OUTLINE FOR TALK AT TSD STAFF MEETING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500050009-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 11
• Document Creation Date: December 16, 2016
• Document Release Date: July 14, 2005
• Sequence Number: 9
• Publication Date: April 28, 1966
• Content Type: OUTLINE

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Thursday, 28 April 19 6
I am grateful for the opportunity you have given me to talk at
your Staff Meeting this morning.
I hope that my discussion will suggest ways in which the principles
of records management can be used to make your work easier.
STAT
your Records Officer attended a two week seminar on records management where
he learned how office operations can be simplified and improved through
paperwork management. He is anxious now to use these techniques and we
an the Records Administration Staff are willing to assist him.
When recently asked to comment on the progress of exploring space
the famous scientist, Dr. Wehner von Braun replied, "We have overcome most
of the problems of gravity and we will reach the moon --if the paperwork
doesn't hold us down". While you may not be planning a trip to the moon
I am sure that paperwork may be preventing you from accomplishing some of
your goals.
Records Management or paperwork is probably the most unromantic subject
in the whole world. It has little glamour and practically 1q? sophistication.
As a matter of fact, we seldom ever hear a good story on the subject. Here
is a recent one, however that may be appropriate to our discussion.
"A dedicated bureaucrat died and having been a model servant he
went directly to heaven. When he met St. Peter he was told to report
to the Logistics Supply Room to get his harp, his halo, his wings and
his robes. The BSO in heaven was a most efficient person, l ? ilk
and there was no waiting - the correct sizes were in
stock and his good bureaucrat was outfitted and equipped immediately.
When he returned to St. Peter for his assignment he told him how elated
he was about the efficiency of the BSO, and he said I didn't even have to
fill out a requisition or sign a receipt--this is amazing. But the
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bureaucrat said as I cam back from the Supply Room I saw an unusual
STAT
TODAY, we are concerned about how fast we can get information. High
speed Computers are obsolete almost before they are installed!
printing presses must grind out paper faster and faster. These are the days
of glamour gadgets and high cost hardware. Despite the lack of sophistication
in paperwork, top management officials in both Industry and Government are
greatly concerned about the cost of creating and keeping the tremendous
volumes of paper we require. Here is what J. Paul Getty, the worlds richest man,
said recently - "To my mind one of the really serious wrongs in American business
today is the penchant for wallowing in welters of paperwork. Some companies
have literally hundreds of people keeping records on each other and passing
office memorandums back and forth. Many times there appears to be more memo
writers, filers, and readers than productive workers. The cost of this over
administration is staggering, not only in salaried paid to paper shufflers,
but in the general slow-down effect it has on all operations".
WHY SHOULD YOU BE INTERESTED IN RECORDS MANAGEMENT? My purpose this morning
is to prompt you to greater concern and greater use of Records'Management
techniques to help solve some of ..space problems you-are-concerned with
a ?ide and to assist you in making your own operating procedures even
more effective and efficient than they are now.
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 Weat x Z,O 57d 5a-A Rn79 WWQW-Aoover
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Commission first dealt with this subject; interest was increased as a result
of the second Hoover Commission Report. These reports focused, attention for
the first time on the need for positive action to reduce the 4 Billion Dollars,
Annual Cost of Federal Paperwork.
Positive action has been taken through the medium of paperwork management
techniques and by their use substantial economies in office management have
been made by many Federal Agencies.
More recently the Congress and the President have expressed concern about
the high cost of paperwork. Congressman Olsen of Montana has held extensive
hearings to determine why Federal Agencies require costly reports from
business concerns. He describes these requirements as the Paperwork Jungle.
President Johnson has requested the cabinet to improve efficiency by less
paperwork. Here is what he told the Cabinet in December 1963. "Cut out
excessive paperwork - it breeds overstaffing". In February 1965, the President
declared a Moratorium on the buying of new filing cabinets. This Moratorium
has been successful and it has been extended indefinitely.
The cost of creating records is high--$16,726 for the contents of a file
cabinet. This means that $7,309,262 are required to create and keep you office
records. So, as a tax payer, you are paying about $100 for this paperwork..
GRAPH
Agency records are increasing--last year you can see from this Graph that
there was an increase of 12%. On the other hand, DDP holdings have remained
about the same as you can see from this graph. Your situation is similar- perhaps
The volume of paper per employee in the Agency is 18 cu. ft., the equivalent
of 9 file drawers as compared to 2.6 for the Federal Government. Three cubic
feet or Industry.
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WHAT IS RECORDS MANAGEMENT?
It is a specialized profession concerned with paperwork problems
and practices. Basically, records management is a management improvement
technique. It is not concerned just with the bits and pieces of paper
such as filing or destruction. Instead, we pay attention to the life cycle
of paper--Creation to Cremation:
Creation - Forms - Reports - Correspondence
Use ; Equipment - Supplies - Systems
Cremation (Disposition ) Inventories - Schedules - Records Center
Records Management is emerging as a recognized profession and now there
are 3 professional Societies - ARMA - AREA - SAA. Industry now depends on
fhe professional records managers to solve paperwork problems.
( S -ar'ti ele'"`f ?om WSJ-February-'1965- - Hand otrb) .
WHY DO YOU NEED RECORDS MANAGEMENT?
First - To Save Manpower - if we eliminate h.nneeded paper we can find
what we want easier, quicker and with less effort.
Second - To Save Space. I estimate that tecords absorb 35-140%o of our
usuable office space - probably about 00,000 sq. ft. .
Third - To Control Growth. We create about 200 million pieces of paper
every year. The equivalent of 12,500 safes and we collect a lot of paper --
18 million pieces past year.
Fourth - To Comply with the Law - Federal Records Act
Fifth - To Protect Important Records. Those which we cannot afford to
lose from natural disaster or enemy action.
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AUTHORITY -
WHO IS RESPONSIBLE FOR RECORDS MANAGEMENT?
The 81st Congress enacted Public Law 75L - The Federal Records Act.
Heads of Agencies are required by this law to establish and maintain
active Records Management Programs.
The Administrator of GSA issues guides, standards and regulations for
a Government-wide program. He operates 16 Federal Records Center and the
National Archives.
Director of CIA has responsibility to establish and maintain a program-
Our authority is
0
STAT
Agency Program Is Decentralized - Each DD and Office Head.
CIA Records Officer - Guides, standards, advice and coordination.
Now, lets take a look at each Records Management element and see how the techniques
they provide help to improve efficiency,
FORMS --Create a lot of paper. We have 2+17 official forms--last year these
caused the creation of almost 53 million pieces of paper.
Last year we spent about $300,000 to print our official forms--this is a
sizeable sum but actually it is the smallest portion of the cost of filling
them out, filing them, referring to them and then eventually destroying them.
Industry and Government estimate that for every d
t for printing
it takes $20 to process forms. So our cost last year was $6 Million rather
than $300,000.
In addition to the official forms, we have another category--bootleg ones.
These are created usually because a piece of reproduction equipment is handy--
and I am sure you have made good use of your excellent printing presses. But why
not use the official forms available. There is one for almost ever-,,conceivable
situation and usually it is easily obtained.
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In our staff we are concerned about good design,the correct size and the
proper paper. Here are some illustrations: Design - Travel Order;
Size - Shipping Db.cument; Paper - DDP Cover Sheet.
Our forms surveys produce good results--elimination of bootleg forms --
procedural improvements - (Hazel's O/P Project) Cumulative Savings
759,000.
REPORTS MANAGEMENT - Our objectives are the same as in forms -- better procedures
and less paper. Last year, reports created about 12 million pieces of paper
costing approximately $30 million.
Frankly, we haven't been able to do anything in reports since we conducted
a survey in 1956. Since our staff was reduced to 1/3 of its original size its
up to the operating offices to carry on a "do it yourself program".
It is so easy to get reports, especially those prepared by ADP methods.
Computers can grind out.reports at the rate of 100 cu. ft. a day as contrasted
to about an inch a day by typewriter. So this is an area that requires attention.
Correspondence Management - Here we are concerned with nee important phase of
our x~s work--communication. This is wheee we can make a good
impression o.or bad impression. The quality of our memorandums and letters,
the promptness of our response and the general appearance of correspondence are
all essential to good public relations and a favorable public image.
President Johnson has requested Mr. Macey, Chairman of CSC, to head up a
government-wide program for the improvement of communications to the general public.
We are participating in this and a steering committee has been appointed.
Standard correspondence practices are _biatlined in our Handbook. The Hand-
book has been reritten and is being coordinated.
The volume of paper created by correspondence is substantial--last year
8 million pieces from memos and letters. These cost about $12 Million. If we
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add cables and dispatches we are concerned with another 18 million of paper
every year. So you can see that this is an area that needs attention.
Progress has been made by adopting short cuts for preparing correspondence
such as use of Letterex to eliminate the time consuming job of assembling
carbons and paper. The cost of dictated and individual typed letters is being
reduced from the estimated cost of
3.50 by the use of Form Letters and similar
techniques. Our best results have come from the Speed Letter and Self Mailers.
Here is how we use them. (Explain).
Vital Records - The key to our Vital Records Program is the Vital Records
Deposit Schedule. You have one and you are using it.
Our Vital Records Repository is in the same area as the Records Center
Our decision to locate the Repository
STAT
where if is was made in 1950 and this conforms to one of the principle
proposals of the Second Hoover Commission in 1955. At least one large industrial
concern, Chase National Bank, has used the same princip' e~.
We have an active Vital Records Program. Some Agency offices find that
periodic tests conducted by them are effective in eliminating records in longer
vital and the tests acquaint operating officials with operating procedures in a
simulated emergency.
Our program is judged to be one of the best in the Federal Government.
Filing Systems - Filing Systems provide uniform methods for the
filed
atrangement of papers so that they can be/easily and found readily.
This Handbook on Subject Numeric Filing outlines a system for both admini-
strative and operational files. There are no
system.
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of this STAT
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Terminal Digit Filing is used for large volumns of numerical case files.
A number 19 assigned in the usual way b'y filing is on bhe last series of
digits rather than the first digits.
Contact Services uses this sSrstem-- it has eliminated almost all of thiir
misfiles.
Soundex is used for Name Files. A three digit numerical code is assigned
to certain letters of the surname. As a result, names sounding alike but
spelled different are grouped together. The Biographic Register uses this
system.
Filing Equipment
Standard types of Safes and Cabinets are provided for Agency wide use.
the six types that we now have make it possible to procure and maintain normal
stockat lower costs than when we had 17 types some years ago. Standard
folders are also provided.
Specialty Filing Equipment has been used throughout the Agency to good
advantage. The most significant accomplishment is in the use of shelf files.
We have 88 different installations. You have several of them and they are
excellent. We believe that shelf filing principkilhas saved the Agency
over 1/2 Million Dollars in space and equipment.
Here are two relatively new pieces of equipment which we think have
considerable potential for saving space and money--FULLSPACE and CONSERVA-FILE.
Records Disposition
This is very productive area in ter;s of tangibb results. It is also
a difficult area because a decision is necessary on what to keep and what
to destroy and when. You- are -artinularly concerned in some of our operations
with.-ct~r'ta nkinds, of records.- You are the drily one who can decide finally
o'rrttheir-ultimate disposition
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Generally, there are three standards commonly used to determine
the relative values on records--legal - historical and administrative.
Some of these can be applied to your records. Another guide is if the
reference rate is less than once per file drawer per month the records
should be removed from office space.
The Records Control Schedule is a key to managing records disposition.
You have Records Control Schedules and they are being used. All Agency
offices now have schedules and they are being applied well. This gr a hh
indicates the success in applying Records Control Schedules. On a
cumulative basis our schedule have responsible for eliminating over 300,000
cubic feet of paper from our offices. This is the equivalent of about
37,000 safes. Despite this success you can see that we have had an increase
the last 2 years in the paper in our offices. Some of the reasons are the
addition of new functions. The use of Copying Machines and the use of
Computers. Also, less professional time on records management.
RECORDS CENTER - Here is where we keep inactive and vital records.
II
STAT
I I a -responsible for.:_convinuing -top Agency managemen t that we needed
a Records Center. It was built in 1955 and enlarged in 1958. It cost the
Agency Ibut it has already provided a net saving of over $4 Million.
The Records Center has received a cumulative total of about 171+,000 cu. ft. ENR
equivalent to about 20 thousand safes and over half of this has been destroyed.
The Center is about 82% full. This chart shows our experience in the
last 5 years. Experience shows the Center will be full in 2-3 years. Here
is what we are going to do. Use the new GSA Facility
to house our publication and least active records.
g0
STAT
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SURVEYS - We do these when invited - Here are some results.
STAT
IN CONSLUSION - Records Management techniques properly applied and used
continuously save money - manpower and materials. Our Agency program is rated by
the NARS of GSA as one of the best in the Federal Government - one reason is
because we have an integrated system which concerns all phases of paperwork -
from Creation to Cremation.
We have a small staff of professional trained people to help solve
paper work problems; if you need us to help supplement 'a we will be glad
to assist.
We can improve our operations if we use the records management techniques
that we discussed this morning. This handout shows that records management
pays dividends. Cumulative savings are over $15 Million in 10 years.
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TSD Meeting - held in East Building
Thursday, 10:30 AM on 28 April 1966
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