BRIEFING NOTES FOR PPB

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00038R000100260013-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 11
• Document Creation Date: December 19, 2016
• Document Release Date: March 24, 2006
• Sequence Number: 13
• Publication Date: May 2, 1968
• Content Type: NOTES

Approved For Release 2006/04/13 : CIA-RDP72-00038R00010026001q
Briefing Notes for PPB
The Support Services Staff has ,t`:"ojri ncipal functions.
2. -The Regulz?ions-.Control Branch-.has responsibility for the
eaul story; systeni_};Pi ch i s. the official vo .cr pf the Agency i n its
expression`of policy and procedure.
3. The Records Administration Branch has the responsibility
for page, t k nan-agem t including creation, ~ ~ ~ n e' r ce ~ r~U` d1 st;o
4. The-Information Processing Branch has responsibility for the
_nfor atl.Ok'iProcess ng _Syster of the Support-Directorate which include
mar
the ;oces s ng of data-nd the :j:,roric t i on ofi ~irc~~r:a. t or,about the
Agency's men, -nib r~ and-%iat~ri ~ reso ce~,::and the services which re-
late to.them.
5. t.t.a bf them has a vi..t airole to play in Agency manage-cnt.
6. In the Records Program we are confronted with a crit i ca j
problem. Our records. s :or~ag`e {faci li t s ful In 1964
when the Agency Records Offi cer , red i ctec; that the RE cords Center
would be 1 1 i n 196:1; he was told to fi nd al ternati vE s the r tr .r:" ,:ors=:
struction o solve the problem. He thought he had f(.und a solution
by 'u~,rar:r;,; ng bt i th GS;_1 for vault storage of some Agen(y intelligence
publications in the i ; Pecr,rds Cent r at
Dui (land, 1; f 1a>>~: Last
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year when the Federal Records Center construction was cc;rplete Viand
we began detailed discussions to.acccr-1pl1sWW the transTe_7 e found that
the ground rules of the - c ;i c ii nc,'"'understandi ng had changed either be-
cause the miia jemen had cha`nge~?or there had been e.ck of~complefe,
detailed cor:;iuricatior,n the early negotiations. in any case, the
1Rge y as unwilling tc relinquish control of its records and GSA 1s
unwilling to allow us =manen use of their facility unless the have
control. We have a co-pro.Aise arrangement lermitting us to store up
to' 25. or. 30 tfiousand,cubi c feet of records in the Sui tl and Records
Center through__December,_.31.,..197C
7. During Fiscal Year 1967 ,tne-ne t- growt'T;
D
about fi0 000--cub"ic-fleet; If our growth tcorifinue_:, at that rate the
Records Center will bE: full-_-gai n before the end of 1970 and we will
have an over. lg;; of 25 or 30 thousand cubic feet in Sui t i anal.
8. This problei?i is crii - c ro During the past few months, since
we were unable to react. satisfactory agreement with C SA, we have-*-,.!)
=.;
wsddered agai n several alternatives for coping with the storage problem.
k11- have reviewed space 7 er ~y avai fable, to the Agency and space
bout,to*_b ?ram?ease ar.d have found nothing suitable.
9. We have con: i dered the possibility of er ~,~t T n j s_pac j but this
is' :pore xpns'F~ than construction because of the s` cur ~y `features
which have to be added includinga%at rn~ sys tes;=vaults construction,
ext~ uard...forces.; and so on and is less desirable for other reasons.
DP72
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10. We have considered the possibility of usingT-rr. tnriz2d si -
vi rid equi pment which would permit a_;, a~ie r. dens t .torage by el i mi nat-.
ing nine out of ten aisles. ?rstalla.tion f this equipment would -c. osl~
about;' O O,C0 buts iou? d~ i ncreas the capacity of the present Records
Center by "only-abo t' 8~%?
11. Microfilming and other forms of r;i.c_romi n j aturi z atl Cn have
been &consl dered_agai r but this continues to be an extremely= expensive
alternative and presents serious systemf p r o i enis ; ; ; F Es ti ina te- we have
^..~?.; .~_,.,.. ___..ra.--...+._,.? Kam. _,.rv..;a-r.-....-,~."R
obtained are that it would cost about 1,250,000tocont ac-,:for micro-
. ~s..,_._~.._.____-_.__._._...__ .... _....._.:~
fi lmi ngu50,000' cubi c' f~e0of records. To do the job 61_vc-s~ we would
P at-] e~at'tt~r"ee yeaf~s and at least part 'of
them'-would have to 6ecc,,, pPrnaiient we were to continue to microfilm
new accessions.
12. There are, of course, 'actors 'o,~er~tf~an and positions
to be considered. At the present time we have 93,003 ree ,s _:.of :r~i cr -
film being stored in 1200 cubic feet of space We have
33.00....cubic feet of pun hed:c rd and 206 reels of_mi:gneti ch ap These
items are i n eGr aTpar s~,cusi;oiier'o ce_;procedira where facilities
exist for photographin,j, indexing, and reproduction or viewing of items
,?,ca they rontributecirectl"
ec;from storage. They are-
to the ` the systems of which they are a part. The use
of miniaturization req ii res -,xte'i s'-iv~e_ays teas-`s-Eury- to provide for
ele'c eve Ffi1in~yn Sys ematicindexikigpurgina Tinier i rk;~1'~datin , R
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and maintenance Gs ti:ell as, retriev l an3 :reproductic r or enlargement
to permit human use of items retrieved.
13. Computer experts and microminiaturization experts have
found no_th i ng..oii..ttie-onor'on the''dra i ngoar_ys~ that will be avai able-or can bring records storage relief more economically than con-
struction ithin the next five years, The policy of storing hardcopy
is the `po'licy oE'th_,.~ Federal governme which has been ,ciiallerc,eUj
reviesIed,. and approved y tie. Gene ral Accounts ng Offs ce t Trendy in the
Agency are -nbt; abnorma'(~ We"na:i;allel'~governnient anc~ i ncE~us'fi,::'records
problems in'every_resp~c and they -'-"all con? a to build.
14. Whether we t,.ui,1 c- find some other-alera t i ve we will
aveto spend_about._ 1 3 m~ 111_cn-dcl i a r s . Fo.r a sod u- i on The estimate
jof_.$750,000T T included in the------ aa _s u5mi ss or.;was based upon figures
obtained from the National Archives and Records Service of their costs
to.SQ.nstruce.the9hew Ft:deral Records Center at Suitlaid. The Office of
1Qg Sf1-CS:,'has since d: th:-- imate;andrev'sei ' ^upwaci0 1.3
million dollars. The Office of Logistics has rccr~:nended'as a part of
this the expenditure of '.-6,0.00.:..immediately. 'Co-.a;,fp si.~. li~> study
to establish a tighter estimate.
15. The record:: storage rrobj-ern.; o`uld'be less pressing if we
had fewer records to store. CIA has arouta#iZrf for having one of the
best~rztco?rds`:prograins. ~`n the government. This is pr,;Tr`ily'rcau`a=we
have records'c' i spo al_. ancI~ es true i iilchedules? for nearly al i records
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the Agency produces and ~` have.d~stroyod_(~~lt_. he total volume that
has been received at the Records Center since it opened. ~Pu,tgin'is a
Conti r~uuus process. The annual mid-year inventories for the past ten
years show that Agency records are cr~ate~ .a:~: an avE`rara4e"ofy;tiire..
cubic feet per employee } The offices and Records Center c' stroy ~-y ~:i'~
u~ai c e&t per employee during the year. JIM ofon;. boo f 1$ 1 a hce
J
is stored in the Records Center, where eve`R-Ciallyh'al of Vt',ai;l ss
purged. Today the Records Center has a hundred and aWo.l'cousa cubic
feet in custody. The offices last summer had hui;c(recf_tf -i rty thou-
sand cubic feet an Headquarters office space. 9 --ma-" piirgi,ng Ei gar?
is now underway, but it will only provide temporary relief. During
the p
aa: ,fi.ve y-S 1)
ears we have p urged 55 ~OOO. ,cubic feet.
16. Like most Records Programs, the , ' of eF,: iIas 's? in the Agency
has been on `s' o age 'arid d.~struct oti to relieve pressure
T ai: a l titer ' on eco' n:si ~:R=.z mace" This i s probably be-
cause it is r. l.ati.v lye sy qni: nace~an conLo disposal and destruc-
tion and -ne so easy -,p) manage and control
which are the other principal parts of a total records management
system.
17. Despite thi fact that concentration is or GispLs.l: u~~d
; c r e G , ' c t i o n , ' ti _ s t 1.1 ,Lave p oblerii wi th this. i.1rt_i-eic{t thous;:"
:c;_c et. ?of the records now stored at the Records Cinter"'
.....~;......
sct;ed i"ed date' syruc ion This means that Orel -of
~aZ,~3a,ra
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.the present volume must be k otforever -because we have no ;?c ani sr ~
to coie7 responsible4-authorities to decide what is really worth sa 71Fg
and establish realistic ' des tructi of dates for the FE ma'. nd-r
18. ,Li ttl,e _o r~no .attention has been given
thoughtful identification of records which should be,,et,ned-i Safe
drawers are emptied and the contents retired to the Records Center be-
cause there is a need fo' space in the safe. fro effor: `is made usually
r3, -evi ew t)e content and identify items which really -s-hcul d be kz 5
People store things i n files for ty, .{JoraryYretena o~' but they c! gin' ,
?.rev-iPw-them'; sort ther:i and destroy any before they are retired. We
should be co~icentratincc on what is tiro ~,th sav iig 'N . 5just holding
everything until the. :lea t valiiab' has outlived its usefulness. The
,ecerds Jtorage problerris otf= the Agency will never i~esol 'e' unti 1 we
get control over their reatio- Paperwork has to ue considered in a
y stein ccni,ei i.' from cr 'a l on, . o ?destructi ow and i es.;onsl bi li for i t
t3liust tie: assume`]{rayge.ncy cr:. aiic! m.v.
stantly.'changing'Land generally -i_;;'cr- asi . :System 'to provide that
information-,~u t be changed constant1 whether they are manual or
machine systems. There is no s;;ch'nin as a s-cat s`yst`n, there
never has been, and there never w i l l be, and there is' I o. c,n~_-tfiiii j --as
si gn i ng and i> r) ent~ rC a cysi errl`fi +at will be good for all ti n er The
yste- rti s being mmodf i F d ddi 1y_ fin some way and that will always be the
34. s 6le can 't ?di n- tni"n : iSo ncF ?miis't b'e-A ons- -,-Unti l "the
present project starter' i n 13u5 nothing had been dome "aciit''redesi gni ng
or modernizing any of the systems which-were originally converted in
1960. The i nil :iii cntt-; _o'n =haa oeerl .that a -total 's.%s tens s i udy
should be conducted as the secord_p?ias~of our move to computers after
the'._first..haseofcen'!er jn~j%from punched cards had been completed.
11
LfJYi?
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