RECORDS MANAGEMENT BOARD QUARTERLY REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200070001-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 2
• Document Creation Date: December 9, 2016
• Document Release Date: June 3, 1999
• Sequence Number: 1
• Publication Date: August 27, 1969
• Content Type: MF

Approved For Release 2000/08/24 : -RDP73-00099A000200070001-0
27 Augiust 1969
MEMORANDUM FOR: Executive Director-Comptroller
THROUGH : Deputy Director for Support
SUBJECT : Records Management Board Quarterly Report
1. This Records Management report for the April-June 1969
period is for your information.
2. During the past quarter another 5, 072 cubic feet of docu-
ments were purged from the Records Center. Since 1 July 1968 a total
of 18, 136 cubic feet of material has been purged from the Center, twice
the volume removed the year before. Total. disposition actions by each
major component are: DDI 10, 500; DDP 1, 243; DDS 2, 343; DDS&T 931;
DCI Area 119; Archives 263; and the Records Center 2, 737.
3. During the past year the new accessions into the Records
Center totaled 13, 950 cubic feet. The year=s net gain of storage capac-
ity is 4, 186 cubic feet. This is the first time in its twenty years that
Records Center disposition has exceeded accessions. Two attachments
compare the volume changes for each type of record on hand for each
Major Component in July 1968 and July 1969. TAB A reflects the
volumes of all four types of records stored and serviced. TAB B
treats only the inactive office records which had not heretofore had
definite retention periods established. It indicates the progress made
to eliminate indefinite retentions and establish definite disposal dates
for all records in storage. Through rescheduling and destruction the
overall volume of indefinite records has been reduced 25%.
4. New accessions this year were 2, 108 cubic feet less than
the year before. The screening of files before retirement to the Center
accounted for the largest percentage of the drop. Changes in Records
Control Schedules to reduce retention periods and improved office
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25X1A
systems account for another substantial part of the reduction. This
trend will continue as long as someone attends to it in each Office.
The Board is in general agreement that the first requirement to con-
quer the Agency records problem is the assignment and support of
qualified records personnel in each Office in proportion to the records
management the- Office expects to accomplish.
5. Several Offices have completed the review of their material
in the Records Center. The DDP components have been asked to com-
plete their reviews by December 1969. In all components the con-
tinued screening in both the offices and the Center is being stressed
as an inherent part of their Records Programs. The Board believes
the Purge alone cannot recover,enough storage capacity to overcome
the production of the Agency or to provide space for future records
storage. The members feel greater effort must be made to control
Records Creation and to improve Records Systems. Such additional
records management efforts should include attention to copy machines,
correspondence, reports, and microfilming systems. Improvement
in these areas will impact favorably on the problem of records Storage
and Disposition. In each Directorate the components concerned have
teams working on active microfilm applications (DCI/Cable Secretariat;
DDS&T/OSA, OSP, and FMSAC), or studying new systems (DDP/
; DDS/Personnel, Security, Medical; and DDI/OBGI,
and CRS). The Board members are continuing to pursue their Programs
to control Agency paperwork to the degree component manpower and
other demands on their time permit.
25X1A
Chairman
Records Management Board
Attachments:
A--Volumes of Records Stored
B--Indefinite Disposal Date Vols.
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Approved For Release 2000/08/24CIARDP7300099A0002000 1-0