SPACE TO STORE AGENCY RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00402R000100390002-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 19, 2016
• Document Release Date: December 14, 2006
• Sequence Number: 2
• Publication Date: December 8, 1969
• Content Type: MF

Approved For Release 2006/12/16 : IA-RDP73-00402R000100390002-0
~'n 1A
CIA ARCHIVES AND RECORDS CENTER
8 December 1969
MEMORANDUM FOR: Chief, Records Administration Branch
SUBJECT Space to Store Agency Records
1. I have reviewed the various studies of alternatives for addi-
tional space for the storage of records. I cannot help but come to
the same conclusions I did in June of 1968; that is, the most practi-
cal and economical lace to store Agency records outside of the Head-
quarters area Since we are not permitted to construct new space,
I have two recommendations that will provide for at least 5 years of
continuing storag~and save the Agency about 1 million dollars.
In addition to the established fact that a centralized records storage
facility is the most economical in terms of both manpower and space,
the following advantages should be considered:
no transportation or courier problems.
no Support problems.
no telephone or communication problems.
no security or cover problems.
no personnel or housing problems.
F. I Irecords are under the control of Agency per-
sonnel, and there is less risk of disclosure to unauthorized
personnel.
2. Recommendation Number 1
6AN
I for the
Supplemental Distribution material now at Annex. This
space will accommodate 18,000 cu. ft. of records and barring any new
programs, will last indefinitely for Supplemental Distribution. The
building is already equipped with a fire alarm system, electrical
current and water. It is definitely not a vault; however, with a
 Approved For Release 2006/12/16: CIA-RDP73-00402R000100390002-0
security alarm system and a new door, it should be suitable for Secret
Supplemental Distribution. The building is inside a fenced-in area
that is patrolled by Agency guards. Also, the response time to an
alarm would be less than two minutes.
Considering the fact that Security recommended transferring the
custody of some of our Office records to GSA, I think they would
approve this building for Supplemental Distribution. The building is
close enough to the that it would not
require rest rooms, office space or work areas. We would also be able
to utilize the personnel for other functions when the Supplemental
Distribution did not require both of them full time. This will be
particularly important if we go to moveable shelving or follow recom-
mendation #2 in paragraph 3 below.
This. building is currently being used the storage of
emergency supplies. These supplies consist of canned rations, clothing,
bedding and related items. (Also, I observed that there is quite a bit
of wasted space in the building.) Most of the requirements for these
items are 15-17 years old. In view of the changing emergency program,
I think each of these requirements should be reviewed very carefully
and the obsolete items removed. If there are items that must be retained,
they can be stored in th This area is not
suitable for records storage because of the weight; however, it would
be suitable for such things as clothing and bedding. The cost to get
this building ready for records storage is outlined in paragraph 4 below:
3. Recommendation Number 2
Double more of the existing shelving in th
building. This action will provide about 20,000 additional cu. ft. of
storage space. This is only about 50% of the increase we can obtain
with moveable shelving; however, the cost will only be about 5% of
the cost of moveable shelving. It takes a little longer to service
requests from double shelving, but it will also take longer to service
requests from moveable shelving. In addition to the cost factor, the
following items should be considered:
A. Floors will not have to be raised.
B. Alarm system will not be affected.
C. Heating and air-conditioning will not be affected.
D. Only minor adjustments will be necessary for lighting.
E. The building will not be altered to prevent future changes
in equipment.
Approved For Release 2006/12/1
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The double shelving can be installed maintenance personnel
and can be accomplished over a period of two years. As a matter of
fact, we have shelving on hand for 3,000 cu. ft. of records, and we can
start immediately installing it. Additional laborers will not be needed
to move the boxes; by spreading this project over 2 years we can move
the boxes around using our building laborer and perhaps summer employees.
The cost estimates for this program are outlined in paragraph 4 below:
4. Cost Estimates to use Space
Metal Warehouse
Security Alarms $30,0 - 00
Doors ................... 2,000
Lighting .......................... 18 000
Shelving (18,000 Cu. ft.) .........
TOTAL .......................$55,000
Double Shelving in
Shelving(20,000 Cu. ft.).......... $20,000
-3,000 On Hand
TOTAL ....................... 17,000
TOTAL COST......... $72,000
Items that Security or Logistics
may come up with ................... $28,000
COST FOR 5 YEARS PLUS STORAGE
.............$100,000
space for records.
5. This five years will give us time to implement programs and
systems that will reduce the volume of records necessary for storage.
Other programs may change that will affect the volume of records
necessary to store0 the Vital Records may be moved to a sub-
basement of the new building at Headquarters; an Archival facility may
be established at another location; and Supplemental Distribution may
be reduced to film or electronic storage. If all or some of these
things take place, we may never need to look for additional storage