CIA CABLE REFERENCE FILE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200170006-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 9, 2016
• Document Release Date: August 2, 2001
• Sequence Number: 6
• Publication Date: November 25, 1968
• Content Type: MF

Approved For Release 2001/08/09 : CIA-RDP73-00099AO00200170006-4
Approved For Release 2001/08/09 : CIA-RDP73-00099AO00200170006-4
 25 November 1968
MEMORANDUM FOR: DDP/RMO
DDS/RMO
DDI/RMO
DDS&T/RMO
SUBJECT : CIA Cable Reference File
REFERENCE : EX/DIR Memo dated 4 September 1968
Subject: Purge of Inactive Records
1. The purpose of this memorandum is to, a) survey the requirements
of Agency units for Cable Secretariat service from the reference file, b) to
determine a firm retention period for the paper copy portion of the file cover-
ing the period 1 July 1963 to present date, and, c) to determine the desired
retention period'for CIA cables placed in the reference file from this date.
The paper copy file contains 1, 800, 000 cables and occupies approximately
700 cubic feet of storage space in the Records Center. The remainder of the
file is on microfilm, dating from 1941 through 30 June 1963 at which time
microfilming of CIA cables was discontinued for economy reasons.
2. Cable Secretariat's Vital Records Schedule provides for daily deposits
of all CIA IN and OUT cables. The copies are deposited as "Vital Records" for
one year; thereafter, the deposits are papered as "Inactive Records" to be
retained for an additional 14 years.
a) A Management Staff memo to D/DCI dated 27 December 1954
concurred in by DDP, DDI, DDA, and approved by D/DCI 8 February 1955
is the authority for CIA cables being designated "Vital Records" for daily
deposits of paper copy.
b) The 15 year retention period for the file is a provision contained
in a Management Staff Study dated 3 April 1963 which recommended transfcr
of Signal Center Archives to the Cable Secretariat. The recommendation
concurred in by D/COMMO and DDP was approved by EX/DIR on 25 May
Approved For Release 2001/08/09 : CIA-RDP73-00099A000200170006-4
 Approved For Release 2001/08/09 CIA-RDP73-00099AO00200170006-4
3. A study is being made to determine the cost and feasibility of
reverting to microfilm storage to relieve the critical space problem at the
Records Center. A decision to restore a microfilm program will depend
largely on the cost of the program and a confirmed need by the Directorates
for reference service from the Cable Secretariat. The ultimate sire of tho
paper copy file for the full 15 year retention is estimated at approximately
2, 200 cubic feet. Should it be determined that a retention period in excor s
of 15 years is desired, and the file is maintained in its present form, the
file could be expected to grow at an annual rate of 150 cubic feet. The 191)3
Management Study estimated that "about $150, 000 could be saved by etor :;
cables in the Records Center for 15 years rather than microfilming for to
same amount of time. " Accordingly, will each of you indicate for your
Directorate:
a) Your requirements for reference service (if none, please so
state);
b) The time span within which you will require retrieval of cables
(5 years old, 10 years, 15 years, etc.);
c) Desired retention period for CIA cables irrespective of the
manner (hard copy, microfilm, other) in which the file is
maintained;
d) Comments on present service.
To give you some idea of the time span of current cable retrieval, a breakdown
of reference requests processed during October 1968 is attached.
eputy Cable Secretary
Attachment
a/s
Approved For Release 2001/08/09 : CIA-RDP73-00099AO00200170006-4
 Approved For Release 2001/08/09 : Cl
173j 00099A0b0200170006-4
Attachment
Copies Furnished During Oct r 1968
From Message Center files covering the current 6-15 month period
15 1
From "Inactive Records" recalled from the Records Center covering
a period July 1963 to March 1967
145
From Headquarters film file covering a period 1943 - 1963.
From Headquarters film file OWI/OSS covering;a period 1941 - 1945.
TOTAL 659
Rirectorates Serviced
DDP 657 (RI, Operating Divisions and Staffs)
DDS 2 (1 each COMMO and SECURITY)
DDS&T 0
DDI
Total 659
Approved For Release 2001/08/09 : CIA-RDP73-00099AO00200170006-4