OPERATION OF THE VITAL MATERIALS REPOSITORY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300220005-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 19, 2016
• Document Release Date: September 26, 2005
• Sequence Number: 5
• Publication Date: November 16, 1951
• Content Type: MEMO

Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300220005-8
CIA Vital Materials Officer
CIA Custodian of Vital Materials
Operation of the Vital Materials Repository
16 November 1951
1. In compliance with your request of 7 November for information
concerning my relations with the Resident Manager,
regarding operation of the Vital Materials
Repository, the following paragraphs of this memorandum outline
such relations for the nine weeks from 17 September to date that
I have been on duty as the Custodian.
2. During the nine weeks that I have been on duty as the CTA
Custodian of Vital Materials at and
assigned to the Resident Manager's staff as the Records Management
Officer, some misunderstanding has arisen between myself and the
Resident Manager with regard to control and operation of the
Repository. Although all minor difficulties to date have been
resolved amicably, still the paramount question remains unanswered
in my mind. This question revolves around control of the Repository
and the Custodian. Clarification of the actual seat of authority
is in order.
9. The Resident Manager views the Repository as an integral part of
thel establishment. The Custodian, because of his
assignment as a Records Management Officer and
therefore a member o e es en Manager+s staff, is directly
under the command of the Resident Manager in all matters, taking
orders from no one except insofar as Agency regulations direct
otherwise as concerning procedures established for handling receipt
of transferred materials and the establishment of file plans and
actual physical arrangement of filed material.
These views were most recently expressed following a visit to
the Repository vault area by two Office of Operations, Contact
Division employees assigned to the
and with emergency assignments as alternate custodians. As you will
remember, the visit and above information concerning the visitors
was reported to you as requested. In turn the Services Officer was
informed and, since neither of you were aware of the emergency
assignment of the two 00/C employees, the Services Officer contacted
the Advisor for Management for clarification of the situation, The
Advisor for Management immediately called the Resident Manager who
reminded him of the previous assignment of the 00/C men by higher
authority. At this juncture, I was called to the Resident Manager
and reminded that he was, after all, my superior and in complete
charge of the Repository so that if he desired to take visitors into
the vault area it was his perogative and he would have good reason
to do so. I was also informed that if any doubt existed in my mind
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300220005-8
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300220005-8
what to report to the Vital Materials Officer, I should clear
through him. Although I stated there had been no doubt whatsoever
in nd as to the propriety of ny reporting visitors to the
Vital materials Officer since I had been ordered to do so, I was
given to understand substantially the same things as reported in
the first paragraph under number three above and in addition that
it would be best if all my actions were cleared through the Resident
Manager, not carrying out orders from anyone unless authorized to
do so by him.
4. Before assignment as the Custodian my conception of and indoctrina-
tion in the control arrangements was on an entirely different basis.
M y understanding was that CIA Regulation 0 established a records STAT
management program for the Agency, charging the Services Officer with
operational supervision of the program through a CIA Records Officer
designated by him ands as established by II the records management STAT
program included the establishment and operation of a vital materials
repository. It was by belief that the Services Officer, through a
records of vital materials officers controlled the entire vital
materials program from collection to storage and use in the event of
need and that i, as Custodian, was responsible to the Services Officer,
through the Vital Materials Officer, and to no one else. In point of
fact,; during my final briefing before assuming my duties as Custodian,
the Services Officer personally informed me that "......you are not to
take any orders from..." the Resident Manager. It was also my under-
standing that the Custodian was assigned as a member of the Resident
Manager's staff only as a matter of convenience with regard to cover,
pay, leave, transportation, etc.
5. Since these divergent conceptions of my responsibilities do exist,
the present situation is somewhat difficult and often embarassing to
me because of the misunderstandings which arise as a result of attempt-
ing to serve two masters. I have no desire to appear in the light of a
trouble maker or seem disloyal to my superiors whoever it may be, but
rather carry out my responsibilities and do my Job in the best possible
manner. Therefore, I would appreciate clarification of the matter at
hand in all its ramifications, the decision, if different from the views
held by the Resident Manager, to be communicated to him through appropriate
higher authority.
Custodian of vital Materials
STAT
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300220005-8