SEMI-ANNUAL REPORT OF THE RECORDS MANAGEMENT BOARD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200120004-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 2
• Document Creation Date: December 9, 2016
• Document Release Date: March 7, 2001
• Sequence Number: 4
• Publication Date: July 15, 1971
• Content Type: MF

..Approved For Release 2001/03/ CIA-RDP73-000 'AO00200120004-1
SECRET ? - ti .vim - 7/ 9 9 -5-
MEMORANDUM FOR: Executive Director-Comptroller
THROUGH : Deputy Director for Support
SUBJECT : Semi-Annual Report of the Records Management Board.
1. This report is for your information only.
2. During these past six months the Directorates have continued
to purge their holdings at the Records Center and have succeeded in
reducing the volume there another 2,700 cubic feet. This was primarily
due to the-changes made with the DDI supply of publications and maps
for Supplemental Distribution. The overall result of this three-year
purge campaign since July 1968 has been a net reduction of 13,850 cubic
feet of the total volume in the Agency Archives and Records Center.
(TAB A)
3. In an effort to continue this trend and preserve the existing
storage capacity, the Board members have developed a plan to limit the
annual net volume retired to the Records Center by their Directorates.
That plan was promulgated to the Deputies in your memorandum of 6 July
1971. The plan has a built in gradual reduction feature which it is
hoped will control the annual growth and permit us to live within the
storage facilities recently provided.
4. As indicated in the Board's last report to you, we have
focused attention on the "Offices of Record" responsible for the
files of continuing value requiring permanent retention. Control
Schedules and Retention Plans are being drafted in each Directorate
The DDS&T Plan is completed, coordinated, and approved. The other
drafts are in process.
5. For the preservation of the Agency permanent records of
legal, historical, and research v e has reserved
25X1A a section for Archives within its A procedure
to control the receipt and use of this Archives material has been
established and accepted by the Board members. But, this interim
processing only protects against inadvertent destruction of certain
obvious and irreplaceable Archival records. A formal program and
staff are needed to screen that interim collection and to identify,
appraise, accession., and preserve other files in accordance with
Federal standards prescribed by the Archivist of the U. S. A proposed
Regulation formally establishing an Agency Archives function has been
drafted and is ready to be coordinated with the Directorates.
SECRET
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6. Also the Board members have accelerated microfilm programs
in their respective Direct r s ort rvices Staff has
25X1A hired microfilm Consultant and he has conducted
at Headquarters two 3-day training seminars on microfilm systems and
equipment which 70 Agency employees attended. Nine new microfilm
applications have been established in the last six months and resulted
in the filming of 145 cubic feet of records to date. Upon verifica-
tion of the film the paper records will be destroyed. Some ten other
microfilm applications established since July 1968 have permitted the
destruction of 1,300 cubic feet of records.
7. Similarly, the projects to convert magnetic tape records to
microfilm have continued apace. At present there are 15 Computer
Outputs to Microfilm (COM) applications in operation for the DDP. Two
other COM applications are in operation for the Offices of Finance and
Training with two more being programmed for the Office of Personnel.
The DDS plans for COM systems were reviewed by n Jun
8. The Board. members intend for the coming months to have the
component Records Officers further shorten their record retention
periods and reduce the volume on hand. Board efforts will be made to
complete this year the "Office of Record" Retention Plans and the
Archives organization. The members will continue to stimulate com-
ponent interest in the conversion of files to microfilm systems. It
is too soon to evaluate the overall effect of the microfilm campaign
on the total records volume Agencywide. This will be watched, reported
on, and plans adjusted accordingly.
25X1A
Chairman
Records Management Board
Attachment:
Analysis of Purge
25X1A
Approved For Release 2001/S. E?IA-RDP73-00099AO00200120004-1