transferred (or if the existence of snc?Ii agency :;hall have been ter-
minated, thou he A& not remove or relax such restricticnrs without
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 Approved For Release 2006/12/28: CIA-RDP84-0078OR004900020003-6
AGENCY GENERAL COUNSEL OPINION
2 OCTOBER 1950
-COMPLIANCE WITH PROVISIONS OF LAW PERTAINING TO
FEDERAL RECORDS
"I. THE CENTRAL INTELLIGENCE AGENCY MUST COMPLY WITH
THE RECORDS DISPOSAL ACT, INSOFAR AS IT DOES NOT
CONFLICT WITH THE PROVISIONS OF PUBLIC LAW 253.
2. THE CENTRAL INTELLIGENCE AGENCY SHOULD COMPLY WITH
PUBLIC LAWS 152 AND 75)4 WHENEVER POSSIBLE, EVEN
THOUGH EACH SPECIFICALLY EXEMPTS CIA FROM ITS PRO-
VISIONS. HOWEVER, IF SUCH COMPLIANCE WOULD RESULT
IN THE UNAUTHORIZED DISCLOSURE OF INTELLIGENCE
SOURCES AND METHODS, PUBLIC LAW 253 MUST BE
FOLLOWED.
3. THE CENTRAL INTELLIGENCE AGENCY SHOULD COMPLY WITH
EXECUTIVE ORDER 978 WHENEVER POSSIBLE, ALTHOUGH IT
DOES NOT REQUIRE DISCLOSURE OF CONFIDENTIAL INFOR-
MATION WHICH WOULD ENDANGER THE NATIONAL INTEREST OR
LIVES OF INDIVIDUALS. CONSEQUENTLY, NO RELIANCE
UPON PUBLIC LAW 253 SEEMS NECESSARY.
4. PUBLIC LAW 25~ PROVIDES THAT THE DIRECTOR OF CENTRAL
COMPLIANCE IS NECESSARY.
Z~E~ V SGp-/. c 0ViC e _~oV, "10 Cf/:. ?t tf 1 w) o v oV 7
~
INTELLIGENCE SHALL BE RESPONSIBLE FOR PROTECTING
INTELLIGENCE SOURCES AND METHODS FROM UNAUTHORIZED
DISCLOS4IJRE. IF THE DIRECTOR DEEMS COMPLIANCE WITH
ANY EXISTING LAW WILL RESULT IN SUCH DISCLOSURE, NO
YY
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 Approved For Release 2006/12/28: CIA-RDP84-0078OR004900020003-6
CONFIDENTIAL
1. I spoke with Dr. Ehrmann at 1300 hour, 7 March, concerning
the draft from the Executive Director. Dr. Ehrmann said:
a. He is enthused about the appointment of an Archivist
and his membership on the Records Board. (He is glad that the three
people who identify Archives (RMO, Archivist, and Historian) are on
the Board.
b. He intends to express concern over the mistaken concepts
of History and Archives.
c. He feels that an Archives is not a collection of Key
Documents. Archives are files with many documents.
d. He feels that histories do not come from annual reports.
e. He said that Archivists must be professionals by train-
ing and experience and their work cannot be handled on a part-time
basis.
f. He feels it would be an error to have Directorate Senior
Records Officers also assume the duties and responsibilities of
the Directorate Archivists.
g. He feels the RMO's are not professional Archivists and
do not have time enough for the work.
h. He feels the Directorate Archivist should be subordinate
to the Agency Archivist and not independent.
2. Professor Ehrmann concluded that he ha t d
s r
t
will accept the paper as it stands and the Archives could not successfully
function under these circumstances.
i
o contact
y phone. The Professor is waiting a return call at which time he
intends to stress that: "This paper is not ready to go to the Deputies.
The matter is too important to be acted upon hastily." Neither does the
Professor want the proposal to be killed off or withdrawn. "We should
continue to work to establish the Archives." He is afraid the Deputies
CONFIDEN T/
AL
6R-UP 7 -
Eleludad from aotomat-c
dawnlding and
d,~eclas~itlrat-en I
 App
MEMORANDUM FOR:
Bill:
~~du ~G~'~I~ it UuJ~
Executive Director-Comptroller
This is revised to reflect our discussion Thursday.
Houston's memo, since received, suggests you may need
to chair the Classification Review Co ee, If so, this
may need further revision. I'lI be glad n you may pre-
fer to na
me your Committee and have them do it. While
the route mapped here may be necessary to get this pro-
gram underway, I think you should have in mind putting all
but the Board (back) into Support once it is rolling. This
is program-wide. Also, I think it not wise management
to hang working programs on y
W. Coffey
1041 SAY 1972
IO AUGN 54 'O WHICH CMAY F BEMUSED.Ot
SOS/DD/S bt (19 May 72)
Rewritten:ADD/S:RSW/ms (22 May 72)
Distribution:
Orig Blue Note - Adse, w/O&8 of Att (DD/S 72-
1 - DD/S Chrono
1 - DD/S Subject, w/cy of Att
1 - Chief, SOS/DD/S, w/cy of Att
1 - DC/SSS, w/cy of Att
and Records; w/cys for IG, General Counsel, D/S.
.
DD/P, DD/S&Ts Dir. Compt., j: r s History
DD/S 72- oZ /,2 J Memo dtd 2 7-4 forts D/S DD/I,
~_
-.
 MEMORANDUM FOR: Executive Director-Comptroller
Bill: I
Attached is a somewhat hurried revision of your
memorandum about the records program to reflect
some of the more basic ideas we discussed yesterday
afternoon. The probability, as it appears from Larry
Houston's memorandum just received, that you will be
the Chairman of the Agency. Classification/Declassifica-
tion Review Committee may introduce some awkwardnes
in the way we have thi~>worded. I'll be glad to work
it over again when t~a~t has been decided. Alternatively,
if you are to be the Chairman you may want to establish
the rest of the ,~mbership and have the Board produce
a final paper:/ j
john W. Coffey (DATE )
pt~rC~~I"FbP ~ew~P~'se"~~'0@6Jq~,~8~: CIA-RDP84-00780R0049000`~~}'00
 Approved For Release 2006/12 ~~:;GSA=~. ~0780R004900020003-6
r~:t }:F
MEMORANDUM FOR: Deputy Director for InteJ.ligence
Deputy Director for Plans
Deputy Director for Science and Technology
Deputy Director for Support
SUBJECT. :Archives, History, and Records
1, Executive Order 11652 and the implementing National Security Council
Directives governing the classification/declassification of national security infor-
mation must be implemented by 1 June 1972. While classification is the subject
which these directives address, the overriding implications of their provisions
seem clearly to place compJi.ance within the province of records management,
1LiStOI'leS, and archives admizustration, Classification and declassification are
cotnmazzd responsibilities but so are records management and hist:ary. It seems
to follow that we should provide the single mechazusm for the management of
these programs.
20 It is my intention, therefore, to create a new Recards Management
Board with senior. level representation from the Office of the Director and each
of the Directorates which will serve as the internal Agency Classification/
Declassification Retiri.ew Committee in compliance with Executive Order 1.1652,
The first order of business for this board should be the development of. a system
and structure for the integrated adznizli.stration and management of the archives,
history, and records cleclassificat9.on systems, Regulations developed for pub-
lication :in. time to meet the 1 June deadlizie of the E;cecutive Order and implementing
ins%.ructions are to be regarded as interim measures to satis:L'y the a~nmecli.acy of
the clead).ine and serve to )iigh).ight the importance of immediate concerted effort
to establish orderly and meaningful. longterm programs,
3, Considerable study and discussion have taken place of the Agency
llistor.ical Program and the Records iVlanagemcnt azicl Archives Programs, This
memorandum out:J.i_nes a basic a.pproaclz to the inter.relat~.onsbil~ o:E these three
subjects i.n an effort to in;prove thti~ A~~?ncy's performance in a).l these fields.
gec:aas~tuanoa
28 : CIA-RDP84-00 ~CfZS~0003-6
 Approved For Release 2006/12128 :CIA-RDP84-007808004900020003-6
4. In essence, the three subjects all record our experience to make it
available for future use as required. This use includes file searches for current
operational support, briefing and training new personnel, answering press or
congressional questions as to the Agency`s role in earlier events and now must
be extended to include compliance with the Freedom of Information Act and
E.O. 11652. The problem is to design a system ~vhicll will satisfactorily answer
the needs of the future in these fields with a minimum expenditure of man-hours
and funds at present, In these days of declining personnel ceilings, we obviously
cannot dedicate large amounts of current manpower to making immediately
available detailed answers to all contingent questions.- On the other hand, some
records have direct value to future operations, and certainly our need to handle
press or congressional questions and comply with the law and executive directives
warns us of the need to devote an appropriate effort in this direction,
5. In our approach to this problem in this internally compartmented Agency,
it is essential to decentralize much of the responsibility and most of the actual
effort. At the same time, this decentralization needs to be matched by a system
which will indicate the degree to which minimum standards are met by all units,
and a mechanism by which units can profit by interchange of experience and by
sharing solutions.
6. hl our analysis we must clearly recognize different kinds of record
material and the different purposes we expect them to serve, Some of our records
are important basic reference tools, e. g. , CI files. Some are analyst working
files of moderate life requirements. Some are formal publications of the Agency
distributed elsewhere in the government with source sanitization. Some are
operational records and documents, and some of these are highly sensitive and
must remain compartmented as well as classified, Some of our reviews of past
events are essentially chronicles of these events, which have value to new arrivals.
Some should be analytical reviews drawing lessons and conclusions. Our system
should reflect these differences if it is to do the job needed.
7. The following overall approach to this situation has been developed for
implementation through the mechanisms indicated:
a, Records Management
(1) Effective records management i s the foundation stone of
any satisfactory action in these fields, as well as current operations
depending upon effective records. It must be the subject of continuing
and serious attention at all levels of the Agency. The Executive
Director will report on it periodically to the Director and Deputy
Director, and it will be reviewed semiannually with the Deputies.
 Approved For Release 2006/12~~$~'~~~,~-~I~'P84-007808004900020003-6
(2} Tire Records Management Board will report its conclusions,
recommendations, etc. (with any dissents) directly to the Executive
Director. The present CIA Records Administration Branch, Support
Services Staff, DDS, ~vi11 be transferred to the Office of the Executive
Director--Comptroller and wi11 become a Secretariat for the CLA
Records Management Board. The CIA Records Center ~~~.11 remain.
under the supervision of the Chief, Records Administration Branch
in the Office of the Executive Director, The Records Management
Board will make semianzrual reports to the Executive Director, out-
lining the status of the Agency's Records l/Ianagement Program, any
problems it is experiencing, and its recommendations for improvement
of the program (including reports on records management to be sub-
miffed by the Directorates), The Executive Director ~-gill consult with
the Deputy Directors before implementing any such recommendations.
(3) The Records Management Board tic~ill furnish a nonvoting member
to the Agency Information Processing Board, with authority to submit
agenda items and recommendations to the Information Processing Board.
IIe will particularly bring to the attention of the Information Processing
Board those aspects of the Agency's Records Management Program
t-~hich should be considered by fire Information Processing Board, `with
any recommendations for support of. the Agency Records Managert~ent
Program requiring Information Processing bard action. IIe will
similarly make available to the Records Management Board all infor-
mation coming before the Information Processing Board which might
be of value or be appropriately considered by the Agency Records
Management .P>oard and its members,
(4) The Records Management Board wi.Il develop recommendations
as to categories of Agency records (such as the categories in par?graph 6
above, plus any others deemed appropriate) and as to specific guidelines
fo~~ the selection, ietern:ion, and declasszEica.tion of records in these
catego.r_ies. ~I`hese guidelines should also, where appropriate, include
trine pel:'lOCl~ for retention and declassification by category and inclic~te
disposition thereafter, and include appropriate measures to comply
with l.ogal. and e:cect.tive rcqui.remezzts for retention and declassification,
In pa:t~:icuia.z_-, recornmenclations should be made as to the ider_tiLication
of c