BACKGROUND ON AGENCY ARCHIVES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP76-00883R000100140058-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: May 1, 2002
• Sequence Number: 58
• Publication Date: June 16, 1970
• Content Type: MF

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MEMORANDUM FOR: Mr.
SUBJECT Background on Agency Archives
0883R600100140058
16 June 1970
1. Federal Law requires every Agency to permanently preserve
certain of its records to document its activities and accomplishments.
(Attached is a copy of the Public Lew 754, 81st Congress, in which you
may note that requirement in Section 506, paragraph (a) on page 9.)
Whether or not the Agency has eatabliehed a formal Archives function to
preserve such permanent records, the requirement exists and must
eventually be satisfied. Therefore, the proposal for a Support Director-
ate information Management Center would be well adviaed to plan for the
future and to meet Federal requirements, not merely aim to fill existing
functions. Consequently, this paper is positive in its concern for
Agency Archives and recommends DDS action whether or not any other
Directorate acts similarly, or if this action (in accordance with Federal
Law) is or is not sanctioned by a specific Agency Regulation. At present
the Central Records Staff interprets HR L 1 to prescribe an Agency
Archives Function.
2. It is important that we keep clearly in mind the distinction
between the History Staff and the Archives Staff. Historians are
responsible to research and write about the past events of our organiza-
tion. To do so they refer to permanent documents in the Archives and to
temporary files in the Records Center or Offices as well as to their awn
personal experiences and those of other reliable individuals. To simplify
their tasks the historians may issue guidance and requests for the inclu-
sion of certain documents in files being retained. This may be treated
as another administrative procedures and the requests honored. Such
requests probably coincide with the requirements levied by professional
Archivists and the necessary documentation may coincidentally be scheduled
for Archival retention. But the Archives priority must be understood.
The Archive documents must be preserved for use by many different types of
historians and future citizens and are not to be accumulated to satisfy
only today's whims, opinions, or needs. Likewise, Office files are to
meet the needs and requirements of the operating office and the integrity
Of that file must not be defiled and raped by any historian to meet his
immediate needs. A basic Archival principle is "respect des fonds"
which demands that the original order and completeness of a group of
official, permanent files be preserved to insure the integrity of those
documents for future research and reference. Usually this involves only
about 5% of an Agency's total records. Isolated selection, removal, and
storage of individual documents and manuscripts loses the reliability of
the contents or valuable related material and is more the function of a
library or museum.
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3. Therefore, with these two points in mind -. continuing to extend
the Agency Archives activity and having the Archives used by Historians
but not subordinated to their temporary needs of today we can better
respond to your draft of certain duties and responsibilities within the
DDS Information Management Center:
a. The role of the Directorate Archivist will be
enhanced and simplified if the Agency formalizes
and expands its concern for and attention to Agency
Archives. But if the Agency does not, then the
Archivist must still operate within the Support
Directorate and merely work harder and be more
knowledgeable, resourceful, and persuasive about
Archival needs and procedures.
b. Your point #1 places the primary emphasis and duty of
the Archivist in the History Program. For several
years now there have been dozens of Historians through-
out DDS operating under the guidance and requirements
of the Historical Staff and the supervision of a super-
grade DDS Historian coordinator. I believe your point
I should require the DDS Archivist to coordinate the
Archives Program within the Offices of the Directorate
and ensure that the permanent documents and related
files are properly scheduled, the "Offices of Record"
identified, and an effective procedure established for
? the current maintenance of those files and their careful
retirement to the Records Center and eventual preserva-
tion in the Agency Archives.
c. Your point #2 would violate the integrity of any official
permanent file in other Directorates from which valuable
documents are "retrieved" for historians in DDS and never
returned. Is the word "screening" used in the sense of
"examining" or "purging"? A screening examination being
done is for the purpose of identifying whether or not a
file meets the legal Archival requirements and its
reliability intaet. It is not screened for purging unless
the office keeps poor files and duplicate or non-record
and unrelated material is therein. When a DDS historian
needs information on DDP activities related to the DDS
History, the DDS historian goes and uses DDP complete
official, permanent files. We can not ask DDP to give
its records to DDS nor should DDS start a duplicate of
the DDP files. (It seems to me our DDS historians need
Research Training and Should stop expecting to be spoon
fed.
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a very close liaison with the Records Management Program
and so points 43 and 44 are well stated.
4. Although points 45, #6, and er are correct and should be stated,
they more or less describe the qualifications and motivating actions of the
Archivist. Hence, I believe they can be preceded by a few points more speci-
fic as to his duties, responsibilities, and "raison dtetre". I would suggest
something concerning his value and contributions to the Ib8 Offices, the
History Program, and to the Directorate Management Information Staff some-
what as follows:
a. The Archivist is responsible to develop a Directorate
"Records Retention Plan" which identifies the valuable,
permanent records in DDS and specifies the "Office of
Record" responsible for their accumulation, maintenance,
and eventual retirement. This activity ensures the preser-
vation of essential records of continuing value, eliminates
confusion as to their location and safety, and permits
disposal of all duplicate files.
b. The continuing attention of the Archivist to all types of
Agency records and development of related finding aids
ensures the presence of a natural liaison and research
channel for all future historians in the DDS. This service
and expertise will expedite their work and provide informa-
tion on nuggets of knowledge outside the historian's sphere
and thereby guarantee a fuller, more reliable history of the
Agency's accomplishments and evolution.
The importance of information was always acknovledged but
the related processing procedures have only recently begun
to be appreciated by Agency management. Necessary controls
and manpower are only now being assured. Typical are these
plans for an integrated Information Management Staff. We
rust avoid a narrow or biased approach by this staff. It is
essential that the modern systems designers and data processers
with their computer systems orientation, be guided in Agency
Records Management by the presence on the staff of such besic
and long-range orientations, as are found in the qualified
Archivist and his related program of records management. His
is a common sense approach to the fundamental systems require-
ments of Agency operations. His Records and Documentation
objectives are fundamental. Such simple demands as column
heading translations and code dictionaries will be a
responsibility he will police throughout the previously
neglected documentation of DDS ADP projects. Disposition
plans for inmt and output as well as for their more efficient
formatting, storage, and retrieval will be other essential
duties and Aervices upon which this Archivist and his Records
Managers will coordinate in an effort to improve the efficiency
and econoey of the automated and miniaturized systems.
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ing Requirement
Directorate Archivist GS-14/13
Although attached to the DDS Information Processing Staff the
incumbent will be assigned for duty in the Agency Archives. The
professional archivist must have primary competence in the following:
a. Records Appraisal and Disposition. This involves
analysis and evaluation of Agency records to determine
their continuing value and to advise or make decisions
regarding their ultimate disposition. This requires a
knowledge of the history, organization and operations
of the Agency as well as an understanding of the legisla-
tive responsibilities of the Agency and its records plus
the needs of the scholarly community.
Archival Records Arrangement and Description.Thi
esSential ability provides for the systematic storage
and retrieval of the material and the bringing of
related material together in logical order with adequate
finding aids to facilitate reference.
Secondary skills should relate to the eeveral responsibilities
necessary to the success of the other units and programs in the
DDS Information Management Staff such as the:
Records Management Staff
Historical Writers
Information Processing
Plans and Analysis
Systeme Management, development and design
Assistant )S Archivist GS-12/11
This asoistant will provide administrative support and back up
the continuing liaison and program activities during the absence
of the Archivist. This incumbent will provide a continuity and
depth of coverage in this increasingly important function.
DDS/SSS
CIA RAO
CIA Recor
mrf (16 June 1970)
A
ion Officer
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