RECORDS CENTER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500190001-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: January 4, 2017
• Document Release Date: August 14, 2006
• Sequence Number: 1
• Content Type: MEMO

.
00 4 m CIA-RDP70-00211 Dg1 lOT-Q
y
SECRET
Acting teputy Lirector (i,dministration)
Records Center
P H
5h41d the .agency Records Center be assi ed orC,anizntional ,? to the
4a.gement l rovernent I. taff ?
TAM E itRT ON E P.' )R Y-
bestahlishment (via rewr const.ructieri) of an Cenc a eeords Center at
to replace the interim facility now in operation et R.oeslyn, 25x1
V n a has been approved by the Project Review Coi rtittee and by the
DC (ANN 1)
~*9thlish3ert of a permanent cotter Owill, duc: to the location 25x1
tleof,, entail the retention in the capital area of certain services
ev as the limited storage end supplemental distribution of published
ir9lii:ence reports, the store,-;e (master copies'., reproduction and
a-tcing of supplenental copies of Cl produced intelligence lnfor.a-
t1 extracts end reports and the initial and supplemental distribution
o ency regulations, notices, and r iscellaneoun issuances.
A1ietrative - SS taf f Study., dated 22 December 19c3, approved by the
eputy r.i.rector (Administration) provided for the transfer to IS
Ofe Records "anagei r,.t Preach? including the Records Center, The
also, stated in effect that a determination should be mzadiv whether
ctions of the center being operational in :cope could best be per-
ffd elsewhere than in Mks
- Federal Records Act - Public law 754.
b. of public Law 75 - The intent of the Federal Records "let places
cad of eac Federal P.gency a definite responsibility for the con-
records and,, thus,, tends to establish a special program, separate,
tot and in addition to other assigned responsibilities. (5 ee 11I r a I
Paragraphs 2a and 3a)
SECRET
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190001-4
 Approved For Release 20061 8
i14 : CIA-RDP70-00211 R000500190001-4
9ET
(1) The work of the Records Center proceeds according to the specifica-
tions cited in each disposition schedule approved for the retirement
of records. Thus the disposition schedule serves as a key to confine
records selected for retention and to release records authorized for
disposal, i.e. according to a definite timetable. The lock the key
fits is in the door of the Records Center which also houses other
valuables such as savings in space and equipment costs and increased
efficiency in the administration and control of records. Thus, the
Mark of the Records Center enables the removal of inactive records
from office files,, tends to reclaim expensive file space and reduces
finding time for both active: records in file and non-current records
retired for disposition. Also, the Records Center provides a definite
system to curtail, on a continuous basis, the volume of records re-
tained.
(2) Space-wise the cost of an efficient center approxiates 115 that of
office space. savings realized through the release of filing equip-
ment against additional purchases thereof comprise a definite fac-
tor of economy recognized in government and industry alike,
n the past? the Records Center along with the entire records pro-
has had an unpopular career and the work thereof has suffered
ous organizational changes (Fee ANILX TI T'IT A), lack of
proper physical requirements such as a suitable building with appro-
priate and adequate equipment, lack of trained records analysts and
area records officers to inventory and evaluate records and prepare
control and disposition schedules thereon, lack of knowledge, appre-
ciation, interest on the part of certain components of the specific
intent of Public Law 754, and finally lack of sufficient and favorable
internal publicity such as through formal notification of the records
program, meetings with area records officers and administrative
officials, invitations to visit the interim records center and the
spoken word at every opportunity.
Under present administration the Records Center along with the Records
Program has taken rapid strides forward. It is a acing business with
real accomplishments (ANNEX I T !.B B). It has a master plan of ob-
jectives and methods of accomplishurent (AANNU II T -LB C). It has an
administrative program for the current fiscal year (eN l II `"LB D).
It has sponsored a succeszful training program. I t has an orgsi tz-
tionel structure and definite functions with r6ode t staffing (br: Ll
III TAB Z). I t has known requirements III F). It, has
acquired some approved equipment ( A h k , ' I III TAD G)* i t has firm,
operating procedures (As-I III TAB i1) . Its production statistics
are factual (AMU 1II TAB I). It has control records (A '1 X III
TAB J). Finally, it also has a few problems (AN CX IIT TAP K).
SECRET
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190001-4
 Approved For Release 2006i08~jt.G/-RDP70-00211 R000500190001-4
(5) It still lacks, however, a suitable building, increased appreciation
and interest of certain components, and more internal publicity.
Logical proof of specific findings is detailed in Annec. IV. A summary
is provided as follows.
a. The Records Center is operational in. character, thus should not be placed
organizationally in M which administers functions of a managerial staff
nature.
The functions and activities of the Records Center entail the performance
of repeated routines aced, rendition of services such as accessioning, stor-
age, servicing, processing and disposal of records. Thus, the Center
operational in character. The Center should not be placed organization
In CIS because its mission is only a minor phase of the whole mission of
CIA. and it is the latter which occupies the primary interest of MIS.
b. Positive advantages will accE!!t placing the Records Center under the
administrative jurisdiction and in. placing technical jurisdiction
thereof under MS.
Advantages will accrue in placing e Center under the administrative
jurisdiction ecausa (1) is a. complete entity where all facili-
ties exist for general administration, (2) the transfer will enable the
merger of the Vitals Materials Repository with the Records Center to
effect potential savings and (3) the transfer will tend to solve a func-
tional problem of jurisdiction. Similarly, advantages will accrue in
placing the Center under the technical jurisdiction of HIS because a
direct relationship exists between the activities of records analysts in
M and the work of the Center. Ample precedent exists to support this
finding.
'he Records Center should be retained with the Records 1 snag went E taff
(inn A-I5 r porary basis until the construction of the permanent
Center is completed.
The Center should be retained with Records Management Staff in FIS on a
temporary basis because (1) there is no other logical place to assign it
organizationally, (2) the Records tanagement :`:tiff is its parent or-
ganization and (3) construction of the permanent Center should be
completed within the period of a year.
d. When it is determined to lace the Records Center under the administra-
tive jurisdictionIIthe functions, respon_sibili.ty, operations,
duplicating equipment and three position slots (os-5 pertaining to
supplemental distribution ehculd the transferre,:a to the jurisdiction of
OC on or before completion of the physical move.
25X1
25X1
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190001-4
 Approved For Release 2006/ft'IAR-LA-00211 R000500190001-4
The end result of this finding places on CAD the responsibility of (1)
making supplemental distribution of all CIA reports to l.AC and. non-IAG
agencies on either a loan or transfer basis and (2) integrating the sub-
stance of all CI. information reports as necessary into the operating
system of the microfilm project to facilitate such distribution. The
responsibility of maintaining a reserve supply of finished intelligence
reports in storage and of furnishing replenishments thereof as needed
0011 for supplemental distribution purposes remains with the Records Center.
e, When It is deterrd.ned to place the Records Center under the administra-
tive jurisdiction the function and responsibility of performing
essential operating routines pertaining to initial distribution of regu-
latory and miscellaneous issuances should be transferred to the Reproduc-
tion Plannt. Printing and. Reproduction Division, Logistics Office on or
before completion of the physical move.
This finding tends to place on the Reproduction Plant the responsibility
of performing certain operating routines such as addressing envelopes by
addressograph equipment and sorting, counting, and inserting regulator7
and miscellaneous issuances in the envelopes for initial distribution.
Posed on the substance of this study, it is recommended that,
a. The records Center be placed under the administrative jurisdiction of
0 as soon as construction of rs completed,
h. Technical jurisdiction over the xiecords Center be placed in x,15.
The Records Center be retained with the Records Management Staff in i 45
on a temporary basis until construction of the permanent Center
is completed.
d. The functions, responsibility, operations, duplicating equipment end
three position slots (&,-c) pertaining to supplemental distribution be
transferred to the Jurisdiction o? :;JCL on or before completion of the
physical move of the Records Center.
The function and responsibility of performing essential operating routines
pertaining to initial distribution of regulatory and miscellaneous issu-
ances he transferred to the Reproduction Plant, Printing r;nd Reproduction
Division, Logistics .office on or before completion of the physical move
of the Records 'enter.
f. Further study be made to determine the feasibility of merging the Vital
Materials Repository with records Center Then the lattr is moved
Acting Management officer
SLR T
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190001-4
 Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190001-4
SECRET
Annex I - Project Data
Annex IT - Background Data
Annex ITT - Current Administrative Data
.Annex IV - Finding Data
office of Col ect-ion 2. jjeemination Pate
t7M"' ...q~t~._pp(7,~,gi{{((~~t+,.c}Ts[`_.Offe~it~ce
AOTION BY A.YPROY IING AU HORT.TY:
.APP V DL
Acting Ueguty r' .rector 01,drAnistration
SECRET
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500190001-4