SUPPLEMENTAL DISTRIBUTION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00038R000100280001-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 27
• Document Creation Date: December 19, 2016
• Document Release Date: March 6, 2006
• Sequence Number: 1
• Publication Date: March 19, 1969
• Content Type: MF

2 .L IL69~ 1 mm
SUPPLEMENTAL DISTRIBUTION
19 March 1969
Copy 1 of 3
Excluded from automatic
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SUPPLEMENTAL DISTRIBUTION
19 March 1969
Copy 1 of 3
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CIA ARCHIVES AND RECORDS CENTER
19 March 1969
MEMORANDUM FOR: Chief, Records Administration Branch
SUBJECT Supplemental Distribution
1. PROBLEM: Space for the Storage of CIA Records
The CIA Archives and Records Center (A&RC) has four
separate functions, each one concerned with the storage
of a different category of records. This paper will
deal with one of these functions, Supplemental Distribu-
tion.
2. DEFINITIONS:
A. Supplemental Distribution (S.D.). This is the
reserve stock of Agency produced finished intelligence
? reports and maps held at the A&RC for immediate release
to Agency components, other USIB Agencies and Foreign
Governments as they are needed to supplement the initial
distribution.
B. Accessions - The volume in cubic feet (cu. ft.)
received from the printer for S.D.
C. Returns - Copies sent to the A&RC by the compon-
ents when they no longer have a need for them.
D. Transfers - The volume in cu. ft. removed from
the A&RC as a result of servicing requests.
E. Disposals - The volume in cu. ft. destroyed at
the A&RC in accordance with existing stock levels and
retention schedules.
F. Stock level - A maximum and minimum level on the
number of copies held for S.D.
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G. Retention Schedule - A schedule that systematic-
ally reduces the number of copies on a yearly basis until
all S.D. copies are destroyed.
3. ASSUMPTIONS
A. The Agency will continue to produce Intelligence
Reports and maps.
B. The rate of production will not decrease in the
foreseeable future.
C. Supplemental Distribution copies of this produc-
tion must continue to be made available to the intelli-
gence community.
4. Facts Bearing on the Problem
A. Supplemental Distribution was first established
in the Agency on 22 August 19+6 by C.I.G. Administrative
Order (Attachment A). The function was established
as a par o the Communications Division of the P&A
Branch. The Communications Division was an early prede-
cessor to the current A&RC operation.
B. The authority for the Supplemental Distribution
function is currently contained in CIA Regulation No.
dated 7 April 1952 (Attachment B).
C. All Directorates of the Agency and the DCI area
have Supplemental Distribution items stored at the A&RC
(Attachment C).
D. The A&RC has worked with the producing components
to establish stock levels and retention schedules for all
reports. The map storage at the A&RC is a backup to the
Supplemental Distribution function carried on by the
OBGI/Map Library; therefore the A&RC does not have stock
levels or retention schedules to cover them. A sample
of a stock level/retention schedule is attached (Attach-
ment D).
E. The increase in. the volume of S.D. at the A&RC
parallels the increase in the production of intelligence
reports by the Agency. Some S.D. operations have been
carried on by the producing components for periods of
time, however, the shortage of space in the Headquarters
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area has forced these components to turn these opera-
tions over to the A&RC (Attachment E & F).
F. The S.D. items stored at the A&RC are used.
Requests are received daily from Agency components, other
USIB agencies and Foreign Governments (Attachment G).
Frequently the demand is so great for a particular report
that it is necessary to rerun additional copies. To
prevent as many of these costly reruns as possible, the
A&RC has issued instructions to all users of reports to
return them to the A&RC when they no longer need them.
These Returns are checked with the stock levels, if the
A&RC has the specified number of copies on hand, the
Returns are destroyed, if the A&RC has less than the spe-
cified number of copies, the Returns are logged and filed
to be used again.
G. The S.D. storage function is not a continuous
stockpiling of old reports. Since 1956 all reports have
had stock levels and retention schedules. All copies of
all reports except the NIS are destroyed after an average
of 8 1/2 years. The NIS is destroyed when a maintenance
copy is published. In addition to routine destruction
caused by the maintenance program, there have been 44 NIS
Notices published authorizing the destruction of obsolete
copies (Attachment E). There is not a planned destruction
of the maps, at least as far as the A&RC can determine.
An occasional list is received from the Map Library author-
izing destruction of various maps (Attachment H).
H. The storage of the S.D. at the A&RC, including the
Top Secret and Codeword, does not require special vault
areas or filing equipment. The S.D. items are stored in
standard Records Center boxes on the regular A&RC shelves.
I. As one of the A&RC functions, the S.D. is maintained
and serviced with a minimum of personnel. The same forms,
the same personnel and the same basic procedures are used
for the S.D. function that are used for the other A&RC
functions.
J. The S.D. function does require space, equipment and
personnel. It will require space, equipment and personnel
wherever it is located. The A&RC is the most economical
facility available to the Agency for this function (Attach-
ment I).
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5. DISCUSSION
The S.D. has always been a space problem because it
requires space and this space has always been provided in
the A&RC. Many attempts have been made to relocate the S.D.
from A&RC physically and/or organizationally. It was pro-
posed in January 195+ by the Chief, Records Management Staff
that the S.D. function remain in Washington when the A&RC moved
is temporary, and a permanent solution is stil o e worked out.
Codeword and Top Secret reports were retained This move 25X1
Suitland, Maryland. All of the collateral S.D. reports and maps
were moved to this space still under the administrative control
of the A&RC. Because of the special security requirements, the
full, proposals were made by the Chief, Records Management Staff
to relocate the S.D. function to prevent construction of an
addition to the A&RC (Attachment K). These proposals were re-
jected, and an addition to the A&RC was constructed.
In 1967 we were once again faced with the fact that the
A&RC would be filled by January 1969. As a temporary measure,
space was obtained from G.S.A. in the Federal Records Center at
Again in Apr 57, when the original Records Center was 25X1
(Attachment J). This plan was not accepted, and the S.D.
was moved along with the other A&RC functions in 195555
.
One possible method of reducing the volume is to microfilm.
There are many problems, and a tremendous expense inherent to
such a program. There must'be personnel and facilities available
to do the filming. The reason for the S.D. function is to pro-
vide immediate service to customers, both within the Agency and
outside; therefore, if items are filmed, we must be able to still
furnish them to the customers in a useable form. There have been
some attempts to microfilm certain collections by the producing
components without much success. The OBGI Map Library started
a program of filming maps and using the film for reference; this
program was abandoned as not workable. NPIC has a film copy of
their reports, however, there are S.D. copies of the same re-
ports at the A&RC because it is more economical to service the
hard copy.
Since the average length of time the reports, other than the
NIS, are retained is 8 1/2 years,, it does not seem that it would
be practicable to microfilm them. The NIS reports contain maps
and charts that cannot be filmed, however, there is the possi-
bility that the NIS Gazetteer could be filmed.
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The S.D. could be transferred physically and organization-
ally to another Agency component. This would be fine for the
Records Administration Staff and the A&RC, however, it would
be a disservice to the Agency as a whole.
Experience has shown that not only is the A&RC more econom-
ical in the terms of space, but it is more efficient in serving
the S.D. and more realistic in controlling the volume. This is
probably true because the Records Administrative Staff and the
A&RC are space conscious, management orientated and dedicated to
service. The trend has been to transfer S.D. operations from the
.producing components to the A&RC. In 1957 the S.D. copies of the
National Intelligence Estimates (NIE) were transferred from
Central Reference to the A&RC; in 1959 the extra copies of maps
were transferred from OBGI/Map Library; in 1968 the S.D. copies
of Top Secret documents were transferred from Central Reference;
in 1968 the S.D. copies of NPIC reports were transferred from
NPIC. All of these actions saved the Agency considerable space,
equipment and manpower. To transfer the S.D. back to the com-
ponents would be a complete reversal of this policy of providing
records storage for the Agency, and would be much more expensive
to the Agency in terms of space, equipment and personnel.
6. CONCLUSIONS
? A. No change in the basic policy of storing in hard
copy at the Archives and Records Center appears to be war-
ranted.
B. Controls need to be established to control the volume
of maps held for S.D.
C. Additional space will be needed for S.D. and the
most logical place to provide this space is 25X
7. RECOMMENDATIONS
A. All stock levels and retention schedules be revised
and the number of copies initially sent to the A&RC for S.D.
and the length of time they are to be held be reduced wherever
possible.
B. The number of copies of maps sent to the A&RC for
S.D. be reduced and a systematic procedure be established to
destroy obsolete maps.
C. Pursue the possibility of microfilming the NIS
Gazetteer with OBGI.
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D. Provide additional space
Attachments:
Deputy Ch ie
A. CIG Administrative Order Page 1.
B. CIA Regulation Page 2.
C. Inventory of Supplemental Distribution, Dtd. 1/31/69.
D. OER Supplemental Distribution Retention Schedule.
E. Chart - Supplemental Distribution Activity.
F. Chart - Number of reports and maps received.
G. Chart - Reference Activity.
H. Sample of Map Destruction list.
I. Chart - Supplemental Distribution Holdings by Fiscal Year
J. Memo to Chief, Records Center, from Chief, Records Manage-
ment.
K. Memo for the Record from Chief, Records Management Staff
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CONFIDENTIAL COPY NO.
62
22 1'.ugust 1946
CENTRAL INTELLIGENCE GROUP
0
C . I . G. ADMINISTRATIVE ORDER
INTERIM POLICY AND PROCEDURE FOR
DIB;3EMINATION OF INTELLIGENCE PRODUCED BY C.I.G.
1. This ncr;mornndum prascribcs ^'.n interim policy a nr_t proccd-
ure: for the dissemination of intelligence produced by C,I.G.
As the new organization develops, desirable changes will be marde
to meet organizational requirements.
2. The Office of Dissemination will, determine wha^..t distri-
bution will be given to,ccch.item of finished intelligoncc.
This will be in close collaboration with OR & E and interested.
offices rind staffs, and subject to special instructions of the
Director where high-level or sensitive subjects care concerned.
Resultant decisions will be recorded. in Dissemination Orders
published. by the Assistant Director for Dissemination with
signature fora: ror.d'ing "For the Director of Central InteliigencQ.r
The action copy will go to the 'Corlmunicntions Division of the
Personnel rind Administration Branch, with inforr:>.^tion.copies to
the Executive Director and. ,appropriate .offices end staff.
.
3. Physien.l distribution of items will be made by the Corn-.
3:.Unic:-tions Division of the P && A Branch,' in accordance with
Dissemination Orders receive.. The Communications Division wild.
will maintain storagc,.o surplus. Report of completion of t'is-
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tr-ibution will be made to the Off ice of Dissemination.
a.intein appropriate records and pen.d.ing further instructions,
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SECRET
SECURITY INFO1 ATION
CENTRAL INTELLIGENCE AGENCY REGULATION
25X1
NUMBE
7 April 1952
(3) The recommendations of the producing office which may accompany the report
in question. (See paragraph B, below.)
(b) Insure that the standard espionage warning appears on all copies of classified Intel-
ligence reports being disseminated outside of the Agency to U. S. recipients and that
the report is properly classified.
,...- ; ?(c) Direct the General. Services Office to reproduce the report and subsequently effect
distribution of copies to designated recipients.
(d) Determine and direct supplemental distribution of the reports in accordance with
the dissemination criteria set forth in paragraph A (1), above.