DDS REQUEST FOR ACTION ON RECORDS PANEL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00402R000100050006-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 23, 2016
• Document Release Date: June 28, 2012
• Sequence Number: 6
• Publication Date: July 15, 1968
• Content Type: MFR

Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3
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15 July 1868
SUBJECT: DDS Request for Action on Records Panel
1. After the DDS briefed the Deputy Directors about the Agency
records storage problems, we returned to his office at about x+:00 p.m.
11 July 1868. Mr. Bannerman discussed the results of the briefing
with made a phone call, and then he and I discussed the
25X1 briefing.
2. Mr. Bannerman asked me to draft a directive establishing the
Panel. He said he would receive the names of the members from the
Deputies and pass them on to me next week. He asked that we determine
the difference between a "Panel" and a "Board" as to which has greater
authority and freedom of action.
3. Mr. Bannerman requested that we use a memo-type announcement
from Col. White as opposed to creating a regulation or notice. In
one paragraph he wants the names of the members. In another paragraph
he wants us to give the responsibilities of the Board. He said we
should use "Broad Terms of Reference" such as "Make Inquiries",
"Recommend", and "Take Action".
~+. He felt that the Board should be concerned with "reducing
the volume of records", "control the origin of records", "avoid
duplication", "seek and identify and report on new systems", and
"conduct studies on indexing and retrieval of records".
5. Mr. Bannerman said we ought to mention that a report is due
in 30 days on "how" the Panel plans to achieve its objectives. The
requirement of quarterly reports on meeting the problem should be set
forth. The letter should mention Col. White's desire to have a competent
officer designated to clean up deposits at the Records Center.
6. Mr. Bannerman asked that we develop a draft of the proposed
directive which he at first thought could be done in about on page.
Also he wants redrafts of the earlier transmittal memos we developed
for Col. White. These are to reflect the results of the briefing,
Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3
 Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3
BRIEFING NOTES
1. Background and Problem
a. The Records Center is full and we are not allowed to build.
b. Temporazy relief has been gained by storing 20,000 cubic
feet of supplemental distribution in the Federal P.ecords Center at
Suitland, Maryland. Our agreement with the National Archives and ,.
Records Service of GSA for Suitland storage space expires December 31,
1970.
c. The purge conducted during the past year resulted in a net
gain of 4,000 cubic feet of storage space.
d. Net growth at the Records Center averages about 6,500 cubic
feet.per year. 4Je dispose of an average of 750 cubic feet per month
in accordance, with established records disposal schedules.
e. At the end of ATovember 1969 we had a total of 99,155 cubic
feet of records in storage at and Suitland.
f. An inventory of records held in headquarters office space
at the end of fiscal year 1969 showed 220,000 cu'oic feet of records on
hand in offices.
g. The Logistics Services Division destroys about 90,000 pounds
of classified waste each week. Classified waste destroyed at NPIC aver-
ages about 13,500 pounds per week. The average weight of paper is about
30 pounds per cubic foot. This means we .are destroying an average of
3,450 cubic feet of classified waste in the headquarters area each week.
Records Officers in the headquarters area reported destroying 51,000
cubic feet of records during; fiscal year 1969. This was in addition to
the 18,000 purged from the Records Center.
h. The Office of Computer Services uses about 16,000 boxes of
computer paper per year; the Central Reference Service computer center
uses about 570 boxes per year; the NPIC computer center uses about 4,100
boxes per year; and the RID computer center uses about 2,800 boxes per
year. This represents a total of about 24,000 cubic feet of paper being
used each year to produce computer printouts, which are usually reports
of one sort or another..
Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3
 Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3
c. We are conducting a study ~~ to deterrsine the feasibil- 25X1
ity of installing electrically driven movable shelving to permit a
significant compaction of the materials stored. (We estimate about a
40;a gain in useable space).
d. We are conducting an inventory of microfilming equipment.
and applications in the Agency preliminary to studying, the feasibility
of converting to microforms selected categories of 'aardeopy documents
presently stored at the P.ecords Center.
e. We .are evaluating space at Q and elsewhere presently 25X1
under Agency control to see whether sorse categories of materials might
be stored acaay from 25X1
~,
f. We are developing a proposal to strenbthen the overall Agency
Records program; to chane the focus from disposal to creation, main-
tenance and all other actions leading up to disposal.
g. We propose to transfer responsibility for Supplemental Dis-
tribution to DDI; and for Archives to the Historical Staff..
h. Vital Documents are being re-examined in :connection with a
re-evaluation of the total Emergency i'lanring program.
Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3
 Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3
~ ~.M.:f:'W a rrsa w
~. We maintain an inventory of 2,700 official forms and spend
mores than a quarter of a million dollars a year for external printing
of fifty million copies. We have no count of the number of unofficial
"bootlesg" ;Forms that exist in the Agency, but they are nxanifold.
k. There are more than 500 reproduction (copying) machines
(zeros, thermofax, mimaograph, ditto, etc.) in the headquarters area.
[de Nava no way of knowing how uany extra copies of documents are re-
produced by this equipment.
1. Library appendages of computer centers for the storage of
magnetic tapes and equivalent xne:dia are growing rapidly and the ove3r-
flow will soon have to be accommodated ~zt the ~ecards Center.
xn. New systems under davelapriexzt and being conceived (7a0I far
example) will produce nxassive volumes of output in one forz~x ar another
that will have to be stared and sexviced. .
n. The Records Management Program was decentralised in 1961.
We do not txave an Agency Program - we have several independent programs.
o. All attention focusses on disposal. [fie have to control
creation.
p. Tha Records Program presently includes four mayor categories
of material which, at the end of October 1969, totaled 99,155 cubic
feet:
(1) Supplemental Distribution - 16,669
(Suitland - 15,557; ~ 1,082)
\ (2} Vital Documents - 9,127
(3) Inactive Itescords - 65,170
(4) Archivms (including; materials identified for Presiden-
tial Libraries) - 8,189
2. Action Beim; Taken
a. Wm have moved 20,000 cubic feet of supplemental distribution
to the rederal Records Center at Suitland.
b. We are re-evaluating the Agency policy which requires tl~.at
we atone all our own records to determine whether ~,re can use l?cderal
Records Centers as other agencies in the Intelligence Community do.
Declassified in Part - Sanitized Copy Approved for Release 2012/06/28: CIA-RDP73-004028000100050006-3