REPORT TO THE EXECUTIVE DIRECTOR-COMPTROLLER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200130018-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 9, 2016
• Document Release Date: March 6, 2001
• Sequence Number: 18
• Publication Date: October 15, 1971
• Content Type: MF

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MEMORANDUM FOR: Chairman, CIA Records Management Board
SUBJECT: Report to the Executive Director-Comptroller
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1. We have reviewed the CIA archives program.
In our opinion the draft regulation is in sufficiently good shape for
coordination throughout the Agency.
2. The statement made by the Executive Director-Comptroller that the
Records Management Board should make recommendations concerning "the
development and application of an Agency policy establishing an 'Office
of Record' responsibility for Agency documents insofar as storage, re-
trieval and destruction are concerned" is not clear. If there is none,
there should be an Agency policy on "Office of Record." On a priority
scale, however, we would put comprehensive Directorate retention plans
ahead of the problem of "Office of Record." There should also be a
policy which limits records storage to essential records and provides
that records should be destroyed promptly when they have outlived their
usefulness. We thought there was such a policy. We don't know how
retrieval fits into this picture, but obviously active records should be
close at hand and inactive records held in less costly storage space. We
have always assumed that Agency policy follows basic Records Management
policy on these matters and that the missing ingredient has been appli-
cation of the policy.
3. For approximately two years we have been working to expand the
official CS Records System to include all file material of value, par-
ticularly material on managerial and policy matters. This program has
been delayed for nearly a year because of a lack of computer capacity to
handle the additional file codes. We have been advised that the computers
will be able to handle the new codes by 15 December 1971.
4. In 19G er coordination with the CIA/RAO, we published a CS
retention plan which encompassed material in the area divisions
rather thorough y. is instruction directed component Records Manage-
ment Officers to prepare supplemental schedules to cover other unique
file series. We believe that our present efforts to expand the CS Records
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System and to identify, codify, regulate and control all significant
file holdings is the correct approach. When this has been accomplished,
we will be in an excellent position to prepare a comprehensive retention
plan, draw from it a list of permanent files and establish "Office of
Record" responsibility.
5. The Executive Director-Comptroller questions the need for a
policy to limit the storage of computer prepared reports at the Records
Center to computer-output-microfilm (COM). We are not aware that this is
a problem. For some time we have been working to substitute COM, where
feasible, for computer prepared reports and other computer output. At
present there are 17 COM applications in the CS and two processed for
other Directorates. There has been no problem with CS components on this
score. Within the next several weeks a large volume of index cards in
IS/IP Vital Records will be destroyed and replaced with COM. The determi-
nation of the storage medium should be based on a systems analysis which
considers such matters as user requirements, update frequency, size of
data base, etc.
6. The Agency should not establish a policy which prohibits storage
of hard copy computer output at the Records Center. We would not suggest
that every short report available in computer language be converted to
microfilm via COM for storage at the Records Center or that computer tape
could not be stored at the Records Center. We will probably find it
desirable to store some information in tape format. If there is a need
for a policy, it should specify that COM should be used whenever feasible
in lieu of paper output. In this connection we suggest that the Board
recommend an Agency policy to the effect that hard copy be destroyed
after documents are photographed.
7. There is merit in the Board considering such questions as those
raised in Col. White's memorandum. Unfortunately, neither the Board nor
Col. White's questions have gotten to the heart of the problem. The
Agency has a poor track record in records matters because top management
has given it insufficient attention, does not understand what it can and
should accomplish and because we cannot attract outstanding young people
with the limited career opportunities available. Until information
management is recognized as a profession, given stature and placed high
enough in the organization to receive the attention of senior officers,
it will not be able to do an effective job and the Agency will continue
to pay a high price both operationally and economically for the neglect.
Even at this late date, some large Agency components do not have full-
time RM0's. In some cases the RMO's are too junior in grade and experience
to be effective. In the CS two senior RMO jobs have recently been abolished
as the result of personnel cuts.
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8. The Agency information management program needs dynamic leader-
ship at a high level. The efforts of Information Managers and Computer
Specialists requires closer coordination. To this end the CS has recently
appointed a senior officer to direct its program. Until Agency manage-
ment gives the matter the attention it deserves and appoints a highly
competent officer who has its confidence and support, many components will
continue to pay lip service to the many problems of information manage-
ment. As a first step to correct this condition the Records Management
Board should recommend that information management be elevated in the
hierarchy and a Deputy or Special Assistant for Information Management
appointed on the Executive.Director-Comptroller's staff.
DDP eeecords Management Officer
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