SUPPLEMENTAL DISTRIBUTION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00402R000100320004-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 25
• Document Creation Date: December 19, 2016
• Document Release Date: January 22, 2007
• Sequence Number: 4
• Publication Date: March 19, 1969
• Content Type: MF

21 MAk 140a
Approved For Release 2007
SUPPLEMENTAL DISTRIBUTION
19 March 1969
Copy 2 of 3
,R D P73-00402 R 000100320004-5
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SECRET
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CIA ARCHIVES AND RECORDS CENTER
19 March 1969
MEMORANDUM FOR: Chief, Records Administration Branch
SUBJECT : Supplemental Distribution
1. PROBLEM: Space for the Storage of CIA Records
The CIA Archives and Records Center (A&RC) has four
separate functions, each one concerned with the storage
of a different category of records. This paper will
deal with one of these functions, Supplemental Distribu-
tion.
2. DEFIJITIONS:
A. Supplemental Distribution (S.D.). This is.the
reserve stock of Agency produced finished intelligence
reports and maps held at the A&RC for immediate release
to Agency components, other USIB Agencies and Foreign
Governments as they are needed to supplement the initial
distribution.
B. Accessions - The volume in cubic feet (cu. ft.)
received from the printer for S.D.
C. Returns - Copies sent to the A&RC by the compon-
ents when they no longer have a need for them.
D. Transfers - The volume in cu. ft. removed from
the A&RC as a result of servicing requests.
E. Disposals - The volume in cu. ft. destroyed at
the A&RC in accordance with existing stock levels and
retention schedules.
F. Stock level - A maximum and minimum level on the
number of copies held for S.D.
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G. Retention Schedule - A schedule that systematic-
ally reduces the number of copies on a yearly basis until
all S.D. copies are destroyed.
3. ASSUMPTIONS
A. The Agency will continue to produce Intelligence
Reports and maps.
B. The rate of production will not decrease in the
foreseeable future.
C. Supplemental Distribution copies of this produc-
tion must continue to be made available to the intelli-
gence community.
4. Facts Bearing on the Problem
A. Supplemental Distribution was first established
in the Agency on 22 August 1946 by C.I.G. Administrative
Order No. 12 (Attachment A). The function was established
as a part of the Communications Division of the P&A
Branch.' The Communications Division was an early prede-
cessor to the current A&RC operation.
B. The authority for the Supplemental Distribution
function is currently contained in CIA Regulation No.
110-50-7, dated 7 April 1952 (Attachment B).
C. All Directorates of the Agency and the DCI area
have Supplemental Distribution items stored at the A&RC
(Attachment C).
D. The A&RC has worked with the producing components
to establish stock levels and retention schedules for all
reports. The map storage at the A&RC is a backup to the
Supplemental Distribution function carried on by the
OBGI/Map Library; therefore the A&RC does not have stock
levels or retention schedules to cover them. A sample
of a stock level/retention schedule is attached (Attach-
ment D).
E. The increase in the volume of S.D. at the A&RC
parallels. the increase in the production of intelligence
reports by the Agency. Some S.D. operations have been
carried on by the producing components for periods of
time, however, the shortage of space in the Headquarters
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area has forced these components to turn these opera-
tions over to the A&RC (Attachment E & F).
F. The S.D. items stored at the A&RC are used.
Requests are received daily from Agency components, other
USIB agencies and Foreign Government (Attachment G).
Frequently the demand is so great for a particular report
that it is necessary to rerun additional copies. To
prevent as many of these costly reruns as possible, the
A&RC has issued instructions to all users of reports to
return them to the A&RC when they no longer need them.
These Returns are checked with the stock levels, if the
A&RC has the specified number of copies on hand, the
Returns are destroyed, if the A&RC has less than the spe-
cified number of copies, the Returns are logged and filed
to be used again..
G. The S.D. storage function is not a continuous
stockpiling of old reports. Since 1956 all reports have
had stock levels and retention schedules. All copies of
all reports except the NIS are destroyed after an average
of 8 1/2 years. The NIS is destroyed when a maintenance
copy is published. In addition to routine destruction
caused by the maintenance program, there have been 44 NIS
Notices published authorizing the destruction of obsolete
copies (Attachment E). There is not a planned destruction
of the maps, at least as far as the A&RC can determine.
An occasional list is received from the Map Library author-
izing destruction of various maps (Attachment H).
H. The storage of the S.D. at the A&RC, including the
Top Secret and Codeword, does not require special vault
areas or filing equipment. The S.D. items are stored in
standard Records Center boxes on the regular A&RC shelves.
1. As one of the A&RC functions, the S.D.. is maintained
and serviced with a minimum of personnel. The same forms,
the same personnel and the same basic procedures are used
for the S.D. function that are used for the other A&RC
functions.
J. The S.D. function does require space, equipment and
personnel. It will require space, equipment and personnel
wherever it is located. The A&RC is the most economical
facility available to the Agency for this function (Attach-
ment I).
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5. DISCUSSION
The S.D. has always been a space problem because it
requires space and this space has always been provided in
the A&RC. Many attempts have been made to relocate the S.D.
from A&RC physically and/or organizationally. It was pro-
posed in January 195+ by the Chief, Records Management Staff
th S.D. function remain in Washington-when the A&RC moved
Attachme t J). This plan was not accepted, and the S.D.
was moved along with the other A&RC functions in
Again in pr 1957, when the original Records Center was
full, proposals were made by the Chief, Records Management Staff
to relocate the S.D. function to prevent construction of an
addition to the A&RC (Attachment K). These proposals were re-
jected, and an addition to the A&RC was constructed.
In 1967 we were once again faced with the fact that the
A&RC would be filled by January 1969. As a temporary measure,
space was obtained from G.S.A. in the Federal Records Center at
Suitland, Maryland. All of the collateral S.D. reports and maps
were moved to this space still under the administrative control
of the A&RC. Because of the special security nts the
Codeword and Top Secret reports were retaine This move
is temporary, and a permanent solution is still to be worked out.
One possible method of reducing the volume is to microfilm.
There are many problems, and a tremendous expense inherent to
such a program. There must'be personnel and facilities available
to do the filming. The reason for the S.D. function is to pro-
vide immediate service to customers, both within the Agency and
outside; therefore, if items are filmed, we must be able to still
furnish them to the customers in a useable form. There have been
some attempts to microfilm certain collections by the producing
components without much success. The OBGI Map Library started
a program of filming maps and using the film for reference; this
program was abandoned as not workable. NPIC has a film copy of
their reports, however, there are S.D. copies of the same re-
ports at the A&RC because it is more economical to service the
hard copy.
Since the average length of time the reports, other than the
NIS, are retained is 8 1/2 years, it does not seem. that it would
be practicable to microfilm them. The NIS reports contain maps
and charts that cannot be filmed, however, there is the possi-
bility that the NIS Gazetteer could be filmed.
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The S.D. could be transferred physically and organization-
ally to another Agency component. This would be fine for the
Records Administration Staff and the A&RC, however, it would
be a disservice to the Agency as a whole.
Experience has shown that not only is the A&RC more econom-
ical in the terms of space, but it is more efficient in serving
the S.D. and more realistic in controlling the volume. This is
probably true because the Records Administrative Staff and the
A&RC are space conscious, management orientated and dedicated to
service. The trend has been to transfer S.D. operations from the
producing components to the A&RC. In 1957 the S.D. copies of the
National Intelligence Estimates (NIE) were transferred from
Central Reference to the A&RC; in 1959 the extra copies of maps
were transferred from OBGI/Map Library; in 1968 the S.D. copies
of Top Secret documents were transferred from Central Reference;
in 1968 the S.D. copies of NPIC reports were transferred from
NPIC. All of these actions saved the Agency considerable space,
equipment and manpower. To transfer the S.D. back to the com-
ponents would be a complete reversal of this policy of providing
records storage for the Agency, and would be much more expensive
to the Agency in terms of space, equipment and personnel.
6. CONCLUSIONS
A. No change in the basic policy of storing in hard
copy at the Archives and Records Center appears to be war-
ranted.
B. Controls need to be established to control the volume
of maps held for S.D.
C. Additional space will be needed for S.D., and the
most logical place to provide this space is
7. RECOMMENDATIONS
A. All stock levels and retention schedules be revised
and the number of copies initially sent to the A&RC for S.D.
and the length of time they are to be held be reduced wherever
possible.
B. The number of copies of maps sent to the A&RC for
S.D. be reduced and a systematic procedure be established to
destroy obsolete maps.
0
C. Pursue the possibility of microfilming the NIS
Gazetteer with OBGI.
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D. Provide additional space
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Deputy e
A. CIG Administrative Order 12, Page 1.
B. CIA Regulation Page 2.
C. Inventory of Supp emen a Distribution, Dtd. 1/31/69.
D. OER Supplemental Distribution Retention Schedule.
E. Chart - Supplemental Distribution Activity.
F. Chart - Number of reports and maps received.
G. Chart - Reference Activity.
H. Sample of Map Destruction list.
1. Chart - Supplemental Distribution Holdings by Fiscal Year
J. Memo to Chief, Records Center, from Chief, Records Manage-
ment.
K. Memo fop the Record from Chief, Records Management Staff
Attachments:
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C ONFIDENTIIAL
22 august 1946
CENTRAL INTELLIGENCE GROUP
C. I. G., ADMINISTRATIVE ORDER NO. 12
-INTERIM POLICY_PND PROCEDURE FOR
DIBSEMINf',TION OF INTELLIGENCE PRODUCED BY C.I.G.
. 62
This rac-morrnduri proscribes nn interim policy and proccd-,
to rioct orgenicetion^l requirements.
As the new or,
eniz^t ion develops, ccesir._ blc changes will be .r, do
urc for ' the c:issominetion of intelligence produced by' C. I. G.
published by the Assistant Director for Dis.somin,~!tion with
This will be in close colle:boretion' .with OR & E end interested.
offices ,end steff.s, end., subject to spccie.1 instructions of the.
Director whore high-level or sensitive subjects.,-.re concerned-.
Resultsnt decisions will be recorded:. in Dissominstion Orders
2. The Office of Dissorain,.tIon, wi11 dctermino whet distri-
bution will be given to tech. item of finished intelligence.
Personnel end Administration Branch, with information copies to
The C.ction copy will go. to .the .Communic,^tions Division of the
sign^ture forr:: rcc,.c.'ing "For the Director of: Ccntrel Intelligence;."
the Executive Director end ^eppropri ate offices end staff.
3. Physierl distribution of items will be made by the Cori-
i:.unicr:.tions Division of the P Cr Z, Branch, in ^.ccorcence with
tribution will be ascAv to the Off ice of Dissq minetion.
Dissc::.in.rtion Orders received The Cor.;municetions Division will
r: sintcin eppropric.tc recor.C,s and pon.c,.ing further instructions,,.
:rill neint^in stor^go of surplus. Report of compl.ction of . c'.is-
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31 January 1969
DCI Supplemental Distribution Items Stored at The Archives
and Records Center - Volumes Shown in Cubic Feet
COLLATERAL
(AT SUITLAND)
DC I ONE
OGC
OLC
HISTORICAL STAFF
DCI TOTALS
CODEW S
46
TOTAL
77
2
69 46 115
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31 January 1969
DDI Supplemental Distribution Items Stored at The Archives
and Records Center - Volumes Shown in Cubic Feet
(AT SUITLAND)
DDI OBGI
NIS REPORTS 10
2
,
97
NIS GAZ. NEGATIVES 54
NIS HALFTONE NEGATIVES 531
MAPS 5,942
REPORTS 75
16,899
33
FBIS
586
OER
i6o
51
NPIC
361
45o
?? OSR
158
10
519
1E
35
18,718
549
16,933
586
211
811
168
523
35
? 19, 267
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31 January 1969
DDP Supplemental Distribution Items Stored at The Archives
and Records Center - Volumes Shown in Cubic Feet
(HSOs)
COLLATERAL CODEWORD & ,TS
(AT SUITLAND) TOTAL
45 i5
68 68
113 113
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31 January 1969
DDS Supplemental Distribution Items Stored at The Archives
and Records Center - Volumes Shown in Cubic Feet
DDS/OL (TELEPHONE DIRECTORIES)
DDS/SSS/RCB (REGULATION, HANDBOOKS, NOTICES)
DDS TOTALS
*These items are only classified thru SECRET,
-however, they are storedi because of
TOTAL
2
313
*315
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31 January 1969
DDS & T Supplemental Distribution Items Stored at The Archives
and Records Center - Volumes Shown in Cubic Feet
COLLATERAL CODYW
(AT SUITLAND)
TOTAL
DDS & T OSI 176 165 341
FMSAC
8 56 64
OEL
2 7 9
DDS & T TOTALS 186 228 414
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31 January 1969
Summary of Supplemental Distribution Items Stored at The
Archives and Records Center - Volumes Shown in Cubic Feet
COLLATERAL
CO ET S TO
TAL
(AT SUITLAND)
69
46
115
18, 718
54+9 19,
267
113
113
*315
315
DDS & T
186
228
414
AGENCY TOTALS
19,086
1,138 20,
22+
*These items are only classified thru
-SECRET, however, they are stored
 Approved For Release 2007/01/2211A-RS 73-00402 R000100320004-5
RECORDS DISPOSITION AUTHORITY
Supplementary Distribution Schedule 22-68
for the Office of Economic Research is approved
and authority hereby given to implement the
disposition instructions contained therein.
Preparation: Approval:,
Records Administration Officer, OER Chief, Records Adr ini ration Branch, SSS-DD/S
Date
kfC?JA2~ n
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t9'd dl"P320004-2
Amok,
?_-68
V
E
IOIFFICE. DI
ISION. BRANCH
SIGNATURE
'
OCT 1908- -
OFFICE OF EC4130PfIC RESEARCH
TITLE DATE
CER RECORDS ADMINISTFATTtN OFFICER
ITEM
NO.
FILES IDENTIFICATION
(TITLE, DESCRIPTION, ARRANGEMENT, AND INCLUSIVE DATES).
VOLUME
(CUBIC FT.)
DISPOSITION INSTRUCTIONS
1.
Finished Economic Intelligence Reports
including Economic Intelligence Committee
Reporting
a. CIA/RR ER (1963-1966)
1. For a period az one y,eer, eo not destroy
CIA/Rk ER SC (1963-1966)
any copies chick are received by the
CIA/RR IR (1967)
Records Center from P SD for supplementary
ER IR (Beginning 1968)
distribution.
CIA/RR EM (1963-1966)
CIA/RR EM SC (1963-1966)
2. Destroy all but fifteen (15) copier. ore
CIA/RR IM (1967)
year after publication unless otherwise
ER IM (Beginning 1968).
notified by OER.
CIA/RR H (1966-1967)
ER H (Beginning 1968)
3. Destroy all but ten (10) copies two years
ER H 68-1
after date of publication.
CIA/RR A; ERA (1963-1967)
CIA/RR A. ERA SC (1963-1966)
4. Destroy all but five.(5) copies four years
EIC-R -
after publication.
EIC-S
EIC-SR
5. Destroy all copies six years after publi-
EIC-WP
cation.
EIC-WGR .
~. (old Schedule)
Apply the above disposition instructions.
b. CIA/RR E? (1963-1966)
Retain five (5) copies. Destroy copies
CIA/RR EP SC (1963-1966)
six years after date of publication.
CIA/RR SP (1967)
ER SP (Beginning 1968)
CIt./RR CB (1963-1966)
CIA/RR CB SC (1963-1966)
'
c. Reproduction Masters
Discontinued - A new process is now
used to produce additional copies
when necessary. IPestro .3 now at
the A&RC. GRQUP
Excluded Vom'WoMaM
ORNIND 139 USE PREVIOUS
JAN 56 EDITIONS.
dI;C~~S51iIC'.EQ
...
 CIA ARCHIVES AND RECORDS CENTER
16 October 1968
SUBJECT OER Supplemental Distribution Schedule
MEMORANDUM FOR: Chief, Records Administration Branch
1. I recommend that you approve the revised Supplemental Dis-
tribution Control Schedule' (22-68) submitted by OER.
2. This new schedule will reduce the OER Supplemental Distribu-
tion holding by approximately 50 per cent (about 200 cu. ft.). This
is OER's major contribution to the current."Records Purge".
.3. After checkin ER 0, an explanation has
been added to clarify a ems that were omitted from the new
schedule.
 1957 I 1958 ___ 1959~~19 9 -
r 2 2
2,453 3,9822 5,560 _ _. _7,261,
_ ,0, 76 698. 689. 539..
TRANSFERS :. 895 1
r 1 .
2 ,193 1,507i_1,121; 1.,602_ 1.,449_
DISPOSALS
L
__
_
1, 860 l - ( 816 ): _l,777; 777: 3,750 -~-- 5,120 ._ _I__ 1, 976
1963
1964
-1965,_.
1965
4,832
--3,4215
3,51$5
3,3355
2,5763
1,840
971
585
1,24 _
3,3244
- 5,106!
1,716
832
(1,743)
-.(2,559)
1,03+
196.__:_ _ 1968
3,6436 I 4,6146
778 i 1,439
1,590_b 2,078
1,275 i. 1.497
1 Stock Stock levels established and retention schedule a,put,into effect.
2 .
Received surplus copies of Maps that were formerly stored rid serviced by OBGI/Map Library..
3The Supplemental Distribution copies. of .the Joint.Publicat ons Research Reports returned to the producing contractor for stor
4
The National Intelligence Survey (NIS) was purged,
5 ~ i
The production of the NIS was reduced. .
6Received Supplemental Distribution copies of re ports from NPIC that were formerly stored
and serviced by NPIC, and
and serviced by CRS.
7
e-r--eel-o
~~
-
-b
~
d--
-
5
p
u
p~rge;
a
re cor
Curre~rt
SUPPLEMENTAL DISTRIBUTION' ACTIVITY BY FISCAL YEAR
ACCESSIONS'.
r---
----- TRANSFERS
?'?.? DISPOSALS
i
received r
CUBIC FT.
1,710
668
1,183
-(141)
8,000
6,ooo
4,000
2,000
g~ and servicing..
ports classified Top Secret that were formerly stored`
 J_ i _ SUPPLEMENTAL' DISTRIBUTION
NUMBER OF REPORTS AND
MAPS RECEIVED EACH FISCAL YEAR
ITEMS
1,400,000
1,200,000
1,000,000
800,000
600,000
400,000
FISCAL;YEAR 19551956
227 189,6T
ITEMS 244,
-
,
1Recieved extra1copies of maps formerly stored by O GI/Map Library.
81
1957 195'95H,'9? I 1961
,. ~
150,898 197,873 J 852,996 93,66
2The Production of the National Intelligence Surveyfwas reduced
- - - v~f-NP-
~e
1962 1963 1964 19652 1966 1967 ' 1968 3 1969 (July-Dec)
905,023 ,1,084,404 968,972 99,920 1,083,062 1,053,248.1,371,7+5 562,727
~I-
~orme~l3~s-t e-red-a~d~e rT:'~-d-b3~-N PSG
200,000
 SUPPLEMENTAL' DISTRIBUTION
NUMBER OF REPORTS AND
.
MAPS RECEIVED EACH FISCAL YEAR
t
-I ~
40000
sCAL 'YEAR 1955 1956
8g670
150
i
ITEMS 244,227 ' _
~ F
I
I - 1- 1
Reci~ved extra copies
FTT The Production of the
Rece ve ud S ppIeiriei tai
1957 195 1959"_ 1960 !1961 1 1962
,898 ..197,873.; 852,996 _ 933,656,E 759,106 i 905,023
ored b 0BGI/Ma Librar of maps formerly _ st_-.. Y__ Y._..__~....
i
19652 1966 1967 19683 1969 (July-Dec)
909,920 .1,083,0621,053,248?1,371,7k5 562,727
lea e e~iate y .storesl`azdvviceybNP~
$1st-rt~on
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SUPPLEMENTAL DISTRIBUTION HOLDINGS
IN CUBIC FEET BY FISCAL YEAR
1963
22,257
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ce Memorandum ? UNITED STATES GOVERNMENT
. Chief, Records Center Branch
DATE: 29 January 1954
FROM : Chief, Records Services Division
SUBJECT: Construction of Records Center
1. Attached is a copy of the 'staff study pertaining to the
construction of the CI_ Records Center. In accordance with my
conversation with you on.27 January, this staff study is now in
process of review by the individual members of the Project Review
Committee. Preliminary advice from the Acting DD/A indicates
that unless some serious objection is raised by one of the members
of the Project Review Committee, the staff study may be approved
by the Deputy Director of CIA without the necessity of a formal
meeting. Every indication is that the PRC,will approve the pro-
posal and that action leading toward actual construction will pro-
ceed very rapidly. As a matter of fact, the Acting DD/1 has indi-
cated his desire to seethe new Center completed as near to
1 July 1954 as is possible.
2. Under the circumstances outlined above, it therefore seems
neeesosry for us to got bury with rdetailed plans; leading toward,
occupancy of the new Center as described above. In a meeting with
Messrs on 27 ,January, a number of items
in connection with the new Records Center were discussed. I out-
lined these to you briefly yesterday. However, in order that we
all can understand our respective responsibilities in connection
with, this project, Iwould like to outline them as follows:
Supplemental Distribution:
It appears to,be advisable to handle Supplemental
Distribution from a headquarters location. Therefore, the principal
activity, as now carried out in the Records Center pertaining to
this function, will remain in Washington. Space will be provided in
r some other suitable building for material that will remain
~iere .
You should proceed to estimate the amount of
space that will be'heeded for the Supplemental Distribution material
that will remain in Washington, and the number of people that will
be required to service it.
b. Survey of Personnel for the Records Center:
Although we do not have approval at.this time?of
.the staff study, we can proceed with preliminary plans to determine'
which personnel are interested I suggest, therefore,
that you prepare a rough draft communication:which we can distribute
to the personnel in the Record, Center and perhaps elsewhere-in . the.
Division to determine thciir interest.
CO F DEN TIAL.
_V C
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10 April 1957
MEMORANDUM FOR THE RECORD
SUBJECTS Space and Storage of Copies of NIS
1. On 27 March 1957,1 I met Col. Boberg
Deputy
,
Assistant Director, OBI to. get his viewpoint with respect to where
copies of NIS, which are now stored at the Records Center, may be housed
if it is necessary to transfer them from the Center because of inadequate
space.
Col. Boberg advised that such a transfer would not be practicable because
the National Security Council in one of its basic directives has trans-.
ferred responsibility for dissemination of NIS to the DCI, He advised
that OBI would strenuously object to such a proposal.
Ii. It was suggested that we may find it necessary to procure space
for the storage of NIS elsewhere than in the metropolitan area and
transfer the present accumulation to this new location. Col. Boberg
stated that OBI would have no objection to such an arrangement provided
that 'the same controls and service as now carried out by the Records Center
would be continued. Also, OBI could not provide the personnel to maintain
....a ...,;..1 __ .L_ arras
it is necessary that we plan what to do to met future requirements for
storage of inactive Agency records,
3. I advised Col. Boberg of the possibility of transferring the
present accumulation of copies of NIS to the Department of the Army. for
subsequent distribution through the IAC community. This proposal was
made primarily becauso of the large volume. of additional copies of NIS
now required by the Department of the Army and other military agencies
2. Col. Boberg was, advised that the Agency Records Center is now
being rapidly filled with inactive records and we'estimate that by approxi
.mately October 1, 1957, it will be filled. Since the Director is reluctant'
to proceed with the construction of additional Records Center space at this
time because of the President's viewpoint on all government construction,
5. Mr. O'Gara was advised-of this development on 29 March 1957.