QUARTERLY REPORT - - OCTOBER - DECEMBER 1969

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200090002-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 9, 2016
• Document Release Date: March 15, 2001
• Sequence Number: 2
• Publication Date: February 19, 1970
• Content Type: MF

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DRAFT
19 February 1970
MEMORANDUM FOR. Executive Director-Comptroller
THROUGH : Deputy Director for Support
SUBJECT : Quarterly Report -- October - December 1969
1. This Records Management Board report is for information only.
2. During the last quarter of 1969 the continuing review and.
purge of material from the Agency Archives and. Records Center
resulted. in the removal of another 3,998 cubic feet. Disposals
exceeded new accessions by 35 cubic feet. The Directorate dispositions
during this period were as follows: DCI Area-29 cu. ft.; DDI-1,252;
DDP-440; DDS-184; DDS&T-130; and Records Center-1,963.
3. Since this concentrated purge effort began in July 1968
we have removed. a total of 27,347 cu. ft. of material from the
Records Center for a net space gain of 4,590 cu. ft. On 1 January 1970
the cubic foot volume of records of each type in the Center and the net
volume increase or decrease during the purge was as follows:
Type of Material
ON HAND
CHANGES
Inactive Office Records
61,275
-5,491
Supplemental Distribution
16,630
-5,131
Agency Archives
12,677
+5,629
Emergency Vital Records
9,201
+ 403
Total --
99,783
-4,590
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4. During this past quarter there was another significant
action involving Agency Archival records. The NPIC/DDI trans-
ferred 3,456 cubic feet of its master negatives, reports, and,
maps from the Inactive Office Record. collection into the Agency
Archives collection. Although this does not change the net
volume on hand. at the Center it does more accurately reflect
the type and. 'volume of documents which the Agency is required.
to store and. distinguishes between those to be held only temporarily
and. the volume that must be retained, permanently.
5. Noteworthy developments favorably impacting on the
records storage problem include:
a. Members of the Board, participated, in the Agencywide Survey
of Microfilm Systems and. Equipment conducted by the Office of
Logistics. The Board is now evaluating the overall findings
of that Survey to recommend further action related, to an
Agency Microfilming Program.
b. Meetings with representatives of the Offices of Finance,
General Council, Counterintelligence, the Records Staff,
and. National Archives concerning several thousand. cubic
feet of old. disbursement slips resulted. in a more precise
definition of payroll documentation which will permit a
considerable volume reduction within the requirements of
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Public Law and :GAO. The Office of Finance now has a
contract employee completing the disposition review of
the records in storage.
c. Two installations of motorized movable shelving were
underway during this quarter and should, in full operation
before the end, of March. With these high density file
systems RID increased, its storage capacity 60% and the
NPIC capacity was increased. by 35% while surrendering
4,000 sq. ft. of file room floor space to the NPIC
Computer Operation. These are the first two motorized.
movable shelves in the Federal government and. the largest
in the country. The Director visited both installations
and commented. favorably.
d. Following a year of research and development by a team of
three, the DDP Records Committee of Division and. Staff
Chiefs, chaired. by Mr. Karamessines, reviewed, the projected.
25X1A
e. At the Board's request the Records Center staff surveyed,
some 64,000 boxes of inactive office records and, found.
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about l (661) were partially filled. Corrective action
is being taken on even that minor amount.
f. In the DDI a duplicate collection of reference documents
on microfilm and stored on the for emergency 25X1 A
use were reviewed and discontinued. The space involves
only one safe but the maintenance activity eliminated will
save several manhours per month.
6. The several major records problems being studied by members
of the Board include:
Federal Microfilming Policies and Procedures
Agency Microfilm Plans
Component Microfilming Applications
Agency Use of Federal Records Centers
A Separated Archives Operation
Training of Agency Records Officers
Control of Agency Copy Equipment
Automating of Information to Manage Agency Records
Creation of Retention Plans for Permanent Records
Installation of Higher Density File Storage Equipment.
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