RECORDS ADMINISTRATION PROGRAM SECOND QUARTER REPORT - ACCOMPLISHMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100290013-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 7
• Document Creation Date: December 12, 2016
• Document Release Date: August 6, 2002
• Sequence Number: 13
• Publication Date: July 16, 1968
• Content Type: PERRPT

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SECOND QUARTER REPORT
16 July 1968
A C C O M P L I S H M E N T S
RECORDS CREATION
(Forms Control, Coruespondence Improvements, and Reports Management)
A. Forms Management Actions Completed. this Quarter:
New Forms Designed, and. Issued. 62 (597,800 copies)
Old. Forms Revised and. Issued. 63 (1,434,400 copies)
Old. Forms Obsoleted and Removed. 16 (29,000 copies)
B. Other Forms Developments:
1. The new CSC "Application for Federal Employment" forms have been
received. by this Agency and. issued.. These 3 new forms replace
the old. forms 57 and. 57A. We are preparing a paragraph regarding
their use for the September 1968 Support Bulletin.
2. Six new or revised. FEGLI (Life Insurance) forms were ordered.
from GSA for our new program.
3. Four new Optical Scanning forms were designed. and printed. for OCS
and. CRS. In addition one was revised. for OCS.
4. A new "Headquarters Reassignment Questionnaire" was designed and.
printed. for DDP. This form will be completed. during 1968 by all
Clandestine Services employees at the time of their Fitness
Reports and then updated. every two years. Field. personnel will
complete theirs as they return to headquarters.
5. Office of Finance also requested. a Headquarters Reassignment
Questionnaire to aid, in reassignments. These will be filled. out
in 1968 and. updated., when necessary, every two years.
6. Twelve new "Documentation" forms were designed by OCS/DDS&T for
use in documenting programs and. program runs.
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C. Reports Management
A paper has been prepared, on a proposed Agency Reports
Management Program.
RECORDS MAINTENANCE
(Record.s Surveys, Systems Development, Equipment and;-Supplies)
A. DDS
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1. A meeting was held. with Dr.O his deputy and. two
secretaries to advise them on how they may mmprove the present
Retirement files system.
2. Reviewed. a request for a Diebold. "Power file" unit in Medical,
A&E testing, for storage of 5" x 8" card. records. Our survey 25X1A9A
revealed. that a purge of these files was appropriate. Mr. 1
25X1A9A and. Mr. of the Med.ical Office agreed, to this purge that
will result in the elimination of over 35% of the files and
permit the use of much less costly equipment. This survey
resulted in a cost avoidance of approximately 2,500.
r an "Astromatic"
f
iti
i
o
on
s
3. Reviewed. and. approved, a requ
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mechanized. file cabinet for Office of Logistics,
Warehouse. This machine was needed. to accommodate the increase
in files. They are presently using nine large "Powerfiles".
We recommend.ed. the new "Astromatic" compact model because of
its ability to afford. greater filing capacity in a smaller floor
space area.
4. Conversion from file cabinets to shelf filing in the Office of
Personnel/Insurance Branch has been completed.. This conversion
was necessitated. because of floor space limitation and. need. for
additional file cabinets to accommodate an anticipated increase
in filing space. The procurement of shelving permits filing space
for 122 cubic feet of records (28%), reduces floor space require-
ments, 143 square feet (67%o), made files more readily accessible
and. is consistent with the Presid.entts Moratorium on the purchase
of file cabinets.
B. DDI
1.
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Meeting was held. with NPIC, to discuss a proposed.
file system for the Management Information Systems files. Mr.
reviewed. our recommend.ations and will keep us informed.
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1. DDP/RID is still waiting for new rollers and. improved. tracks
for their test installation of Fullspace.equipment. We are
also waiting for a proposal from Dolin track file company.
D. Miscellaneous
1. Several members of this staff plus many Records Officers
attended. the Office Equipment show held. in conjunction with
the GSA Symposium on Mechanizing the Information Process
held. at the Shoreham Hotel. This exhibit was both interest-
ing and, informative.
2. Forwarded. to the Records Center, for their review, brochure
on a new product for storing, shipping and retrieving tape
reels. This product is mad.e of strong, corrugated board.
manufactured. with special waterproof glue and as they can
be stacked. one on the other for 7 to 10 high -- no shelving
25X1A9A is required. Mr. II reviewed this and. felt that the
removal of shelving, to make room for this type box, would.
reduce the flexibility in use of present shelving.
VITAL RECORDS
(Storage of Data for Emergency or to Reconstitute Destroyed. Offices)
A. Scheduling
Revised Vital Records Deposit Schedules were received., reviewed.
and. approved. for DDS, Office of Security and. DCI/Office of
Planning, Programming and Budgeting.
B. Deposits
This quarter 237 cubic feet of current Vital Record.s were
received. at the Relocation Site and 130 cubic feet were d.estroy-
ed, or transferrred. from the Records center.
Discussions have been held. with Records Officers whose offices
are depositing records through a media that will require special
type equipment; tapes, cartridge type microfilm, NPIC type film
and. map negatives. These discussions indicate that our present
emergency equipment, at relocation, is not commensurate with
the emergency requirements. The Agency's Emergency Planning
Officer has been made aware of this current Inadequacy.
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RECORDS DISPOSITION
(Inventories, Scheduling, Storage, and Archives)
A.
Records Center Activities this quarter:
(cubic feet)
Records
Received. for Storage
3,608
Records
Removed. for Destruction
1,082
Records
Transferred. out of Center
Net Growth 1,977)
549
Priority Deliveries
7
special runs
Records Services
18,231
items delivered.
Supplemental Distribution Copies
11,295
items delivered
Briefings and. Visitors
162 people
(Includes historians, CT's,
office representatives,
students, etc.)
1. The new Security alarm system in the Records Center is still
not operational.
2. The first accession of Archival Maps (16 cubic feet) was
received. from OBGI. Mr. Q Chief, Cartography Division
furnished the Archives and. Record.s Center with an ind.ex to these
maps and, a brief narrative history of Intelligence Map product-
ions dating back to 1941.
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3. A reproduction of the Archives and. Records Center map negative
location file was sent to OBGI. This will be used. by OBGI
officials to review all negatives and. identify any that can
be destroyed.
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4. At the c;ose of business 30 June 1968 we had. 18,099 cubic feet
of records stored. in 25X1A6A
0?
5. The Survey of the Archives and Records Center has been completed
and, the report forwarded to SSS.
6. Paper was prepared. on proposed. Cleanup Campaign in the
Washington, D. C. Metropolitan Area.
B. Scheduling
25X1A9A DDI
1. Miss 0 of this staff and. Mr. Records Officer for
DDI inventoried. the records of Special Research Staff and.
prepared a Records Control Schedule.
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2. Received., reviewed. and. approved revised. Records Control Schedule
for Office of Economic Reports.
3. Discussions were held, with the Records Officer for Central
Reference Services concerned. with Records Control revisions.
25X1 1. Approved revision to
2. A draft retention plan for the permanent records of DDP was
prepared. and. given to the working group appointed. by the
DDP/RMO We are waiting their comment.
Reviewed. and, approved. a completely revised Records Control
Schedule for the Audit Staff.
1. Reviewed and. approved. a complete revision to the Office of
Security Records Control Schedule. The volume of records
reflected. by tl.is schedule amounted to 13,024 cubic feet.
2. Reviewed and. approved Records Control Schedule for Office of
Personnel/Placement Division.
3. As a result of meeting with Dr. to d.iscu.,s the 25X1A9A
Retirement File System we have asked. that they request that
25X1A9A Miss develop a Records Control Schedule for
their office.
PROGRAM DEVELOPMENT
(Guidance and Standard.s as Required. by
A. Record.s Orientations Given:
II
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1. A presentation on the "Records Administration Program was
given on 17 June to 22 Career Trainees. Two other similar
presentations were presented to 50 and. 54 Agency employees at
part of the Support Services Review course at 0 on 30 April 25X1A6A
and. 4 June, respectively.
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B. Record. Training Received:
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1.
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attended. the annual National Microfilm Association
Convention held in Chicago to see and. learn about the latest
developments in microforms, systems, technology and ideas as
they relate to information storage and management of records.
Microfilm, aperture cards, video tape and. microfiche techniques
are widely used. in our quest to reduce records storage. Work-
shops consisting of case studies describing techniques employed.
by industry and. business made this convention very informative.
2. attended the ADP Systems Develop-
ment Process (Brandon Course).
3. attended. the Eleventh Annual Conference of the
Association of Records Executives held. in Toronto, Canada.
4. Messers attended. 25X1A9A
"Information for Management on 12 June 1968.
MISCELLANEOUS
A. Presidential Libraries
Mr. Omet with Col. White and. Mr. Houston, 28 June 1968,
25X1A9A to discuss the Presidential Libraries Collection. A recent
letter from Mr. Knott, Administrator, GSA, to the Director,
places greater emphasis on the Agency to develop an effective
mechanism through which contributions to the Libraries may be
mad.e.
B. DDP/RMO Meeting
25X1A9A Mr. of this staff attended a meeting of all the DDP Records
Management Officers chaired. by Mr.
C. Microfilming Techniques
a
Received. through the National Archives three articles in
Danish, Hungarian and Polish pertaining to microfilming techni-
ques used in copying official records. The articles are being
translated, and. copies will be given to TSD and. CI Staff.
D. Re-election to Forms Management Council
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Management Council for FY 1968 - 1969.
2. Several OCS proposed. Records Management regulations have been
reviewed, by this staff.
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3. An outline for the BALPA Project was prepared. by this staff.
4.
of the Archives and. Records Center has developed.
an improved system for storing extra copies of Agency
Regulations. This system of using open-end. boxes on shelving
will afford. additional storage space and permit us to d.is-
continue using and procuring additional desk tidies at $10.00
each.
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5. A contract was written by the Procurement Division for 12
Search Tables. 25X1A5A2
Virginia was the successful bid.der, and. of
Archives and. Records Center is working with them to assure that 2 5X1A9A
the table meets all the requirements.
6. One hundred. and. twenty Agency Records Officers, Historians and.
interested. Administrative personnel attended the Record.s Officers
Spring Conference. The subject was History, Record.s Retention
Plan and Archives. The principal speaker was Dr. Rhoads the
Archivist for the United. States.
C U R R E N T A C T I V I T I E S
1. A file survey is underway in the Office of Training, Language
School. In ad.dition to the front office, our survey will
include the record.s of the three language schools, Romance,
Ukranian and. South East Asia. This survey was requested. by
25X1A9A Mr. Deputy Chief, of the Language School.
coordinated, with Chief, Records Center and returned. to Miss
25X1A9A for incorporation of changes recommended. by this
25X1A9A staff. Miss has made the necessary changes and.
returned. sche du le.
2. A request was received. fromi DDS,SSS to train the
staff on Forms Management. These workshops will last 32 days
and. attendance will be held to 10 employees at a time.
3. Received, revision to Records Control Schedule for Office of
Personnel/Transactions and Records Branch. Revision has been
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