FACTS RELATING TO THE CENTRAL INTELLIGENCE AGENCY RECORDS ADMINISTRATION PROGRAM FOR USE IN SUBMITTING A NOMINATION TO THE ADMINISTRATIVE MANAGEMENT SOCIETY FOR THE SECOND ANUNAL FEDERAL PAPERWORK MANAGEMENT AWARD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500250021-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 16, 2016
• Document Release Date: July 14, 2005
• Sequence Number: 21
• Publication Date: May 24, 1966
• Content Type: STUDY

Approved For Release 2005/07/25 : CIA-RDP70-00211 R000500250021-5
Facts Relating to the Central Intelligence Agency Records
Administration Program for use in Submitting a Nomination to the
Administrative Managemnt Society for the Second Annual Federal
Paperwork Management Award
Biographic Sketch of Nominee.
To be developed by the Office of Personnel.
2. Descri. tion of Ace lishment
The Central Intelligence Agency's responsibility under the National
Security Act of 1947 and the Central Intelligence Act of 1949 requires
the performance of functions which affect the National Defense and the
Security of our country and the effectiveness of our overall Foreign
Intelligence system.
These responsibilities require the collection of large volumes
of records from sources throughout the World covering a great diversity
of subjects in science, technology, history, the art, politics, economics,
Communications and administration. The management of CIA records under
such extensive, complex, and varied circumstances requires unique, un-
usual and sometimes unorthodox systems and procedures. In most instances,
standards, guides and precedents applicable to normal government operat-
ions cannot be used to manage CIA records.
Despite these unique and unusual circumstances an effective program
for the management of the CIA records has been developed and operated
successfully for 15 years. This program consists of an active inter-
grated system providing for paperwork management controls, It uses
the recognized elements of Forms Management, Reports Management, Corre-
spondence Management, Filing Equipment Management, Records Disposition
Man Bement, Vital Records Management, Archives and Records Center
Management, and Mail Management. In addition, special techniques have
been developed to cope with the unusual operating requirements of the
Agency to provide the bas. for data and information systems essential
to the collection and development of intelligence information for the
President.
A particularly significant accomplishment is the development and
use of a Vital. Records Program to guarantee the current selection,
protection and availability of essential records in the event of loss
from natural disaster or enemy action. This program provides for the
availability of intelligence information to the President, the National
Security Council and the entire intelligence community.
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 Approved For Release 2005/07/25 : CIA-RDP70-00211 R000500250021-5
Accoolishments
The activities of CIA effect not only on the internal operations
of the Agency but the entire intelligence community.
The CIA paperwork management system, therefore, affects and has
an impact on the Agencies of the USIB Comity.
The CIA has taken the leadership in the USIB Community in the
area of records retention and disposal. It developed standards for all
agencies in the Community to prevent the accumulation of large volumes
of intelligence collections. Prior to the development of this system,
there were no standards and large volwnns of intelligence materials were
piling up in all agencies of the USIB Community.
4. Results
Tangible benefits derived from the CIA Records Administration
Program during the past 15 years consist of monetary savings of 15 million,
seven hundred thousand, seven hundred sixty-five dollars realized from
the use of paperwork techniques such as Forms Management, Filing Systems
and Equipment retirement and disposal of records and improvements in
operating procedures and systems.
Tangible and intangible savings derived from the development of
standards applicable throughout the Intelligence Community consist of;
a. $l+G8,i78 realized by CIA through disposal of intelligence
publications collected from other members of the t3SIB Community.
b. 3,040 cubic feet of reference library holdings and
analysts files eliminated by DIA.
c. Development of realistic records retention standards on
material received from other USIB members by the Department of
the Air Force.
d. Substantial reduction by AEC in the accumulated volume
of intelligence materials received by them from CIA.
Intangible benefits consist of:
a. The use of a standard Agency filing system which provides
a uniform method of terminating, retiring and preserving records
of permanent value.
b. The general improvement of operating efficiency through
procedural improvements
c. A meaningful Vital Records Program geared to the specific
needs of the Agency and the Intelligence Community.
CIA plaza to continue its effective records administration program
and based on the previous experience it is estimated that savings of
$1/2 Million can be anticipated annually.
Approved For Release 2005/07/25 : CIA-RDP70-00211 R000500250021-5
 RAS Co DUPLICATE
Iv ue dv iol: Rre 6e 8/0 00250021-5
UNCLASSIFIED CONFIDENTIAL SECRET
CENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
1
2
7D-10. Headquarters
3
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
X
INFORMATION
SIGNATURE
Remarks
Attache is factual material relative to the
Agency Records Administration Program to be used
in submitting a nomination to the Administrative
Management Society for the Second Annual Federal
Paperwork Management Award.
This data was prepared at the request of the
Executive Officer to the DDS and in accordance
with the guide lines sent to me by
of the Office of Personnel.
I will be glad to provide any additional
information you may need.
FOLD HERE TO RETURN TO SENDER
FROM: NAME, D ESS AND PHONE NO.
DATE
I
UNCLASSIFIED CONFIDENTIAL
S RE
Use previous ed n (
282
FORM NO. 237
2-61 MENT PRINTING OFFICE; 1961 0-587282
Approved For Release 2005/07/25 : CIA-RDP70-00211 R000500250021-5
STAT
STAT
STAT
STAT
STAT
 Approved For Release 2005/07/25 : ClA-RDP70-00211 R000500250021-5
Distribution:
Orig & 2 - addressee
Attachments?'
1 - Records Administration Program, 1965 (booklet)
1 - Cumulative Tangible Savings, FY 1955-1965
1 - USIB -CODIB-D-75 dtd 30 Jan 1961, Subj:
Disposition of Inactive Intelligence Reference
Collection.
1 - Memo to Chairman, Committee on Documentation,
USIB, dtd 1 Nov '65; subject: Effectiveness
of CODIB-D-75, dtd 30 Jan 165
Approved For Release 2005/07/25 : CIA-RDP70-00211 R000500250021-5