VITAL RECORDS REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00039R000100450009-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 18
• Document Creation Date: December 19, 2016
• Document Release Date: April 3, 2006
• Sequence Number: 9
• Publication Date: April 2, 1968
• Content Type: MF

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2 APR 1968
MEMORANDUM FOR: Chief, Record.s Administration Branch
SUBJECT Vital Records Report
1. This paper is presented in answer to your request that I examine
the Agency's current Vital Records Program and submit my recommendations
for improvement.
2. Before I present my findings and, list recommendations I feel that
a brief history of our Program will show the importance of a "Total"
Emergency Program. A "Survival" Program that will assure us of the
simultaneous availability of People, Facilities (equipment), and. Vital
Record.s.
3. Executive Order 10346 (Exhibit A) issued. by Presid.ent Truman in
April 1952 mad.e it mandatory that each Federal Agency establish a program
for maintaining the continuity of its essential operations during a period.
of emergency. It was very easy for us to comply with this as our "Vital
Records Program" had. its beginning in 1948 as part of the overall Agency
Emergency Relocation Plan. This plan resulted in the selection and
establishment of a relocation site presumed, to be a safe distance from a
critical target area (Washington). This was consistent with the then
current policy for Evacuation of essential personnel and also in agreement
with basic assumptions as prescribed by the Office of Civil Defense and.
Mobilization (Exhibit B).
4. We later learned that our Program was also consistent with the
recommendations of the Task Force Report on Paperwork Management in the
United. States Government released in January 1955. This Task Force recom-
mended. thtt Agency relocation plans and. vital record.s programs be closely
coordinated (Exhibit C). Experience has shown us that such coordination
is absolutely essential to the success of an Emergency Program.
5. In the earlier years of our Program we could have very likely
carried, on our essential emergency operations through evacuation of our
emergency personnel However, since the issuance of these guide-
lines, as established. by OCDM (Exhibit B), great scientific and. technical
advances have been made that imperil our present Emergency Program. The
advent of the ICBM and. the resulting effect of fallout coupled. with re-
duction in warning time makes our present Emergency Program unrealistic.
It is for this reason that I presented. my previous paper (14 December 1967)
concerned. with the "Total" Emergency concept.
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6. The recommendations that I include result from ideas that I have
had. for some time and. that have received, additional impetus from my talks
with Records Officers of the Agency. During this "Examination" I met and.
discussed. Vital Records with the Agency' s Emergency Planning Officer, the
Record.s Management Officers for
DD /P and DD I, as well as twelve (12) Records Officers representing offices
of each of the four Directorates, representatives of Agency repository,
and several others.
7. In each of these meetings I discussed. Vital Records in the light
of its importance as an essential aspect of a "Total" Emergency Program.
Without exception, all persons that I contacted agreed, that the Agency
should. review its "Total" Emergency Program.
8. It is my personal feeling that the main weakness appears to have
resulted. from a lessening of importance of the Program. For the first 10
years we had. an excellent program. Our people were motivated. because OCDM
presented, a realistic program. Participation in annual operation alerts
generated. interest among our people and. provided. us with the necessary
information to permit an objective evaluation and. implement necessary
improvement of our Program.
9. There does not seem to be sufficient genuine interest and. enthus-
iasm emanating from the Nation's Emergency Planning Officials at this time.
It is very difficult to motivate workers if those responsible, OEP and. GSA,
cannot present a more realistic program.
10. I sincerely feel that the correction of this weakness would. be
helpful in improving the following additional weaknesses that I categorize
under the appropriate aspect of a Total Program:
A. EMERGENCY RELOCATION
B. EMERGENCY EQUIPMENT
THERE IS A DEFINITE LACK OF EQUIPMENT CONSIDERED ESSENTIAL TO THE
CONVERSION OF NON-PAPER TYPE RECORDS INTO USABLE FORM AT THE TIME OF
EMERGENCY.
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The fact that several offices have deposited. magnetic tapes, half-
tone negatives, NPIC type fill, etc., it is necessary that we have
specialty type equipment capable of converting such information into
readable form available at Relocation.
C. VITAL RECORDS
1. THERE IS GRAVE CONCERN ABOUT THE ADEQUACY OF VITAL RECORDS
COVERAGE.
Many Agency Records Officers have indicated. that they do not-feel
confident that they have selected. all Vital Records necessary to carry out
the emergency mission of their office. We can attribute this to the fact
that most records officers have. not been briefed in the Emergency mission
of their respective offices and in some cases do not even know their
Emergency Planning Officer.
2. IN MANY INSTANCES, ESPECIALLY IN THE DD/I AREA, THE VITAL RECORD
AND ARCHIVAL RECORD ARE ONE AND THE SAME.
This consolidation or dual useage jeopardizes both programs.
Responsibility for preservation of Archival Records is contained, in
Public Law 754 (Exhibit D) while Executive Order 10346 (Exhibit A) requires
that we protect Vital Records. These are two separate programs and. must
be maintained. separate and. independent of one another.
3. CHANGES HAVE BEEN MADE IN VITAL RECORDS DEPOSIT SCHEDULES AND
PROCEDURES THAT HAVE NOT BEEN FORMALLY APPROVED.
There have been changes made in Vital Records Deposits without; the
amending of current Vital Records Schedules.
11. In order that the above weaknesses may be corrected., I submit
the following recommendations for your review:
A. CONSTRUCTION OF AN UNDERGROUND VAULT AT LANGLEY USING THE HILL
=DIATELY BEHIND THE HEADQUARTERS BUILDING.
The protection afforded by the natural terrain, plus providing
additional protection thro gh lining the walls and. ceilings with layers
of concrete, lead., etc, should. permit us to withstand. an attack on our
Nation's capital and. protect against resulting fallout. The construction
of this facility should provide sufficient space to accomod.ate a cadre
of highly essential workers with minimum living quarters. In addition,
equipment commensurate with the type of records and emergency office
operation (ADP, EDP, Microfilm, photo interpretation, etc.) should. be
placed. in this facility. Because of its proximity to our main building
this facility could. be used. productively in fulfillment of the day to day
peace time operations of our Agency, thereby providing gainful utilization.
A tunnel, linking the main building with this underground site would
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assure us that our people, records, and. equipment would be brought together
at time of need. (Exhibit F). In the event of a night attack we would. at
least have our night headquarters force, who should. be trained. to support
our essential emergency operations.
B. IN THE EVENT THAT THE ENGINEERS RULE TEE ABOVE OUT I THEN RECOMMEND
TEE RELOCATING OF AN AGENCY OFFICE
C. ESTABLISH A BETTER LIAISON BETWEEN AGENCY EMERGENCY PLANNING OFFICERS
AND RECORDS OFFICERS.
Records Officers cannot select Vital Records until they have been
briefed. in the Emergency Mission of their Office. Further, the Record.s
Officer can be very helpful in informing his E.P.O. of the need, for special
equipment necessary to obtain maximum utilization of the relocated. record.s.
At the present time we have, at relocation, record.s essential to emergency
operations that cannot be used, because of the lack of special equipment.
This seminar would. d.efine the need. for a Vital Record.s Program, describe
the techniques employed., emphasize the need. for teamwork, and. stress the
"Total" program concept. To obtain the maximum benefit from this seminar
it is imperative that all Emergency Planning Officers attend. with their
respective Record.s Officers. I am certain that such a seminar will do
much toward. motivating all who attend..
E. UNTIL A "HARDENED SITE" AS DESCRIBED IN RECOMMENDATION A OR B CAN BE
OBTAINED, MAINTAIN ALL VITAL RECORDS IN A SPECIAL AREA, SEPARATE AND
DISTINCT FROM OTHER RECORDS.
A Vital Record. must not serve as the record. or archival copy. It must,
in all instances, be an extra copy of an essential document set aside for
use at time of emergency. To have a copy serve a dual purpose (Archival
and Vital) jeopardizes both programs and. continuation of this could, prove
very d.isasterous at the time of an emergency. I und.erstand. that dual
useage was started. as an economy measure. The savings realized. represent
false economy when compared. with our possible inability to have the Vital
Records immediately accessible at time of need- It is very possible that
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a situation may arise requiring that all Vital Records be moved. to a more
protective area. This question of moving Vital Record.s to a more protective
location was an actual problem given this Agency during the 1956 operation
Alert.
This move could. be very easily accomplished if the Vital Records were
stored. separately, but could. prove chaotic if they had. to be individually
selected. from the retired. or archival records or from those that 25X1
have been moved. to Suitland.. In addition, this dual purpose could. jeopar-
dize our responsibility to preserve, for historical purposes, (not part of
a Vital Records Program) those records that document the activities and.
operations of this Agency. This consolidation has caused. concern to DD/I
and. DD/S&T offices.
To illustrate the problems encountered. in making one copy serve a
dual purpose, I attach Exhibit E, an extract from my overall evaluation of
the 1956 Operation Alert.
F. IMPROVE OUR METHOD OF RECORDING, FILING, AND MAINTAINING OUR VITAL
RECORDS DEPOSITS.
With the consolidation of the Record.s Center and. Vital Record.s Program
many of the services necessary to an effective Vital Records Program were
curtailed.. The discontinuance of the Availability Register, reduction in
EDP equipment, reduction in inter-filing, etc. In order that we may improve
our services I believe that it is essential that permanent personnel be
assigned. to Vital Records Repository Operations. I further believe that
these employees should. be separate from any Record.s Center operations. To
effectively correct this deficiency and, to provide the Agency offices with
current accounting of their resources and. assure them that their Vital
Records are current and. accessible would. require three (3) employee:.
I am certain that the benefits to be gained. would. certainly justify
the expend.iturecf salaries for three employees. At the present time it is
necessary for certain offices to send employees II to interfile
their Vital Records. In many cases this involves GS-l3's.
G. ALL VITAL RECORDS DEPOSIT SCHEDULES BE REVIEWED BY THE OFFICE HEAD,
THE RESPECTIVE EMERGENCY PLANNING OFFICER, AND THE RECORDS OFFICER, BEE-ORE
SUBMISSION TO THIS OFFICE FOR OUR REVIEW AND APPROVAL.
This should. be accomplished as soon as practicable, following the
Vital Records Seminar. This will also assist in achieving better liaison
as defined. in Recommendation "C".
H. SEPARATE VITAL RECORDS INTO TWO CATEGORIES: THOSE NEEDED FOR
IMMEDIATE OR CONTINUED OPERATION; AND THOSE NEEDED FOR RECONSTRUCTION
PURPOSES.
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This refinement in the selection of Vital Records could result in
permitting the storage of those records not needed for immediate use at
a more remote underground protective area. I feel that this decision
must await the red.i fining of our various offices emergency missions.
I. THE VITAL RECORDS PROGRAM MANAGER SHOULD ATTEND EMERGENCY PLANNING
MEETINGS.
As Vital Records is one of the essentials to a successful Emergency
Program, it is imperative that I attend. such meetings. I feel that if
this was presently in effect we could. have prevented. some procedural
changes that have caused, deterioration in our Program.
J. ALL CHANGES AFFECTING VITAL RECORDS DEPOSIT SCHEDULES AND PROCEDURES
BE APPROVED BY THE AGENCY VITAL RECORDS OFFICER.
There have been certain changes in the Vital Records Deposits that
have caused considerable concern among Agency Vital Records Officers.
Many times the depositing office is not the user of the record.. It, is
therefore imperative that all proposed. amendments to schedules and. changes
in procedures be reviewed, and. approved. by the Agency Vital Records Officer
who has overall knowledge of Vital Records Deposit Schedules.
K. CONDUCT ANNUAL RELOCATION TESTS TO DETERMINE THE ADEQUACY OF ALL
RELOCATION FACILITIES AND VITAL RECORDS.
The optimum would. be the reactivation of Operation Alerts, simultaneous
relocating of all Government agencies, but if this can't be accomplished.
I recommend. that we conduct our own Agency tests. There is no better way
to evaluate our "Total" program than to attempt to operate with only the
facilities and. records that would. be at our disposal at time of emergency.
I am certain that such tests would. provide us with much food. for thought,
and. permit us the opportunity to critique our findings and. implement
improvement.
12. Because this whole Emergency Program must be considered an
insurance program we must take immediate steps to assure that we obtain
the maximum benefit from such a necessary program. Unlike other Records
Programs it is not possible for us to show monetary benefits to be d.e-
rived., but the benefits to be realized. concern much higher stakes - the
national security of our country.
13. I would. appreciate the opportunity to discuss these views with
you at your convenience.
Attachments:
Exhibits A through F
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TAB
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Saturday, April 19, 1952
EXECUTIVE ORDER 103+6
Preparation by Federal Agencies of
Civil Defense Emergency Plans
Sec. 2. In addition to the plans required by
section 1 hereof, each Federal department and agency
shall prepare plans for maintaining the continuity
of its essential functions at the seat of Government
and. elsewhere during the existence of a civil-defense
emergency.
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TAB
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General Services Administration
National Archives and. Record.s Service
Office of Records Management
The Fed.eral program has been based. on certain ground rules that have
been generally accepted. as valid.. These basic assumptions, which are
applicable to State and, local governments as well as to the Federal
agencies, are seven in number:
1. That in the event of war the city of Washington will be a prime
target for atom, hydrogen, or other bombing.
2. That other large metropolitan and, industrial centers will be
equally prime targets for atom, hydrogen, or other bombing.
3. That the entire concept of "protection" must be based. on relative
rather than on absolute safety, since probably no vault that is near or
above the surface of the ground. could, withstand. a d.irect hit by the most
d.estructive bombs. Ad.equate und.erground. storage facilities are not
available in many areas.
-. That the need. for duplication of record.s will vary according to
the vaule of the record., the normal d.istribution of copies, and. the
relative safety of the places to which the copies are distributed..
5. That evacuation to a non-target area is the most practical means
of provid.ing protection, with the realization at the same time that the
hitherto non-target area may become a target area as soon as the valuable
material is moved into it.
6. That a calculated risk must be taken with regard. to certain
record.s of lesser value than those id.entified. as vital record.s.
7. That each agency affected. is responsible for planning and. putting
into effect action necessary to protect its records.
On File GSA Release Instructions Apply
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F TAB
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TASK FORCE REPORT ON
PAPERWORK MANAGEMENT
January 1955
13. THE OFFICE OF DEFENSE MOBILIZATION, IN COOPERATION WITH THE
GENERAL SERVICES ADMINISTRATION, COMPLETE A PROGRAM FOR THE
PROTECTION OF VITAL RECORDS.
The proper functioning of the Government in time of emergency
will depend on the survival and availability of vital records. The
Office of Defense Mobilization should. assure that agency relocation
plans and vital records programs are closely coordinated. Agency
reports on their vital records should be. subject to a systematic,
continuing review. Also, the program should be extended, to princi-
pal offices outside the Washington area. Steps should. be taken to
insure that agency officials will know of the location of their
vital records in times of emergency.
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TAB
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PUBLIC LAW 754 - 81st CONGRESS
CHAPTER 849 - 2d. SESSION
RECORDS MANAGEMENT; AGENCY HEADS
"Sec. 506. (a) The head. of each Federal agency shall cause to be
mad.e and. preserved. records containing adequate and. proper documentation
of the organization, functions, policies, decisions, procedures, and.
essential transactions of the agency and. designed. to furnish the infor-
mation necessary to protect the legal and. financial rights of the
Government and of persons directly affected. by the agency's activities.
"(b) The head. of each Federal agency shall establish and. maintain
an active, continuing program for the economical and efficient manage-
ment of the records of the agency. Such program shall, among other
things, provide for
effective controls over the creation, mainte-
(1)
nance, and. use of records in the conduct of current business;
(2)
cooperation with the Administrator in applying stand.ard.s, procedures,
and. techniques designed, to improve the management of records, promote
the maintenance and. security of record.s deemed. appropriate for preser-
vation, and facilitate the segregation and. disposal of records of
temporary value; and. (3) compliance with the provisions of this title
and the regulations issued thereunder".
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M't
REPORT ON OPERATION ALERT 1956
8. Office of Basic Intelligence
a. Deficiency - Coverage. Emergency reproduction of an
NIS section would require full-time use of that section
by OBI for a period. of a week or more. Because the
sections for which reproduction was necessary would in
all likelihood. be the same ones needed by the analysts
at the Relocation Center, the one copy of each NIS now
in the Vital Materials Repository would. not, in most
instances, be adequate to satisfy the conflicting
demands.
Recommendation - It is planned. to place another complete
set of published. NIS in the VM Repository, this set to
be charged to and. releasable only by OBI. This set,
along with the negatives of half-tones and multi-color
maps now deposited in VM, will provide this office with
reproduction copy for all published NIS elements. OBI
will then be able to carry out its responsibility to
furnish multiple copies of the NIS in event of an
emergency.
Action - OBI has already added. the extra NIS to its
current VM Schedule.
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Wednesday, January 12, 1966
TAKING NO CHANCES
Shell Oil Moves Underground.,
Hughes Disperses; Behind.
the Door at Iron Mountain
L. E. Yont, president of National Storage Company,
Boyers, Pennsylvania says: "There isn't much
sense in a records protection system unless you
also have a place where the remainder of manage-
ment can pull a company together".
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