QUARTERLY REPORT FOR THE RECORDS ADMINISTRATION STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R001000130002-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: December 23, 2016
• Document Release Date: January 14, 2014
• Sequence Number: 2
• Publication Date: July 19, 1966
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/01/15:
CIA-RDP70-00211R001000130002-6
-19 July 1966'
Records Management
REPORT
MORAN:QM FOR: ExecutiVe Officer to the DD/8
SUBJECT: Quarterly Report for the Records Arxim stration Staff
? The following is a summary of the principal activities of the Records
Administration Staff for the quarter ending 30 June 1966.
I. Records Disporlition
1. Approved revisions in. 12 Records Control Schedules submitted
by operating offices.
2. ,.Significant disposition instructions were:
(a)0 Thefirst official Records Control Schedule covering all
,records of the Office of Communications was completed. Schedule
covered 4,299 cubic feet of records.
.(b) A:Re'cords Control Schedule for 252 cubit feet of records
in the Compensation and Tax Division was approved; onlrl cubic
toot of these records is permanent.
(c) We disagreed with OCR on their project to retain permanent
Source recOrds of intelligence materials received and distributed.
We will now conduct a joint survey with them to determine how long
these records should be kept.
II. Vital Records
Revisions were approved in Vital Records Deposit Schedule for
WH/DDP, Monetary Division/OF; Special Program Staff/Co=o, and
Personnel Operations Division.
III.; Records Center Operations
1, Received 3,587 cubic feet of inactive records; eliMitated
2,611 cubic feet; net growth for this quarter 976 cubic feet. On 30 June,
there were 87,705 cubic feet in the Records Center.
The Records Center fdrnished Headquarters offices Reference .
service on 32,415 items, an average of 514 per work day.
? 3. The Office of Security completed an Inspection of the physical
security aspects of the Center and submitted a report on their findings to
the DDS
Il 4?
Declassified
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CIA-RDP70-00211R001000130002-6 1,7.4Zul'.1 .11
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Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/01/15:
CIA-RDP70-00211R001000130002-6
? 4. There :ere 101 isitors .
group of 29 Trainees and another group
Headquarters offites'including a
25 peOple from DDP
IV. Filing Systems Equipment and Supplies
An expenditure of $14,316 for new filing equipment (Safes and
avoided by convincingAhe EO/OL that Agency needs should be
exiating supplies FLIci contemplated "turn-ins" Of equipment. '
. .
Requirements for 56 separate installations of specialty filing
were approved; this equipmentwill nave apace and result it more
filing systems. One of the requirements of specialty filing
wes filled by meng excess supplies at a savings of approximately
,Cabinets
filled fr
equipment
efficient
equipment
$1000. -
A special exhibit of a new concept in records storage, "Fullspace
was arranged. with the manufacturer. This is a Swedish invention using equip-
ment that rolls on metal rails on the floor. It is similar to conventional
shelf filing but each section can be rolled "accordion fashion" to save floor
space. The 'exhibit was attended by 89 Agency personnel. One installation of
this equipment has been completed in EPIC and others 'are in process in DDS&T
and oommo.
4 A proposal from Office of Security for a Power Shelf File unit
costing $7,193 was not approved. Instead, we proposed equipment costing
substantially less and providing a net 'savings of $5,860.
5. A requisition from the Biographic Register' for 20 additional
Card File Cabinets was disapproved because inactive records have not been
retired in accordance with existing Records Control Schedule provisions.
This action avoided the expenditure of $3100.
STAT
V. Forms Management
1. Completed the necessary requirements for 43 new and 68 revised
forms, with a potential of producing 1,373,899 pieces of paper.
2. Eliminated 2450000 copies of obsolete forms from storage space
in offices and the Supply Depot.
3. Worked with the Office of Legislative Counsel in the develop-
ment of a new form, "ttployee Confidential Statement of Employment and ?
Financial Interest".
VI. Briefings on Records Management
I made the following presentations on the Agency Records Management
Program: .
a.(29 April -- Senior Staff Meeting of TSD/DDP.
20 April -- CageGrITi.arnieS 14th O.
?tor" ,
OTR, has requested that I make presentations approximately
every 2? months beginning in September at the new Program being developed
nriel 6.1A1.6
Declassified in Part - Sanitized Copy Approved for Release ? 50-Yr 2014/01/15:
CIA-RDP70-00211R001000130002-6 ? ?tittiMB
CIA-RDP70-00211R001000130002-6
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/01/15 :
STAT
STAT ?
S TAT "
STAT
STAT
STAT
STAT
VL E.
? 1 rs
Conference of Arthivis
-luncheon sponsored? Tor
and
ersonnel
IAL
?Messrs
11 of Recor
attended the:International
at the State Department in May and the testimonial
hem by the Federal Records Officers.
offi
attended the Conference of the,
?(motives and ,Administrators at Atlantic City'
3. I attended the Fifth Annual Conference of FederalRecord Officer
iling SPrings; Pa. on 1.3 June 1966..
,.1?
ra attende
the Sour
Data Automation
and several Agency.xecords ?
ymppsium sponsored by the GSA:
-5. a new member of the Records Administration
Staff has completed approximately 6 months of training in special fields of
Records Management. This included-a'course at American University and
Workshops at OSA; and elsewhere. Additional training is scheduled for Nr.
so that be can be qualified to accept assignments in all fields of
records management later.
Distribution:
Orig addressee
1 - Records Center (with copy of basic report)
1 - Circulate to mbrs. of RAS staff (with copy of basic report)
-.RAS File (RecMgt REPORTS 1-)---3) with Orig of basic report)
ration S
DDS/RAS
fins (19 July 1966)
finRY.
Declassified in Part- Sanitized Copy Approved for Release g 50-Yr 2014/01/15:
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CIA-RDP70-00211R001000130002-6