REVIEW OF AGENCY RECORDS STORAGE PROBLEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300110001-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 62
• Document Creation Date: December 9, 2016
• Document Release Date: July 13, 2001
• Sequence Number: 1
• Publication Date: March 20, 1968
• Content Type: MF

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Ar
ZO March 1968
1ViElviORANDUU FOR: Assistant Deputy Director for Support
THROUGH : Chief, Support Services Staff
SUBJECT : Review of Agency Records Storage Problem
I. As requested, we have recapitulated several points from the
Records Program Briefing of Wednesday, 13 March 1968 and attached
them to this memorandum as Background details. The following is a
summarized list of the 1Z recommended actions divided into two problem
areas as presented at the Briefing:
N. RECORDS PROGRAM PROBLEMS AND RECOMMENDATIONS
(1) THE AGENCY HAS AN ACTIVE RECORDS RETIREMENT
EFFORT WITHOUT A COMPARABLE EFFORT TO CONTROL THE
RECORDS CREATION \ND MAINTENANCE.
A revitalized, full-time, and Total Records Proaram as
prescribed in must be the re-stated Agency policy. This
admonishment should come from as high in the management struc-
ture as possible.
(Z) THE PRESENT RECORDS MANAGEMENT PERSONNEL
'CROSS THE AGENCY INCLUDE TOO M NY PART-TIME ?ND
INADECUATELY TR INED INDIVIDUALS FOR SO ENORMOUS,
EXPENSIVE, AND SERIOUS AN AGENCY PROBLEM.
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The requirements and responsibilities for component
participation as stated in paragraph Id (2) should be
reiterated to all of Agency management. The responsibilities
and duties of a records officer for a Total Records Program
are full-time. The benefit of his effort will be in proportion to
his records or management knowledge and the scope of the
Records Program in his component.
(3) PROJECT PLANNING DOES NOT GENERALLY INCLUDE
PLANS OR FUNDS FOR RECORDS RETENTION.
All Planning, Organizing, and Budgeting must be extended
to include provisions for active and inactive records. A Records
Officer should be included as early as possible in the re-organiza-
tion or development work concerning projects offices, or other
activities that will generate or involve any bulk of records or paper-
work.
(4) THE AGENCY IS EXPANDING TECHNOLOGICALLY WITH
A RESULTANT INCREASE IN RECORDS PRODUCTION.
To improve our control of records disposition we must
establish stricter standards and greater management for records
creation and filing systems.
An Agency Records Committee composed of the Agency
Records Administration Officer and the Senior Records Administration
Officers of each Directorate should be established to study Agency
records problems and to exchange and develop better records
techniques.
The planning of new automated records systems should include
the component Records Management Officer. He should be informed
of the development and objectives of such proposed automated systems
that will have a bearing upon the component's records.
(5) ANY PROGRAM NEEDS THESE THREE ELEMENTS:
AUTHORITY, IMPT.rMENTATION, AND FOLLOW-UP. OUR
RECORDS PROGRAM HAS EACH, BUT EACH NEEDS GREATER
\CCEPTANCE TO FUNCTION SUCCESSFULLY.
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Our RegulatioMis authoritative and encompasses t
Program -- but it needs periodic reiteration and endorsement.
Our Implementing Personnel need some satisfying recogni-
tion and a Records Career Service or specified position standards
to equalize the requirements arid rewards in proportion to the
component workload.
The Decentralized Records Program needs an official
follow-up procedure such as an annual review of component Programs
with reports thereon. Semi-annual meetings, periodic visits, and
day to day support by the Central Records Staff must have greater
significance to be considered Program Management.
B. RECORDS STORAGE PROBLEMS AND RECOMMENDATIONS
(I) The Records Center is filled to capacity and additional storage space
must be provided. The following six alternatives were studied in an
effort to avoid building construction:
(a) Installing motorized shelving in the existing Records
Center. Equipment now on the market could increase the
capacity 28% (or 27,290 cubic feet), at a cost f $772, 000.
This was considered too costly and the capacity gain inadequate.
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(b) Use of other buildings or facilities of the Agency. All
were found either unavailable or unsuitable. Cozisid
Included the Headcivarters basement,
(c) Rental of new space. This rental and necessary security
alterations is more expensive than construction and will fragment
the operation, thereby requiring more guards and additional
service personnel.
(d) Accelerated records disposal. The 55, 000 cubic feet
removed from the Center during the past five years leaves an
average of 1, 200 feet now scheduled for each, of the next five.
Further disposal review by each component is recommended in
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(b) The Deputy Director for Support should transmit computer
listings of current Records Center deposits to each Directorate
requesting their close scrutiny to eliminate obsolete papers and
to tighten disposal time schedules for other files.
Cc) The Central Records Staff should conduct an orientation
conference on the requirements of records retention with emphasis
on historical and archival record keeping. Invite all Agency
historians and Records Officers. This will require from top
management policy and procedure statements concerning our
historical requirements.
(d) The Central Records Staff should implement a "Records
Retention Plan" announcing "Offices of Record" and stipulating
the various types of documents and records for which specific
offices are responsible1 thereby releasing others from filing
and making duplicate records retirement deposits.
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(e) The foregoing can be expected to extend only temporarily
the capacit -life of the Records Center. Further the $ o a
S ?
e can se expec es
in the near future. The state-of-the-art of the micro-miniatur-
ization technology does not promise any practical application
within the next five years. Neither may we expect the component
use of computers to reach sufficient sophistication to eliminate
quantities of paper records within the next five years. Therefore,
it is recommended that construction of additionalorage space,
possibly contiguous to the Records Cente be considerlA
programmed, and budgeted for no later than Fiscal Year 1970.
(1) The Office of Logistics should be requested to proceed
immediately with a Feasibility Study and to provide details and
cost comparison estimates for various methods of such construc-
tion. The findings should inclu e such other construction alter-
natives in the Headquarters area thEa5X1A
appropriately relate to the provision of space to store Agency
records.
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(g) Funds should be set aside as soon as practicable for
the Logistics Feasibility Study ($6, 000). Also, funds will be
needed and should be set aside for the Architect and Engineer-
ing Contract, Title 1-- Design ($36, 000) if the Study findings
recommend a construction proposal that is approved. Finally,
the 1970 Budget should include approximately 1. G million dollars
to provide for the storage of Agency records.
CI\ Records Administration Officer
Attachments:
Records Program Background with
TABS A through K as indicated
Distribution:
Orig & 1 - Addressee
1 - Records Center
1 - RAB File (Circulated copy for review by Staff members)
1 - SSS w/o Attachments
DDS/SSS/RABI11111111k (20 Mar 68)
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20- March 1968
RECORDS ADMINISTRATION PROGRAM BACKGROUND
This Briefing on the Agency Records Program is focused on the fact
that the Agency Records Center is filled to capacity and that extensive
corrective actions must be initiated before December 1970. The Wednesday,
13 March 1968 Briefing of the Deputy Director for Support reviewed the
Background of the Records Program and divided the problems and recommenda-
tions into two areas for action. The following Background material was
art of that Briefing:
a, The Federal Records Act of 1950 requires every Agency to
have a Records Administration Program to improve the efficiency and
economy of its paperwork.
b. The Headquarters Regulation adequately fulfills the
legal and administrative requirements of the Agency Records Program.
Congress has repeatedly and consistently demonstrated a
iositive concern about records in the Executive Departments.
(i.e. The Records Disposal Act of 1943 prObibits disposal of
Government records unless approved by the Joint Committee on
Disposal of Executive Papers.)
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The Agency records disposal system operates in accordance
with this law and with the related procedures established and
supervised by the National Archives and Records Service, GSA.
e. Current Congressional concern is reflected in the
Congreseonal Record of March 13 1967 (pages H-2614 thru 2616)
introducing House Resolution 7107 'a bill to provide for better
direction and suoervision of CIA and other U. S. Intelligence
activities". In his remarks Congressman Reuss of Wisconsin
recommends amendment of the 1943 Records Disposal Act and he stated:
To assure that the full record is available to historians the
bill provides that no CIA records can be destroyed without the
oval of the Joint Congressional Committee on Intelligence'.
Agency c,reseribes a Records Program to include:
(1) Reoorts Administration
(2) Correspondence Administration
(3) Forms Administration
(4) Records Maintenance
(5) Records Disposition
(6) Vital Records Administration
g. The size and scope of the problems currently covered by each
of the abovesub-programs are reflected in a small quiz attached
as TAB A.
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The network ousaigned the title of
Records Management Officer and responsible for component activity
in the decentralized Program are listed in TAB B. All have other
duties and more than half of them spend only a short time on the
Total Records Program.
1. The Agency Records Administration Officer has the assistance
of 5 professionals in his Headquarters Central Staff. They establish
standards and provide advice and guidance to all components of the
Agency. The Total Records Program being attempted by this Central
Records Staff is outlined in TAB C. He has 15 people operating the
Agency Records Centel (Two part-
time contract employees are supplementing the work force during the
move of some records to Suitland.)
j. Each summer the component Records Officers inventory the
Agency records holdings.
The following 8te.tistical Charts were briefly reviewed:
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Volume of Active Records in Agency Offices (TAB D)
Total Office Holdings in the Records Center (TAB E)
Four types of Records on Hand in the Records Center (TAB F)
Average growth of Records Center Volume (TAB G)
Volume of Records on Hand 1957-67 and est. of 1975 (TAB II)
1. The records storage policy of the Federal Government, mile-
d through the National Archives and Records Service, is to construct
Records Centers to store the inactive records of Government Agencies.
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t. The Federal Government has e6 million cubic feet of records.
At present there are 14 Federal Records Centers in 11 states holding
3.5 million cubic feet of Government records. As of mid-1967
the Federal Agencies had some 17.5 million cubic feet of records.
x. The Agency now has a total of 334,000 cubic feet of records.
Of these some 102,000 are in the Records Center and 232,300 are in the
Offices. (The Agency ratio parallels that of the Federal Government
with almost one-half as many inactive records in storage as there are
active records in the Offices.)
In 1954 the National Ax chives had a $25,000 Survey conducted
by Records Engineering, Inc. to make a comparison of costs between
Microfilming and the use of Federal Records Centers. A summary of
this Survey, which states a record may be stored 20to 60 years for
the cost of microfilming it, is attached as TAB 1.
p. In 1960 the General Accounting Office challenged the policy
of Records Centers versus microfilming and, if we desire, that exchange
of correspondence will be made available to us at National Archives
by the Assistant Archivist for Federal Records Centers. The GAO
conclusion found that Records Centers are more economical than mi O-
f:Liming inactive records.
The 13 December 1967 memo on the Agency Records Program by the
Chief port Services Staff to the DDS includes a study of the probable
cost of umicrofilming a selected one-half of the Records Center contents.
The findings show an estimated cost of 1.2 million dollars to contract
for the filming of 50,300 cubic feet of records.
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r. (The following aside is added here in response to microfilin
questions raised after the Briefing. The Agency Printing Services
irice catalog for small, exacting microfilming jobs estimates the
costs of $76 per -,000 pages. Their current facilities and manpower
cannot take on a large-sized continuous filming operation. In DDI/CRS
estimates filming at one cent per page. Our Staff
estioates 2,000 pages per cubic foot of paper -- ergo, $2o to film.
].ming service at National Archives, GSA, Nr. Valacus
The Garver
calculates the cost at $30 per cubic foot. Today they find no filming
'ersonnel ava lable on the Civil Service roster and feel CIA security
would boost filming costs to $4o a foot among the possible Contractors.
UARS stated the high cost of filming is personnel, not material and
cquinment. The film; ng problens may be seen detailed in the attached
TAB J report on a DDI/CRS $13,400 filming project. This was 3 million
5 x 3 cards (about 544 cubic feet) by 13 summer employees last year
and tae total cost averagedlabout $24.76 per cubic foot. Recordak made
preliminary estimate of $30,000 for the job -- $55 a foot.)
s. (This paragraph also is added in response to questions con-
cerning records storage costs. The National Archives and Records
service estimates Federal Records Center storage costs at 29 cents per
cubic foot per year. They include in their calculatione the annual
cost of space and maintenance plus equipment costs aaortized over a
ten-year oeriod. The Office of Logistiesinfor4E5xi
us the 20,000 square feet of Records Center construction and equipment
cost $245,675 in 1954 and the 30,000 square foot addition in 1557 cost
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$416,442. We average better than two cubic feet of records per
square foot of floor space and thus have a capacity of 106,800
cubic feet in the 47,950 square feet of floor space available.
At ?resent a Survey is being made of the Records Center and will include
new storage cost estimates. In the past the following records storage
cost calculations have been used:
CALCULATION; FOR AVERAGE RECORDS CENTER STORAGE COST:
Cost of Records Center Building and Equipment was $662,117.
Cost Divided by Volume of Records in Storage is
(466z,117 by 102,000) for a Center storage cost of $6.48 per foot.
COMPARISON OF AVERAGE OFFICE RECORDS STORAGE COST:
Congressional reported coat of Government Office space is
$3.85 per sq. ft.
0/Logistics stated cost of 4-drawer safe today is 4535.00 e
(Safe holds 8 feet of records or 473.12 per foot)
Cost of records storage in Office ($73.12 plus 43.85) is
$76.97 per foot.
In the past we pro-rated the building cost and safe cost over a
20-year,wortisation period, thereby reducing the Center versus
Office storage cost figures down to 32 cents versus 4 7.50 per year.
Also we usually included the personnel costs for file and retrieval
se
icing of the records in both Office and Records Center because
the ratio is similarly in the Center's favor. We calculate storage
and service of records at the Center to be 41.86 versus Office storage
and service costs of $61.08 per foot per year.)
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t. Not all storage space is fit for Records Storage.
A record is kept because of a future need and intended use.
it must be available, controlled, secure and servced.
it m--t not be vermin ridden, rodent soiled, or damaged.
7o.Ist not be crumbly-crisp from heat or soggy from moisture.
If A does not deserve this care it need not be saved at all.
Dur.ng Fiscal Year 19W the retirement of records frou Headquarters
Off ces averaged 71 cubic feet per work day (equal to 9 aafes per
Itiy). The Records Center disposed of 9 cubic feet of old papers cacti
tery for a net growth rate averaging 11-2 cubic feet per day. Fran the
,ecords in storage the Records Center provided a daily average of 511
IC
eric
services during Fiscal Year 1967.
i. The Support Services Staff Progra.:L Call for 197u-1974
includes a Records Adrainistration Branch request for $750000 to meet
the requirements of storing Agency records after December 1970. This
flure is based on the GSA construction costs of $15 per square loot
for reinforced Vault storage space. he Office of Logistics con-
struction engineers use per foot in their estimates and include
several other items with which we were unfamiliar. On 11 March 196Z3
they ?)roposed a Feasibility Study (*,6,001) to establish tighter cal-
culations and coparison costs. Attached as TAB K la the Logistics
construction cost estiate of 1.2 million dollars plus another
),10 for necessary engineering work.
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QUIZ,
SCOPE OF RECORDS PROGRAM
RECORDS CREATION
1. NUMBER OF FORMS IN AGENCY TODAY. 2,729
We have 2,539 and use 190 from other Agencies.
But -- 50 million copies are printed each year.
Printing costs were $250,000 for forms last year.
2. OTHER-AGENCY DOCUMENTS DDI/CRS RECEIVES ANNUALLY.
They receive about one million documents each year.
But -- they average 18 copies of each.
However, that is not enough.
They copy 100,000 pages a month for distribution.
18 million
FILES MAINTENANCE (After paper is Created - We must Maintain it in files)
1. VOLUME OF RECORDS IN AGENCY OFFICES. 232,000 cubic feet
This 1967 inventory is an increase of 34,000 over 1966.
From 1961 thru 1966 their average annual increase was 11,000 cu. ft.
2. COST OF A 4-DRAWER SAFE.
SAFES IN USE. 12,000
A safe holds 8 cubic feet of records.
A safe uses 8 square feet of floor space.
(4 for the safe and 4 for the drawer to open over)
Shelf files provide greater density of files per foot of space.
3. VITAL RECORDS DOCUMENTS DEPOSI1ED LAST YEAR. 17,000 items
This is an expensive and active program.
It occupies almost 9,000 cubic feet at the Center.
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TOTAL
RECORDS ADMINISTRATION PROGRAM
CREATION
Forms Control
Correspondence Improvement
Reports Management
MAINTENANCE
Records Surveys
Filing Equipment and Supplies
Storage and Retrieval Systems
Vital Records
DISPOSITION
Records Control Schedules
Records Storage and Service
Agency Archives
Records Disposal
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TOTAL OFFICE HOLDINGS
AT
ARCHIVES AND RECORDS CENTER
8 March 1968
(cubic feet)
DDS
22,494
DDP
22,945
DDI
42,954
DDS&T
5,129
DCI Area
1,604
Archives
6,272
Historical
698
TOTAL 102,096
0/DDS 317
0/Communications 597
0/Finance 11,054
0/Logistics 3,035
0/Medical Services 967
0/Personnel 2,592
0/Security 3,191
0/Training 717
Support Services Staff 24
TOTAL 22,494
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RECORDS ON HAND
IN THE
ARCHIVES AND RECORDS CENTER
8 March 1968
(cubic feet)
Inactive Office Records
66,110
Supplemental Distribution
20,991
Vital Records
8,723
Agency Archives
6,272
102,096 *
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CIA ARCHIVES AND RECORDS CENTER
ANNUAL VOLUME INCREASE
( in cubic feet )
Fiscal Received
Year At Center
Removed
From Center
Net Increase
For Year
Volume
On Hand
1957
13,264
8,088
5,176
33,079
1958
11,147
7,309
3,838
36,916
1959
15,712
5,239
10,473
47,520
1960
17,817
5,846
11,971
59,491
1961
15,768
5,193
10,575
70,066
1962
14,775
6,795
7,980
78,046
1963
14,827
12,026
2,801
80,846
1964
14,891
13,286
1,605
82,452
1965
14,361
13,954
404
82,859
1966
14,035
9,189
4,846
87,705
AVERAGE ANNUAL GROWTH FOR 10-YEAR
PERIOD -- 5,967 cubic feet
1967
17,917
7,312
98,310
10,605
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22Z11.1ZU ZCZ2a1E12 C2I-ILTEUE
Siaininaty 06 Repo/dal
By
Records Engineering, Inc.
Washington, D. C.
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This SUMMARY is taken from the following reports:
Special Report on Government Microfilm Equipment
Proposed Government-wide Controls on Microfilm Equipment
and Projects
Report on Standards for Government Microfilm Operations
Analysis Report, on Specific Operations in Selected
Government Agencies
made in fulfillment of Contract No. GS-00R-1 betweenthe United States
of America acting through the Administrator of General Services and
Records Engineering, Inc.
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CPYRGHT
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Among the early official acts of the new Administrator of the General Services Ad-
ministration, Mr. Edmund Mansure, was a review of microfilming costs in the Federal
Government. The official records available indicated that microfilming had grown into a
big business costing several million dollars a year. To get an objective outside view of
the problem as quickly as possible, the Administrator decided to obtain the services of an
established, reputable management firm. Records Engineering, Inc., was consulted with
a view to obtaining, for the first time in the history of the Federal Government, a general
study of the microfilm problem to determine:
a. The extent of microfilming in the Federal Government,
b. The efficiency of technical operations, and
c. The relative value and cost of the results as compared with those obtainable
through the application of other modern records management techniques.
THE SURVEY
To save time, the survey was .made by means of a questionnaire, which was circu-
lated among all executive agencies. This was followed by on-the-spot reviews of many
Government operations. The questionnaire was pilot-tested in a few agencies before be-
ing released.
Information developed in the course of this survey revealed that the Federal Govern-
ment has been using microfilming techniques for approximately twenty-five years. At ?
cumula=i Other methods of managing records were either unknown or in an experi-
mental stage. The survey confirmed the fact that microfilming in the Government has
grown from the few portable and often home-made installations of the early thirties into
a multimillion dollar business (see statistical notes).
More than a quarter of a million feet of records were microfilmed during 1953. These
records, if filed together in office-type equipment, would fill a filing room approximately
the size of five football fields. The cost to the Government was in excess of $4,840,000.
The film produced would stretchfrom Washington to San Francisco and back, with enough
film remaining to reach part way to the Mississippi River again. Stated another way, if
the reels themselves were placed in one stack, they would top twenty-five Empire State
Buildings.
The survey further revealed that records in the Federal Government are created and
filed at a rate 17 times as great as that at which they are currently being microfilmed.
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.atk9Zira.PZ2PAPMSAIAJtk&Q;9J;a44.cc49P?,L,..,,,
From the mass of data developed from questionnaires and on-the-job studies, de-
tailed analyses and recommendations have been furnished to the Administrator concerning:
a. The need for Government-wide controls,
b. The standards and criteria which would be effective for administering
Government-wide controls,
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C. The location, agency distribution and efficiency of Government, owned or
rented microfilm equipment, and
d. Case studies of certain major microfilming projects.
The surveybegan in july 1953 and was completed in February 1954. It was, under the,
immediate direction of Irving Zitmore, Vice President, Records Engineering, Inc: ? "
NEED FOR. CONTINUING ACTION
One of the first and most fundamental conclusions reached during the survey was that
continuing action by a competent authority is needed to assist Federal Agencies in making
the best possible use of microfilming techniques. A Government-wide control program
is needed. A substantial part of current microfilming expenditures could be saved through
the application of modern records management methods. This, in effect, is a saving-
upon-saving, since many of the existing microfilming projects originally were begun to
solve space, equipment, or procedural problems. For example, a regularly scheduled
life period for a given file of records, after which it can be destroyed, usually makes
microfilming for space purposes unnecessary.
Cost comparisons show that records which are kept two years in active office space
ana,Akez-zelira3nuier-AgogializacLizaulamscw44194?,49,4.ZeJkatAMM,,,COLT
4141.11C4110 ATMURP$74,91'11RVY,,Z94KOORKLWIWIMS-RagAWCS?-
1'jis othrtS servicing and other Upkeep COsi of the filth - see' chart.) Analysis
of records in both industry and Qoyssnjzant,_ah,o3ys3jlatAout_,9,a% of all records .-may-be
4ig,12,94,9?4stja?ang?,t2Ssazears. Microfilming is frequently many times more expensive
than Federal Records Center retention. The review made of Governmental records keep-
ing systems has also shown that many microfilming projects can be sharply curtailed or
' even eliminated by the more effective use of existing records, or through changes in the
policies and procedures for the creation and handling of records.
Another advantage to be gained from a Government-wide control program would be
alL.inczaaaejallaaditilzatimaLtkaceigv.mgo,nt,!,ii, mimii),P4L9apipmeaLtrouj,4,PrcAnt
k2yupint of ALAI? a ininlogq,apso,tal4kejemka,50,1 Considering the multiple duties
of many of the employees assigned to microfilm work, a utilization of equipment greater
than, 50% would probably be feasible only in large production shops. The excess capacity
of such shops should of course be made available to other agencies, particularly the small
users. A greater interchange of facilities, should also be part of the Government-wide
control program.
The General Services Administration through its constituent activity, the National
Archives and Records Service, has the responsibility under the Federal Records Act of
1950, for promoting active and continuous records managementprograms among the Fed-
eralAgencies. Because records,management and microfilming are both parts of the same
problem, we have recommended that
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CPYRGHT
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It should be emphasized that responsibility for the program should be established at
a high level in the hands of a technically competent executive who should have an adequate
stAff to accomplish the program. It is understood that a control program of the magnitude
contemplated by this report would take some time to develop. Nevertheless, it is ex-
pected that prompt action by the Administrator of the General Services Administration might
accomplish very extensive savings within the first year. Most of the savings discussed
in this report should be accomplished within two or three years, after which time costs
In relation to product would be kept substantially much lower than at present.
FIRST STEPS 1111-EICE-I SZ-ZOULD BE TAKEN
As soon as necessary authority is obtained and a program established for continuing
Government-wide controls it was recommended that
1:((,::..1!..Ltojci(i i(o) c3)pi.014)11d0.10:tfp),W,Vi 1:i(p):t ):0K.1.,\/ 11!):K.OrAiii..D
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'!i.i(:(l 19!..! iinii.: t.C1':.11(.:,,J)?401 tii\e/Iget*.I.:,,
There exists a large number of continuing microfilm projects which should be re-
viewed as soon as possible. Approximately 230 significant projects (projects in excess
of 20,000 images)were reported during the survey. It would be unwise, even impossible,
to terminate all existing projects until they could be reviewed. Therefore, the recom-
mendation was made that
i.c4.:A.RoSicgosiiJtt
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4.6) )N.:kitoi11.11i(C1,0),Y1.:?Jel..iti).(9.0..ii i?(r_i)
EN.4.7-1.ELING LEGISLATION
The Federal Records Act of 1950 contemplated the continuing and dynamic promotion
of records management programs within the Federal Government by the General Services
Administrator. It does not however, provide specific regulatory powers with regard to
microfilming. Therefore, the recommendation was made that
rpAy \vkktiii.c.i.i.1i.Airie'iriliz-
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(,((.?))
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oirkt..'0:4}i.L:ii.o)0,.
(t.q)
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f?C.1))
{......i,:b,,,,z-ji, ,--Le.2,1fiik._.wii.", -;Atictil i4l4'oklyi)_1(0-11,:i i.ttp, ,plkt ;14o190:1,4111.:!(54.11.;".
I t,,i-r..o5 0,10(i'it ,st)'!:.:,irol.i:Au)it.;
((it4). (0))4ii. i!:(?i.koiill.qt..;.4.= -,,f(tit A!ipii.si.x.,(:, j'!)49)ir?-..ei.k..1: i 0.))" z1v,?,.9::si.rikift
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CPYRGHT
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? In order to make legislation effective it has been recommended that
Vol:, .1.3!)?).,110),,,oiwii !e.),,,, left: :roilpim:..),..:1z. ,o), ,I.orAct
,(;?01(4%1
,0'. ii!i(: 1.:0_0(.4-1-19.1.1 c.)i 1_:.ii.li_II-O?ki ,Kn -1,140.).',./ .i.O.Y. 'Oil: 19,(0(06.0,q.;if:g:401
01
.1,
111,,,,1100011,q11, 10,11111I iii:-.00.)\,/ 95.19)).Sh1(4i1 .7:10fi iko, :if....01,y/ .01 ale.,
I!)., ,
0,1
It is anticipated that effective management specialists giving full time to the control
of microfilming projects would pay for their salaries many times over within the first
few months of operation and thereafter continue to pay large dividends to the Government.
SAVINGS IN VIEW
During the course of the study, many opportunities for substantial savings were found.
The most obvious of these was in connection with the low utilization of microfilm equip-
ment in Government plants. At the same time more than a quarter of a million dollars
was spent for rented equipment and an additional $660,000 for procurement of new equip-
ment.? Better utilization not only would release equipment and save greatly in personal
services, space and related costs, but would also make almost all rental outlays and new
purchases unnecessary.
To these savings should be added those to be realized from the installation of im-
proved procedures and from the substitution of more effective and more economical rec-
ords management techniques for those now in use. Operational savings of more than
$2,400,000 were made possible as a result of this brief study and undoubtedly others will
be found as each of the 230 reported projects is examined in detail.
A number of newly proposedprojects were found to be technically unsuitable, such as
microfilming of X-rays; or were questioned in the light of present day records manage-
ment principles and government requirements. These had an expected cost, over the
life of the projects, of $6,660,000. This type of savings can only be made through the
application of Government-wide controls while such proposals are in the early planning
stage.
SUMMARY
A. Microfilming has become a major Government enterprise.
B. A continuing program of Government-wide controls is needed.
C. Enabling legislation to allow the General Services Administration to pool resources
and to give Federal agencies assistance and guidance is urgently needed.
D. Savings estimated at $2,400,000 in present operations were in view at the time of the
survey, and $6,600,000 of proposed projects were found unacceptable in light of
modern records management standards.
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,4\\
STATESTZO/IL NOTES
CPYRGHT
GOVERNMENT PRODUCTION (1953)
Images 959, 178, 000
Reels of Negative Film 189, 948
Reels of Duplicate Film 183, 623
Paper Prints- 23, 571,000
COSTS (1953)
Equipment Purchases $ 666,285 ,
Equipment Rentals 270, p19
Film 883,624
Personal Services 2, 545, 020
Contract Services 483, 394
$4, 848, 342
FACILITIES (June 30, 1953)
Owned
785 Cameras which cost $ 1, 570, 806
485 Readers which cost_ 234, 982
791 Other pieces of equipment which cost 688, 587
Rented
522 Cameras at annual rental of_ $ 232, 510
275 Readers at annual rental of 19, 822
226 Other pieces at annual rental of 17, 687
$ 270,019
$ 2, 494, 375
EFFICIENCY FACTORS
Utilization of Equipment
Present utilization ranges: 1% to 78%
Average Government-wide utilization. 18. 5%
Acceptable minimum standard for utilization: 50%
Cost Per Thousand Images
1j
Present costs range: .
790 to $390.
Typical Government-wide cost (which
includes document preparation, equip-
ment costs, film, supervision, in-
spection, but excludes overhead) are: _$20.
Acceptable range 16 mm negative permanent
film and operation is: $2. 50- $7. 50
.1/ Non-permanent film, no preparation and related costs, check-size.
3./ Check-size through legal documents.
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COMPARISON OF COSTS BETWEEN MICROFILMING
AND USE OF FEDERAL RECORDS CENTERS
$ 50.00
(013;;it.
ff. ?S';'. (.61(C IA\I L I 1irr
$ 100.00
COST IN FEDERAL RECORDS CENTERS
$150.00
rt1SAVINGS
$200.00
$`240.00
10 YEARS
20 YEARS
30 YEARS
40 YEARS
50 YEARS
60 YEARS
70 YEARS
$180.00
*, Acceptable Cost Range Recommended - in terms
of cabinets- $ 38 to $90 Depending on Type of Job.
Prepared by: Records Engineering Inc.
Washington, D.C.- Feb., 1954
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RECORDS CENTER EXPANSION
A&E:
(1) Feasibility Study
(2) A&E Title I
(3) A&E Title II
Construction:
a. 30,000 sq. ft. (Storage)
b. 10,000 sq. ft. (Vital Records)
c. 1,000 sq. ft. (Research and Archives)
d. Security (Vault Doors and Alarm Systems)
e. Shelving
S. T .
0. H. and P and Cont.
$ 6,000.00
36,000.00
50,000.00
$92,000.00
$ 600,000.00
200,000.00
50,000.00
50,000.00
48,000.00
$ 948,000.00
248,850.00
$1,196,850.00
Say $1,200,000.00
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ESTI :ATEfl
on
Lu j.iJi,?!.JOHDS (,, ill ADDITION
Vuasibility Study
PReGRAM CALL o/Loa EST.
$ 6,000
Archict and Engineering - Title I Design $ 25,000 $ 36,000
(The 1957 ALE Contract as $18,000)
Architect and Engineering - Title II Supervision $ 50,000
$ 92,000
CONS=CTION COSTS
BuilJIng Construction
(NARS estimate, 30,000 sq. ft. @ $15 per)
$ 450,000
$ 600,000
Shelving
$ 48,000
$ 48,000
(Federal Prisons, 60,000 Cu. ft. @ .80 instd)
OTEJa PROBABLE COSTS
Security
$ 50,000
$ 50,000
(VaulL, 000rs and alarm systems)
Research and Archives Area
$ 50,000
$ 50,000
(5 cubicals and equipment - 1,000 sq. ft.)
Vital Records Area
$ 77,000
$ 200,000
(Reinforced sub-basement - 10,000 sq. ft.)
0/Logstics Contingencies ad Supervision
$ 50,000
$ 750,000
Overhead Profit (15%) and Contingencies (10%)
$ 248,85o
ESTIMATED BUILDING CONSTRUCTION COSTS
$ 1,196,850
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ILLEGIB
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C iv
$ 6,000
-ct and Engineering -Oit u I i)esign
CG
$ '$6,000
(The :1,.)57 A&:: Contract ',,as
Architect and. Engineering ? - JIde ii S.ervision
$ 50,000
$ 92,000
COnl:RUCTION COSTS
BuilLng Construction
$ 450,000
$ Ooo,000
OARS estimate, 30,000 sq. ft. @ $15 per)
Shelving
$ 48,coo
$ 48,00o
(Federal Prisons, 60,000 cu. ft. @ .80 instd)
-;.! PROBABLE COSTS
$ 50,000
$ 50,000
Oraul, doors and alarm systems)
Research and Archives Area
50,000
$ 50,000
(5 cubicals and equipment - 1,flOO sq. ft.)
Vital Records Area
$ /7,000
200,000
(Reinforced sub-basement - 10,000 sq. ft.)
0/Logjstics Contingencies a,',1d. Supervision
$ 50,000
$ 750,000
Overhead Profit (15%) and Contingencies (10%)
$ 248,850
ROTIATED BUILDING CONSTRUCTION COSTS $ 1,196,850
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Next 1 Page(s) In Document Exempt
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'kb 0300110001-2
LL
tohive?theobdooe. To do the job our-
21 ceiling poatitons for three years and at
have to become permanent if we were to
oew accessions.
000 cubic feet of hard
cubic feet of microfilm, perm
specs to be recovered. There are
space for each square feet of
we would recover about 24,730 square
.Therow Federal Records Center at Ehltland
square foot to build. Shelving is eighty coots
ed. At this rate, it would cost the
000 to build and shelve space equivalent to
be rcovred by micratilming.
continue to microfilm half of the annual growth of
cubic feet, we will use storage ie.ce at about the
tc feet per year. At this rat*, the 49,500 cliMc
space recovered in our present Records Canter
30,000 cubic feet of records will last *boot
the other band, if we continue to store hard
years subs rate (410,000 cubic feet per year
d have to build 913,000 cubic feet of storage apace, or
47,500 square feet of floor apace. At $13 per square feet plum
$O cents per cubic foot for shelving, 95,000 cubic feet of storage
apace would cost about $300,000.
I. In short, we can recover space to last 9 1/2 pax
somethlog between $ . S and $1.25 million for microfilming,
continuing coot of about $100,000 per year to microfilm
the aanual growth. Alternatively, if we build space for
rs of herd copy growth. It will cost about $1100, 000
e are factors other than cost to be considered. At
present time there are about 93,000 reels, (1200 cubic feet)
and MO cubic feet of other miniaturized products
Records Center. (Aperture cords, mink:arc*
de, etc.) These items are Unwed parts of
customer officer procedures where facilities exist OM photo-
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_
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ords Center- The
recently discontinued a
micro-
n because Lt cost
was less than
tres exteastve
systematic luten-
mace. These
?nal records afters
ty against micro
.-
4
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V9ki3
, 130003001 10001-2
be kept we
responsible authorities to decide
d establish realistic destruction
or no attention has been given to selective,
of records which should be retained.
era ire emptied and the contents retired to the Records
e need for space in the *ale. Files are
time at a time in the future that guarantees
the most valuable single paper will keg
effort is made usually to review the eart-
h/eh really should be kept. We watt
file can be thrown a.way. People
porary retention but they don't review
y any before they are retired.
c. We have no roansgetneet program in the 44*.ency
yet our computer* and manual systems produce more and bigger
reports every year. New requirements for program *Wog and
management Informetton are being generated continually from
without as well as from within the Agency yet no systematic
authoritative review is conducted to eliminate old reports which
may no longer be required. The result is that we continue to
produce all at the old as well as the new in multiple copies many
of which inevitably find their way Into Records Center storage.
We find that the Records Center stores computer printout* of
several thousand pages with only one line containing a thw words
on each sheet.
d. There is no effective correspondence management program
the Agency. We have no way of coordinator managing the
creation of paper and no systematic and uniformly applicable
method of determining who should be the office of record. Origi-
eators, addressees, coordinators end recipients of information
copies at correspondence all file copies of the same documents
for their own working purposes but it is virtually certain that
there is no subsequent authoritative review to *usury that only
one record copy is sent to the Records Center. This kind of
review cannot be conducted at the Records Center because they
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have no way of tracing the distribution which might have been
made of a particular document. If they could, they would not
normally be qualified to judge which should be kept for how long
and which should be thrown away.
e. We have no way of controlling or managing and literally
no rules governing the use of copying machines. Documents are
duplicated in uncontrolled quantities for working papers or as
conveniences for people attending meetings, for example. Every-
one present is furnished a copy and many take their copies back
to their offices. Some may be destroyed, but many are certain
to be filed. Once flied, it is &bluest certain that they will even
tually be stored.
f. We have an antiquated vital materials program In the
Agency. It was developed fifteen years ago based upon premises
of emergency hot war conditions which have long since been over-
taken by the technology of modern weaponry. We store vital papers
at a remote location without any real expectation that people would
be able to get where they are to use them in the event of hot war.
We store vital data on magnetic taps but we don't store the com-
puter programs to run them, and we have no back-up equipment
anywhere which could be used under emergency conditions in any
case.
g. We have no authoritative forms management and control
program in the Agency yet we spend more than a quarter of a
million dollars a year to print them. Forms Management functions
as a reaeonsbly effective monitoring system through the informal
organization but only in the role of guiding and assisting. When
an operating official has a requirement for a new form he is at
liberty to design It himself and accept or reject the technical
guidance of the one qualified forms technician in the Agency. He
can accept or reject a suggestion that another form already in
existence would serve his purpose equally as well. We have 2400
official forms in the Agency, and uncounted numbers of "bootleg
unofficial forms. There is no way to review them systematically
to identify and elimtnate the obsolete.
h. These conditions exist in large part
cance of paperwork management is neither
6
the signifi-
nor of
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interest to authorttattye levels of management. ConaequentIy,
they do not support It and it cannot be effective without their
support.
I. Several years ago the Records Management Staff was
reduced from 27 to 14 and later to six poettions. Responsibility
for establishing and mail:tattling effective records programa, to
include all elements from creation to destruction, was decen-
tralized to the Deputy Directors and Heade of Independent Offices,
(See TAB B). The small remaining central records staff was
made responsible for monitoring and leading guidance and assis-
tance. This te a perfectly valid concept in theory, but it has been
Ineffective in practice because it has not been supported, and no
concerted effort has been made to gain the necessary support.
J. lbs only professional records officers in the Agency are
the 6 assigned to the central staff. The few positions elsewhere
In the Agency to which full time records responsibilities have
been assigned are usually filled by Junior professional officers
for short tours until suitable assignments are available in the
field of their primary career interest. In a peat many instances
records responsibilities are assigned to individuals in addition
to their other duties with the result that little or to professional
attention is given to any of the elements of a records program.
In these times of tight budgets and compressed ceilings operating
officials are extremely reluctant and often decline completely to
commit any of their resources to giving proper attention to paper-
work management.
S. Conclusions
a. Long term resolution of the records problems the Agency
Is contingent upon the effectiveness of the overall program in-
cluding:
(I)
cation
(2) Correspondence management
(3) Forms management
7
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{4 taia
(4) Reports managetrteat
(5) lAttnagement and control over copying machines
(6) Vital materials program
Only through much more vigorous attention to these elements of
the program is there any hope of reducing the volume of records
to be stored. Each of them is deserving of separate study and
separate recommendations.
b. Decentralization of responsibility for the records program
hasnot been effective, but the theory seems sound and should be
supported.
c. Action is requtred to raise the general level of profes-
sionalism among records officers throughout the Agency.
4. Some 50,000 cubic feet of records can be microfilmed at
cost somewhere between $.5 and $1.25 million dollars, perhaps
*bout equal to the $.8 million dollar cost of building space to
house 50,000 cubic feet of hard copy, but the choice should not be
made in terms of cost alone. Overall microfilming system prob-
lems are such that professional records officers throughout the
government recommend strongly against it. They favor construc-
tion at least for the neat several years reading some new break-
through in the technology. The only way to verify or discredit
these convictkms would be to obtain recommendations from a
private consultant. This would probably delay action toward
easing our immediate storage problem for about a year. Unfor-
tunately the ioformation available does not lead to an incontestable
conclusion supporting either microfilming or construction.
6. Recommendations
a. That we engage a private consulting firm to study our
records storage problem and recommend appropriate solution,
recognizing that this will probably delay action toward a solution
of the storage problem for about a year.
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b. AlteratLvty, that we seek author tty from the Executive
Director-Comptioller to construct an addition to the Records
Center to sore an additional 50,000 cubic feet of records (5
years growth) at a cost of about $5,30,000.
c. That the Chief, SSS prepare a memorandum for the
Deputy Director for Support to send to the Executive Director
Comptroller, the General Counsel, the Inspector Genera and
the her Deputies requesting that they designate a senior officer
to represent them in fulfillment of responsibilities prescribed in
Headquarters Regulation (TAB C)
d. That the officers so designated be constituted as a working
Agency Records Committee under the Cbalrtnanthlp of the Agency
Records .Adralaistration Officer to deal with the problems of the
Records Program as tbsecribed earlier In this paper.
11111
Chief, Support Services 1ff
In paragraph 5 are approved (except a or b).
Attachrrt t
Mt 1: Microfilming Cost
Att 2: DD/S memo dtd 31 May1961
-1358)
DDS/SSS/RHW:jms (14 December 1967)
Distribution:
?rig - Adse w/atts 9
1 - DID/S Subject w/atts
1 - DD/S Chrono w/o atts
1 - SSS Subject w/atts
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TAB
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MICROFILMING COSTS
The most practical way to microfilm voluminous inactive records having
the physical characteristics of most of those in the Records Center would
be to use 16mm rotary cameras at a reduction ratio of 24 to 1. The rotary
camera would be hand fed for those files made up of mixed sixes, colors,
and weights of papers. Files of uniform papers would be automatically fed
by using a motorized feeding mechanism attached to the rotary camera.
Hand feeding would produce 10,000 filmed pages per day per camera.
Automatic feeding would average close to 30,000 pages per day. A com-
bination of the two modes of feeding would produce an average of 15,000
pages per camera per day.
Basing the average filming speed at 14,000 pages per camera day, the
following coats would result:
- 50,000 cu. ft. @ 2,000 pages per cu, ft. = 100,000,000 pages
- 1 reel (100 ft.) 16mm ftlm at 24x1 = 3,000 pages per reel
- 100,000,000 pages 3,000 pages per reel = 33,333 reels
- 100,000,000 pages ?15,000 pages per camera day = 6,666 ca
days
- 6,666 camera days = 6,666 operator days
- 33,333 reels @ $4.21 per reel incl. developing = $140,330
- 6,666 camera days @ $4 rental per day = $26,665
- 6,666 operator days (OS 4.3) $20.16 per day = $134,400
(For each operator day 1/3 day would be required to condition
papers for filming, i.e. remove fasteners and prepare "targets"
to replace identifying data carried on Me dividers, folder tabs,
box labels, etc. Thus 2,222 man days for conditioning would be
required.)
- 2,222 conditioning days @ $20.16 per man day $44, 800
era
(For each camera day 1/10 day would be required to inspect film,
splice retakes, and label cartons. This would total 667 man days.)
- 667 inspecting days @ $20.16 ID $13,440
- 667 film reader equipment days rental $ . 50 = $1, 000
Total all costs this sheet . . ...... $360, 635
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The microfilming of 100,000,000 pages should take 2 to 3 years. Less
time would require larger numbers of people and equipment items and
therefore more working space. A longer period would not keep far enough
ahead of new deposits and no doubt would cost much more due to the con-
tinual rising of costs.
For the sake of costing, assume 30 months to complete the filming of
50,000 cu. ft. of records.
- 30 months = 600 working days
- 6,666 camera days + 600 ell cameras
- 11 cameras =11 operators
- 11 cameras = 4 conditioners
- 11 cameras Ex 1 inspector
For the above force of people there should be:
I Supr. -in-charge... GS 12.3 for 30 months * $29,210
- 1 Asst. supervisor... GS 9.3 for 30 months= $20,545
1 Camera supervisor... GS 7.3 for 30 months = $17,193
1 Conditioning supr. ... GS 7.3 for 30 months = $17,193
1 Laborer ... equiv. GS 3.3 for 30 months = $11,392
Total salary supr. & labor = $95,533
Total from preceding sheet = $360,635
*GRAND TOTAL COSTS $456,168
Space requirements would average out at the same per person allowance
as for clericals, i.e. 40 sq. ft. x 21 = 840 sq. ft.
GRAND TOTAL SPACE
GRAND `TOTAL PEOPLE
840 SQ. FT.
21
? Does not include hiring costs, training costs, fringe benefits, space
costs, secretarial assistance, management overhead, etc.
The cost figures shown do not include certain overhead costs and they are
based on near optimum conditions. A 10% adjustment for unforseen slippage
added to the overhead costs would raise the total costs to as much as
$525,000. Slippage could result from operator ineptness or machine mal-
functioning.
2
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Costing experiences with private contractors suggests that the Agency
could not obtain a bid from an acceptable contractor for less than $12.50
per thousand pages or $1,250,000 for the contemplated quantity of 100,
000,000 pages. Because of the scarcity of good help, a contractor would
require at least 18 months to complete this job. It would be particularly
difficult for a contractor to recruit people that could meet both aptitude
and security requirements and yet be willing to work for a comparatively
modest wage.
The kind or mode of rntcrofUmtng discussed is by far the least expensive.
The film is wound in 100 ft. lengths on plain reels that would be threaded
onto reading devices. The reader could or could not have hard copy
printing capability. Records Center personnel could, if desired, service
requests for material so filmed at a rate of 5 to 10 minutes per request,
depending on the need for photo copying or hand abstracting. Reference
costs would be less if the less active files were selected for microfilming.
3
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TAB
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. Approved For Release 2001/07/28 : CIA-RDP74
DD/S 61-1858
31 May 1961
MEMORANDUM FOR: Mr.
Chief, Records Management Staff
SUBJECT : Transfer of Agency Records Management Function to the
Immediate Office of the Deputy Director (Support)
REFERENCE : Headquarters Notice
1. Effective 1 June 1961 the Agency's records management function is assigned
to the immediate Office of the Deputy Director (Support).
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2. By this memorandum you are designated the CIA Records Administration Of-
ficer. As a member of my immediate staff you will continue to have the responsibility
for providing Agency-wide leadership and guidance in the administration of our Records
Program and will supervise the work of the Records Center. Although our Records Pro-
crambbe continued generally as presently set forth in Headquarters Regulation
it is my desire that much greater emphasis be given to decentralizing the ,
work involved in administering the Program. It is my belief that a substantial part of
our effort has been devoted to performing work for the several Agency components
?which they can, with proper training, do more efficiently for themselves. In fact,
insofar as the disposition of records is concerned it seems to me that they alone can
properly make the necessary judgments.
OP
3. When our Program was new, it was appropriate that we render extensive as-
sistance in order to standardize procedures, get the Program moving, etc. However,
after approximately ten years of operation I believe that the components are now fully
prepared to carry on with a minimum of assistance. We should, therefore, change our
emphasis from one of doing an extensive amount of work for the several components to
one of ensuring that they know how to do the work for themselves in a way that standard-
izes and systematizes the Agency's records, filing, forms, reports, etc., to the
maximum.
4. I know that you have several projects now in progress. These should be com-
pleted, and I understand it is reasonable to expect that they can be finalized within the
next sixty to ninety days. Thereafter I believe that our present Headquarters Staff can
be reduced from fourteen to eight and I will expect you to work out an orderly plan to
accomplish this as rapidly as possible.
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DINFIEENTIAL
??? ?
. ?
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5. We should also revise Headquarters Regulation with a view to plaP6A
lug more emphasis on the decentralization of records administration and spelling out
in clear and well-defined language the delineation of responsibilities and duties that
you as the CIA Records Administration Officer will perform on the one' hand and AgInyi A
Component records administration officers wifi perform on the other.
L. K. White
Deputy Director
(Support)
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ARprovs&FcodiNelVOWNE;64MAR4-00390R0003001=1
SECTION I: RECORDS
I. RECORDS ADMINISTRATION. This paragraph provides for a continu-
ing Agency Records Administration Program to control and improve records from
their creation or receipt to their disposition, and prescribes policies and responsi-
bilities for effectively carrying out the program.
a. RECORD MATERIAL DEFINED. For the purpose of this paragraph, record
material is defined as: all books, papers, maps, photographs, films, recordings,
or other documents and material regardless of physical form or character-
istics, created or received by any part of the Central Intelligence Agency
pursuant to Federal law or in connection with the transaction of public
business and preserved or appropriate for preservation by CIA or its legitimate
predecessor or successor organizations as evidence of the organization, func-
tions, policies, personnel, decisions, procedures, financial or legal transactions,
operations, or other activities or because of the informational value of data
contained therein. "Records" and "record material" may be used inter-
changeably.
b. RECORDS ADMINISTRATION PROGRAM. The Records Administration Pro-
gram consists of the elements listed and described below:
(1) Reports Administration ? The analysis, improvement, and control of ad-
ministrative reporting.
(2) Correspondence Administration ? The application of improved standards
and procedures for preparing and handling correspondence.
(3) Forms Administration ? The analysis, design, and control of forms.
(4) Records Maintenance ? The establishment of standard procedures, sys-
tems, equipment, and supplies for records maintenance.
(5) Records Disposition ? The economical and systematic disposition of Agency
records including their preservation, retention, transfer, protection, and
disposal according to approved schedules.
(6) Vital Records Administration ? The timely selection of vital records and
their prompt transfer to and secure maintenance in a designated Agency
repository. Vital records are records which are essential to the continued
operation of the Agency in an emergency, and which, if destroyed, would
constitute a serious or irreplaceable loss.
c. POLICIES. The Agency Records Administration Program shall be adminis-
tered on a decentralized basis through programs governed by the following
policies:
(1) Records shall be made and preserved to provide adequate and proper docu-
mentation of the organization, functions, policies, decisions, procedures,
and essential transactions of the Agency. Such records shall be designed
to furnish the information necessary to protect the legal and financial
rights of the Government and of persons directly affected by the Agency's
activities.
(2) Measures shall be taken to ensure that essential records are created and
maintained by the most efficient and economical methods.
(3) Measures shall be taken to ensure that nonessential records, reports, and
forms are not created.
(4) Vital records shall be identified in schedules and currently deposited in
a designated Agency repository.
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RECORDS AND CORRESPONDENCE
(5) The Agency Records Center shall be a facility for storing, processing, and
servicing retired Agency records, and will serve as an Agency archival
facility. The Records Center shall be compartmented and controlled in
such a manner that the defense classification or sensitivity requirements
of the office transmitting the records are honored
(6) Records control schedules shall be developed to identify and preserve
records of permanent value, and to provide the basis for periodic removal
of noncurrent records from office space and filing equipment to more
economical storage, and destruction of records of temporary value. These
schedules shall be maintained in a current status.
d. RESPONSIBILITIES
(1) THE CIA RECORDS ADMINISTRATION OFFICER. The CIA Records Ad-
ministration Officer shall:
(a) Furnish staff guidance, assistance, and coordination of the Agency
Records Administration Program.
(b) Provide forms analysis, design, and reference services; approve new
or revised forms; and ensure that appropriate coordination of new and
revised forms is effected.
(c) Review and approve records control schedules, vital records schedules,
and requests for equipment and supplies to the extent necessary to
assure compliance with Records Administration Program requirements.
(d) Direct the activities of the Records Center.
(e) Maintain Agency liaison with the National Archives and Records
Service, General Services Administration, and other Federal and private
organizations on records administration matters.
(f) Review the Records Administration Programs established in the vari-
ous Operating Offices.
(g) Promote the Records Administration Program through training and
publicity.
(h) Develop and maintain a system of managing administrative reports.
(i) Conduct research on records techniques and procedures to improve
and promote efficient paperwork management practices.
(2) THE EXECUTIVE DIRECTOR-COMPTROLLER, DEPUTY DIRECTORS,
AND HEADS OF INDEPENDENT OFFICES.* The Executive Director-
Comptroller, Deputy Directors, and Heads of Independent Offices shall:
(a) Establish, direct, and maintain for their respective jurisdictions Rec-
ords Administration Programs consisting of the elements outlined in
subparagraph b above.
(b) Maintain liaison with other offices of the Agency, as required, in the
performance of their records administration responsibilities.
(c) Designate an individual who will be responsible for the development
and administration of the Records Administration Programs under
their respective jurisdictions.
2-4. Reserved.
*The Inspector General and the General Counsel.
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