CIA RECORDS CENTER ANNEX II

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP61-00910A000100070004-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: December 12, 2016
• Document Release Date: July 24, 2002
• Sequence Number: 4
• Content Type: REPORT

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CIA RECORDS CENTER
This Annex contains basic factual data reflecting the
administrative statue of the Records Center with respect to
the early background, accomplishments for Fiscal Year 1953,
objectives and program for Fiscal Year 1954 as follows:
TAB A - Historical Phases
TAB B - Accomplishments for Fiscal Year 1953
TAB C - Master Plan of Objectives and Methods
of Accomplishment
TAB D - Administrative Program for Fiscal Year 1954
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II TAB A
CIA RECcIU 6 OENTER
HISTORICAL PHASES
Research reveals that the initial concept of the present Records Center
occurred in Central Registry, Communication Section, Personnel and Adminis-
tration Division, Executive Office, CIG in March 1946 with an accumulation
of administrative correspondence and a few publications. Prior thereto, in
C$S days, various components maintained Central Registries, respectively.
In Ju]y 1,947, it emerged as the Central Records Distribution Section, Ser-
vices, Executive Administrative and Management Office, CIG in an organizational
shift preliminary to the institution of CIA which took place on 26 September
1947. A transfer of jurisdiction to OCD in January 1949 was the occasion of
identifying it as the Administrative Records Section of the OCD Library
Archives Branch, In November 1949, it was transferred to the OCD Central
Records Branch and became known as the Records and Files Section. After a
subsequent transfer in December 1954 to Administrative Services Office, it
was known as the Administrative File Section. In March 3.951 it was renamed
the Records Center which terminology has prevailed to the present.
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"' 1 X II TAB B
CIA WORDS CENTER
ACCOMPLISHMENTS FOR FISCAL TEAR, 3,953
RECORDS RECEIVED BY THE PRESENT RECORDS CEDER R$PRISENT THE EQUIVALENT OF
400 FILE CABINETS AT A COST C*' $914,000.
as, The volume of records received from the inception of the Center to
date is 3,200 Cu. ft. and is equivalent to 400 cabinets valued at 194,000,
be The Records Center received approximately 1,600 feet of records
during the past year. This is equivalent to the volume of 200 legal size
safe cabinets representing $47,000 worth of equipment made available to the
Agency during the past fiscal year*
c. Arrangements were made during this period to receive and store the
tape recordings I- I Heretofore, these recordings had been
transferred tote National Archives, but it appears more desirable to retain
such material in our own Records Center*
d. A total of 200 cue fte of records were destroyed under authority of
approved disposal schedules.
e. There were 1:500 reference service requests on records in custody
and 8,900 record items were furnished in response to these queries.
E7CISTING AGENCY RECORDS CENTER FACILITIES ARE FIND TO CAPACITY
a. For the vast several months it has been necessary to move less active
records to the in Rosalyn in order to make space for files
being currently transferred from operating unitse,
be The storage of records in the is a highly unsatis-
factory expedient. More than half the ked in boxes six high
on the floor. Any reference to material stored in this fashion is an expensive
and inefficient operation. At it has been necessary to
utilize space on top of double a nets for records storage.
THE NEED FOR ADEQUATE AGENCY RECORDS CENTER FACILITIES WAS ESTABLISHED AND
PLANS FOR SETTING UP SUCH FACILITIES ARE IN PROCESS
a. A Staff study dated 29 December 1952 proposing the establishment of
a Records center was approved.
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b, There is presently in process, a Staff recommending the author-
ization of either new construction or renovatcnitudx
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Roselyn, Virginia, for use as a Records Center.
IMPROVEMENTS WERE MADE IN THE STOCKING AND SERVICING CF REQUESTS FOR SUPPLE-
MENTAL DISTRIBUTION.
a. The volma of materials carried in stock for supplemental distribu-
tion now amounts to approximately 34,000 cu. ft. Certain activities in this
operation have increased significantly in the last two quarters over that of
the first half of the fiscal year. The number of information report master
copies received for storage as stock has increased 76% while requests for
supplemental distribution on the reports are up 51%. About 90% of these re-
quests are serviced by furnishing reproductions made by means of an Ozalid
machine or the Copy Fix process. The method used is dependent on the type
of master copy in our files*
be All requests for stock supplemental distribution items are now being
processed within eight working hours. Previously, there was a time lag of
several days`, part of which was made necessary by having to forward used mul.-
tilith mats to the Printing and Reproduction Division in order to supply
copies for supplemental distribution*
c. Since 1 October 1952, servicing of reports has been improved by
securing an Ozalid master for each issuance. In this manner, a complete set
of information reports is being developed from which copies can be made by
the most efficient method of reproduction for this type of operation. This
method also permits satisfactory control over the continued expansion of
information report distribution stock. This is achieved by the substitution
of the Ozalid master for the multilith mat and five copies that were formerly
received. Since last December, space equivalent to nine legal size cabinets
has already been saved.
d. In order to expedite reference service on 300 cu. ft. of multilith
copies of older reports, the physical rearrangement of the files was set up
as a project and the task completed during the third quarter. This work in-
file
volved putting the paper in proper numerical order and the insertion of are
dividers. The reports are now filed upright in standard equipment
searched with ease. As time permits, the same work is being done on 176 cu.
ft. of oversized multilith mats that have been deteriorating due to frequent
handling in undersize equipment.
e. Supplemental distribution of the finished Intelligence Reports in-
creased by 4 during the last quarter of the year. In the same period,
additional distribution of regulations increased by 20% while initial dis-
tribution rose 233%.
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ANE]C II TAB C
CIA RECORL CENTER
MISTER PLAN OF OBJECTIVE: AND METHODS OF ACCOMPLISHMENT
1. Objective - Store and protect non-current records and distribution materials
of the Agency.
Method of Accomplishment
as In collaboration with the Security Office and the SMF Division develop
plans for the adequate physical security and protection from fire, climate,
etc., of the records used and housed in the Center.
b. Develop and coordinate with the Space Maintenance and Facilities Di-,
vision and Security office layout plans for maximum space utilization within
the Center that will comply with established standards and at the same time
insure efficient operations.
co Establish a space control system that will indicate at all times the
amount of storage space available and its location.
2. Objective - Provide the necessary facilities for accessioning records
approved for transfer to the Center.
Methods of Accomplishment
at Develop procedures to be used by Area Records Officers in preparing
and routing records transfer request forms and in packing, labeling, and
listing records to be retired. These procedures would be published as a
bulletin or handbook.
be Review and approve incoming transfer r$quests, and coordinate the
accessioning transaction with the requesting office.
c. Maintain continuing liaison with the Space Maintenance and Facilities
Division in order to provide the necessary labor and transportation for moving
records into the Center.
d. Determine and procure necessary handling equipment to expedite the
flow of incoming and outgoing records.
?. Provide for the control and assignment of storage space within the
Center.
3. Objective - Provide reference service on records in custody and in the
a on Archives.
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Methods of Accomplishment
a. Prepare finding aide, when required, to bring the records in cus-
tody under intellectual control, and to provide maximum accessibility for
reference purposes.
b. Develop procedures for the expeditious handling of all records re-
quests, both written and verbal, and the operation of a document loan service.
c. Install and maintain adequate facilities for a reference search room
in the Center that will include microfilm readers.
d. Establish and maintain microfilming and photoreproducing services
for those records in custody when such reproductions are not in conflict with
Agency regulations, security, requirement, or statutory or legal restrictions.
a. Act as the official liaison with the N4.tional Archives concerning
reference requirements for records in that Agency's custody.
!t. Objective - Dispose of any records in custody that are authorized for
destruction,
Methods of Accomplishment
a. Establish and maintain disposal Tickler Files covering those records
authorized for disposal; those disposable on a contingent basis and those
which appear disposable but for which Agency approval has not been obtainede
be Identify and determine those records in custody for which disposal
standards have been authorized and approved through the issuance of Records
Control Schedules and Lists,
e. Establish a procedure for obtaining the concurrence of operating
activities in the destruction of any of their records that are authorized for
disposal.
d. Provide for a system of reporting the amount of records disposed of
by the Center.
5. Objective - Preserve records determined to have values worthy of permanent
or on retention.
Methods of Accomplishment
a. Determine the requirements necessary to. prevent damage to records
in custody due to insects, rodents, dust, excessive heat, excessive damp-
ness, and rough handling.
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b. Conduct analyses of the various ways and weans to provide the maxi-
mum permanency to the records and initiate projects to preserve or prevent
future deterioration of permanently valuable records.
6. objective - Store, reproduce and distribute supplemental copies of CIA
produced intelligence information and reports and to make initial and
supplemental distribution of Agency regulations and notices.
Methods of Accomplishment
a. Establish and maintain a continuing inventory for all incoming and
outgoing material,
b. Plan and prepare the various finding aids necessary to bring the
distribution under control*
o. Develop procedures for the prompt and expeditious servicing of all
requests.
d. Operate and maintain photo-reproduction facilities as may be neces-
sary to service requests for copies of information reports.
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"* 'ANNEX. II TAB D
CIA R CORIS CENTER
ADMINISTRATIVE PROGRAM FOR FISCAL YEaAR 1954
ESTABLISH ADEQUATE AGENCY LECORI6 CENTER FACILITIES
a. Upon approval of the staff study currently under consideration, an
adequate Agency Records Center will be placed in operation*
b. Approximately six additional slots will be recommended for the Records
Center T/O to operate in the first year of the expanded program.
c. Training in preparation of disposition schedules will be given to
Records Center personnel to permit development of controls for the large
volume of inactive record material to be receivedo,
d. The supplemental distribution function is placed organizationally
under the Records Center. The volume of new material received in the last
six months was 76% greater than the first six months of the year, while the
number of requests for material increased by ~1$. In spite of improvements
in procedure, it will be necessary to increase the personnel assigned to this
function by two, in order to continue prompt service.
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