OPERATION CLEANUP

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R001000410012-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 22
• Document Creation Date: December 23, 2016
• Document Release Date: May 16, 2014
• Sequence Number: 12
• Publication Date: October 21, 1966
• Content Type: MEMO

STAT
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4 "b "61114 lb I " 14-11.1
RCGI ON 3
WASHINGTON, D. C. 20407
?
?
GSA REGIONAL BULLETIN FPMR NO. 3-A-10
GENERAL
TO : Heads of Federal Agencies and Field Offices Located
in General Services Administration, Region 3
SUBJECT: Operation Cleanup
1. PURPOSE. This bulletin provides instructions and procedures for
the accomplishment of Operation Cleanup within those buildings
maintained by General Services Administration, Region 3.
2. GENERAL.
a. GSA Bulletin FPMR No. A-13, dated October 5, 1966, sets forth
the basic outline for the campaign entitled "OPERATION CLEANUP"
during the month of November 1966. This campaign is one phase in
the implementation of the President's memorandum of September 16, 1966,
on cost reduction in procurement, supply and property management.
b. The basic objective of Operation Cleanup is to identify all
items of equipment and supplies not in use or necessary to current
operations. General Services Administration will assist agencies
in identifying, removing, and reassigning or disposing of excess
materials as appropriate and will establish a pool for storage
against future agency requirements.
c. This campaign will be accomplished through the formation of
teams consisting of agency and GSA representativeswho will perform
a "walk-thru" of buildings and storage areas under GSA assignment
control.
3. PRELIMINARY AGENCY ACTION. Prior to the Operation Cleanup teams
"walk-thru," agencies may want to evaluate their supply and equip-
ment needs and internally reassign items as appropriate. Any
excess items may be tagged and set aside to expedite review by the
"walk-thru" teams.
4. OPERATION CLEANUP TEAMS. The teams will be composed of an agency -
representative and appropriate representatives of GSA. The agency
representative should be a high-level officer with the authority to
decide property needs and make on-the-spot decisions. The GSA
Buildings Manager will contact your team representative very shortly
to establish a mutually agreeable date and time for the Operation
Cleanup "walk-thru."
Distribution: R3X-1; 3GSA7X1
,.;
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
T
?
?
b. Items transferred on SF 120, maybe removed from agency account-
ability records upon receipt of a: copy of, the SF 120. signed.byfa;
11
GS official.
8. SA STAGING AREA. Building 197, at the Navy Yard Annex, has been
o/
designated as the GSA staging area for receipt of excess items.
9. OUTSIDE METROPOLITAN WASHINGTON AREA. The GSA Buildings Managers
at locations outside the Metropolitan Washington area, in collabor-
ation with agency representatives will conduct Operation Cleanup, as
appropriate, for their particular location. The basic guidelines set
forth in this bulletin will be followed.
10. EXPIRATION DATE. This bulletin expires November 30, 1966.
GSA DC 67-6976
cp&koprACC4/
DAVID PHILLIPS
Regional Adminiptra.toy
3.
-
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
PAR 7
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Man ORS pc co=MING A
RECORDS CLBANOUT
October 1966
Genera Servinez, Administration
Rational Archives and Records Berries
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr. 2014/05/16
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Foreword
On September 22, 1966, the President asked all departments and agencies in
the ftecutive Branch to conduct a records cleanout campaign by September 1967
in the interests of econcey and efficiency. The followirg pages contain
suggestions relating to the content, Objectives, and operation of such a
cleanout campaign, based on the experience of GSA and other agencies.
Exhibits 1 to 6 summarize information on records cleanout campaigns conducted
by six agencies, iucluding two at the Imreau levels during 1965-1966. Kits
containing more detailed information =these campaigns maybe obtained by
agency records liaison officers from the Operations Division, Office of
Federal Records Centers., MARS (Code 130 extension 35185).
likal is a seeoveleeno_utzgfe?
A records cleanout campaign is a concentrated effort over afixed period of
time to transfer from office space and eqpipment, or to destroy, records not
needed in daily agency business. In such a campaign records are:
. Destroyed immediately in accordance with authorized records
control schedules, or general records schedules as adopted
by the agency, or
? Transferred to Federal Records Centers or to agency holding
areas
Generally, such a canpaign has the following elements:
1. Planning
2. Issuing Directives
3. Traini
4. Pdblicizing
5. Destroying and Transferring Records
6. Reporting
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16 :
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Planniq
Planning for a records cleanout campaign should be based oh the assumption
that the entire agencrwill be inaolVed: Including all headvarters and
field: offices. Unless there are compelling reasons to the conftary: no
office should be exempt.' Records officers: or othervrespoasible for the
campaigna-dhoald therefore be certain that liaison personnel are designated to
OO' ver the.mgeney.
'Thepe-lialson personnel are the directrepresentatives of the records officers
.for the cleanout operation. If they do apt already function as liaison
persdpuel in the agency records disposal program': they may
Files supervisors: or
. Administrative officers or their assistants
Des ted personnel should have at least a rudimentary knowledge of records
?disposition policies and procedures. If ey do not have that kapaledge:
they must acqgdre it in the training programs devised in connection with the
records clearout.
During the planni stage of the cleanout: at least several meetings shogld
be held with the liaison group to scuss proposed plans and procedures.
These meetings should accomplish the following:
a. Lmal shosld be_set.
This goal: Which should be expressed as a percentage of agency records to be
transferred or deetroyed: should be determined with the follaaing ia
? '1
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
center-tve srace Ca' SclOrafrip
Me Hoover Caraissiou or 1955 reeommended that. at /test 50* of
agency records s,hculd be In records centers or egeney holding areaa.
the ratio or cubic feet ofrecords 1*.o the nutel_m___, of el....1.,cin1Lh,
This is 01Wit of the Yardsticks far measuring the effectiveness of
any recceds dieposal program. Ifire cubic feet of records, W
agency office epacet for each employee it.; the present GorernMent
average. Far most agencies this figure ehould be lover.
eutp4
Exbibit 7 provides Government-vide records holding statistics for fiscal years ,
19629 1964%, and 1966.
b. Th t jzsgM.o the clesnout should be determined.
Thia will vary with. the department cr eileners hat Past exPeriattee has shown
that the eleenout abould not last mare than six weeks nor less than saw weeke.
c. The dates of the cleanout Should be det 'Mt
Thf3 cacancurt should be scheduled during a period !Alen it does not conflict with
other maim egency activities involving large nunnhera of adtsinistrative personnel.
It should raot be scheduled Itariug ttolidAy periods or at other tines when wavy
employees are likely to be absent.
d. Plan tbe s_t_eRs the clement includite_sed
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
0 Te'elva4witer 4.1.1ft T%4 e+4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
The departmental or agency directive announcing the cleanup campaiga should
be igned by the head of the agency or his ill:mediate stibordinste, and should
be distributed to all concerned. The wording of the directive may vary, but
it should contain at least the following elements:
a. !pose of the records aleavat.ml?la
. President's directive or Septether 22, 1566v/
. The cleanout as an aid to good office management and econoMY
b.packwound
*plume of records in the agency
. Volume of records in center-type space
. The moratorium on filing cabinets V#
. Results of Previous cleanout campaigns, if any
Co ARtheritY
. The Federal Records Act of 1550
. The Records Disposal Act of 1543
. The President's directive
. FEHR 101-11.11
d.
. Assignment of overall responsibility for the cleanout, covering:
. Instructions v,
.Training
. Reporting /
e. Conclusion
. Expression on personal interest and support for the cleanout
The records officer, or the official responsible for the cleanout campaign,
should ensure that his liaison personnel in turn issue supplementary directives
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
,CIA-RDP70-00211R001000410012-4
3.
The training program developed in connection with the recovis cleanout
campaign Should have two alms:
^ HMVO agency personnel eho 4U be most heavily involved in the
cleanout be familiar with the basic policies and procedures of
records disposition and transfer.
Discussing and clarifying the techniques to be used in the closeout.
The training programs wbich should not take more than one den can be
presented as a records disposal vorkshop or as a series of question and
answer sessions. In either case; DABS records disposal specialisto may
be able to participate; if needed.
Trainees can come ftom one of two levels:
. The liaison personnel; Ale will in turn train the filo clerks
and secretaries having Immediate charge of agency files.
. The custodians of the files themselves; uho will then be expected
to apply the cleanout techniques without further instruction.
The training program should be introduced by a discussion of what the
agency has done in the east in destroying and transferring records, and
how the records cleanout relates to the disposal =cram.
Mere is a suggested list of topics to be covered:
a, Disposal
;41 '
Ro.
. Agency schedules
J
. General records schedules
. NAPS Thiadbook.4%..1321311mieco_lde$cuhedles'
, ? .
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Transfer
. File breaks
. Eligibility for transfer
. NARS Eandbobk Federal Records Centers
c, Permanent records
tomorecordamterial
e, File cabinet moratorium
f. Computing records volume
g. Computing accompliAbments
It. Reporting
Declassified in in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
plA-RDP70-00211R001000410012-4
_late E/..W.SIEVIA
The records clemnout campaign dhimadbe brought to the attention of /1411
,?--
personnel in the agency byaveriety of devices:
Certooes: These can graphicaly illustrate the value of and need for
the records clement campaiga. With itegination and ingenuity, they
can be the most influential single medium for publicising the campaign.
numerous exmmples axe =liable in the kits on recent campaigns referred
to above.
Awasuw Periodic bulletin? sumenrizing in a, ftw words the objectives
of the campaign can be 'auntie. These can emphasize that:
a. Power unzeeded files =MB better administration.
b. Power files resat in aeon attractive office, which is a
mntter of personal pride.
c. A good cleanout jot can reflect credit on the entire agency.
Money nevoimrs: If the agency hes a refespaper, or "house organ,"
the drive should be profteentlyitatured in it/'te text can be
accompanied by pictures showing file cabinets being emptied, or showing
1
office conditions "before" and "after".
iftig.pamenv Some larger asencies end departments have announced
their campaigns by prose releases issued to the commercial news services
and to newspapers. In most cases these releases actually appeared in
newspapers with both local and national distribution.
Declassified in Part- Sanitized Copy Approved for Release @50-Yr2014/05/16:
plA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
5. Destr and Ta&L...a.......ELAns Perri Records
Here are questions and answers pertaining to the major aspects of techniques
used in the records cleanout.
a. What records may be destroad?
Files are destroyed during a cleanout under one of the following
authorizations:
. Agency records schedules/
. General records schedules prepared and issued borNABS, and
adopted by the agency
. Agency standards for the destruction of non-record materi
It should be emphasized that records are to be destroyed only if
they are eligible under authorized schedules, and that if there is
any doubt the records in question should be transferred rather than
risk illegal disposal.
b. What records should be retained?
Although the cleanout campaign emphasizes disposal, recognition
and attention should be given to records of permanent value. Agencies
for which a records retention plan exists should ensure that no
archival records described in it are destroyed. They can, of course,
be transferred as part of the cleanout campaign. If a records
retention plan does not exist, records earmarked as "permanent" or
"retain" in agency records control schedules should be transferred.
c. What records should be transferred?
In general, records are eligible for transfer if they are referred
to not more than once a month per file drawer. This should not be
j- an inflexible standard custodians themselves are the best
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
judges of what should be sent to the records center. They should,
however, be asked to justify continued retention in office space
and equipment of records which are over two years old.
d, Row should non-......ErecalmkttaiLkEmpas21
?
The records cleanout drive should not be limited solely to record
material. Dor should much effort be expended in attempting to
distinguish between record and non-record material. Both should
carry retention periods, both occupy file equipment, and both should
be counted as part of campaign results, Furthermore, the cleanout
should include reference materials in office bookcases maintained
for local use. It cannot include, of course, material in agency
libraries or stocks of publications.
e. Bow can file breaks be used in the cleanout?
File breaks, i.e. file cutoffs, can result in transfer of a, portion
of a large file which cannot be transferred in its entirety. This
technique is used mainly for correspondence or subject files, but
it can also be applied to closed case or transaction files.
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part- Sanitized Copy Approved for Release @50-Yr2014/05/16:
CIA-RDP70-00211R001000410012-4
6, AWILIM
Reports of aceorplishment should contain at it four 1tems of inforaatien:
. Volume of records destroyed.
. Volume of records transferred.
?Amber of file cabinets released.
. Square footage of space recovered, if any.
Reports made in connection 'with the records cleanout are the folloving:
a. !Feeler report* frsza liaison personnel to the official responsible
for the eleanout campaign. These reports should be uniform. An
, money-vide form or form letter should be devised and distributed
for the purpose.
The frequency of this report depends on the length of the cleanout
campaign. If the campaign Is to cover less than one month, only
a final report should be needed. wever? a campaign lasting more
than one math should require one or two cumulative progrese
reports, and of course a final report.
b. Smeary report from the records officer to senior agency management
officials at the end of the cleanout campaign.
e. A summary report to the Budget Director, required by the President's
amaranth= of September 22, 1966, within 30 days after the cleanout
qaPPaliSD*
Ithibit 8 shows the ninimum statistics which an ageney.should *seeable
and report to demonstrate the effectiveness(' of its campaign.
-10-
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Other Benefits
Beyond the immediate objectives, a records clesnaut may disclose related
areas for paperwork improvements. Potential areas may includes
a. Better controls over records creations primarily in correspondence,
forms, and reports,
b. improved records maintenance and files classification systems.
c. Improved records schedules, because present schedules are outdated,
are too difficult to apply, or do not cover all the records.
d. Improved utilization of filing equipment.
e. Release of filing equipment for reuse or for declaration as excess.
Declassified in Part - Sanitized Copy Approved for Release 's@ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part- Sanitized Copy Approved forRelease 50-Yr2014/05/16 :
CIA-RDP70-00211R001000410012-4
Conducted by .
NATIONAL AERONAUTICS AND SPACE ADMINISTRATION
JUly-Oeteber 30, 1965
Iszst. The MASA, records cleanout, called "OPERATION CLEANUP," covered the
entire ?gem'. NASA is a rajor independent agency employing about 36,000
people. Ito headquartero are in Washington, and it operate? 13 field
installations scattered throughout the country. The NASA record? cleanout
vas part of a program developed in 1965 to establish an adequate paperwork
management grogram in NASA for the first time.
Pre Stops0 Tho project was proceded/ge :AASA. Record? Nenagecent
Sciii1Ligton for representatives of Eastern installations, and in
San Pronacco for them on the Want Coast. While these seminaro, conducted
maniples, NABS pereonnel? covered the whole area of records dispooitioa
and archival uanagmeent, it vac presented on a prelude to the cleanout
campaLgn. In addition, orientation meetings were held eithilivision
reprecemtativee in headquarter?.
Planning. Planning for "OPERATION CLEANUP" began in Pay 1965, Liaison
people ire ?elected, and publicity reterials and instructions were drafted.
Date? for tka project Imre set at July 1 to September 300 1965, although
the drive =s later extended through October 1965'.
? .. and, Inforrel Directiveo. Subsequently, "OPERATION CLEANUP" vac
santoinned by a UASAsvide circular. The campaign at each inetallation
wale ?remised., and record? cnnagement officers held orientation reetingo
with dcaignated Division representatives. Detailed instruction sheets
vere propane-1 and. lamed to provide guidance. The project vms coordinated
by the Office of Adminietration in headvartero? and by Directors of
Adninictration in the field. "Pap tele bulletins and reports of progress
in the form of bar charts uere Issued periodically during "OPERATION
CLEANUP" to time involved.
PublicitE. "OPERNDIONf CLEANUP" as extensively publicised by a series of
bulletin, poetero, and cartoons scattered throughout hocdquarters and the
field Installations. The field supplemented these with material? of their
ovn
1
tEgEle. emulative reports yore required monthly, shoving the volume of
recordn tem:Tarred and de?troyed, and the filing equipnent cleared for reuse(
Ae leheents. A final report woo issued to all participant?, eboving the
fo oving:
Veluen Pteords Deetmed: 38,589 cubic feet
Veber Records Trannferred: 5,657
Reduction in Ebldingst 19.3%
Filo Cabinets Released: 898
Purtter deVado;?can'to estalmt by canine rx. Sidney VUsselrau of RASA
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16: of Federal
CIA-RDP70-00211R001000410012-4 de 139 =tension 35165).
Declassified in Part - Sanitized Copy Approved for Release.@ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4 1341"2uu' ul'?
/1.414"411irp "WILIVUI WIMELti'21,
Conducted by
TRRASURT DEPARTMEET
April 15-)ay. 30, 1966
2 ,44
Scope. The Treasury's records cleanout campaign called "Spring 1966
Cleanout Campaign", covered all organisational elements. The eampaign
was conceived and launched as part of a cost reduction program and to
prepare the 'biennial report of records boldinge for stibmissian to EARS.
&Oasis was placed not only on the destruction or transfer of records,
but also on better utilisation of filing equipment. The Treasury Department
employs about 95,000 people.
Prelimillemtne. The project was preceded by a neeting of all bureau
records officers. The group was addressed by Mr. A. E. Menthe-rime,
Assistant Secretary of the Treasury for Administration and Mr. Paul
NieDaaald, Director, Office of Administrative Services. Various estbers of
the EARS staff also participated. The discussions, concerned the reasons
for the cleanout and the factors involved in operating a auccessful one,
archival factors, and related matters. Other neetinga were held in the
Department on the subject tram time to time.
Plannbek Planning for the Treasury eleanout campaUn began early in
&mom 1966. The records officers of the divisions and bereaus vere
alerted and ware asked to organise internally for the project. Mates for
the project were set at April 15 through Nay 300 1966.
sorgal and Informal Directives. The "Spring 1966 Cleanout Compaign" was
launched by an. Administrative Bulletin to beads of Treasury Bureaus an
Pabruary 16, 1966, which was supplemented by instructions internally in the
Bureaus and Offices of the Department. The project was coordinated by the
Office of the Director of Administrative Services in the Office of the
Secretary.. During the course of the campaign several erogresa bulletins
Imre issued.
PtiblieitF. The cleanout campaiga was very extensively publicized throughout
Use Department. A variety of bulletins, posters, and other materials were
distributed to employees vithpay checks, and by posting on bulletin boards.
The final poster, in fact, was a Nell done" to all employees.
Reports. A single report was required from each Bureau and Office, showing
the volume of records destroyed and transferred.
Accomelishments. The final report of accomplishments, issued to all records
officers showed:
Volume Deatroyed: 51727 cubic feet
Volume Transferred: 41553 edbie feet
Reduction in Melding= 8.5%
Savings through Destruction and Transfer: $333,405
d-
Further. details can be obtained by &illinw Mrs. Dirrothy Sparks of Treasury
Declassified in Part - -Sanitized Copy Approved for Release @50-Yr 2014/05/16 : race of Federal
CIA-RDP70-00211R001000410012-4 3
(Code 13, extension 3510).
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
IA-RDP70-00211R001000410012-4
SUMMARY OF RECORDS CLEANOUT CAMPAIGN 3
Conducted by
NATIONAL MEM OF STANDARDS, DEPARTMENT OF COMMERCE
March.Mayi, 1965
km!. The records cleanout of the Mersau of Steeftrds, a =jar ccaponent
of the Department of Commerce was known as "OPERATIONS CIZANOWL" It
covered elements of the BureaL in the Washington area and vas spurred by
two factors: the file cabinet noratortan imposed by ;he White Rouse and
the move of the Bureau from =warms buildings in Northmest WashingtOn to
new quarters in Gaitheraburg, Maryland. The drive covered record as veil
as oon-record material. The Bureau of Standards employs about 4,000 people.
Preliminary Steps. The drive vas part of the overall planning which pre-
ceded the BureaWs move to new quarters. Space assignments vere zade on
the assupption that centralization of organizational units vould result
in a reduction of space needed for files and that inactive or semi-active
files would. be transferred or destroyed ;rior to the move.
PiRnnhIg. Planning for "OPERATION CLEANOCT" began early in February.
1iioon persoonal?for the drive was selected, and pablicity materials
and suitable instructions were drafted. The nouthalhava6 1965 vas
designated for the project, although it actually extended vell into May
because of the enthusiastic response.
FOrmal.and Informal Directives. "OPERATIONS amour was announced by
an Administrative Bulletin from the Director to all employees, supplemented
by a more detailed instruction to project leaders from the Associate
Director for Administration. The campaign vas coordinated by his office.
Publicity. The campaign vas publicized extensively by posters, leaflets,
ea other iiediaplaced on buLletin boards throughout the agency.
.A wagess report and a final report vere required, showing
.voluise of records destroyed, transferred, and the number of file
cabinets released for reuse.
Accomplishments. The final results showed the following:
Volume Destroyed: 7,000 cubic feet
Volume Transferred: 1,800 cubic feet
Reduction in Belding.: 25%
File Cabinets Released: 825
Linear Feet of Shelving Released: 2550
Further details can be. obtained 'by calling Mr'. Welter Weinstein of the
Bureau of Standards (Code 154, extension 7609), or the Operations DiVision,
Office C? Records Centers (Code 13, extension 35185).
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
P.IA-RnP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release e_60-Yr 2014/05/16:
..;IA-RDP70-00211R001000410012-4 41"4111 =OW) =AMR CAMPAIGN
Conducted by
BUREAU OF TEE CENSUS, DEPARTMENT OF COMMERCE
April 4-150 1966
4
Sc, The "C/ean Out Campaign" of the Bureau of the Census Imo part of a
Departmentevide effort ". . designed to reduce office management coats and
increase operating efficiency by disposing of unmecessary records . ."
The campaign eover ed all elements of the Bureau, including both operation
and field offices. Its operation offices are in Pittsburgh, Kansas, and
Jeffersonville, Indiana. -Tbe Bureau employs about 4,500 people.
PrG1i1ar St! The campaign was preceded by a records disposition
course conducted by the National Archives and Records Service during the
veek of Mamba, 1966. The course, attended by a files or secretarial
representative from every organization, covered records scheduling, transfer
policies and procedures, nonerecord material, and application of disposal
authorities. Also, meetings vere held of supervisory personnel to discuss
tke cleanout cappaign.
Planning for tee emepeign began early in February 1966. Liaison
people were selected, and publicity materials and instructions were pre-
pared. Dates for the project vere set as April 4 to April 15, 1966,
although the period vas extended to April 22 for some of the larger divisions.
Formal and Informal Directives. The cleanout campaign vas announced in tke
Bureau by a circular letter to all divislons and offices. It was coore
dlnated by the Administrative and Publiestions Services Division, and by
designated liaison officers in the field. A report of progreas vas issued
before the end of the campaign.
hitusitto The cleanup campaign vas publicized throughout the Bureau by
posters and articles in the Cenaus Bulletin,. the Bureau's "home orgalun
Bmprta. A progress report as of April 8 and a final report vere required,
shoving the volume of records transferred to the Centers, the volume
destroyed, and the nuaber of file cabinets cleared.
AsEm:.lishments, The final nunnery report shoved the following:
Volume Destroyed: 11,292 cubic feet
Volune Transferred: 2,791 cubic feet
Reduction in ladings: 16%
File Cabinets Released: 125
Further details can be obtained by calling Mr. Mal Haskell of the Bureau
of tbe Census (Code 157, extension 246)0 or the Operations Division,
Office of Federal Records Centers, BARS (Code 1.3p extenalon 35185).
"
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
niA-RnP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
IM4ARY OP RECORDS =Aran CAM110111
Cadineted by
De.eartnent of Agriculture
PRIMARY, 1,96
'no Agriculture Department rceurds clement drive, Intern as the
CUMIStri" CAMPAIGIV carercd ciii orCeaizetional unite in the Department,
censietin3 of ile--dquarters in Pzehiszton, end the more then 13,000 field.
?fame tihrokliout the country. The =Faye vas eicad at four tergeto:
records, publicatione, equip=ent, eat eupplieo. The Department employs
about 130,000 ;maple, incl part time and intermittent ergaoyeee.
zr.S.vie. The =palms Wu, preeeded by M2OtiITES6 b21i with recordo
lied= officers. Among the matte= dimmed mere the renames for the
tricalgus the proposed methods of organizing it, the lentil of the project,
end its tintrz.
P Plaindr3 for the "CLDADMIREP CAIIPAIOD" 'began in Deceeber, 1965.
con officers in each egeney en& office vere alerted., and extensive
prablicity era inntrectiml ? al, ; ware drafted. The project MG set
to cover the entire tenth or Februnry, US.
5
Puma end L.- - Directives. She "CIMEEffESP =MUD" vas amtsunced 'by
a directieorotary to all esztloyeee. The Secretary also cent a
directive to the h=da of ammeters et& eddrensed then at a meetivg. The
campaign vao coordinated by the Office of Plant end Operations thromit the
recordo mum. offices in each cajor oubdivicien of the D4artment.
/War *Mom published aupple=rtieg diroctiven of their OVI20
Pablicity. A widevread pahlicity program advertieed the project. A press
=lease ainsueeed it to nevapepere awl other inforrationel reale. Eight
different posters prepared by the Director of Personnel, ware used. A hit
vac prepared for the use of each Vashicgton and. field location COntliThin
sr
epies of the eight pontere, the Secretary's directive, and a location,
fan.
.11.941. A report vas required by Kirch 23, ehaaing the vain= of record. and
=proem* taterial transfaTed and diepoeed of, end the value of equipmnt
cleared or declared emcee.
Aecccplich=entn. A final report, publiched an a cemorandne from the Secretary,
tamed the follocie3 rceulte of the cerzeign:
Volume Deetroyed: 79,395 cubic feet Pile Cabiezte Reloseed: 13,928
Yolx Traunfarred: 25,072 cubic feet
Beducticre in Ifoldiese: 1.11S
Publications calemed
or returned for re.uve: 14,4360 neon.
13u,ppliee turned lit for re-use: 024,936
FL1c tfif^zilleteon tala.1=12y cUr3 Mr. Peter Deyle of' Asric-Attsre
(Cee? U1 eeien f1376), %??0OcxVicr, Divicticm, Waco of Vedcral
Etcm..o Octo CcO ),q, e7a=lcm, 35105)0
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16
-2,IA-RDP70-00211R001000410012-4
SU14IARY OF mace awl= CAMPAIGN 6
Conducted By
GENERAL SERVICES ADMINISTRATION
JUNE, 1965
Scope. The GSA cleanout campaign vas called "Operation Cleenout tee 19650"
and. covered not only Headquarters but also the ten regions. The stated
goal was "to clear out the semi-active and. inactive records which have
became eligible for transfer or disposal since Operation Closeout for 196k."
The 1965 cleanout vas decided upon largely as a result of the President's
moratccium on file cabinets.
Preliminary Steps,, Before detailed plandiog begs% consideration vas given
to improving procedures used in the 196. campaign. Informal discussions
were held with records liaison officers alerting them to the possibility of
the ale:snout, and urging tbem to prepare their organisations far the drive.
Plannini. Planning for "Operation Closeout for 1965" began in Merch,1965.
Publicity materials, instractioas, directives and other needed documents
vere drafted. Also, an "Operation Closeout? tact sheet vas developed for
participants in the project, providing information and suggestions pertaining
to matters such as the meaeurement of records volume, the disposal of we-
record asterials? and transfer aud disposal procedures. The closeout vas
set for the month of June,1965.
Formal and. Informal. Directives. The cleanout vas announced by amorendus
to all top officials in Central Office and the Regions. The project vas
coordinated by the Records Management Breach, Admisistrative Services
Division of Central Office. Informat.tosal memoranda were devised and issued
during the canpaign.
Ptib1icit3r,. As in the 1961i campaign, an extensive series of posters and
other matecials vas dintributed throughout GM, and posted on bulletin boards.
Regional offices, in tura devised local materials of their own to publicise
the project.
Reports. A single report vas required at the end of the cleancert tran all
Services and offices, stating the volume of records destroyed and transferred,
and the amount of filing equipment and office *pain released for roues.
Acoomelishments. A fine.1 report to the Administratcr showed the following:
Volume Destroyed: 22,679 cubic feet
Volume Transitnered: 24,738 cubic feet
File Cabinets Released: 3,526
Reduction in Holdings: 35%
Further details can be obtained by *allies. Mr. Robert Beets of GSA (Code 383,
extension 5132), or Operations Division, Office or Federal Records Ceztters,
?MRS (Code 13, extension 35185).
A'
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16
CIA-RDP70-00211R001000410012-4
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
ALL DEPARTMENTS AND AGENCIES
expa.earawnSemeamSr?re.imos
RECORDS HOLDINGS STATLSTICS
(Ii Feet)
Far. Ending
21,840e923 .
Office Space
Storage Space
27696,11.
Tata/
39 1179 596
Field
Office Space
1092779619
Storage Space
19869.9939
Agency Records Centers
? Total
_1,190h0k2
139 3379 620
E'7thibit 7
F.Y. Ending F.Y. Ending
29850,9295 29948,9954
__________
1, 1859 462 3D 334, 667*
1095131,217 10b4.179175
1,8259448 10910,1646
_25p22E,
13,2989891 13D OBItt, 1*
Federal Reccaods Centers
Th 163N 5112
79609 9109
National Archives
914., 102
Total
89Orr96416
___
8, 588, 213
,
GRAND TCRAL
240532986o
2590629566
* Figures itr four agencies are estimated.
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4
8

-AVA22-
992879038
2597916
Declassified in Part - Sanitized Copy Approved for Release @50-Yr 2014/05/16 :
' ?4 ? "
CIA-RDP70-00211R001000410012-4
Records in
Office !est?
Department
Total
Records in
s
Area Space
Department
Total
132,REM.Ln
Federal. Records
Centers
GRAND TOTAL
Office Space,
Department
Field
Total
_
liver...co I-
Eatimated
Uoltlings At
Of
caValan
111106.1?1?11.1???????????????11010.1111.111a
.0.14100.00...1111.M.1111111?10111?1?11110?01,
.....001001min.?4.401?11WINOVI
irrarefeerca
Daritri
omessimoNliorems
11?411.0.01.1.1100.11.1111.0?011.0.60s
4.111.0e
411.?41.41411.1110?101?1111.0101110111111?????
Dutroyea
Darin3
atten-W
41?101.11?01.1111MIPRIMON1104111?110.0
.01.11110.1?4114.411.04.41010.
..01.1.111001.1110.010.1.10.1.
?????Immee?INIMISMOMOM?11411???
???????11. .1.0110.1.10011?MIN?01011001,
t,
flrjj A;
ar
11,...11.15.0.10.01.04.00.10.1101M0
INEMMANYNIRMIMPIRIMMIMIS"
?-???????Iabowil????????1?04.1111.11.
???????????????????.4.111.11m
NOW?011.11?1111.100.110.???????111PINY
Space 11oent: (in square feet)
Stomps Roldigiitecs
Department
Field
Pile Cabinets (Muter)
e ,"
ORAUD TOTAL
Isamat Reductions
Signature
Title
Total
????????.??????01fr
Shelving (Lit Feet)
Date:
.10.110?144111,1*.".1?10.00.1.11101111.111101111101?1.1111?011.
^ 1 In ?
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410012-4