OUTLINE OF PRESENTATION ON RECORDS MANAGEMENT TO THE SENIOR STAFF MEETING, OFFICE OF LOGISTICS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500050010-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 13
• Document Creation Date: December 16, 2016
• Document Release Date: July 14, 2005
• Sequence Number: 10
• Publication Date: March 31, 1966
• Content Type: OUTLINE

Approved Fc" eo?OW97~Zgatl'il&-R P 'Q9the
Senior Staff Meeting, Office of Logistics
31 March 1966
I am glad that George Meloon asked me to come here to your Staff
Meeting this morning to tell you about the Agency Records Administration
program. This is an opportunity to renew acquaintances with some of you.
As I glance around the room, I am reminded that some of you are well versed
in paperwork management and it probably is wise, therefore for me to be
cautious in what I say.
Records Management or paperwork is probably the most unromantic csubject in
the whole world. It has little glamour and practically no 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 civil 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, like all
Logistics people, and there was no waiting - the correct sizes were in
stock and this 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 laid I didn't even have to fill
out a requisition or sign a receipt--this is amazing. But the bureaucrat
said as I came back from the Supply Room I saw an unusual incident -- just STAT
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 AR41~~0~1@~~@0~t0Q2~~~0~~on. 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 in both Industry and Government are greatly
concerned about the cost of,creating,and keeping the tremendous volumes of
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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 cmpanies
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 salaries paid to paper shufflers, but
in the general slow-down effect it has on all operations".
LZ
Chart
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 the space problems you are concerned with agency-wic
and to assist you in making your operating procedures even more effective and
effecient than they are now.
Records have received a lot of attention since 1949 when the Hoover
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.
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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 ems. This Moratorium
has been successful and it has been extended indefinitely.
The cost of creating records is high -
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16,726 for every four drawer safe +,
So as a tax payer you are paying about $100 of your tax money for this
paperwork.
CHART
Agency records holdings are increasing each year - last year there was
an increase of 12%; DDS holdings increased 9%, but I am glad to say that those
in Logistics decreased almost 1)%o.
The volume of paper per employee
I18 cu. ft. for the Agency. In contrast, the average is 2.6 for
Government and 3 ft. for Industry.
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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
the professional records managers to solve paperwork problems.
(See article from WSJ - February 1965 - Hand Out).
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WHY DO YOU NEED RECORDS MANAGEMENT?
First - To Save Manpower - if we eliminate unneeded paper we can find
what we want easier, quicker and with less effort.
Second - To Save Space. I estimate that records absorb 35-k% of our
useable office space - probably about 300,000 sq. ft. I am sure
who is concerned every day with providing office space understands this need.
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 last year.
Fourth - To Comply With tha Law - Federal Records Act
Fifth - To Protect Important Records. Those which we cannot afford to
lose from natural disaster or enemy action.
AUTHORITY -
WHO IS RESPONSIBLE FOR RECORDS MANAGEMENT?
The 81st Congress eneacted Public Law 75L1 - The Federal Records Act.
Heads of Agencies are required by this law to establish and maintain
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active Records Management Programs.
The Administrator of GSA issues' guides, standards and regulations for a
Government-wide program. He operates 16 Federal Records Centers and the National
Archives.
Director of CIA has r:esponsi1 ity to establish and maintain a program-
Our authority is
II
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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.
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Forms - Create a o o paper.
because you see this every day.
is responsible for printing
supplies them to operating offices. Last year official
forms were responsible for creating almost 53 million pieces of paper
(52,879,680). The Agency spent almost 300 000 last year to print official
forms. This is a sizeable sum but it represents only a fraction-- 1/20 to
be exact--of the actual cost of using them. So actually our forms cost almost
$6 Million rather than $300,000.
All of you know that we are concerned in our staff about such things as
good design, the correct size and proper paper for forms. Here are some
illustrations - Design - Travel Order; Color of Paper - Cover Sheet.
to see if they are still needed or used. This is a function of your Records
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Lets talk about two entirely different areas in which you are directly
and indirectly concerned with good forms management.
First - your own forms - those for which you are in the Office of primary
interest. You require other agency offices to use them or you need them
exclusively in Logistics. You have 306 official forms - during the last two
years you have added 35 new forms and:-revised 46 existing ones. These 81 were
responsible for the creation of ;,485,045 pieces of paper. You do a real good
job in developing new and revised forms. However, during this same period you
eliminated only 5 forms. This may indicate the need to review all of your forms
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can
clear off a lot of shelf space in the Warehouse and in the BSO's and in your offices
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Officer and ever Agency Records Officer. I'll make a bet hat she
where these forms are stored and not needed.
Second - Agency-wide forms - or stocked forms - those that
keep until someone wants them.
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is responsible for storing them in the Warehouse
 from PF? ??O1d~~ae ~c~0~d~i0 5k i i~'~~i~11 ~0~~~~~5~~1Q se. Each
year they survey them and eliminate those that are obsolete. Last year
(1965) they cleared out 1,667,845 copies of forms by making 21 obsolete.
I don't know how much shelf space was made available but this amount of
paper would require 104 safes. They will do this again next m1ahth.
One more thing on Forms, the bootleg or unofficial ones. I guess
there are about 15-20 thousand of these. They came about primarily because STAT
somebody had easy access to some kind of duplicating equipment.
boys do a pretty good job of catching the bootleg forms and sending them to us
but we know that a i:otyof~'them are still being created by offices which have
copying machines.
The forms surveys that we have done are very productive--elimination
of bootleg forms; clearing out obsolete forms and the most important results--
improvement of operating procedures Forms Management STAT
does pay off--our cumulative savings $759,000.
REPORTS MANAGEMENT I 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
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
L.
its up to the operating offices to carry on a "do it yourself program". Here
is where you have gone ahead of all Agency offices.
survey STAT
appears to have sufficient potential to justify some time to carry out the
suggestions made by operating people. Some of them go beyond reports and
concern forms and operating procedures. I am very interested in this project and
we are going to
(complete it.
It is so easy to get reports, especially those prepared by ADP methods.
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Computers can grind out reports at the rate of 100 cu. ft. a day as contrasted
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to about an inch a day by typewriter. So this is an area that requires attention.
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Correspondence_- it -a ther-'item?which creates a lot of papero-east
N"'e year about 8 million pieces at a cost of /4 million dollars.
We have made reasonably good progress , . t _ emey. We have introduced
time saving techniques such a6 form and guide letters to replace those
dictated and individually prepared. These help to reduce costs from $3.50
to about 30? per item.
Here is another area where you have done a wonderful job --I credit
the success of the Speed Letter to the o efforts of Gen Murphy (3 in
1961 7'in 1962 about 3+00 sets of the Speed Letter were used in the Agency.
Last year over 61,000 sets. This technique reduces operating costs, saves
time and paper. Are all of you here familiar with its use?
Another item you have developed - Self Mailers - these are very successful
elsewhere too - Library.
Correspondence Survey Requested by White House. Public Images.
Vital Records - We havetan excellent program--GSA has obtained permission
from CIA for us to present our Vital Records Workshop at their Seminars for
Industry and Federal Officials and we do this several times a year.
I have a good chance in these seminars to see what other are doing--
we deposit 3.3% of our records compared to 2% for industry and 5% for
Government.
We expect all Agency records offices to visit the Vital Records
Repository with their operating officials to review and update what they
have deposited.
Filing Systems_- are concerned with the a?derly arrangement of papers
so they can be easily found and so we can terminate files periodically and
systematically. We developed a subject numeric system for support records
STAT and there are now
in the Agency. Modifications have been
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extensively.
We have helped to install a terminal digit system in Contacts Division.
This is particularly good for large numerical files--quicker reference and
better planning of file space. It may be of some value in some of your large
numerical case files.
File Equipment- In this area you are interested from two viewpoints.
First - equipment to help solve your own internal space problems and
Second - equipment which can be used to help solve problems Agency-wide.
In both instances the same techniques apply, specialty file equipment which
saves space and which is flexibl(t~ enough to make it suitable under a-r-ying
physical conditions.
Shelf File Equipment is the most generally used of the specialty kind--
generally, shelf files save atleast L0%o in floor space and they provide
expansion of 60-70% in filing area. We have 88 different shelf file installa-
tions which have provided net savings of about
Here are three kinds of Specialty File Equipmentich have great space
saving potential.
FULL SPACE Swedish Invention--available in U.S. since 1964. Peoples
Drug Store - J.C. Penny - Chase Manhattan Bank. Meeting April 21.
1 as arranged space for demonstration.
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CONSERVA-FILE Savings of 65% in space and 85% in cost compared to safes.
t
Used for card files, correspondence files, books. See Char
NO-WALK - Describe from Brochure.
Lets spend a minute on Surplus or Excess equipment.
and as a result we are continually
keeps alert
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saving money--at
least $65,000 so far internally plus 18,000 externally - 100 safes to NSA.
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Here is a good ;illustration4-TIME, MAGAZINE Card Veyer Files for Punch Cards --
41,000- Transportation
1,049* Savings 40,000
This is an area where controls need to be tightened--first with Area Records
Officers-,(Use Current Illustration of Need for 1 Safe).
Disposition. This is the most productive element in the records
management program, and the most difficult because we must decide what to
keep and what to eliminate. Our best tool is the Records Control Schedule--
it is prepared after we inventory our holdings; it describes each file, shows
the volume and indicates what we will do with the paper--i.e., destroy in
offices, send to Records Center and destroy later or keep forever. I am glad
to tell you that we keep only 5.200_ as contrasted to 24%o Government wide.
We have made real progress in eliminating over 300 thousand cubic feet
from office space but look at this chart and see what is happening in the Agency.
Paper is accumulating faster than we can destroy it. I guess this is one
reason why
is always looking for more office space. Here are some reasons why
paper is accumulating faster than we can get rid of it.
Copying Machines -
knows about this --in one year 38 million
pieces of paper. Bob, I believe you should follow~the example of Ford Motor Co.-
the office managers were so concerned they stole the control-?1 s from the
Xerox machines. Now office workers have to push a button on the knobless
machines every time they watt an extra copy.
Computers - Hard copy being held until conversion from manual to mechanized
methods is validated.
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 You aAppy @d Fear Re 2605 2 r c ?79i oIIF~gg9500 gOl0r-9 e following your
Records Control Schedule reasonably well and as a result your records holdings
in offices decreased 18% since 1964 and your rate of destruction has increased-
in 1965 you destroyed 3,677 cubic feet - an increase of over 3,000 cubic feet
from 1964. I believe this can be improved as soon asF-7kets revised STAT
Schedules for Transportation and Supply records. STAT
-DECOR Here is where we keep inactive and vital records.
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Center. It was built in 1955 and enlarged in 1958. It cost the Agency about
is responsible for convincing top Agency management that we needed a Records
but it has already provided a net
we are not going to enlarge it. 'Here is what we are going to do. Use the
5 years. Experience shows the Center will be full in 2-3 yearsbut
saving of over
4 Million. The
Records Center has received a cumulative total of about 174,000 cu. ft.,
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
STAT new GSA Facility
to house our publication and least active
SURVEYS - We do these when invited - Here are some results.
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IN CONCLUSION - 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.
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We have a small staff of professionally trained people to help solve
paper work problems; if you need us to help e will: ;be glad STAT
One of our top scientists -- Dr. Von Braun when asked to comment on
our progress in exploring space said - "We have oversome most of the problems
of gravity and we will reach the moon-- if the paperwork doesn't hold us
down"
We" are not trying to reach the moon but excessive paperwork is preventing
u~ from getting our job done effectively and efficiently. \We can improve,.i f
we use the records management techniques that we discussed this morning.
This handout shows that records management pays dividends. Cumulative savings
15 Million in 10 years.
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