ANNUAL REPORT (FY 1972) OFFICE OF SECURITY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R004900020013-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 39
• Document Creation Date: December 19, 2016
• Document Release Date: October 10, 2006
• Sequence Number: 13
• Publication Date: July 24, 1972
• Content Type: MF

Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
 -:Approved For Release 2006/10/10: CIA-RDP84-00780R004900020QL_-5
DD /P I
24 JUL 19
MEMORANDUM FOR: Deputy Director for Support
SUBJECT Support Services Staff Contribution to the
Agency Annual Report
REFERENCE Memorandum frm A/DDS dtd 6 July 1972
(DD/S 72-2676)
1. Forwarded herewith are four copies of the Support
Services Staff portion of the Agency Annual Report.
2. Although it was awkward at times, we did our best to
follow the format outlined in Tab A of referent memorandum.
Chief, Support Services Staff
V10..1/CDF Pages 1 thru 34
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IDD/"
2 4 JUL 1972
1 M0RAWUM FUR: Deputy Director for Support
SUBJECT : Support Services Staff Contribution to the
Agency Annual Report
REFERENCE . Memorandum frm A/DDS dtd 6 July 1972
(DD/s 72-2676)
1. Forwarded herewith are four copies of the Support
Services Staff portion of the Agency Annual Report.
2. Although it was awkward at times, we did our best to
follow the format outlined in Tab A of referent memorandum.
Chief, Support Services Staff
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
SUPPORT SERVICES STAFF, DDS
CONTRIBUTION TO
AGENCY ANNUAL REPORT
The most significant development involving the Support
Services Staff (SSS) during Fiscal Year 1972 was the transfer
of the Records Management Branch (including the Archives and
Records Center) from SSS to the Office of the Executive Direc-
tor-Comptroller at the end of the fiscal year. The decision
by the Executive Director to effect this change was based on
recommendations of the DDS/SSS and a recent Inspector General
review of the Agency records management situation. This Staff
favored the concept that the records management function would
receive a needed shot in the arm by being organizationally
located at the Agency's most senior executive level. In the
same memorandum (ER 72-1307) the Executive Director estab-
lished a position of Special Assistant for Information Control
(SA/IC) on his immediate staff with responsibilities for estab-
lishing a formal CIA archives program and structure, serving
as the CIA Records Management Officer, and chairing a new and
more senior CIA Records Management Board. The new position
of SA/IC is intended to provide a single Agency mechanism for
executing the fullest coordination of information control pro-
cedures including records management, histories, and archives
administration. The SSS has vigorously championed these moves
as essential to the protection of Agency archival materials
and the stimulation of a more fully participative and active
records management program.
II. MAJOR ACCOMPLISHMENTS AND FAILINGS
C. Production and Related Processing
2. Processing
c. Information Handling and Support
(1) In July 1971 the Executive Director approved
a policy limiting each directorate to a pre-
scribed net annual growth in their records
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
on deposit in the Records Center. The ob-
jective of this policy is to require all
components to take hard looks at their
records retention plans, review collections
now on deposit in the Records Center, and to
force a more realistic and disciplined
approach in scheduling retention periods of
records destined for deposit in our Records
Center. The ultimate objective is to limit
Records Center records growth, forestalling
the need for an expanded Records Center
building or another major records purge.
This policy has proven eminently successful
to date with all of the directorates remain-
ing well within their growth quotas for FY
1972. As a corollary to this policy the
Executive Director instructed the DDS to cease
issuing additional safes and other file equip-
ment in the Washington area unless the require-
ment is fully justified. Before requisitions
are submitted to the Support Directorate, the
various Directorate Executive Officers or
comparable senior officials must review and
approve the justifications.
(2) As a further measure to afford adequate
Agency document storage capability at the
Records Center, the installation of moveable
shelving was completed in the second floor
portion of the Records Center. This shelving
increased the Records Center building storage
capacity by 27 percent (from 107,000 to
136,000 cubic feet capacity). The moveable
shelving is loaded as programmed and is
functioning well.
(3) Shortened Retention Period for Finance Head-
quarters and Field Accountings.
After careful and lengthy review of the DDP
requirement to retain Finance accountings
18 years longer than their legal period (i.e.,
12 years) we obtained DDP's concurrence to
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
destroy these records when they have aged to
their 12 year legal retention limit. This
is the largest single collection of records
in the DDS and this decision allows us to
initially destroy some 2,600 cubic feet and
approximately 500 cubic feet each succeeding
year. This was a major breakthrough in our
overall efforts to reduce records retention
schedules and a major factor in our ability
to live within the newly established policy
limiting the directorate growth of records
on deposit at our Records Center.
(4) During Fiscal Year 1972, SSS took cognizance
of the growing Agency need for a centralized
point to provide focus to expanding micro-
filming activities. SSS, in conjunction with
an SSS consultant expert, OTR, and OL/PSD,
presented 13 short (3 day maximum) seminars
to familiarize senior officials and users
with the potentials as well as the limitations
of the various microforms, representative
microfilm equipment, and examples of suitable
applications. These seminars have generated
considerable interest in many components,
accentuating the requirement for establish-
ment of a body of knowledgeable officers who
can provide advice, assist and guide the com-
ponents with microfilm systems analyses, and
microfilm equipment selection, on an Agency-
wide basis. SSS is in the process of estab-
lishing a four-person microfilm program
branch to satisfy this need; we now have two
officers addressed to this activity on a
full-time basis (one of whom, recently assigned,
is in a training mode). SSS is acquiring a
limited quantity and variety of microfilm
equipment which will be loaned to components
to accelerate pilot program starts. SSS
ability to respond to requests for assistance
will grow as we acquire the requisite number
of qualified personnel.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
(5)
Noteworthy Accomplishments in Expanding the
Use of Microfilm in the Support Directorate
During FY 1972 are as follows:
(a) Significant progress has been made in
replacing IBM computer printouts of
various management reports with
Computer Output Microfilm (COM). In
the first year of operation, the SIPS
COM applications produced the equiva-
lent of 510,000 original pages and
1,207,817 copy pages of microfilm that
had previously been distributed in hard
copy form. (See Tab A for detailed
breakout of FY 1972 COM applications).
This process has yielded tangible bene-
fits in the form of reduced material
costs (a savings of $6,600), and com-
pact storage of reports (microfilm
equivalent of the 490 boxes of paper
fits into 10 boxes). The SD-4440 CCm
device will become cost effective when
total usage reaches 3 million pages of
original recording yearly. Implemen-
tation of the new Payroll system in early
1973 will account for one million pages
yearly. Most of the reports currently
produced are undergoing some degree of
change as a result of the SIPS design
effort. Additional reports will be added
gradually as new report specifications are
developed.
(b) In addition to major COM applications in
Office of Finance, systems design has been
completed and significant filming already
underway on Finance voucher files. Also,
Finance, using the high speed Rotoline
camera, has converted 1,050,000 pages of
IBM hard copy machine listings to micro-
film and will no longer keep these large
volume reports in hard copy form.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
(c) Planning and design work has been com-
pleted on major microfilm systems in
Office of Medical Services and Office
of Security. Filming has commenced on
dependent clinical files in Office of
Medical Services (microthin jackets)
and on Security case files in Office of
Security (microfiche).
(6) Computerized Index of Agency Regulatory
Issuances.
The Index of the Agency's regulatory
issuances is an integral part of the Agency's
regulatory system. It's primary purpose is
to assist users of regulatory issuances to
quickly locate information contained in the
issuances. Prior to January 1972, the Index
was maintained and compiled manually, and
usually required an average of 340 man hours
to revise, update, and publish. Because of
frequent revisions of regulatory issuances,
and the addition of new issuances, the Index
was never up to date and its utility, there-
fore, was greatly reduced.
In January 1972, the Regulations Control
Branch and SIPS representatives developed a
plan to computerize the Index. Updated infor-
mation is fed to the computer monthly. There-
fore, the data for the Index is never more
than a month out of date. In June 1972, we
obtained the first computer printout. The
first computer published Index is scheduled
for September 1972. Subsequent Indexes will
be published every six months, or more often
if needed. Computerizing the Index will re-
sult in a reduction of the man hours required
in maintaining the Index, and achieving the
primary goal of publishing the Index every
six months instead of every 18 months as before.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
(7) SIPS - Data Management Centers Accom-
plishments.
Computer-based information systems for the
Support Directorate will be operated through
Data Management Centers. The major Data
Management Center functions are:
(a) Managing the Headquarters Center and
Branches in Key and Ames Buildings.
Administering standing priorities for
file updates and report production.
(b) Servicing customer requests for authorized
areas. Central distribution of computer
printouts and computer-output-microfilm.
(c) Processing inputs to the principal Support
Directorate data files. This includes
editing input documents, keyboarding
transactions on interactive computer
terminals, and error correction.
(d) Controlling the operation and security
of on-line terminals in Data Management
Centers and user areas.
The Headquarters Center is completed and nearly
ready for occupancy. These centers provide
the most economical way for providing rapid
terminal oriented service to a wide variety
of users.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
-7-
MAJOR . MAJOR ACCOMPLISHMENTS AND FAILINGS
D. Support
3. Training
SSS developed a records management training program
which, with DDS concurrence, was approved by the
Director of Training for implementation as part of
the OTR curriculum. This program, scheduled for pre-
sentation beginning in the Fall 1972, will include
records management briefings of senior Agency
officials, inclusion of records briefings in suscep-
tible OTR courses, and eight new courses designed to
increase the proficiency of component personnel con-
cerned with records matters.
4. Other
In May 1972, HHB II Handbook of Required Regulatory
Readings, was added to the Agency's regulatory system.
Over the years Agency supervisors have been required
to bring many Agency regulations to the attention f
their subordinates. Until the issuance of HHB II
this usually involved the compilation of bulky packages
of regulations by the supervisor or secretary, which
were then passed around the office once or twice a
year. Some supervisors were more conscientious than
others in keeping the package up to date, and it can
be assumed that many employees were discouraged from
reading the file because of its voluminous size alone.
In SSS for example, the required readings file com-
prised over 200 pages of regulations and handbooks.
Obviously this was an ineffective method of bringing
important regulations to the attention of all employees
and failed to meet the intended purpose of the reading
files.
HHB replaces these packages with a succinct summary
of required readings only 22 pages long. Preparation
of the handbook involved a review of all Agency regula-
tory issuances to determine those that should be re-
quired reading, and a summarization of each. Finally,
the handbook was cross referenced to the original docu-
ments so that employees could consult unabridged texts
if they required more detailed guidance.
 Because of its size - only 22 pages - HHB should
significantly increase the likelihood tha agency
employees will familiarize themselves with required
regulatory readings. It will reduce the workload of
Agency supervisors, and it will provide senior Agency
managers with a new means of communicating and rein-
forcing the communication of changes in policy
affecting all employees.
ase 10/10: CIA-RDP84-007808004900020013-5
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
Although the Agency Records Management Bra
I land the Agency Records Center
I lare now responsible to the Special Assis-
tant to one Executive Director for Information Control,
DDS/SSS will continue to provide administrative support
(i.e., carry the positions on our T/0 and fund both the
positions and miscellaneous housekeeping costs). Therefore
the transfer of these functions to the DCI will not reduce
the personnel and administrative costs in this Staff.
Our approved FY 1972/FY 1974 program provides for an
increase of two staff and four contract positions. Two
new staff positions will be used to augment our Agency
microfilm function and the four contract positions will
be utilized in the Records Center to work on implementing
a microfilm system for the Agency archives.
We project an ever-increasing capital investment in
microfilm hardware (cameras, readers, reader-printers,
etc.) in the next five years. We must address ourselves
to the problem of the most practical way to fund for the
equipment; centrally at the Agency level, centrally at
the directorate level, or a decentralized funding by each
using directorate?
2. Changing Program Emphasis
With the transfer of the Agency level records
management activity out of this Staff, we will address
our major change in resource involvement to the improve-
ment of our responsiveness in Agency-wide microfilm
program activity, focusing more intensively our new
two-man Support Directorate Records Branch upon the
many records challenges of the Directorate, and manning
the new Data Management Centers.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
SSS Chronology for FY 1972
1. 6 July 1971 (ER 71-3488) Executive Director established policy
limiting annual growth of directorates' Records Center storage
volume and requiring the approval of a senior officer in each
directorate and a designated senior officer in the DDS on all
requests for records storage equipment in the headquarters area.
2. 15 July 1971 - Submitted our Terminal Report on the Support
Directorate Reports reduction program to the Chairman of the
Agency Task Force on Reports Reduction. The Support Directorate
exceeded our overall goal of 125,400 by $13,000 reporting a
total savings of $138,400.
3. 4 October 1971 - By memorandum we advised the senior RMO's in
each directorate the role and function ill
have as DDS/SSS action officer on reviewing and approving
requisitions for microfilm hardware and related equipment.
On 29 November 1971 separate memorandums were sent covering
procedural aspects of obtaining DDS/SSS approval on procure-
ment of microfilm equipment.
4. On 19 November 1971 (DDP 5563) the Deputy Director for Plans
endorsed our proposal for the destruction of certain Office of
Finance records at the end of their legal retention'period.
The volume of records involved was large (2,600 cubic feet
and growing at rate of 500 cubic feet per year); resolution
of this problem enabled the Support Directorate to remain within
its FY 1972 Records Center growth quota.
December 2-3 1971 - 5th Annual Agency Records Management
Conference Attended by Agency records management
specialists. Keynote speaker was Mr. Robert Wattles. A de-
tailed report on this conference was forwarded to the Assis-
tant Deputy Director for Support on 7 February 1972.
6. 23 February 1972 - Completed initial staff work on Records
Management Training Program to be mounted in the Fall 1972.
Obtained concurrence of Director of Training and Deputy Direc-
tor for Support to include this major program in OTR curriculum.
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7. 25 February 1972 - Completed survey of Office of Security
records and files and submitted our recommendations for a major
microfilm system to the Director of Security.
8. 6 March - 26 May 1972 - Series of meetings and exchanges of
memorandums between Executive Director, Deputy Director for
Support, Chief, Historical Staff, and Chief, Support Services
Staff on the program to realign the Agency's records management,
archives, and history programs. Culminating in the Executive
Director's policy decisions set forth in his memorandum of
26 may 1972 (ER 72-1307).
9. May 1972 - Published Headquarters Handbook of Required Regula-
tory Readings. See Section II D.I+. above.
10. June 1972 - Received first computer printout of the recently
automated index to the Agency Regulatory System.
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 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
FY-'1972 COM APPLICATIONSI
ORIGINAL
PAGES
NO. OF
COPIES'
COPY
PAGES
CREDIT TJNION I QUARTERLY SHARE AND LOAN
BALANCE
78,805
1
78,805
FINANCE OBLIGATION STATUS
78,253
1
78,253
SUBSIDIARY LEDGER
27,749
1
27,749
PAYROLL SUMMARY
35,683
1
35,683
PAY THIS PERIOD
32,600
2
65,200
LEAVE THIS PERIOD
36,204
2
72,408
NORMAL PAY NET CHANGE
30,700
1
30,700
CACER
19
6
,
81
1
19,681
MASTER LEAVE REPORT
86,770
1
86,770
CHECK ISSUE LIST
5,193
1
5,193
TAX COMPUTATION
1,750
1
1,750
AGENCY ROSTER
2,473
2
4,946
AGENCY TRAINING REPORT
A
32,270
136,0802
C
1,700
1
1,700
E
1,035
2
2,070
F x.,445
2
2,890
G 346
2
692
PERSONNEL QUALIFICATION REGISTER
A 13,121
2
26,242
B 8,152
2
16,304
SECURITY SEADORS 4,739
1
4,739
MISC. TESTS 11,293
llncludes COM produced on the ISD recorder during the period July-
November 1971.
2Sum of two separate runs: one with four copies and one with five copies.
 Approved For Release 2006/10/10: CIA-RDP84-00780R004900020013-5
19 July 1972
. 'Y'-- 72 COM SUMMARY
ORIGINAL .. COPY TOTAL...---..TOTAL ---
PAGES PAGES' '. PAGES' 'FILM-COST
ISD-SD 4360 52,515 122,030 174,545
OCS-SD 4440 457, 447 1575,825 1 ,033,272
509,962 697,855 1,207,817 ? $1,4001
1 To print an equal number of pages on paper would require 490 boxes
of paper at a cost of $8,000.00.
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SUPPORT SERVICES STAFF, DDS
1 July 1971 - 30 June 1972
Key Documents and Files for Permanent
Inclusion in Agency Archives
1. 15 July 1971: Memorandum to Chairman, Agency Task Force on
Reports Reduction from Chief, Support Services
Staff, Subject: Terminal Report
2. 4 Oct. 1971: Memorandum to Each Directorate Senior Records
Management Officer from CIA Records Adminis-
tration Officer, Subject: Microfilming
Activities
3. 1 Dec. 1971: Memorandum to Deputy Director for Support from
Chief, Support Services Staff, Subject: Pro-
posed CIA Archives Regulation
4. 29 Dec. 1971: Memorandum to Assistant Deputy Director for
Support from Chief, Support Services Staff,
Subject: Agency Archives Program - Proposed
Regulation
5. 29 Dec. 1971: Draft memorandum to Executive Director from
Deputy Director for Support, Subject: All
Employee Bulletin with Proposed Regulation
6. 18 Jan. 1972: Memorandum to Deputy Director for Support from STAT
Chief, Support Services Staff, Subject: Agency
Archives Program - Proposed Regulation - with
attachments
7. 31 Jan. 1972: Memorandum for the Record by
Subject: Records Management Discuss" s Between
Mr. Colby, Mr. Coffey an 1445 Hours,
24 January 1972
8. 23 Feb. 1972: Memorandum for Acting Director of Training from
Chief, Support Services Staff, Subject: CIA
Records Management Training Program
9. 24 Feb. 1972:. Memorandum to Director of Security from Chief,
Support Services Staff, Subject: Recommenda-
tions Concerning a Microfilm Application for
Office of Security/SR&CD Files
 10.
6 Mar. 1972:
il.
8 Mar. 1972:
12.
8 Mar. 1972:
13.
31 Mar. 1972:
14.
17 May 1972:
15.
26 May 1972:
Draft memorandum to Deputy Directors from
Executive Director, Subject: Archives, History,
and Records (ER 72-1307)
Memorandum to Executive Director from Chief,
Historical Staff, Subject: Proposed Memorandum
from Addressee to Four Deputy Directors
Memorandum to Executive Director from Chief,
Support Services Staff, Subject: Support
Services Staff Comments on Executive Direc-
tor's Draft Memorandum dated 6 March 1972,
Archives, History, Records
Memorandum to Executive Director from Deputy
Director for Support, Subject: Memorandum
dated 6 March to DDI, DDP, DDS&T, DDS, from
Executive Director, Subject: Archives, History,
Records (DD/S 72-121+2 )
Memorandum to Deputy Director for Support from
Deputy Chief, Support Services Staff, Subject:
Archives, History, Records (with attachments)
Memorandum to Four Deputy Directors from
Executive Director, Subject: Information
Control - Archives, History, and Records
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
SUPPORT SERVICES STAFF, DDS
CONTRIBUTION TO
AGENCY ANNUAL REPORT
The most significant development involving the Support
Services Staff (SSS) during Fiscal Year 1972 was the transfer
of the Records Management Branch (including the Archives and
Records Center) from SSS to the Office of the Executive Direc-
tor-Comptroller at the end of the fiscal year. The decision
by the Executive Director to effect this change was based on
recommendations of the DDS/SSS and a recent Inspector General
review of the Agency records management situation. This Staff
favored the concept that the records management function would
receive a needed shot in the arm by being organizationally
located at the Agency's most senior executive level. In the
same memorandum (ER 72-1307) the Executive Director estab-
lished a position of Special Assistant for Information Control
(SA/IC) on his immediate staff with responsibilities for estab-
lishing a formal CIA archives program and structure, serving
as the CIA Records Management Officer, and chairing a new and
more senior CIA Records Management Board. The new position
of SA/IC is intended to provide a single Agency mechanism for
executing the fullest coordination of information control pro-
cedures including records management, histories, and archives
administration. The SSS has vigorously championed these moves
as essential to the protection of Agency archival materials
and the stimulation of a more fully participative and active
records management program.
II. MAJOR ACCOMPLISHMENTS AND FAILINGS
C. Production and Related Processing
2. Processing
c. Information Handling and Support
(1) In July 1971 the Executive Director approved
a policy limiting each directorate to a pre-
scribed net annual growth in their records
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
on deposit in the Records Center. The ob-
jective of this policy is to require all
components to take hard looks at their
records retention plans, review collections
now on deposit in the Records Center, and to
force a more realistic and disciplined
approach in scheduling retention periods of
records destined for deposit in our Records
Center. The ultimate objective is to limit
Records Center records growth, forestalling
the need for an expanded Records Center
building or another major records purge.
This policy has proven eminently successful
to date with all of the directorates remain-
ing well within their growth quotas for FY
1972. As a corollary to this policy the
Executive Director instructed the DDS to cease
issuing additional safes and other file equip-
ment in the Washington area unless the require-
ment is fully justified. Before requisitions
are submitted to the Support Directorate, the
various Directorate Executive Officers or
comparable senior officials must review and
approve the justifications.
(2) As a further measure to afford adequate
Agency document storage capability at the
Records Center, the installation of moveable
shelving was completed in the second floor
portion of the Records Center. This shelving
increased the Records Center building storage
capacity by 27 percent (from 107,000 to
136,000 cubic feet capacity). The moveable
shelving is loaded as programmed and is
functioning well.
(3) Shortened Retention Period for Finance Head-
quarters and Field Accountings.
After careful and lengthy review of the DDP
requirement to retain Finance accountings
18 years longer than their legal period (i.e.,
12 years) we obtained DDP's concurrence to
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
destroy these records when they have aged to
their 12 year legal retention limit. This
is the largest single collection of records
in the DDS and this decision allows us to
initially destroy some 2,600 cubic feet and
approximately 500 cubic feet each succeeding
year. This was a major breakthrough in our
overall efforts to reduce records retention
schedules and a major factor in our ability
to live within the newly established policy
limiting the directorate growth of records
on deposit at our Records Center.
(4) During Fiscal Year 1972, SSS took cognizance
of the growing Agency need for a centralized
point to provide focus to expanding micro-
filming activities. SSS, in conjunction with
an SSS consultant expert, OTR, and OL/PSD,
presented 13 short (3 day maximum) seminars
to familiarize senior officials and users
with the potentials as well as the limitations
of the various microforms, representative
microfilm equipment, and examples of suitable
applications. These seminars have generated
considerable interest in many components,
accentuating the requirement for establish-
ment of a body of knowledgeable officers who
can provide advice, assist and guide the com-
ponents with microfilm systems analyses, and
microfilm equipment selection, on an Agency-
wide basis. SSS is in the process of estab-
lishing a four-person microfilm program
branch to satisfy this need; we now have two
officers addressed to this activity on a
full-time basis (one of whom, recently assigned,
is in a training mode). SSS is acquiring a
limited quantity and variety of microfilm
equipment which will be loaned to components
to accelerate pilot program starts. SSS
ability to respond to requests for assistance
will grow as we acquire the requisite number
of qualified personnel.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
(5)
Noteworthy Accomplishments in Expanding the
Use of Microfilm in the Support Directorate
During FY 1972 are as follows:
(a) Significant progress has been made in
replacing IBM computer printouts of
various management reports with
Computer Output Microfilm (COM). In
the first year of operation, the SIPS
COM applications produced the equiva-
lent of 510,000 original pages and
1,207,817 copy pages of microfilm that
had previously been distributed in hard
copy form. (See Tab A for detailed
breakout of FY 1972 COM applications).
This process has yielded tangible bene-
fits in the form of reduced material
costs (a savings of $6,600), and com-
pact storage of reports (microfilm
equivalent of the 490 boxes of paper
fits into 10 boxes). The SD-4+40 CON
device will -become cost effective when
total usage reaches 3 million pages of
original recording yearly. Implemen-
tation of the new Payroll system in early
1973 will account for one million pages
yearly. Most of the reports currently
produced are undergoing some degree of
change as a result of the SIPS design
effort. Additional reports will be added
gradually as new report specifications are
developed.
(b) In addition to major COM applications in
Office of Finance, systems design has been
completed and significant filming already
underway on Finance voucher files. Also,
Finance, using the high speed Rotoline
camera, has converted 1,050,000 pages of
IBM hard copy machine listings to micro-
film and will no longer keep these large
volume reports in hard copy form.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
(c) Planning and design work has been com-
pleted on major microfilm systems in
Office of Medical Services and Office
of Security. Filming has commenced on
dependent clinical files in Office of
Medical Services (microthin jackets)
and on Security case files in Office of
Security (microfiche).
(6) Computerized Index of Agency Regulatory
Issuances.
The Index of the Agency's regulatory
issuances is an integral part of the Agency's
regulatory system. It's primary purpose is
to assist users of regulatory issuances to
quickly locate information contained in the
issuances. Prior to January 1972, the Index
was maintained and compiled manually, and
usually required an average of 340 man hours
to revise, update, and publish. Because of
frequent revisions of regulatory issuances,
and the addition of new issuances, the Index
was never up to date and its utility, there-
fore, was greatly reduced.
In January 1972, the Regulations Control
Branch and SIPS representatives developed a
plan to computerize the Index. Updated infor-
mation is fed to the computer monthly. There-
fore, the data for the Index is never more
than a month out of date. In June 1972, we
obtained the first computer printout. The
first computer published Index is scheduled
for September 1972. Subsequent Indexes will
be published every six months, or more often
if needed. Computerizing the Index will re-
sult in a reduction of the man hours required
in maintaining the Index, and achieving the
primary goal of publishing the Index every
six months instead of every 18 months as before.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
(7) SIPS - Data Management Centers Accom-
plishments.
Computer-based information systems for the
Support Directorate will be operated through
Data Management Centers. The major Data
Management Center functions are:
(a) Managing the Headquarters Center and
Branches in Key and Ames Buildings.
Administering standing priorities for
file updates and report production.
(b) Servicing customer requests for authorized
areas. Central distribution of computer
printouts and computer-output-microfilm.
(c) Processing inputs to the principal Support
Directorate data files. This includes
editing input documents, keyboarding
transactions on interactive computer
terminals, and error correction.
(d) Controlling the operation and security
of on-line terminals in Data Management
Centers and user areas.
The Headquarters Center is completed and nearly
ready for occupancy. These centers provide
the most economical way for providing rapid
terminal oriented service to a wide variety
of users.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
-7-
MAJOR . MPJOR ACCOMPLISHMENTS AND FAILINGS
D. Support
SSS developed a. records management training program
which, with DDS concurrence, was approved by the
Director of Training for implementation as part of
the OTR curriculum. This program, scheduled for pre-
sentation beginning in the Fall 1972, will include
records management briefings of senior Agency
officials, inclusion of records briefings in suscep-
tible OTR courses, and eight new courses designed to
increase the proficiency of component personnel con-
cerned with records matters.
In May 1972, HHB Handbook of Required Regulatory
Readings, was ad e o the Agency's regulatory system.
Over the years Agency supervisors have been required
to bring many Agency regulations to the attent'
their subordinates. Until the issuance of HHB
this usually involved the compilation of bulky pac ages
of regulations by the supervisor or secretary, which
were then passed around the office once or twice a
year. Some supervisors were more conscientious than
others in keeping the package up to date, and it can
be assumed that many employees were discouraged from
reading the file because of its voluminous size alone.
In SSS for example, the required readings file com-
prised over 200 pages of regulations and handbooks.
Obviously this was an ineffective method of bringing
important regulations to the attention of all employees
and failed to meet the intended purpose of the reading
files.
HEB Ieplaces these packages with a succinct summary
of required readings only 22 pages long. Preparation
of the handbook involved a review of all Agency regula-
tory issuances to determine those that should be re-
quired reading, and a summarization of each. Finally,
the handbook was cross referenced to the original docu-
ments so. that employees could consult unabridged texts
if they required more detailed guidance.
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 - 4-0078OR004900020013-5
STAT
-8-
Because of its size - only 22 pages - HHB should
significantly increase the likelihood that Agency
employees will familiarize themselves with required
regulatory readings. It will reduce the workload of
Agency supervisors, and it will provide senior Agency
managers with a new means of communicating and rein-
forcing the communication of changes in policy
affecting all employees.
- DP84-007808004900020013-5
-ZUUb
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
Although the Agency Records Management
and the Agency Records Center
I I are now responsible to e pecia ssis-
an to the Executive Director for Information Control,
DDS/SSS will continue to provide administrative support
(i.e., carry the positions on our T/O and fund both the
positions and miscellaneous housekeeping costs). Therefore
the transfer of these functions to the DCI will not reduce
the personnel and administrative costs in this Staff.
Our approved FY 1972/FY 197+ program provides for an
increase of two staff and four contract positions. Two
new staff positions will be used to augment our Agency
microfilm function and the four contract positions will
be utilized in the Records Center to work on implementing
a microfilm system for the Agency archives.
We project an ever-increasing capital investment in
microfilm hardware (cameras, readers, reader-printers,
etc.) in the next five years. We must address ourselves
to the problem of the most practical way to fund for the
equipment; centrally at the Agency level, centrally at
the directorate level, or a decentralized funding by each
using directorate?
2. Changing Program Emphasis
With the transfer of the Agency level records
management activity out of this Staff, we will address
our major change in resource involvement to the improve-
ment of our responsiveness in Agency-wide microfilm
program activity, focusing more intensively our new
two-man Support Directorate Records Branch upon the
many records challenges of the Directorate, and manning
the new Data Management Centers.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
SSS Chronology for FY 1972
1. 6 July 1971 (ER 71-31488) Executive Director established policy
limiting annual growth of directorates' Records Center storage
volume and requiring the approval of a senior officer in each
directorate and a designated senior officer in the DDS on all
requests for records storage equipment in the headquarters area.
2. 15 July 1971 - Submitted our Terminal Report on the Support
Directorate Reports reduction program to the Chairman of the
Agency Task Force on Reports Reduction. The Support DirectoratTAT
exceeded our overall goal of $125,1400 by $13,000 reporting a
total savings of $138,400.
3. 4 October 1971 - By memorandum we advised the senior RMO's in
each directorate the role and functions ill
have as DDS/SSS action officer on reviewing and approving
reauisitions for microfilm hardware and related equipment.
On 29 November 1971 separate memorandums were sent covering
procedural aspects of obtaining DDS/SSS approval on procure-
ment of microfilm equipment.
14. On 19 November 1971 (DDP 5563) the Deputy Director for Plans
endorsed our proposal for the destruction of certain Office of
Finance records at the end of their legal retention period.
The volume of records involved was large (2,600 cubic feet
and growing at rate of 500 cubic feet per year); resolution
of this problem enabled the Support Directorate to remain within
its FY 1972 Records Center growth quota.
5. December 2- - 5th Annual Agency Records Management
Conference Attended by Agency records management
specialist . to speaker was Mr. Robert Wattles. A de-
tailed report on this conference was forwarded to the Assis-
t=ant Deputy Director for Support on 7 February 1972.
6. 23 February 1972 - Completed initial staff work on Records
Management Training Program to be mounted in the Fall 1972.
Obtained concurrence of Director of Training and Deputy Direc-
tor for Support to include this major program in OTR curriculum.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
7. 25 February 1972 - Completed survey of Office of Security
records and files and submitted our recommendations for a major
microfilm system to the Director of Security.
8. 6 March - 26 May 1972 - Series of meetings and exchanges of
memorandums between Executive Director, Deputy Director for
Support, Chief, Historical Staff, and Chief, Support Services
Staff on the program to realign the Agency's records management,
archives, and history programs. Culminating in the Executive
Director's policy decisions set forth in his memorandum of
26 May 1972 (ER 72-1307).
9.
May 1972 - Published Headquarters Handbook
tory Readings. See Section II D.4. above.
of
Required Regula-
10.
June 1972 - Received first computer printout of the recently
automated index to the Agency Regulatory System.
 Approved For Release 2006/10/10: CIA--R-5P84-0078OR004900020013-5
 Approved For Release 2006/10/10: CIA-RDP84-00780R004900020013-5
FY-1972 COM APPLICATIONS1
ORIGINAL
PAGES
CREDIT UNInN!
QUARTERLY SHARE AND LOAN
BALANCE
78,805
FINANCE
OBLIGATION STATUS
78,253
SUBSIDIARY LEDGER
27,749
PAYROLL SUMMARY
35,683
PAY THIS PERIOD
32,600
LEAVE THIS PERIOD
36,204
NORMAL PAY NET CHANGE
30,700
CACER
19
,681
MASTER LEAVE REPORT
86,770
CHECK ISSUE LIST
5,193
TAX COMPUTATION
1,750
AGENCY ROSTER
2,473
AGENCY TRAINING REPORT
A
32,270
C
1,700
E
1,035
F 1,445
G 346
PERSONNEL
QUALIFICATION REGISTER
A 13,121
B 8,152
SECURITY
SEADORS 4,739
MISC. TESTS 11,293
NO. OF COPY
COPIES' PAGES
1 78,805
1 78,253
1 27,749
1 35,683
2 65,200
2 72,408
1 30,700
1 19,681
1 86,770
1 5,193
1 1,750
2 4,946
136,0802
1 1,700
2 2,070
2 2,890
2 692
2 26,242
2 16,304
1 4,739
llncludes COM produced on the ISD recorder during the period July-
November 1971.
2Sum of two separate runs: one with four copies and one with five copies.
 Approved For Release 2006/10/10: CIA-RDP84-00780R004900020013-5
19 July 1972
ORIGINAL COPY TOTAL -. . TOTAL ....
PRODUCTION. . ' ' ' PAGES PAGES PAGES FIL'YT COST
ISD-SD 4360 52,515
OCS-SD 4440 .45,7,447
509,962
122,030 174,545
1 575 ,825 1 ,033 ,272
697,855 1,207,81-7 $1,4001
1 To print an equal number of pages on paper would require 490 boxes
of paper at a cost of $8,000,00.
 Approved For Release 2006/10/10: CIA-RDP84-0078OR00490002001
Tab
B
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
SUPPORT SERVICES STAFF, DDS
1 July 1971 - 30 June 1972
Key Documents and Files for Permanent
Inclusion in Agency Archives
1. 15 July 1971: Memorandum to Chairman, Agency Task Force on
Reports Reduction from Chief, Support Services
Staff, Subject: Terminal Report
2. 4 Oct. 1971: Memorandum to Each Directorate Senior Records
Management Officer from CIA Records Adminis-
tration Officer, Subject: Microfilming
Activities
3. 1 Dec. 1971: Memorandum to Deputy Director for Support from
Chief, Support Services Staff, Subject: Pro-
posed CIA Archives Regulation
4. 29 Dec. 1971: Memorandum to Assistant Deputy Director for
Support from Chief, Support Services Staff,
Subject: Agency Archives Program - Proposed
Regulation
5. 29 Dec. 1971: Draft memorandum to Executive Director from
Deputy Director for Support, Subject: All
Employee Bulletin with Proposed Regulation
6. 18 Jan. 1972: Memorandum to Deputy Director for. Support from
Chief, Support Services Staff, Subject: Agency
Archives Program - Proposed Regulation - with
attachments
7. 31 Jan. 1972: Memorandum for the Record by
Subject: Records Manage Pnt. s Between
Mr. Colby, Mr. Coffey an 1445 Hours,
24 January 1972
8. 23 Feb. 1972: Memorandum for Acting Director of Training from
Chief, Support Services Staff, Subject: CIA
Records Management Training Program
9. 24 Feb. 1972: Memorandum to Director of Security from Chief,
Support Services Staff, Subject: Recommenda-
tions Concerning a Microfilm Application for
Office of Security/SR&CD Files
 Approved For Release 2006/10/10: CIA-RDP84-0078OR004900020013-5
10. 6 Mar. 1972: Draft memorandum to Deputy Directors from
Executive Director, Subject: Archives, History,
and Records (ER 72-1307)
11. 8 Mar. 1972: Memorandum to Executive Director from Chief,
Historical Staff, Subject: Proposed Memorandum
from Addressee to Four Deputy Directors
12. 8 Max. 1972: Memorandum to Executive Director from Chief,
Support Services Staff, Subject: Support
Services Staff Comments on Executive Direc-
tor's Draft Memorandum dated 6 March 1972,
Archives, History, Records
13. 31 Mar. 1972: Memorandum to Executive Director from Deputy
Director for Support, Subject: Memorandum
dated 6 March to DDI, DDP, DDS&T, DDS, from
Executive Director, Subject: Archives, History,
Records (DD/S 72-1242)
1I+. 17 May 1972: Memorandum to Deputy Director for Support from
Deputy Chief, Support Services Staff, Subject:
Archives, History, Records (with attachments)
15. 26 May 1972: Memorandum to Four Deputy Directors from
Executive Director, Subject: Information
Control - Archives, History, and Records