AUGMENTATION OF THE AGENCY RECORDS STORAGE CAPACITY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000100090002-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 9, 2016
• Document Release Date: June 19, 2000
• Sequence Number: 2
• Publication Date: February 2, 1970
• Content Type: MF

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2 February 1970
MEMORANDUM ?OR: Deputy Director for Support
DEJECT Augmentation of the Agency Records
Storage Capacity
I. Paragraph 9 of this memorandum contains a recommendation
for the aprova1 of the DD/S.
2. This memorandum is addressed to the probler of providing
additional records storage space to meet our need to relocate Supple-
mental Distribution documents temporarily stored at the Washington
National Records Center (WNRC) in Suitland by December 1970 and to
provide future capacity for records growth. The volume of Supplemen-
tal Dietribution material stored at WNRC has ranged from 16,000 to
20,000 cubic feet these past twelve months. If the present volume
of Supplemental Distribution documents were returned to in Decem-
ber 1970 it would put us over our operating capacity by 5,000 cubic
feet. OUr net annual records growth for the past 10 years has been
6,500 cubic feet. Therefore, to meet our immediate need to relocate
Supplemental Distribution material temporarily stored at WNRC and to
provide required growth capacity for the succeeding five years (1971
through 1975), we must take action NOW to obtain an additional 38,000
cubic feet of storage capacity.
3. Increased records storage facilities are but one aspect of
our attempts to resolve the overall records management problem, but
efforts on other elements of the program have led to an inescapable
conclusion that we have an immediate need for additional storage capac-
ity. We hope to provide long range solutions to our records storage
problem by reducing the flow of records to our storage facility through
Improved management of records creation, as well as reducing the volume
by use of new microform systems now being developed. However, signifi-
cant reduction of records storage requirements through these programs
will require time, funds for microform equipment, awl a reversal of
management's past deferential attitude towerds records managenent. Our
proposeas to meet our inmediate need of a 38,000 cubic-foot increase in
storage capacity have been narrowed to the alternatives discussed below
listed by order of preference.
4. A recently completed review of the Agency's emergency
relocation planning posture has resulted in a recoi.endation, now
pending Executive Director approval, that emergency equipment stored in
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the Butler warehouse adjacent to our Records Center)
6a be moved, thus freeing this building for current r--1 operations. Upon 25X1A6a
Executive Director approval of this recommendation we propose to convert
this building to a storage facility for our supplemental distribution
documents, The Offices of Security and Logistics have been asked to
propose structural modifications to this building short of vault con-
struction which will meat minimum security requirements. This building
could handle approximately 15,000 cubic feet of the sueplemental dis-
tribution documents. We suggest that this he the first increment of
the required 38,000 cubic feet leaving the remaining 23,000 cubic feet
to be obtained through other means.
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5. The feasibility study on installation of motorized shelving
at Records Center has been favorably concluded. Preliminary esti- 25X1A6a
mates indicate that total conversion of the present storage area at
to motorized shelving would provide a net gain of some 50,000 cubic feet
at an estimated cost of $780,000. To obtain the needed 23,000 cubic
foot increase would require converting slightly less than half of our
present= records facility to motorized shelving at an estimated cost
of $400,000. Upon approval of the concept in principle we will prepare
detailed performance specifications and seek firm vendors' bids. mnstal-
lation is expected to take approximately six months.
6. A third option to increase storage capacity deals with reno-
vation of one or more buildings at1 1 Several studies have been25X1A2g
completed by the Records Administration Officer and the Offices of
Logistics, Security, and Training. The proposal is feasible and there
is a general consensus that of the six possible sites considered, reno-
vation of the filtration plant tanks offers the most acceptable alter-
native at If we are to complete the staff work in time to
use ry 1970 year-end funds, this option would require immediate
authorization for the expenditure of $25.000 for an Architect and En-
gineering Services study before going out for vendors' bids. Prelim-
inary estimates indicate that the filtration plant site could provide
25,000 cubic feet of storage space at an estimated cost of $390,000.
This option is the least desirable for a variety of reason/3, primary of
which are:
a. Current estimates indicate that the site
is at least as expensive per cubic foot as motorized shelving
at (both options are approximately $16.00 per cubic foot),
but the annual costs to maintain and service a recorde instal-
lation at would make this option considerably more
expensive than expanding our capacity at
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b. Although at some future date an site could
provide an ideal repository for our Archives collection, pro-
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spects are currently remote that we will obtain the required
manpower to establish and staff an Agency Archives function.
To place other permanent inactive records (or the Supplemental
Distribution material) there at this time would require elab-
orate courier systems and lessen our capability to provide
timely retrieval service.
7. Two other alternatives that were given serious consideration
but discarded from consideration were the use of the Federal Records
Center at Suitland (WRC) and,a_mepsive microfilm oroject to reduce our
current hard copy holdings at1 1 The Office of Security undertook a
security evaluation of the use of UNIIC for permanent storage of our
inactive record holdings and concluded that because of security inade-
quacies we should not use this facility. It was also concluded that,
although microfilm holds some hope for the future, a program to reduce
current holdings ati iwould be prohibitively expensive,
8. In conclusion we are proposing a two-pronged approach to
deal with our immediate records storage problem:
a. Convert the Butler warehouse J 1
to a minimum security records storage facility providing 15,UUU
cubic feet of capacity at a cost of about $118,000. This requires
a waiver of basic security criteria for storage of classified
material and its use must he restricted to supplemental distri-
bution documents.
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b. Convert approximately 1/2 of the Records Center at
to motorized shelving providing a 24,000 cubic-foot increase
in capacity for approximately $400,000.
The primary advantages of this solution are:
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a. It meets the Executive Director's requirement that we
will not be allowed funds for new construction. This option in-
volves only the procurement of material and improvement of exist-
ing facilities,
b. The cost per cubic foot of increased capacity is less
than costs for renovation of facilities reviewed atl 1
(see paragraph 6 above).
c. It allows to continue to function as the central-
ised Agency records storage facility with resultant savings in
manpower and efficiency of service. This would not be the case
if satellite Agency records holding facilities were established
in other Agency real estate.
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It is recommended that:
a. The DD/S request the Executive Director's approval
to earmark $520,000 in FY 70 year-end funds to augment our
records storage facilities through renovations of
stl land installation of motorized shelving in our main
Records Center.
b. The DD/S direct the Office of Logistics to complete
performance gratifications and seek vendors bids for instal-
lation of motorized shelving at
C. The DD/S approve the required a
storing aupp1eitental distribution material in
and direct the Offices of Logistics and Security to proceed
with the required renovations to this building.
urity waivers for
Chia support 5ervices ?, a f
Recommendations in paragraph 9 are approved:
R. L. Bannerman
Deputy Director
for Support
Date
DDS/SSS:RW:1ja(2 February 1970)
Distribution:
Orig - Addressee (Return Orig. to SSS)
1 - DD/S Subject
1 - RAB Subject
1 - SSS Subject
1 - SSS Chrono
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