OUTLINE FOR PRESENTATION ON RECORDS MANAGEMENT AT THE SUPPORT SERVICES REVIEW --TRENDS AND HIGHLIGHTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500050002-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 13
• Document Creation Date: December 16, 2016
• Document Release Date: July 12, 2005
• Sequence Number: 2
• Publication Date: October 19, 1966
• Content Type: OUTLINE

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OUTLINE FOR PRESENTATION ON RECORDS MANAGEMENT AT THE SUPPORT
SERVICES REVIEW --TRENDS AND HIGHLIGHTS
Wednesda 19 October 1966 at 10;15
i
Thank you,
or your generous introduction.
Fifteen years ago this month, I began a good habit of cpming to
II
Cl/
Since then it has been a most pleasnt experience to deal frequently with
the personnel
The subject of our discussion - Records Management or Paperwork is
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probably the worlds most unromantic topic. It has Very little glamour and
practically no sophistication.
Occasionally we see a cartoon depicting some office incident about the
Secretary losing an important paper, but usually records are so lacking in
appeal that they rarely provide a good story.Does anyone here have one I
can use?
Well
//,ore tS owe--
"A dedicated CIA man died and having been a model career person he
want directly to heaven - no purgatbWy for this fellow. When he met St.
Peter he was told to go to the Logistics Supply Room to get :is HARP --
his Halo - his Wings and his Royal Robes. The BSO was a very efficient man -
a Career Logistics type a of the required OTR programs
and some special ones wit as no waiting in line at the
BSO -- correct sizes and colors were in stock and this CIA man was outfitted
promptly.
When he returned to St. Peter for his assignment he related how efficient
the BSO ktan was - he said,"Whjr I didn't fill ou a requisition or sign a
receipt, - this is amazing. But tell me what was going on outside of your office?
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Today we are concerned about how fast we can get information. High
speed Computers are obsolete almost before they are completely installed -
printing presses grind out piles of paper faster and faster. These are days
of glamour gaagets,a-nd costly hardware, and piles of soft ware - paper.
iYiffkgq Top management in
Government and in Busi3ess is greatly concerned about the increasing cost
of creating and maintaining the tremendous volume of paper required in our
modern economy., Here, for instance is what J. Paul Getty, the Worlds richest
man said recently - "One of the really serious wrongs in American business
today is the penchant for wallowing in welters of paperwork. Some companies have
hundreds of people keeping records on each other and passing office memorandums
back and forth. There seem'Q to be more memo writers, readers and filers than
productive workers. The cost of this over administration is staggering in
salaries paid to paper shufflers".
,/CHART- WHAT IS RECORDS MANAGEMENT
Basically, it is a management improvement technique. It is a specialized
tool of management concerned with paperwork practices and problems. It is not,
however concerned with the bits and pieces of paper as in filing or in destroying
records; instead we pay attention to the life cycle of records from Creation
to Cremation.
CREATION - Forms, Reports, Correspondence
USE - Equipment, Systems, Supplies, Vital Records
DISPOSITION - Inventories, Schedules, Archives and Records Center Operations.
Records Management, or paperwork, is recognized today as a professional
aspect of our society. This recognition is best illustrated by a recent event -
the awarding of Certificates of Honor on 28 September to 21 Federal Officials
for outstanding performance in promoting effective Paperwork Management in
their Agencies. The real significance of these awards is that they were
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given by the Administrative Management Society' a professional society of
15,000 business managers throughout the U.S. and Canada. Industry, as you can see,
recognizes the importance of paperwork in every day business operations.
CHART - WHY SHOULD YOU BE INTERESTED IN RECORDS MANAGEMENT?
My primary objective is to prompt you to greater concern about the use
of records management techniques and to show you how their proper use can
make your every day job easier, more effective and more efficient.
/ Records have received a lot of attention since 1949 when the Hoover
Commission first dealt with this subjec$ and interest increased sub-
stantially after the Second Hoover Commission report in 1255 because for the
first time an i1.dependent body developed a course of action to help reduce
the Four Billion Dollar annual Cost of Federal Paperwork..
The Federal Government and Industry have taken positive action and
they have used records management techniques to save million of dollars.
The Ford Motor Company, Union Carbide,
IBM, Westinghouse and Lever Brothers
are among the large industrial concerns which have used the same records
management tools as the Federal Government.
Congress has expressed its concern about costly paperwork. Last year
Congressman Olsen of Montana attempted to eliminate some of the costly report-
ing placed on business by the Federal Government. He described these requirements
as a part of the "Federal Paperwork Jungle". Congressman Nix of Pennsylvania
submitted a report to the Speaker of October 6 - HR 2197 called "How to Cut
Paperwork".
As a taxpaper, I recommend it to you for serious reading - One shocking
highlight - todays Federal paperworks costs are 8 billion dollars.
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President Johnson has expressed his concern about paperwork on these
specific instances - -
/First - December 1963 Cabinet Meeting ' "Cut out excessive paperwork - it breeds
overstaffing".
Second - February 1965 - Moratorium on the Purchase of Filing Cabinets.
kl-Third April 19J6 -"Every Government employee must think hard about cost
r
Fourth - September 22, 1966 - Continuation of Moratorium and Government-
wide Clean-Up Campaign - (read pertinent parts of the Presi.dent's Letter to All
Agency Heads).
The Cost of creating records is high - $16726 every time a 4 drawer safe
Ir-
71
This means - $65t Million-664 thousand for the DDS Area; an&- nether-
Two~Mos~ ~~ year .
As a taxpayer you are spending $100 of your tax money every year for this
paperwork burden. Tjo you wish to continue doing this?
The volume of paper in DDS offices has been increasing as you can see
from this chart. In FY 1966, however, we did have a decrease of 6% but it is
still too high because we have 12.1 cu. ft.
compared to 5 cu. ft. (21 file drawers ) fntvrA,>nm ntewi r1P and 3 c? ft.
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for Industry.
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first - To Save Manpower - An estimated employees are needed tf6eeey' 1 :1
and keep cac p er. If we eliminate unneeded paper we can find what we want
in our .,iles easier - quicker and with fewer people.
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Second - To Save Space - At the rate of expansion in Rosslyn Office
space at Headquarters is still at a premium. DDS Components now require
ft office use and almost~f this is for records.
Third - To Control Growth - We
create about 200 million pieces of paper
every year and we collect a lot too - 18 million pieces last year. This
means an increase at the rate of 72 file cabinets everyyhour of the work
day.
o rth - To Protect Essential Records - Those we cannot afford to lose
by enemy,,p on or from natural disaster - Pentagon Fire
one safe full of records- and we save 1+73 everytime we empty one safe of
records.
j Seventh - To Improve Over-all efficiency
CHART - AUTHORITY - WHO IS RESPONSIBLE FOR RECORDS MANAGEMENT
The 81st Congress enacted PL 751+, Federal Records Act
Administrator of GSA - Government-wide; National Archives; 16 Federal
Records Centers
fSIrAT
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Reads of Agencies - AA departments and agencies - Opinion of our
G eneral Counsel
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Our Authority -II Director, Deputy Directors - CIA Records
icer =Component Records Officers
CIA Records Officer - Guides Standards,--Now lets eee how each
~? records management element can help to improve
office efficiency.
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th - To Comply With the Law - Federal Records Act
om.
t
gf~xt - To Save Money - $16,726 is saved every time we avoid creating
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CHART - FORMS MANAGEMENT -)is a continuous cost reduction program to provide
Easy to fill in - designed properly;
Right size to get typewriters and other office machines and which are
easy to process.
V We are concerned about forms for two reasons - first, they create a lot
of paper; second, they help us solve procedural problems by working for us.
Last year 50 million pieces of paper were created from Agency official
forms - the printing bill for these was $285,866 - while this is a sub-
stantial amount of money it represents only the apparent costs - the real cost
of filling them out, filing them and reference operations amounted to almost
$6 million - this is determined by a testesformula used by government and
industry. Forms processing costs are 20 times the cost of printing them. The
real savings in forms management, therefore is in the operating procedures. Here
is a good illustration of how we let a form work for us. The Records Center
Service Request Form 490 must be filled out when office needs information
-wr
on records they sent to the Center. By using a six part form the requester
prepares - Charge Card; Address Label; Courier Receipt; Routing Slip with
Document; Suspense for Requesting Office; Statistical Data. Forms Management
pays dividends -
759,000
The objectives are the same as Forms - better procedures and less paper.
Administrative reports last year created 12 million pieces of paper at
a cost of about $30 million.
We have done very little in Reports Management -
primarily because of lack of professional personnel. We did one survey which
produced $25,000 in savings so we know this is a good potential money saver.
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It is too easy to get reports today - Computers can grind out reports
at the rate of 100 cubic feet a day compared to an inch a day by typewriter.
This is an area of paperwork management that requires attention but operating
offices will have to use Reports Management on a "Do It Yourself Basis".
Some offices - Logistics, Como, OTR have done a little. Recently OTR changed
the routing of Reports of External Training and eliminated 3 pieces of paper
for every one prepared. This seemingly minor procedural change actually
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filing and keeping of 22,000 pieces of paper a year, equivaInt to 12 safes
and saves $25,089 annually. Here is something each one of you can do every
day to test the value of the reports you receive.) ) Ask/your?SL:-,;~,k4"' questions-
j/ t Does this Report Really Help in the Mana errpiTVof my office?
in my mind?
Is it ed i?f`the cleares st and Zest pmssible form?
preesentt
s,
Could and it easier if ' were in graphs or in a verbal report?
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CHART - CORRESPONDENCE MANAGEMENT - This is a most important phase of our
everyday work. Communications. We make a Good impression or an unfavorable
one by what we say, how we say it, and when we say it. Good public relations
and a favorable public image depend on the written word to a great extent.
President Johnson appointed Chairman Macy b.f the CSC to head up a
Government wide program to improve the quality of Communications to the
public. is Chairman of the CIA Committee. Mr. Macy will speak STAT
on this topic at 28{ e er a+ o t---the- IRAC.
Correspondence created 8 million pieces of paper in our agency last
year at the cost of $12 million. Cables and dispatches add another 18
million ces. Don't you think we need to do some-ding to stem the paperwork
tide caused by correspondence? Some progress has been made by using such
short.icuts as Letterex to make the girls work easier in assembling and
separating paper and carbons. Form Letters are being used to good adtantage
by Personnel, Security, Logistics. We can make greater use of form letters
and they will help to reduce costs from $3 for an individually typed letter
to about 30 cents.
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 We are getting excellent results h ~ tics,
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Security, Contacts, Commo - FBIS - NPIC - (Describe - Tell How to Get Supplies)
NPIC Division Chiefs Write It in Long Hand. Describe new procedure used by Office of
Personnel to Request Work Orders.
CHART - VITAL RECORDS - What are they - Current, not inactive records - those
lose by enemy action or by natural disaster.
Records Deposit Schedule is the key to our program. Here is a typical one -
Describe.
We have an active program. It is tested periodically - our Repository is
built to withstand normal bomb damage and it is equipped with the required
detection devices. Our program is judged the best in the Federal Government.
These concern the orderly arrangement of papers by uniform systems so
they can be found by anyone in tie office -
ment is not interested in files as such but
in information (cite General Counsel.- SAVA)
Here are some Basic Filing Systems -
Subject - administrative - operational
Numeric - Terminal Digit - large numerical files - file on last digit
right to left; Contacts
Alphabetic - Soundex - personal name - Biographic
Am appropriate filing system is the key to the success of any office
operation. It is essential to the proper functioning of any ADP or Computer
operation.
not just the file clerk. Manage-
management is very much interested
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CHART - FILING EQUIPMENT
The DDS investment in filing equipment is over one million one hundred
thousand dollars - this includes everything from the conventional file
cabinet to the most complex motorized unit for cards or correspondence,,.
Filing equipment costs continue to rise - from $238 for a 4-drawer safe in
1951 to $ 565. today.
To help reduce equipment costs we have - -
Standardized Cabinets and Safes - 6 instead of 17 in 1951 - result
lower cost -
Introduced Sppcialty Space Saving Equipment
Shelf Files - Save 40% Space - 65% Cost; saves time in filing and
finding by 25%.
89 Shelf File Installations in Agency have saved 5600 sq. ft. of
space and $ 275,694
Conserva File V - Show Chart
Full Space - Pictures - Results in NPIC
Moratorium Government-wide 3 million 600 thousand saved in purchases -
Our Results - 9,485 cu. ft. removed from offices; 232 pieces of equipment
11._ released.
Use of Excess and Surplus
CHART - RECORDS DISPOSITION
This is probably the me productive area of records management in terms
of tangible results. On the other hand, it is the most difficult from a sub-
stantive viewpoint because we must decide what to keep and what to destroy -
and this is not always easy.
There are however these professional guides
Legal - some records must be kept for specified periods; official personnel
records 85 years.
Historiaal - records of policy determination
Administrative
Rate of Reference - less than 1 reference per file drawer per month;
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The Records Control Schedule is the key to managing records disposition.
(Describe how it is used)
Graphs - This graph shows the history of Agency records accumulation;
you will note that there was a normal increase from,T' to 09 o and
then a significant decrease from
s a ka;:-dr'" situation "Ti2-? DD .
chnTr~,a
We believe the incrase in records holdings are due to these factors
Copying Machines - 39 million pieces of paper created from them in 1965;
cost of the reproduction paper alone was
205,000. When you add the cost of
time to file it, the time to read it and the cost of file equipment, this
becomes an expensive luxury. Cite the Ford Motor Co. experience.
Computers - Conversion from manual to mechanical processes; develop-
ment of parallel systems to determine feasibility (Retention of 12,000 cu. ft.
a particular
in Records Center until/1WA project is determined to be succesful; See Cards
regarding 230,000 SCIPS punched cards)-and 1,042,000 open reference index).
fLess Professional Records Management Time
Results - The Agency has done remarkably well when we consider that
there are no published standards for the disposal of intelligence records.
We have aemoved the equivalent of 46,553 safes from office space by destruction
or retirement.
We are particularly proud of our position on permanent records - in
1954 we kept 24%-permanently - now we keep only 5.2/. Government-wide the
percent today is 25 compared to 26.3 in 1954.
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.71 You saw our Records Center STAT
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keep the Agency inactive and permanent records there. It is also our Vital
Records Repository,
j This br chure entitled "The Agency Records Center' serve as a sub-
~stitute for a visit to the Center. The Center building cost its STAT
capacity is 103,380 cubic feet equivalent to 12,915 safes; it has the required xExxxt
security and fire protection devices. Since the Center has been in operation it
has received 184,081 cu. ft. of records (equivalent to 23,010 file Cabinets)
but we have destroyed 93,757 cubic feet (equivalent to 11,719 file Cabinets)
If we did not have the Records Center it would have been necessary to spend
about five and a half million dollars for file equipment. The Records Center
has saved about 4 million 800 thousand dollars. Today, we have 90,324 cubic feet -
about 86% filled.
ARCHIVES AND RECORDS CENTER ACTIVITY - Future Use of GSA Facility at
Now lets tat a minute to summarize -
First - Paperwork Is Expensive - $16,726 to create one safe full - $114
million for DDS paper.
Second - Paper Requires a lot of Space - 45000 sq. ft. for DDS area.
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Third - Paperwork Requires a Lot of People -~o file and keep Agency STAT
records.
Fourth - Paperwork Programs are Required by Law
Fifth - Good Paperwork Practices Pay Dividends -
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In conclusion I want to quoteof the worlds foremost management authorit;es-
Lyndal Urwick who said, "Some paperwork, some records are essential; some
men lie and all men die - the records becomes essential where these accidents
occur. Records are essential in all large organizations because men change
posts and forget - but the records are only memory aids. The big decisions
are made not on paper but by men meeting face to face who trust each other."
Remember - people and paper cannot occupy the same Apace. You
must decide which has precedence. May we help you make this decision?
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