PROPOSED EXPANSION OF CIA RECORDS CENTER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000100220036-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 9, 2016
• Document Release Date: July 30, 2001
• Sequence Number: 36
• Publication Date: August 17, 1956
• Content Type: OUTLINE

Approved For Release 2001/0
F'ROJEC"" ' (J`.'LINE
17 August 1956
SF. b.le:t: Propos- c3 a rs o o OP CTfi Neaore Cer rar
Pro;!ec Cr;F'.or, or Ic1c:F t *ice*Jon
: NA
"sell~%i;! t `i0. A
itit,,w, Or,rertizA'.to17: ? 4r r?e^sert ;Taff
~. C2lfc? , a M'djIt
aff:
b. shirt', Records ?in a: e- nt Ste r'f
Target Area: /A
T-PP of Pro?ect: A .f1stratt,.!e and t?epertrent:a1, on';
Financial. Wetiani.sm: UZc off' lin ouc :tired "'u 25X1C4e
ra' 25X1A6a
r:.r officer.
l+t r?1s Requested:
x I?P229-P!ac& Year `957 - i]nvo,ici erel
Curre?:t 6te=luts: Present vii cords Cenf.er was construe-.el after
approval. of ProYect Review Coustii `.,tee and has
teen opera;-,!?:?e durirr9 past rises` gear.
Propoaed expansion e' the Center has been
approved In prineipl.e by the N.,p?:t Director,
Support.
Approved For Release 2
 Approved For Release 20@MMMLIIA-RDP70-00211 R000100220036-6
1. QBJ.-CTiVEr To provide an add?.tional 300000 sq. ft. of storage space
by April 1957 at the Agency Records Center 25X1A6a
2. t:IgIGIN ASD POLICY GUSLaA17CE
a. Origin. Pro ect Outline for constructions of a CIA Records
Center ( 5_181.7) dated 25 Jar. 1954 'i approved b DCI
21 March 195k
b. Whence proposed. In Hea; q, 7?rters .
3. SITUATION i
a. The pro'eet outline approved b , the l ireetcar on ?* March
19545 provided for 21,2/0 square feet of storages space anti
authorized the expenliture of : 05j,000 for construction
work anv1 the preparation of plans and specifications.
Included in this project outline as approved was the anticipated
need for expansion within 5 years and an eventual nee' for
a Records Center cont..elning a tote of f to 70 thousand
sq. ft. of floor space.
h. The construction of the Records Center vas coupleted in
April 1.955 at a total coat of ,245,(75.07 and ve occu-
pied on 20 April 1955. This building provides 21,290
square fact of overall apace of which 17,812 square feet
is for the storage of records.
c. Burin;:, the past ,rear o=' occupancy the rate at which inactive
records have been and are being received is more than twice
the anticipated intake. The new increase in storage require-
ments, taking into consideration taxer deetruetion prorrara,
indicates that the existing building spa-ce available for
storage of additional records will be exhausted by April
1957. (Appendix A)
d, Punds have been approved in the am unt of .$18,000 and a
contract negotiated with an Architect and ; +iu ring firm
for plans and specifications. E ansion of the Center baa
been approved in principle. by the Deputy Df rerLtor, Support.
(Appendix 3).
t ct and ecuip an addition to the Records Center
To gana
4. PSOP'07MI
consistAlIg 25X1A6a
of approximately 3r0 000 sqr ft, of floor are at an
es timaated cost of J 118,229. See appendix C
5.
OFMATTOXAL OUTLINE: NA
a. Sub proposals or "task*." HA
b. Key personnel.. NA
c. Indigenous groups and/or leadesrs. NA
d. Target groups. WA
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 Approved For Release 2001/08/2! r-DP70-00211 R0001 00220036-6
5. ATIONAL Ot 2LIirt t COD
t. Graphic illustrations. ETA
6. SECURITY' c
b. Know edgeahility. MA
c. Operati.o e1 security. NA
d. Risks. NA
e. Peraomrc! lispose".
f. Disaster Plan. a.A
fi . COORDIi ATIc :
a. Relation to other I.S. ro,'eteThe operation of an Agency
Records Center is directly
tied to the CIA -r{*cnc?x "an as irel
storage of
b. Significance vithin over-all program in area. MA
c. Extent of caordi.ration. MA
CONT?OL i
a. Nature of. The technical supervision of this factli t"y?
rests frith the Management Staff because it is an integral
part of the Agency's Records Maxia ent Program vhich must,
of necessity come under the direction of the heaaft:artera
personnel supervising that program. 25X1C4e
is respousibls for the
Sever administration of the Records Center. 25X1C4e
will be delegated authority to sa as t xe
overt contracting officer in connection with the ani rd and
sdatinistratton of the construction cofltract. The technical
ae4ervisiot,- award and sdsinistretion will be performed under
the overall supervision of the &ml Estate and Construction
Division, Office of Logistics. This division will assign a
resident engineer to the field to supervise the construction
contract.
b. Administrative plan. Not required.
c. Reports. Internal sdnin1strative reports viii be required on
volume of rbcorda on sand, received, destroyed and number of
reference services.
9. Bid DATA:
a. Total overall CIA -funds required for Fiscal Year 1957:
of unvoucherccl funds.
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 Approved For Release 2001
9. j3UDG LWM: C(Xi D
b. Av +.'..1nbi. i-i;y_ of C1'. f'w:=.$ required. This Itemtheir was 4 ud.4 e tec, for in Pro oac!
1,)K' ~;:tkd Wit. An not-z 3 under 3C Etbo!e 11ae a? i i h A.ity of
c?leltates recrnerti.
ra; e s CE' In 1t?crea..tn;- n t # rate -lint nE
rat ~.oc r p : cxi' P2.Lne c in t1a'.s f'i sca 1 -ctc r .
U vv ~ ' ri P :; `_ to
to :0 votccrun~~LO
Ji .1
s`3 In secrrdirc,
25X1A6d
Z?:..srt.11 eiE3", lrt or Csr 7
rye t _. .:C?:i c: Cc-rt.cr a ~o ' yF_
G vii'y
25X1A6d
25X1A6a
e Ci7i muni r~tti .~.t9 . A
Cor. ?'i1C ~ 3iC3xi 77 . o"I, t : Ce r3 C 77..s, Fir, 4 1 ~ 4 a
capeb "nrtoeer iii-to wi. I ')e "tst3?.,r 1erL ~esid nt ii. ineer cl z
of vorstr;=, tioc;.
9. Current st;w:rks. Feeord3 Eire hein4:; received tia the Center at a
rate that viii exhaust rvini Liable mtoTh e epace by April 1.957.
b. Cost r tments. The RecoriF: Ceszter is committed to ruppoet'mg. the
Raeoras br ;er+'nt Prot, 3iYt of the A ency by rc cet,.-1rti t starer: ?,
ver?v1c! w- rd prer,eD\ 1! or dvrtroyi n, ;; inactive records rroci a i 1_
-;Lemente . Recent t ; deve'i_ope=.l requirements In the
DD, i and M/1 arc hwv:, +.or,ribu,?ec?. to t: e pre:;ert Increase'
ret.e of i ro nth .
c. Support regi ircd. from o':+h r Uni t,cd Staffs af';;rnciee. NA
rtr1 ivas rs;i rt Vor ti-1s 'aci "Tt;' At.
La Sr'e co currenec nP
.) Real ; r>t< t.e anl.
IL. G PRAL C(XM1t w ION6 :
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k'Eui-tr Co-1--r
 Approved For Release 2001 /[A-RDP70-00211 R000100220036-6.
1i. G=xRAL C06II ATIE I8a (VNTD
c. Effectiveness. As of 30 June 1,956 the Center had on hand
27,903 cubic feet of affiee xecorde and finished infie l.igenee
materials. This mould require for office storage 3488 safe-
type cabinets valued at $1,095, 232. When filled in April
1957 It wil. contain 10,000 cubic feet of records which would
be equivalent to the voluss of 5000 safe cabinets coasting
*1,570,OW -
d. Anticipated results. The proposed addition to the Records
Center of 30,000 sq:-are feet will house approximately
60,000 cubic feet o-? records. The ratio of P cubic feet
of records for each square foot of atmi!.able floor space
meets the minimum s antardss established by the Ge -eral.
Services Administrations In the operation of 10 Federal
Records Centers. 6o,000 cubic feet of records is equival.e;.-'.t
to the volute of 7500, 4 drag, legs'=, size sate cabinets
valued at $2,355,000-
e. >Rvaiuation. The effectiveness of this project after con-
struction could be evaluated by the cubic feet of records
recofvred into the Records Center and the number of filing
eshinete and amount of office space released for other
purposes.
f. Policy questions. The onl question of policy is approvnl_
of funds for construction. The proposed construction
is necessary to maintain complie with the Federal
Records Act (P,4blie Lev '754) and provide adeq to pro-
tection for the Agency 's records.
The resulting economies sufficiently justify the use of
these funds.
Cones. The Agency should be able to indicate to
Chess its compliance with the Federal Records Act
(Public Law 754). Security-cleared representatives of the
General Services Mministrution responsible for the
government-vide records program are in eonieteot touch with
us in rsgard to t3ae development of CIA's Records Management
Prtiam.
h.. >.xtro-Agency aetiams.
i. Proprietary # rii.cs. NA
J. Special considerations. NA
k. Liquidations. NA
-5-
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 Approved For Release 2001/ -RDP70-00211 R0001 00220036-6
RZccE CERM CAPACITY REQ t T
1. With the addition of 30,000 sq. f# . of space, total capacity of the
tenter will be 100,000 cubic feet. At the present rate of intake and
net growth of Center holdings this space should be adequate for approxi-
mately 10 years.
2. On 30 June 1956 the Reeeordes Oenter had on hand 27,903 cu-ft. of material
which to 65% of its total capacity. 'use records were received freers
almost every office and are distributed by volume coma. ma.ior eoe +onente
an follows: l3C1 22 cu.ft., DD/S 5906 cu.ft., 'VD/P 500cu.ft., ED/I
16,971, cu.ft. (includes 11,247 cu.ft. of finished inteilfgeenee material..)
3. The Center received material during the period I January through 30 June
1.956 at the rate of 61 cubic feet per working MY. This is more than
double the experte-lee of the previous two years. This experience and
recently developed requireerente in the DD/P and iL3/I areas irdi cate that
tl present rate of growth will continue during 1956. At this rate
it is estimated that the present Records Center space will be exhausted
by about 1 April 1957.
The destruction of records held b. the Center is iacreasing gradually
each year but this will not offs tt the increased rate of receipt.
VateXiai going to the Center is responsive to a records control schedule
developed by the Records Management Staff and the office concerned.
These schedules show retire.-ent. dates (to the Center) and destruction:
dates: This fiscal year over 220 cvbia foot of material was either
destroyed at the Center or returned to offices concerned for screening
afAd destruction.
5. It is estimated that the Agency has 110,000 cubic feet of records in
active files. Records control schedules covering 70,556 cubic feet
(65%) of materiel have been prepered. Of this ac t 19.5% will be
retained permanently and 80,5% Inept from one to 75 years. About 47%
of the temporary records fall within the 5 to.15 year retention period.
Consequently no appreciable increase in rate of destruction v'i.li occur
for some time.
6. Since a certain per cent of all records created must be retained
permanently by the Records Center as the Agency Archives? the total
holdings of the Center over the years will always be increasing. This
rate of increase way vary, and it could occur that during a particular
year a balance would be struck b*teeen records received and records
destroyed. However, by the veer; nature of the operation no permanent
stabilization of available storage space can be acbiee Jed,
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