SEMI-ANNUAL REPORT OF RECORDS MANAGEMENT BOARD--FINAL.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200150005-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 5
• Document Creation Date: December 9, 2016
• Document Release Date: January 11, 2001
• Sequence Number: 5
• Publication Date: June 17, 1972
• Content Type: MF

C-O-N-F.-I-D--E-N-T-I-A-T -
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BARD Please comment to me or Rita
(2468) by Noon Wed. 21 June. VJB
Draft
17 June 1972
Mf,MORANDUM FOR: Executive Director-Comptroller
SUBJECT Semi-Annual Report of Records Management Board---Final.
1. This report is for your information only.
2. During these final six months this original. Records Management
Board, of the senior Records Officers representing each Directorate,
continued to focus its primary attention in two areas: a. the reduction
of records volumes and b. the strengthening of microfilm activities in
their Directorates.
3. The efforts to control the records volume resulted in our
concluding the fourth fiscal year with a net reduction in the Records
Center. :During FY 1972 the Center accessioned cubic feet and
was instructed to destroy or transfer feet for a, net volume
decrease of feet. Since the Board was created in July 1968
its Records Purge effort resulted in the removal of feet
from the Records Center which is % of the volume on hand
initially. (This complied with Col. White's request to dispose of half
the Center's holdings.) (During that same 1968-1972 period we accessioned
feet of new records. We concluded the Purge with an overall
net reduction of feet.)
4. Other accomplishments related. to the volume control, includes:
a. In its 30 April 1969 report the Board recommended installing
motorized shelving to increase the capacity of the Records
Center. In May 1972 this project was completed for a net
increase of feet in the Center's shelf capacity.
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We also acquired and
converted it for another feet of records
storage capacity.
b. More than half the Agency Records Retention Plans have
been completed in this reporting period. These Plans
identify the permanent records and specific "Offices
of Record" responsible for them. Plans for all of the
offices in the DCI area and the Support and Science and
Technology Directorates are complete. All but two Offices
in the DDI are complete'. A revised draft was sent to
DDP for final coordination where they are developing a
system to automate their office of record- and retention
listings.
c. The Board actively supported efforts to establish the
Agency Archives ' Our ad hoc plans, procedures, and
deposits can be fully absorbed into the new formalized
Archives.
d. Component Records Officers Agency-wide have accepted the
Board's plan to limit the annual net growth at the
Records Center. The first year just concluded is well
below the net 1,000-foot targets. A monthly report of
volume gains and losses monitors -the flow and provides
advance warning of adverse growth trends. The DDT member
completed a study which estimates an acceptable net
accumulation by that Directorate for -the next five years.
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e. The Board Members continued to insist that Records
Officers tighten the file retention time periods in
components of the Agency. In this reporting period
the Control Schedules for more than 700 different
Office files in 22 components have been revised.
Since the Board was established in 1968 some 2,280
scheduled items were reviewed and revised as part of
the purge effort.
f. To ensure control of records volumes on the office side
of the storage problem, requisitions for file equipment
have been reviewed. In this reporting period justifications
were screened on requests for
equipment valued at $______
secure areas involving $
square feet of office space.
pieces of file
and
5. Another major recommendation in the Board's 30 April 1969 report
was for the Agency to embark on a massive microfilm campaign. The Board
members have stimulated microfilming efforts in all components. The
growing results were summarized in the Board's 5 November 1972 special
report to you. In this reporting period the microfilm ca;-i.ipaign had these
additions;
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a. The DDP has upgraded its Microfilm Section to a Branch status
because of the increasing requirement for microphotography.
A TDY team is in _ working on a microfische system. A
Development Complement has been established in DDP to train
new Records Officers in microfilm systems and other elements
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of the Records Program.
b----=fr S the conversion of filos to microfilm continues
to eliminate hundreds of feet of records in the Offices of
Finance, Communications, and Training. Pilot projects are
underway to test microfilm applications in the Security and
Medical files. The Cable Secretariate transfer from DCI to
Office of Communications involved a much reduced volume of
records because of the 700 cubic feet eliminated by the recent
filming of all Cables. The Support Services Staff continues to
furnish microfilm training Agencywide, review equipment and
systems requests, and has plans to enlarge its Microfilm Branch.
c. The DDS&T and DDI have established new microfilm
application in
6. The fourth item recommended by the Board's report of
30 April 1969 was for increased top management support of the overall
Records Program and senior officer involvement in the selection of
qualified Records Officers to implement the Program in the components,
This Board anticipates the new senior officer Records Management Board
and your new Special Assitant for Information Control will satisfy that
proposal.
7. Having successfully completed its charter assignment to reduce
the volume in the Records Center as well. as developing additional. Program
improvements this Board closes its books wishing the new Board well with
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the unending problems of Information and Records control.
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