AUDIOVISUAL RECORDS SURVEY PLAN

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000100070002-0
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 11
• Document Creation Date: December 22, 2016
• Document Release Date: October 10, 2012
• Sequence Number: 2
• Publication Date: July 22, 1982
• Content Type: MISC

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SERIES INVENTORY FORM FOR AUDIOVISUAL RECORDS
0
(Prepare One Form for Each Series)
SERIES: A group of still photographs. motion pictures, sound recordings, video recordings, or combinations of these
media in multimedia productions, that is arranged under a single filing or numbering system, or that relates
to a particular subject, or that is produced or acquired by the same unit/activity.
/Completing the Series Inventory Form/
O
1. Enter your name, organization unit, and telephone number.
2. Include building and room number. If original material (e.g., motion picture preprint, master tapes,
still negatives, etc.) is not in the same place, where is it?
3. Which unit created these records?
4. Include the following in the description:
a. Format (4x5, 16mrn, 1/2 inch) and Generation.
b. Subject Matter covered in the series. (e.g., testimony of the Secretary before Congressional
committees; maneuvers and combat operations; projects undertaken with grants administered by
the Agency; drainage and irrigation projects conducted by the Service, etc.)
c. Purpose served by the series. (e.g., public relations, internal training, raw data for engineering
evaluation, documentation of Agency history, etc.)
d. Finding Aids such as data sheets, shot lists, continuities, review sheets, catalogs, indices or
caption lists. If they exist, where are they?
e. Related Documentation. Do case files or similar files exist that include production contracts,
scripts or other documents concerning the origin, acquisition, release and ownership of these
records? Where?
5. What is the date span of the series?
6. What is the internal arrangement of the series (e. gi , alphabetically by surname, subject or State;
chronologically; numerically; etc.)?
7. What is the volume of the series? (See conversion table on obverse.)
8. Are there restrictions on access to or release of items in the series? If so, what statute, exemption to
the FOIA or regulation authorizes this restriction? Are any items copyrighted?
9. How many cubic feet (or, if negligible, items) were added to this series last year?
10. How many requests for copies does your unit handle in a month? Who requests the copies and for what
purposes? (e. g. , Engineering Division for analysis of experiments; Agency newsletter for publication;
Training Division for slide-tape shows; broadcasters for commercial television programs; private
publishers for magazine publication; the general public; etc.)
11. Has the series been broken at regular intervals into parts on the basis of a cut-off date or end of a program
activity so that earlier parts can be retired without disturbing the remainder of the series? When was
the latest break? If not broken, how have the inactive records been removed?
12. Have parts of the series been retired regularly to agency storage areas or to a Federal Records Center (FRC)?
How often? If parts of the series have been retired to an FRC, attach copies of the SF-135's.
0 13. Which item of your agency's Records Disposition Schedule applies to this series? If none applies, what
happens to the items your unit no longer needs?
14, How long does your unit need to keep those items added to the series last year in order to respond to
internal agency requests?
15. Any comments. What other units in your organization hold, produce or contract for audiovisual material?
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SERIES INVENTORY FORM FOR
AUDIOVISUAL RECORDS
(see instructions on back)
2. Series Location
7-1 Yes /-/ No
9. Rate of Accumulation per year
0 Cubic Feet
I D Items
14. Recommendations for Disposition
CONVERSION TABLE
STILL PICTURES
SOUND RECORDINGS
Negatives 76 16 inch disc recordin
gs = 1 cubic foot
2300 35mm 6 exposure strips: 1 cubic foot 144 12 inch disc recordin
s = 1 cubic foot
8640
2 x 2 inch mounted slidesr 1 cubic foot
48 7 Inch audiotape ree
g
ls c 1 cubic foot
2184
4 x 5 inch film sheets . 1 cubic foot
16 10 inch audiotape re
els - 1 cubic foot
5960
2 1/4 x 3 1/4 inch film sheets= 1 cubic foot
Paints
9400 4- by 5 inch glossies: 1 cubic foot
MOTION PICTURES
Six 35 mm reels (1007 feet). 1 cubic foot
11 16mm reels (1200 feet) . 1 cubic foot
15 16mm reels (800 feet) : 1 cubic foot
32 16mm reels (400 feet) : 1 cubic foot
VIDEO RECORDINGS
Ten 3/4 inch cassettes 1 cubic
Tree 2 inch reels : 1 cubic foot
Niae 1 inch reels a 1 cubic foot
43 1/2 inch reels - 1 cubic foot
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AUDIOVISUAL RECORDS SURVEY PLAN
.July 22, 1982
08:06
Developed by
STAT
Audiovisual Records Program Manager
Records Systems Branch
Records Management Division
Office of Information Services
(RSB/RMD/OIS)
for
Office of Information Services
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AUDIOVISUAL RECORDS SURVEY PLAN . . . . . . . . . . . . . . . . . . . . . 1
Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Approach . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Data Collection 2
Schedule for Data Collection . . . . . . . . . . . . . . . . . . . . . 3
Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Report Phase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
APPENDIX A. GLOSSARY OF TERMS . . . . . . . . . . . . . . . . . . . . . 5
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AUDIOVISUAL RECORDS SURVEY PLAN
Audiovisual records. Audiovisual. records include program and information
motion pictures, still pictures, sound recordings, video recordings and
related documentation.
Audiovisual records management. Audiovisual records management includes
the management of audiovisual records and related records that document the
creation and/or acquisition of audiovisual records and that were created for
or used in the retrieval of information about or from audiovisual records.
Purpose
The purpose of an Audiovisual Records Survey, simply stated, is to find out
how we handle this type of record in the Central Intelligence Agency (CIA).
No one really has the big picture of how we store and retrieve audiovisual
records in the CIA and who is responsible for making audiovisual record han-i
dling decisions. This is what we hope to gain from an Audiovisual Records
Survey--the big picture of what systems we have now and how they operate.
Approach
Our Audiovisual Records Survey will consist of four principal phases.
These phases are Planning, Data Collection, Analysis and Reporting. If -the--
the Survey Report recommends changes to the existing systems the Survey will
be followed by implementing and following-up on these recommendations. This
plan documents the first phase of the Survey, Planning.
The preliminary survey of CIA components, which we completed in January
1981, has given us the data we needed to plan a full audiovisual records sur-
vey. An audiovisual records survey is a standard records management activity.
It is conducted to determine the location, volume, the frequency of use, and
the typesof audiovisual records that currently exist. Our Survey will include
every type of audiovisual record within the components of CIA. The file cabi-
nets, safes, and vault storage areas that house CIA audiovisual records will
also be inventoried.
During the Survey we will also seek information concerning audiovisual
record procedures and directives in order to give us an understanding how
audiovisual records are handled in all components of CIA. An understanding of
how records flow in one component may relate to or\affect another.
We need to consider both quantity and quality in this Survey, not only to
establish what is currently happening in CIA, but to look to-the future needs
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of CIA as well. Quantity in cubic feet merely tells us just that, qualitative
elaborates more on the procedures and work flow. All of these aspects will be
pursued equally to ensure that we get the most out of our Survey.
A physical survey of each component will be 'conducted through personal
interviews by the component RMO. Since technical records management terms
cannot be completely avoided in describing how a records survey is conducted,
a glossary of terms is included as an appendix to this plan. Some of these
terms are used in the plan and are in bold type where they appear; others will
be used during the Data Collection, Analysis and Reporting phases.'
One form will be
used
to record data
during
the interviews.
Form
138,
Records Survey Work
Sheet,
will be used to
record
survey data. The
RMO
will
work closely with the operating personnel who are responsible for the records
in their areas in order to record the necessary data about each audiovisual
record series.
The component RMO will contact each office to set up an introductory meet-
ing with the component manager. The purpose of this meeting will be to
explain the Audiovisual Records Survey and discuss how it should be conducted
in their area. During this meeting the RMO will ask the manager to provide
the following assistance for the Survey:
Appoint a representative who possesses an indepth knowledge of. the office
procedures to provide the data outlined in the Data Collection section of
the Plan.
Have the component representative, or records custodian, provide an up-to-
s""date index of current audiovisual files and describe in an interview how
the component's filing system works.
Each introductory meeting will be held well in advance of the start of the
physical survey in the component to give the participants ample time to pre-
pare for the Survey.
During the physical. surveys, the RMO will gather the following data:
Date: The date the inventory or survey is made.
Directorate, Office, Division, Branch, and Section maintaining the files.
Location of Files: Room number and Building.
Custodian: Enter name of person responsible for the files.
' Disposition of Federal Records, 1978, Records Management Handbook pp. 60-64
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Description: Enter Records Schedule and item number. If new or non-
-~1 0','e":"J
scheduled //
series give description of type and use of records in the file.
Arrangement of Records Series: Alphabetic by subject, numerical by case
number, chronological, hierarchical, etc.
Dates: Enter years only of oldest and most recent documents in the file.
Size: Check appropriate box and enter linear feet of records. (refer-
ence table to convert linear to cubic feet of various records.) (Meas-
urements should be as simple as possible; figures rounded to the nearest
half-foot are adequate.)
Equipment: Check appropriate box or enter under Other and describe in
Remarks.
Remarks:. Use for safe numbers, details about equipment, or other notes
and explanatory information.
In addition to completing the Form 138 during the interviews, the RMO will
develop flow charts from the procedural information gathered to supplement
narrative comments concerning records flow in the component. This data will
be used during the Analysis Phase to determine what is done and who is doing
it.
The proposed milestones for Data Collection, for this project, are:
August-September 82: Management review and decision by the Director OIS
to proceed with the Survey.
October 82-April 83: Component RMO's will collect Survey data.
May 83: Component RMO's will organize data and forward with comments.
to Program Manager.
Analysis
General appraisal criteria. in determining the value of CIA audiovisual
record holdings is provided in the following paragraphs. Once the Data Col-
lection Phase has been completed, the Program Manager will begin the Analysis
Phase, calling on systems analysts and records experts as needed. The Analy-
sis will concentrate on answering the following questions:
Which components in CIA have primary responsibility for making policy,
procedural or organizational decisions regarding audiovisual records?
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Which audiovisual record series are essential to reflect these decisions
in each component?
Are these decisions reflected in central correspondence files in each
component?
Which audiovisual records have enduring or permanent value--which have
extended but temporary value in each component?
Which. audiovisual records have administrative, legal, fiscal, or histori-
cal value in each component?
Report Phase
The final step in the Audiovisual Records Survey will be a report contain-
ing the Survey's findings and the recommendations of the RMO's and the Program
Manager for improving CIA audiovisual records management. If the findings
suggest major improvements are needed the Report will contain a proposed plan
for implementing these improvements. The report will be given to the Director
of OIS for approval.
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APPENDIX A. GLOSSARY OF TERMS
Administrative Value. In appraisal, the usefulness of records to the origi-
nating or succeeding agency in the conduct of current business.
Appraisal. The process of determining the value and thus the disposition of
records based upon their administrative and other uses, their evidential and
informational or research value, their arrangement, and their relationship to
other records.
Arrangement. The process and results of organizing archives, records, and
manuscripts in accordance with accepted archival principles.
Audiovisual Records/Archives. Program and information motion pictures, still
pictures, sound recordings, video recordings, and related documentation.
Cartographic Records/Archives. Records and archival material containing aer-
ial_ photographs, maps, and related textual documentation.
Case File. A folder or other file unit containing material relating to a spe-
cific action, event, person, place, project, or other subject. Sometimes
referred to as a project file or a transaction file. Also a collection of
such folders or other file units.
Central Files. The file of several offices or organizational units physically
and/or functionally centralized and supervised in one location.
Comprehensive Records Control Schedule. A document describing all records of
an agency or institution, specifying records to be preserved as having archi-
val value and authorizing, on a continuing basis, the disposition of specified
recurring series of records.
Convenience File. Extra copies of records, personal papers, or publications
maintained for ease of access and reference. Sometimes known as personal
file.
Correspondence. Letters, postcards, memorandums, notes, telecommunications,
and any other form of addressed, written communications sent and received.
Copy. A reproduction of the contents of an original document, prepared simul-
taneously or separately, usually identified by function or by method of cre-
ation. Copies identified by function may include action copy, information or
reference copy, official copy, and tickler copy. Copies identified by method
of creation include carbon, mimeograph copy, ribbon copy, and electrostatic
copy.
Description. The process of establishing control over holdings through the
preparation of finding aids.
Disposition. The actions taken with regard to records following their
appraisal. The actions include transfer to a records center for temporary
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storage, transfer to an archival agency, donation to an eligible repository,
image reproduction, or destruction. The term includes but is not synonymous
with disposal.
Disposition Program. Practices designed to achieve efficient and economical
disposition of records. The program involves developing standards, proce-
dures, and techniques for managing the longevity of records. Includes con-
trols over office filing equipment, scheduling records for disposition and
administering their storage, documenting agency benefits accruing from the
program, and undertaking surveys and audits of disposal operations.
Disposition Schedule. A document governing, on a continuing basis, the manda-
tory disposition of recurring records series of an organization or agency.
Also known as a records schedule, or records retention schedule.
Disposition Standard. The time period for the cutoff, transfer to a records
center, destruction, or transfer to National Archives.
Document. (1) Recorded information regardless of medium or characteristics.
Frequently used interchangeably with record. (2) A single record or manu-
script item.
Evidential Value. The value of agency records, which provide documentation of
its organization and functioning.
Historical Value. The usefulness of records for historical research concern-
ing the agency of origin or for information about persons, places, events, or
things.
Informational Value. The value of records that derive from the information
they contain on matters with which public agencies deal, rather than from the
information that is in such records on the agencies themselves.
Inventory. A survey of records series prior to the development of schedules.
Generally includes data such as series titles, inclusive dates, use, quantity,
arrangement, duplication, and other pertinent information. An inventory that
is an archival finding aid may include a history of the organization and func-
tions of the agency, folder headings, and other detailed data to facilitate
research.
Maps and Charts. Graphic representation at a reduced scale of selected physi-
cal and cultural features of the surface of the earth and other planetary bod-
ies. These may include topographical quadrangles, cadastral plans, charts
(hydrographic, nautical, weather, and aeronautical), photomaps, cartograms,
globes, and relief models.
Negative Film. Film in which the image of the dark portions of the original
appear light and the light portions appear dark. The master copy from which
positive copies can be made.
Noncurrent Records. Records that are no longer required in the conduct of
current business and therefore can be accessioned by an archival repository or
destroyed.
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Nonrecord Material. Material not usually included within the definition of
records, such as unofficial copies of documents that are kept only for conven-
ience or reference, stocks of publications and processed documents, and
library or museum material intended solely for reference or exhibition.
Photographic Records/Archives. Records or archives that take the form of pic-
tures or photographs, sometimes with related textual records.
j
Positive Film. (1) Film in which the image of the dark portions of the sub-
ject appear dark and the light portions appear light. (2) Film used for mak-
ing contact prints, usually blue-sensitive only.
Records. All recorded information, regardless of media or physical character-
istics, made or received and maintained by an organization or institution in
pursuance of its legal obligations or in the transaction of its business.
Records Disposition Officer. The agency official responsible for operation of
an agencywide records disposition program.
Records Management. That area of general administrative management concerned
with achieving economy and efficiency in the creation, use and maintenance,
and disposition of records.
Research Value. The usefulness of records for research by the Government,
business and other private organizations, and by scholars in the humanities,
social and physical sciences, administration, and other disciplines.
Sampling. Selection for retention of part of a body of similar records to
serve as as representation of the whole body.
Series. File units or documents arranged in accordance with a filing system
or maintained as a unit because they relate to a particular subject or func-
tion, result from the same activity, have a particular form, or because of
some other relationship arising out of their creation, receipt, or use. Some-
times known as a record series.
Unscheduled Records. Records for which no ultimate disposition has been
determined.
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