QUARTERLY REPORT FOR THE RECORDS ADMINISTRATION STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R001000130004-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 2
• Document Creation Date: December 23, 2016
• Document Release Date: January 14, 2014
• Sequence Number: 4
• Publication Date: April 19, 1966
• Content Type: MEMO

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Declassified in Part - Sanitized Copy Approved for Release
CIA-RDP70-00211R001000130004-4
f;r71777::
50-Yr 2014/01/15 : Records Mgmt
REPORTS 1-4-3
19 April 1966
tanoRANDux FOR: Executive Officer to the DD/8
SUBJECT: Quarterly Report for the Records Administration Staff
Here are some of the most significant accomplitheenta and activities
of the Agency Records Admiaistration Program for the period 1 January .
31 March 1966. -
Z. Filing Systems and Zquipeent
1. Approved the requirements initiated by operating offices for
six specialty file equipment projects; two of these requirements were filled
by using excess equipment at a saving of 42250. An additional $5440 vu
saved by converting frog' file cabinets aM safes to new shelf filing equip-
nent.
2. Saved 0500 by convincing the Supply Division that it was not
necessary to process a purchase order they had prepared for 100 file cabinets.
3. Developed a plan with the Office of Finance for the use of
shelf filing *Joh will save $15,297 in equipment and about 2/3 of the
office apace now required for the General Claims Branch.
4. Inspected new specialty filing equipment used by several large
industrial concerns in Mew York to save space. This equipment VAS developed
in Sweden and has been used in the European area for about 30 years. It was
introduced in this country about 2 years ago. In addition to being suitable
for records it ha* possible applications in libraries and supply roams. A
Special exhibit has been arranged for Agency officials on 21 April.
II. Records Disposition
1. Approved revisions in Records Control Schedules for 12
operating offices, Divisions and Staffs.
2. Same significant changes in disposition instructions were:
a. OBE . revised schedule covering 267 cubic feet With only
33 cubic feet Permanent.
b. Office of Personnel - revision of 6 items in the Retirement
--''' stasis Schedule covering 15 cubic feet 4 Permanent.
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Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/01/15:
CIA-RDP70-00211R001000130004-4
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Declassified in Part - Sanitized Copy Approved For Release @ 5?0-Yr 2014/01/15:
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3. A new Records Control Schedule for EPIC was completed. This
schedule covers 27,202 cubic feat of records, the sec-nd largest volume
in DDI end the third largest a,tcumulation in one oTganization in the Agency.
Particularly significantiS the fait that the schedule WWI completed 112
few months and only 4% of the total records have been evaluated as permanent.
F rma Management
1. Six of the more widely used Agency forms were revised in this
quarter - Travel Order; Pri:tess Sheet fravel Order
Work Sheet; PHS; Ekternal Training Request and PersQnnel Energency Locator
Card.
2, Completed frms actions covering the development and apprval
or 71 new and 64 revised forms. These active forms have the potential of
producing 3,799,2+Q pieces of paper.
3. Eliminated 1,Q30 copies of obsolete i)orms stored in the
Warehouse or office apace. The space required for them forme is equivmlent
to 12 4.drawer safes.
4. Worked with PI Starf and Cable Secretariat in the development
of 6 focus to be used in the new vorlddivide procedure on Intelligence
Information Cables.
IV. Records Center Operations
1. Receipts of inactive records amounted t% 3,513 cubic feet;
?.,890 cubic feet were eliminated this quarter and the net growth vras
623 cubic feet. At the end of Earth the Records Center held. 86,729 cubic
feet, approximately 86% of its capacity.
2. The Records Center furnishediemAvartors offices reference service
on 33,650 items, an average of 534 per work. day.
V. Briefings on Recrds Management
1. The fUlowing presentations on the Agency Recxds Nhnagement
Prcermn were made by me:
a. 14 February . briefed the DDS and some members of his
lomediate staff.
b. 8 NLTCh DDS Stair Meeting
c. 31 W.rch . Office of Chief fic3tic6-1Sketing..
Distribution:
Orig - addressee copy of
1 - Records Ctr (with 0/BasOart
1 - (pg186/01pNlict.
Pie)-1 .4,/ter W/f/d?
CTAT . H . .
, Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/01/15:
CIA-RDP70-00211R001000130004-4 .
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