PROPOSAL FOR ESTABLISHMENT OF A RECORDS DECLASSIFICATION UNIT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R005500110001-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 20, 2016
• Document Release Date: May 21, 2007
• Sequence Number: 1
• Publication Date: June 29, 1973
• Content Type: MF

Approved For Release 2007/05/21 CIA-RDP84-00780R0t15500110001-1_
~; DD/M&S V,:5 - c 45 (
29 JUN 1973
MEMORANDUM FOR: Director of Central Intelligence
VIA . Executive Secretary, CIA Management
Committee
FROM : Deputy Director for Management and
Services
SUBJECT . Proposal for Establishment of a
Records Declassification Unit
1. Action Requested: It is requested that authorization be
given for the establishment of a records declassification unit
(staff, branch, or division) to consist of a chief (GS-15), six
intelligence officers (GS-13 through GS-14), three intelligence
assistants (GS-07), and a secretary-steno (GS-07). It is
further requested that each Directorate be required to detail
an experienced officer (GS-13 through GS-15) to two-year
rotational assignments to augment the unit' s permanent staff.
(Initially, the unit will be comprised of only the chief, one
intelligence assistant, the secretary, and one or more detailed
officers. The other positions will be filled only after sufficient
experience has been gained to permit a more accurate projection
of the declassification workload and the establishment of meaning-
ful work performance standards.)
The records declassification unit will report to the Special
Assistant for Information Control, DDM&S, and will be responsible
for responding to ad hoc requests for the declassification and release
of Agency records, for systematically re viewing all classified Agency
records prior to their attaining 30 years of age, and for clearing
manuscripts submitted by other agencies for Agency approval.
 Approved For Release 2007/05121 01A-RDP84-007808005500110001-l
2. Basic Data: Executive Order 11652, Sec. 5(E)(2) requires
that classified materials originated before June 1972 be reviewed
for possible declassification prior to their becoming 30 years old.
EO 11652, iec. 5(C) and (D) also authori: es members of the public
or other agencies of the Federal Government to request the declassi-
fication and release of any records, 10 years of age or older, which
they can describe accurately enough to permit identification and
retrieval.
The Agency, of course, was not founded until 1947, but its
declassification jurisdiction extends to the materials produced
by predecessor agencies, i. e., COI, OSS, SSU, CIG, and probably
also to the records of a few now-defunct World War II organizations
which were vested with an intelligence role or function. Much of
this material is already 30 years of age, and the remainder is
rapidly approaching that threshold. An effort is currently under-
way to review the OSS records (principally R&A Branch files)
deposited at the National Archives by the Department of State. In
addition, some progress has been made in declassifying or down-
grading OSS and COI materials from the Roosevelt and Truman
Presidential Libraries. With regard to the large body of OSS
records still held by the Agency, however, the only declassification
review which has been accomplished has been incidental to the
processing of ad hoc declassification requests.
The OSS-SSU records in Agency custody amount to an estimated
6, 675 cubic feet, plus 355 reels of motion picture film. Not all of
the total need be reviewed: some records can legally be destroyed,
and should be; some of the less sensitive material, e. g. , still
photography, could be offered to the National Archives; personnel
folders are protected from public disclosure by other legislation;
duplication exists; etc. Perhaps as much as 4, 000 cubic feet will
require a declassification review. The Agency Archives' holdings
of post-1947 records are obviously incomplete, but it is probable
that there will be on the order of 1, 000 cubic feet of records per
year subject to declassification review as an ongoing operation.
The wo"?kload in servicing ad hoc requests for the declassifi-
cation of 10-year-old or older documents has been unpredictable,
but the trend has been toward a steady increase in volume. Under
current arrangements, requests for the mandatory review of
classified documents are addressed to the Assistant to the Director,
 Approved For Release 2007/05/21 CIA-RDP84-00780R005500110001-1
who, in turn, forwards them to the Special Assistant for Information
Control. Receipt of the request is acknowledged, copies of
requested documents are obtained, and arrangements are made for
their examination. It is occasionally possible for the Special Assis-
tant for Information Control or members of his immediate staff to
conduct the declassification review, but, more frequently, it is
necessary to farm out the work. Because of the specialized
nature of the subject matter, some of the review work will always
have to be delegated to other components, and responses will often
require coordination with still other units (e. g. , OGC). If a
special declassification unit were established, however, a larger
share of this work could be performed centrally--and probably
more effectively- -than is possible under a decentralized system.
It is envisaged that approximately one man-year of the proposed
unit' s resources would be devoted each year to this activity.
The records involved (i. e. , pre-June 1972 materials) do not
automatically become declassified upon reaching their 30th
anniversary. Therefore no.breaches of security have resulted
from the delay in implementing a review program. There is,
however, an obligation to conduct a declassification review and
further delays will not cause the problem to disappear. It is recom-
mended that a records declassification unit be created, and that it
be empowered to act on behalf of the entire Agency in conducting
the review of 30-year-old records and in responding to ad hoc
requests from members of the public or other Government agencies
for the declassification and release of more recent materials. In
addition, the unit would be tasked with reviewing such Government
publications as the Foreign Relations of the United States, a
function heretofore performed by the Agency Historical Staff. (This
involves the review of approximately 5, 000 pages per year.) A
specialized unit, provided with authoritative guidelines for making
declassification and downgrading judgments, should be able to
accomplish the task more expeditiously, efficiently, and with greater
consistency than could be anticipated if the responsibility were to be
decentralized--and with less disruption of normal work routines.
A staff of 11 professionals, three int.4ligence assistants, and
one secretary is recommended. The principal duty of the professional
officers would, of course, consist of examining records and determin-
ing whether they could be declassified or downgraded. Experience
indicates that an individual should be able to review from 5 to 24
linear inches of material per day, depending upon the subject matter
 Approved For Release 2007/05/21 : CIA-RDP84-0078OR0055001 10001 -1
involved. The intelligence assistants would, among other things,
be responsible for preparing worksheets (i. e. , records of
declassification/downgrading decisions), marking documents to
reflect their new status, reproducing copies of declassified
documents (for final review and possible transfer to the National
Archives), and shipping completed batches back to the Agency
Archives. The secretary would, in addition to normal office
duties, handle the correspondence associated with ad hoc requests
and prepare consolidated lists of those documents deemed to
require continued protection (for eventual submission to the DCI).
Of the 11 professional intelligence officers on the staff, it is
recommended that four of them be on two-year rotational assign-
ments, one from each of the Directorates.
The professional positions should be filled by individuals of
demonstrated competence, sound judgment, and with a minimum
of 10 years' experience with the Agency. They should have a thorough
knowledge of the history of the Agency and a strong interest in
international affairs and recent world history. They should be
individuals who are willing to accept full responsibility for their
actions and in whom others can place their confidence. To attract
desirable personnel to a never-ending, demanding, and often
tedious undertaking, the grade structure should be commensurate
to the qualifications and qualities demanded. In selecting personnel,
consideration should also be given to the nature of the records
scheduled for review; at least one or two OSS veterans should be
included in the initial complement, and the collective expertise of
the staff should cover as wide a range of Agency record-producing
activities as possible. (Additional background material is available
in the Office of the Special Assistant for Information Control. )
3. Staff Position: We can anticipate increasing demand for
release of records under the provisions of EO 11652. An orderly,
structured approach is more likely to be efficient in response and
wise in decision. Subject to the condition that strength will be
added only as needed, I recommend approval.
 Approved For Release 2007/05/21 : CIA-RDP84-0078OR0055001 10001 -1
4. Recommendations: It is recommended that the CIA.
Management Committee approve the creation of a records de-
classification unit within the Office of the Special Assistant for
Information C )ntrol and the assignment of the slots as requested;
that the Office of Logistics be directed to locate suitable office
space, preferably in the Headquarters Building; and that each
Directorate be required, at an appropriate time, to nominate
qualified candidates for rotational tours with the unit and to make
their respective personnel files available to the Special Assistant
for Information Control for his review and approval.
Deputy Director
for
Management and Services
APPROVEDSee: Routing and Record -Sheet attached, containing W. E. Colby's
comment Date: 2 Aug 1973
Distribution:
Orig - Return to SAIC
2.- DD/M&Sc: