RECORDS MANAGEMENT SURVEY OF THE OFFICE OF WEAPONS INTELLIGENCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R006100080012-6
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 17
• Document Creation Date: December 14, 2016
• Document Release Date: December 27, 2002
• Sequence Number: 12
• Publication Date: May 9, 1974
• Content Type: MF

.. ,; ROUTING AND RECORD SHEET
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STAT ?
FROM:
EXTENSION
NO. STAT
VISAS
F
DATE
9 May 1974
TO: (Officer designation, room number, and
DATE
building)
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after each comment.)
1. DDMES
Attached for your apprrAa
Mr. Brownman
15 i:i
iY '-;
4.
s the first Records Manageme
n
2
urvey since we discussed
.
C/ISAS
sending the report as a DDI~IFTS
document. Since this is a
fi
t
if
o
h
h
3
rs
,
y
u
ave any c
anges
.
that you want made in format
we would appreciate knowing
4
hat those are. We now have
.
four surveys on tap to do.
The most interesting feature
.5
of these I think is that
> , is that
.
the offices are requesting the
rather than our soliciting
work.
6.
Of particular significanc
7.
are the recommendations made
in paragraphs 5 d, 5 f, S g,
and 5 1, which, if accepted,
8.
-
would allow the Records Manage
ment Officer to devote more
time to the Program and reduce
9
the storage space needed for
bulky material routinely
received and stored. Complia
10?
with paragraphs 5 f and 5 g
would reduce the need for
`new- /S4..
approximately 60 cubic feet
11 ~~
of storage space and 5 1,
which recommends that OWI
request analog material from
12.
NSA in microform, would
eliminate the need for a 350
~Llc ~v
cubic foot vault. Substantial
13.
economies are available else-
h
ere as indicated in the repo
Incidentally, this report
has been deliberately prepared
in sin
le-sid
d
d
th
t
STA
g
e
mo
e so
a
15.
the recipient office can
break up the report and dis-
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tri
ute
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 D~/rr S
Approved For Release 2003/02/27 : CIA-RDP84-00780R00610008001
MEMORANDUM FOR: Director, Office of Weapons Intelligence
SUBJECT Records Management Survey of the Office
of Weapons Intelligence
1. Forwarded herewith is a copy of the final report on
the records management survey conducted by the Records Admini-
stration Branch in the Office of Weapons Intelligence between
December 1973 and April 1974. While a conscientious effort is
being made to manage office records, we believe there are
certain areas where improvements can be made. Should your
Records Officer require assistance in implementing these recom-
mendations, personnel from this Staff are available to assist
him.
2. I would appreciate having your comments regarding
this survey by 14 June 1974.
STAT
STAT
Chief
Information Systems Analysis Staff
HAROLD L. BROWNMAN
Deputy Director
for
Management and Services
,.'t i 74
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RECORDS MANAGEMENT SURVEY OF
THE OFFICE OF WEAPONS INTELLIGENCE
SUT,U4ARY AND CONCLUSION
1. The survey was conducted from December 1973 through
April 1974 and included all locations occupied by the office
of Weapons Intelligence (OWI).
2. The scope of the survey included examining records
for duplication, file arrangement, filing equipment used to
store records, records disposition, mail-handling operations,
forms management, office space layout and procedures used in
carrying out records management functions.
3. The analysts in OWI, like analysts in other offices,
receive enormous amounts of material that must be screened.
In so doing, files continue to grow unless there are some
systematic procedures developed to keep the files to a manage-
able size. Most analysts contacted during this survey seemed
to think that once records are retired to the Agency Records
Center, they are no longer available to the analysts. There-
fore, they are skeptical about releasing their files to the
Records Center for fear they will not get them back when they
need them. The Records Center provides rapid retrieval ser-
vices for files to meet the needs of Agency components. More
use of the Records Center by the analysts will alleviate their
fears.
4. Establishing a centralized scientific reference library
for OWI would benefit the office. This would be especially
practical if all the OWI divisions move to the same general
area. During the survey it was noted that many of the same
general reference materials existed in several locations.
This duplication not only costs money, but it utilizes valu-
able space.
5. It was noted throughout the office that all of the
divisions and several of the branches were maintaining separate
travel folders for each employee who had performed official
travel. These folders utilize safe space that would be freed
if the travel vouchers were in one folder. Also, it would
appear unnecessary for the office components to retain the
travel vouchers since this is a duplication of records kept
in the Administrative Branch.
6. Although working level personnel were willing and
even eager to accept solutions to problems under their control,
senior management endorsement, guidance and support is necessary
to the execution of the recommendations. These are summarized
below and discussed at length in the following pages:
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a. Recommend an office notice be published
and disseminated to all concerned
announcing the establishment of a rec-
ords management program in OWI and pro-
viding instructions for implementing it.
It is essential to have top management
support in organizing and implementing
a records management program.
b. Recommend personnel soft files be con-
verted to light-weight file folders and
the heavy duty file folders be returned
to stock.
c. Recommend the responsibility for-the
day-to-day running of the registry be
delegated to the second in charge,
allowing the Records Management officer
to devote more time to the records
management program as well as super-
vising the registry.
d. Recommend a training program be es-
tablished for all registry personnel
to increase skills and provide for a
more efficient registry operation.
e. Recommend that arrangements be made
for contractors to send draft copies
of reports to OWI for review, rather
than ship the total number of copies
which must be stored in OWI until
proofread and corrected.
f. Recommend that the registry discon-
tinue storing finished intelligence
reports since they are available from
supplemental distribution in the
Records Center and the CRS Library.
The record copy is also available from
the Agency Archives.
g. Recommend adequate space be provided
for the registry to include a desk for
each employee working in the registry.
h. Recommend the Records Management Officer
conduct a records survey of all records
and material in the Naval Systems Division
in coordination with the responsible
people of the division and list the
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records under the correct file series.
If records are found that do not come under
a series on the records control schedule,
the control schedule should be amended to
include these records.
i. Recommend appropriate disposition be made
of all material within the Naval Systems
Division that is not being used on a
current basis. This is to include both
material stored in safes and in the vault.
Recommend that all records located on
shelves in the vault in the Naval Systems
Division area be filed in a vertical
position with adequate shelf guides and
labels for identification.
k. Recommend all analogs in the Signal Analysis
Division vault be screened for current and
future value. Those determined to have
future value to be retired to the Agency
Records Center. We also recommend that
an attempt be made to have the producers
of the analogs (NSA) provide them to CIA
on microfilm instead of hard copy.
1. Recommend all TEBAC files be screened and
those of non-current use be retired to
the Records Center.
M. Recommend that a copy of document requests
be kept in suspense until the requested
document is received, then the document
request be destroyed.
n. Recommend the Current Intelligence Branch
replace the three filing cabinets with
open library shelving.
o. Recommend the files in the Technical
Analysis Division file room be maintained
under the supervision of the division
secretary.
Recommend that the two CRT terminals be
moved from the TAD file room to the
analysts' work area to allow for easy
access by the analysts and better utili-
zation of the terminals.
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q. Recommend that personnel soft files now
retained in Defensive Systems Division
be discontinued since identical files are
kept in the Administrative Branch.
r. Recommend a screening of all branch files
in the Anti-Ballistic Missile/Anti-Satellite
Branch take place to determine what is
needed in the work area and what can be
retired to the Records Center or destroyed.
s. Recommend non-current division and branch
files of the Offensive and Space Systems
Division be retired to the Records Center
on a timely basis. The office records
control schedule allows for this in most
cases, but there is not adequate follow-up
to ensure that this is done.
t. Recommend the vault in Room 4G-04 be made
the responsibility of a person occupying
a position with the authority necessary
to establish and enforce guidelines for
the proper use of the vault.
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DISCUSSION
Office of the Director
1. The Director's office, his Deputy, the Executive
Officer and the Administrative Branch are all located in the
same suite, Room 1D-1617, Headquarters Building. This appears
to be an ideal arrangement for providing the Director with
easy access to all administrative and management records.
This close proximity would also seem to make it unnecessary
to maintain duplicate administrative and management records.
2. The survey team looked for records management policy
statements which support the issuance of instructions, pro-
cedures and control. Every records management program should
be supported with written policy statements, appropriate in-
structions, procedures, and controls. These documents should
be distributed to all concerned, be clearly understood, and be
.effective to ensure positive results. However, no written
policy statements or instructions relating to records manage-
ment was found to exist in this office except an office notice
appointing a Records Management Officer. Personnel from the
Records Administration Branch are available to assist in
developing written instructions.
RECOMMENDATION #1
Reco Lmend an office notice be published
and disseminated to all concerned,
announcing the establishment of a records
management program in OWI and providing
inst"ructions for implementing it. It is
essential to have top management support
in 'organizing and implementing a records
management program.
Administrative Branch
1. The Administrative Branch files were examined and
for the most part were found to be in excellent order. It
was noted that fitness reports on employees of the office are
maintained in the employee soft file and in another file
known as the Biographic Pro-"-4 le. All information that is
maintained in the Biograph i:.; Profile can be found in the
soft file. Ho,;aever , we were told that this duplication
eliminrated th need to periodically take information from
the soft file and have it copied for use by the career panel.
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2. Personnel soft files are being maintained in heavy
duty file folders which are more costly than the light-weight
folders. These folders also require more filing space.
Recommend personnel soft files be con-
verted to light-weight file folders and
the heavy duty file folder be returned
to stock.
Registry .
1. The registry is staffed by three employees. From
personal observations this appears to be more than adequate
to fulfill the requirements of registry duties. The super-
visor of the registry who is also the Records Management
Officer for the office seems to be doing much of the routine
registry duties. This makes it difficult for him to devote
the time necessary to perform the needed records management
duties.
Recommend the responsibility for the day-
to-day running of the registry be delegated
to the second in charge, allowing the Records
Management Officer to devote more time to
the records management program as well as
supervising the registry.
2. With proper training, more responsibilities could be
assigned to registry personnel, providing for a more efficient
registry operation. There are several good internal and ex-
ternal training courses available that would be beneficial to
the registry employees.
REC02.0 ENDATION #4
Recommend a training program be established
for all registry personnel to increase skills
and provide for a more efficient registry
operation.
3. Reports are received by the registry from outside
contractors for dissemination. There are approximately
20 external research contracts. Approximately 8 to 35
customers receive these reports, and dissemination can range
from 1 to 15 copies of a report to a customer. Three or four
r.::ports come in e:eckl , naa ng a total of about 300 copies re-
ceived. When these reports are received in the registry, one
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copy is pulled and an action sheet is attached and sent to a
monitor for critique. This critique usually takes a minimu:f.
of two weeks. The remainder of the copies are retained in the
registry until the critique is completed. Upon completion of
the critique, the registry disseminates these copies if no
corrections are to be made. If corrections are necessary, an
errata sheet is attached to the report and dissemination made.
Extra copies of the report are sent to the Records Center for
supplemental distribution.
RECOMMENDATION #5
Recommend that arrangements be made for con-
tractors to send draft copies of reports to
OWI for review, rather than ship the total
number of copies which must be stored in
OT WJI until proofread and corrected.
4. The registry maintains a file of finished intelligence
reports produced by OWI. These copies are being converted to
microfiche and retained fora period of eight years. At the
end of the eight year period, these reports are reviewed for
possible destruction or longer retention. This collection of
reports is a duplication of what is generally retained in
various division reference collections or analyst working
files.
Recommend that the registry discontinue
storing finished intelligence reports
since they are available from supplemental
distribution in Records Center and CRS
Library. The record copy is also available
from the Agency Archives.
5. The registry operates out of a very small amount of
space which makes it difficult to adequately arrange the work
flow. Also, there are three employees in the registry with only
two desks. This space shortage can be eliminated if the regis-
try is used only for processing incoming and outgoing mail and
not for the storage of reports and files.
RECO MENDATION #7
Recommend adequate space be provided for
the registry to include a desk for each
employee working in the registry.
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Naval Systems Division
1. The Naval Systems Division has few administrative files
because this is a new division. Most files in this division are
either analyst working files or reference files. The files that
are maintained in combination safes are generally kept in good
file order. However, it appears that the only criteria for
purging files is the limitation of safe space. In order to add
new material to a file, obsolete material must be removed. The
office records control schedule is not being adhered to.
2. Within this area there is a vault shared jointly with
the Defensive Systems Division. The best utilization of space
is not being made in the vault. For the most part, material is
not filed in a manner allowing quick retrieval. Material is
stacked with no visible means of identification. Material that
was said to be obsolete was stored on a top shelf. The vault
seems to be used to store records and material without deter-
mining their ultimate disposition.
RECOMMENDATION #8
Recommend the Records Management Officer
conduct a records survey of all records
and material in the Naval Systems Division
in coordination with the responsible people
of the division and list the records under
the correct file series. If records are
found that do not come under a series on
the records control schedule, the control
schedule should be amended to include
these records.
RECOMMENDATION #9
Recommend appropriate disposition be made of
all material within the Naval Systems Division
that is not being used on a current basis.
This is to include both material stored in
safes and in the vaults.
RECOMMENDATION #10
Recommend that all records located on shelves
in the vault in the Naval Systems Division area
be filed in a vertical position with adequate
shelf guides and labels for identification.
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Signal Analysis Division
1. The Division Chief's office maintains the files of
the CIA member of the Telemetry Elint Beacon Analysis Committee
(TEBAC). These files consist of memoranda, reports, cables, and
project material reflecting activities of the TEBAC. Some of
these files were created over ten years ago and are not needed
for current use. The office records control schedule reads
"Permanent. Destruction is not authorized. Transfer to Records
Center when no longer needed in current file area." The secretary
is in agreement that most of these files should be retired; how-
ever, she was unaware of the procedures involved in retiring
records to the Records Center. Retirement of these records alone
will eliminate the need for two and possibly three 4-drawer
combination safes. This exemplifies the need for clerical per-
sonnel to be exposed to training in records disposition and file
procedures.
2. Within the division area is a vault for storage of
telemetry analogs, either in paper form or on microfilm. These
analogs are used in the preparation of the daily missile and
space summary and other missile and space reports. The analysts
microfilm the analogs as time permits. Because of the analysts'
present workload, the analogs are not being microfilmed. There-
fore, the vault is filled to capacity with analogs. Since all
of the analogs are not used on a current basis, it appears the
need to microfilm them would not justify the cost.
RECOMMENDATION #11
Recommend all analogs in the Signal Analysis
Division vault be screened for current and
future value. Those determined to have
future value to be retired to the Agency
Records Center. We also recommend that an
attempt be made to have the producers of
the analogs (NSA) provide them to CIA
microfilm instead of hard copy.
RECOMMENDATION #12
Recommend all TEBAC files be screened and
those of non-current use be retired to the
Records Center.
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Program Analysis Division
1. In the Non-Soviet Test Ranges Branch, a file was being
kept on all library requests for documents. This is not a
suspense file since a copy of the request is kept long after
the document has been received. No explanation was available
as to why these requests were being kept, or what use was
being made of them.
2. The Non-Soviet Test Ranges Branch has acquired three
units of six shelves each of roll-out Conserv-a-Files in one
location and one unit of six shelves in two other. locations
within the branch. This shelf filing provides more useable
filing space than combination safes. However, in selecting filing
equipment the advantages and disadvantages of one type equipment
over another should be taken into consideration. This roll-out
equipment has the advantage of drop filing up to four or five
shelves, but no higher. It has the disadvantage of wasted floor
space when it rolls out. The standard library shelving does not
have the drop filing advantage, but it eliminates the roll-out
wasted space. Therefore, it would be less costly to use library
shelving which is cheaper than Conserv-a-Files and gets the same
amount of filing space in less floor space.
3. Three card safes were being used to retain maps and
photographs of various sizes. The card trays have been removed
from the safes. This arrangement for filing such materials is
inadequate. Some of the photographs are rolled and others are
too large for the drawers causing the photos to crack. Map
cases would be better for storing this type material, allowing
it to be stored in a flat position. However, map cases require
more floor space which is at a premium. An alternate solution
would be to use vertical files or map and plan security cabinets
where photos can hang on suspension rods that roll out. Vertical
files seem to be unattainable through supply channels, however,
it was learned that OBGI has two such files that will become
surplus in the near future. Arrangements have been made for the
branch to obtain one of these when they become available, allowing
for the turn-in of two of these card safes.
RECOMMENDATION #13
Recommend that a copy of document requests
be kept in suspense until the requested
document is received, then the document
request be destroyed.
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 4. The Current Intelligence Branch has a good office
layout and because of the current application of the material
they use, there is no need to store a lot of material for
reference. They do have three 5-drawer cabinets with folders
that could be better utilized by filing on open shelving.
Some of the folders are too long for the drawer.
RECOMMENDATION #14
Recommend the Current Intelligence
Branch replace the three filing
cabinets with open library shelving.
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Technical Analysis Division
1. The arrangement of branch personnel is mixed in three
of the four branches with different branch personnel sharing
the same space. This makes it difficult for an orderly move-
ment of information and communication although no opposition
to the arrangement was detected.
2. The division has seven rows of moveable shelves. These
shelves are movable to allow for different heights between shelves
but generally there are 14 shelves to a row which is divided into
two sections of seven shelves each. The division secretary has
the responsibility for maintaining the files on only four of these
shelves. The files on these four shelves are arranged in a neat,
orderly fashion. However, the other shelves are assigned to in-
dividual analysts who have the responsibility for maintaining
them. These shelves are not utilized to the best advantage as
material is not arranged in an orderly manner. The division
secretary's arrangement of her files on the shelves is a good
example of how all of the filing space on the shelves should be
utilized.
3. This division has four CRT terminals for analysts' use
in recalling information from storage in the computer. Two of
these terminals are located together in the analysts` work area
and two are located in the file room with the movable shelves.
This requires some of the analysts to leave their work area where
their current working. material is located, and go to the file
room in order to use the terminal.
4. The recommendations concerning this division are not
so much what analysts keep for their use, but how it is main-
tained. All files should be so arranged to allow for easy
access to the files. When this is not done, valuable time is
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lost when an analyst attempts to retrieve the information he needs.
The movable shelves in this division demonstrate a means by
which the maximum amount of filing space can be obtained from
the available floor space. Now we should capitalize on this
available filing space by arranging the files in a more easily
accessable manner. Analysts are generally concerned only with
accomplishing their assigned tasks, not taking into consideration.
other factors that may have a bearing on overall office perfor-
mance such as records management. This awareness of other factors
must be made known to analysts and it must become a part of their
daily work.
RECOMMENDATION #15
Recommend the files in the Technical
Analysis Division file room be maintained
under the supervision of the division
secretary.
RECOMMENDATION #16
Recommend that the two CRT terminals be
moved from the TAD file room to the analysts'
work area to allow for easy access by the
analysts and better utilization of the
terminals.
Defensive Systems Division
1. The Division Chief's office has a very efficient
filing system managed by the division secretary. The files
are neat and are kept current. Many of. these files contain
reference materials for use by personnel throughout the
division. A charge out system is in effect to assure the
material is returned to the file. The physical arrangement
of the room requires that files be placed wherever space
is available instead of all files being together, thus
making it necessary for the secretary to do a lot of walking
during the day. Sometimes she is out of reach of her telephone
and has to rush back to her desk to answer it.
2. Soft files on the personnel in this division are
being maintained for division use. This is a duplication
of the same files being maintained in the Administrative Branch.
Although keeping soft files in the division may be convenient,
it is not a good personnel practice to have information on em-
ployees located in several places. An employee's interest must
be protected and this factor must be weighed against convenience.
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3. The Air Defense Branch is located in a secure area and
they are making use of open shelf conserv-a-files to file
reference material and analysis working files. These files are
arranged in a neat order and good use is made of the available
filing space. The conserv-a-file also serves as a room divider,
thereby eliminating the need for a wall or other type partitions.
4. The Anti-Ballistic Missile/Anti-Satellite Branch is
located in an area that is not secure, making it necessary for
all classified materials to be kept in combination safes. This
is not causing any problems for branch personnel, however material
that could be retired to Records Center because of its infrequent
use is being kept in safes. One safe had copies of reports being
used as an index to reports being retained in the Records Center.
Personnel from the office can check these reports to determine
which reports they want to request from the Records Center. An
index or shelf list of the reports in Records Center would
eliminate the need to retain the reports in the branch.
Recommend personnel soft files now
retained in Defensive Systems Division
be discontinued since identical files
are kept in the Administrative Branch.
RECOMMENDATION #18
Recommend a screening of all branch
files in the Anti-Ballistic Missile/
Anti-Satellite Branch take place to
determine what is needed in the work
area and what can be retired to the
Records Center~or destroyed.
Offensive and Space Systems Division
1. Most of the files in this division are maintained in
two-drawer and four-drawer combination safes because the area
is not secure. The majority of the files in this division are
either analyst working files or analyst reference materials.
Bookcases house the unclassified reference materials which en-
compass approximately 45 cubic feet of materials.
2. Because this division is not located in a secure area,
the best utilization of floor space can not be obtained. Material
that ordinarily could be stored on open shelving to allow easier
access has to be stored in safes, thereby utilizing more floor
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space than would be necessary otherwise. No attempt was made
to determine whether the amount of materials being kept by the
analysts was necessary because we felt the analysts themselves
were in a better position to make that determination. However,
it was noted that the analysts were not making use of the Agency
Records Center for storage of working files and reference
materials that were used infrequently.
3. One particular item of note was the rather sizeable
collection, (5 1/2 feet) of vu-graphs used in briefings. It
appears that certain of these, especially those that were used
by the Office Director and other top officers' briefings, should
be considered for permanent retention. The concern is not that
all vu-graphs should be kept, but rather only those that support
projects or are evaluated as having historical significance
should be kept.
RECOMMENDATION #19
Recommend non-current division and branch
files of the Offensive and Space Systems
Division be retired to the Records Center
on a timely basis. The office records
control schedule allows for this in most
cases, but there is not adequate follow-up
to ensure. that this is done.
This vault is shared by three divisions of OWI. The
material stored in the vault is mostly an overflow of analysts
working files and reference material. This material is not
stored in any organized manner. Material is placed on the floor
in boxes and on shelves with no consideration. given to use or
disposition. Files are not arranged to effect easy retrieval.
RECOMMENDATION #20
Recommend the vault in Room 4G-04 be made the
responsibility of a person occupying a position
with the authority necessary to establish and
enforce guidelines for the proper use of the
vaults.
Approved For Release 200310211-A: eIA-RDP84-00780R006100080012-6
 Approved For Release 2003/02/27 : CIA-RDP84-0078OR006100080012-6
Approved For Release 2003/02/27 : CIA-RDP84-0078OR006100080012-6