SURVEY OF DD/S STAFF FILES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R004200240015-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 18
• Document Creation Date: December 14, 2016
• Document Release Date: December 10, 2002
• Sequence Number: 15
• Publication Date: January 20, 1971
• Content Type: MFR

Approved For Release 2003/041j-DP84-0078050q4RW240Q61 S T
EXILE
20 January 1971
SUBJECT: Survey of DD/S Staff Files
This reflects action assumed on the recent survey of the
DD/S Staff files.
Recommendation No. 1
The Records Control Schedule for the O-DD/S is being revised.
Recommendation No. 2
No action.
Recommendation No. 3a 25X1
25X1 discussed this item with and it was
agreed that the SSA records would be screened by Registry
personnel before being transferred to Records Center. This
resulted in the screening and retiring of three boxes of material.
Recommendation No. 3b
The files accumulated by Mr. Echols have been sent to the
offices concerned for disposition. See memo attached, dated
6 Nov 1970, from CMO/DDS. Mr. Echols had accumulated three
folders of Chrono material which have been sent to Archives.
Recommendation No. 4
The Su ort Bulletin material will be taken care of by
25X1
Recommendation No. 5 25X1
See attached memo from dated 25 Nov 1970.
Further action will be assume by DD IS Registry personnel after
the revision of the Records Control Schedule has been completed.
Recommendation No. 6
See attached memo from Mr. Bannerman dated 11 Dec 1970
regarding this item.
25X1
Office of the
Deputy Director for Support
25X1 cc:
RAB/SSS
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DD/S 70-4465
1 DEC 197
MEMORANDUM FOR THE RECORD
SUBJECT: Disposition of DD/S Diary Notes and Calendar Records
1. Since I am to retire from the Agency service on 31 December
1970, 1 wish to specify the disposition of the following sets of records.
Assistant Deputy Director for Support
1 July 1964 - 4 July 1965:
Diary Notes and Calendar Records
Deputy Director for Support
5 July 1965 - 31 December 1970:
Diary Notes and Calendar Records
25X1
2. The Diary Notes and Calendar Records for the period of
1 January 1968 through 31 December 1970 should be retained in the Office
of the Deputy Director for Support for access and reference by Mr. John
Coffey who will succeed to the position of Deputy Director for Support on
1 January 1971. The remaining Diary Notes as indicated above should be
sent to the Records Center for controlled storage and access thereto to
be at the discretion of Mr. John Coffey, Deputy Director for Support. I
believe these records to be of some historical value in reflecting the actions
taken by the Deputy Director for Support during the above stated period.
In many instances these records reflect the reason why certain actions were
taken which facts may not be found in other forms of records. I am not
setting any destruction date but leave this to the discretion of the succeeding
Deputy Director for Support.
Approved For Release 2003/04/
A. J~. Da
Deputy Director.
for Support
li4-;RDP84
$Otd64;
p40015-6
25X1
 RANSMITTAL SLIP
STAT
&zGu~ 0~~ CQ -6~&
FORM 55 24 I REPLACES FORM 36-8
WHICH MAY BE USED.
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SE
25 NOV197f
25X1
SUBJECT : Recommendation #5 for Special Projects Files
25X1
dtd 27 Oct 70, same subj.
1. As a result of the recommendation made, the records presently
maintained by this office were reviewed to see what improvements could be
effected. This review revealed that only current working files which are
considered necessary for conducting day-to-day business are being main-
tained. When important records are no longer required, they are sent to
the DDS Registry which coordinates the actual transfer to the Records
Center.
2. Based on the above review, it is felt that any transfer of currently
held records from this office to the Records Center is not practical at this
time.
25X1
Special Assistant to -the
Deputy Director for Support
SECRET.
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25X1 MEMORANDUM FOR:
25X1
A survey was recently made of the O/DDS records
program by a member of the RAB/SSS/DDS.
Recommendation #5 is quoted below for your informa-
tion and appropriate action:
"Discussions were held with several persons on the Special Projects
Center. The DDP Records Officer suggested
and in the DDS Registry. Files documenting the DDS functions
and responsibilities to these projects should be brought together and retired
to the Records Center. Within the DDP area the operational support
records are scheduled to be retained for 60 years. In the DDS area the
supporting documents were fragmented. Persons working on these pro-
jects were made aware of the need for retaining portions of the files to
document the DDS policy, planning, and management of the projects.
The files should be screened and organized by one individual having over -
all knowledge of the projects prior to transferring them to the Records
that a cross reference copy of the inventory of documents retired to the
Records Center be forwarded for incorporation with the DDP files for the
corresponding year. This will give the Agency a total picture of the
Agency involvement in the projects."
25X1
25X1
25X1
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 SEN R.WIL_ CHECK CLASSIFICATION TOP Anu ?".
SECRET
U1~CLASSIFIED CONFIDENTIAL
STAT
OFFICIAL ROUTING SLIP
T6E NAME AND ADDRESS
Remarks
a~a~ ~,.- t 0
DIRECT REPLY I PREPARE REPLY
DISPATCH RECOMMENDATION
INFORMATION I I SIGNATURE
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FORM NO. n?7 Use previous editions
1-67 23
 STAT
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 A' J M
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2 7 OCT 1970
25X1
MEMORANDUM FOR:
a
A survey was recently made 'w the O/DDS records
program by a member of the RAB/SSS/DDS.
Recommendation #5 is quoted below for your informa-
tion and appropriate action:
"Discussions were held with several persons on the Special Projects
files. Portions of these files were found wi 25X1
25X1 and in the DDS Registry. Files documenting the DDS functions
and responsibilities to these projects should be brought together and retired
to the Records Center. Within the DDP area the operational support
records are scheduled to be retained for 60 years. In the DDS area the
supporting documents were fragmented. Persons working on these pro-
jects were made aware of the need for retaining portions of the files to
document the DDS policy, planning, and management of the projects.
The files should be screened and organized by one individual having over-
all knowledge of the projects prior to transferring them to the Records
25X1 Center. The DDP ecords Officer suggested
that a cross reference copy of the inventory of documents retired to the
Records Center be forwarded for incorporation with the DDP files for the
corresponding year. This will give the Agency a total picture of the
Agency involvement in the projects."
25X1
EO-DD/S:WEB:es (27 Oct 70)
Distribution:
Orig Adse
A DD/S subject w/survey
1 - DD/S chrono
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3 NOV 1970
MEMORANDUM FOR: Deputy Director for Support
ATTENTION : Executive Officer
SUBJECT : Mr. Echols' Files
REFERENCE : Memo frm ExO-DD/S to CMO/DDS dtd 27 Oct 70
regarding Mr. Echols' Files
1. With reference to subject memorandum requesting action
on the files of Mr. Echols, you are advised action as requested has been
taken.
2. The files generally have been dispersed to concerned offices
where interest was indicated in the contents. There is no doubt that a portion
of these files, particularly the literature on the "Take Stock Plan" will be
destroyed by the General Counsel's Office. The large segment covering
retirement plans, policy, and procedures have been turned over to the
Retirement Affairs Division for disposition. The dispersal, disposal, or
archiving insofar as the Career Management Office was. concerned has been
accomplished.
25X1
Career Management Officer
Deputy Director for Support
SECRET
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2 7 OCT 1970
MEMORANDUM FOR: Career Management Officer, DD/S
A survey was recently made of the O/DDS records
program by a member of RAB/SSS/DDS. The following is one of the recom-
mendations:
"3.b. In the Career Management area some files were found that
had been accumulated by Mr. Echols, who left the Agency some time
ago. These files should be screened and some forwarded to the sections
absorbing the functions, such as, the files relating to retirement and the
stock program. Most of these should be transferred to the Retirement
Branch of the Office of Personnel, the obsolete ones destroyed, and a
small segment should be transferred to the Agency Archives."
Request you review this recommendation and advise
me of action taken.
25X1
Executive Officer to the
Deputy Director for Support
EO-DD/S:WEB:es (27 Oct 70)
Distribution:
Orig - Adse
-1 - DD/S subject w/survey
1 - DD/S chrono
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c
RECORDS ADMINISTRATION PROGRAM
SURVEY REPORT
of
OFFICE OF THE DDS
25X1
Records Management Staff
12 August 1970
FORM NO.
737 11AW4%Vd For Release 2003/ RD184-007808004200240015-6 caa~
 Approved For Release 2003/04g~C RDP84-0078OR004200240015-6
REVIEW OF FILES IN STAFF OFFICES
OF THE DDS
FINDINGS
1. At the request of the Executive Officer, a study was made
during July 1970 of the paperwork systems and procedures in the
Registry and Staff Offices of the Deputy Director for Support. A
preliminary inventory of the records and equipment was submitted to
2 5X1 o permit her to satisfy a reporting requirement
due 17 July. A copy of that inventory is attached.
2. The survey began in the DDS Registry, which is the focal
point for the receipt and control of DDS documents and for the mainte-
nance of central files for the ODDS and the SSA/DDS. Three persons
are assigned to the Registry and share the responsibilities of the
registry operations. No difficulties were found in the retrieval of
documents and all persons contacted felt that the service rendered by
the Registry personnel was satisfactory.
3. The Records Control Schedule for the ODDS needs updating.
Although the schedule dates back to 1958 the disposition instructions
are still applicable to the current files. But, the schedule should
be revised to reflect the changes necessary. During the survey,
records were found that could be eliminated either by immediate destruct-
ion, by retirement to the Records Center, or by transfer to other offices
where responsibility for the particular function now rests. Some of the
records are being retained beyond their usefulness partly because per-
sonnel are reluctant to destroy records or have no time to screen the
files to dispose of the inactive records. The timely application of
the disposition instructions contained in the Records Schedule will
alleviate some of the paperwork problems.
4. While there is no one factor I can cite as a major cause for
concern in these offices, I feel a general improvement in records
management practices and a better appreciation for records management is
needed. Some contributing factors to the current problems are:
Files remain on hand after the reassignment of
personnel, retirement of key people, realignment of
functions and responsibilities, and the physical
move of the staffs to other areas. Many of these
files remain because the responsible personnel are
reluctant to destroy obsolete files before they leave
and those who inherit the records with the new job
fail to find time to properly screen the files. To
remedy this the se arating personnel should be made L '
responsible for_ the disposa of personal accuin`ula-
toons Iles prior"to their departure from an
office. The remaining files should be transferred to
the Registry for incorporation in the official files,
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or other disposition. A greater appreciation of
the storage and retrieval services available at
the Records Center and an awareness of the need
to preserve some files for historical purposes
also would benefit the DDS records in these
offices.
5. Some areas which were given extra attention during the survey
are discussed in the recommendations. I was pleased with the help and
cooperation given to me by the Staff members during the survey, and I
plan to return to assist those who asked for additional. help with
their files.
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25X1
STAFF OFFICER
EQUIPMENT
(in vaulted area)
3 x 5 card file Saf-T-Stak
3 Conserv-A-Files - 15 shelves
1 4-drawer safe - (Vault)
1 Conserv-A-File - 5 shelves
3 4-Drawer Safes
1 4-Drawer Safe
1 2-Drawer Safe
1 2-Drawer Safe
1 2-Drawer Safe
1 2-Drawer Safe
1 4-Drawer Safe
1 4-Drawer Safe
2 4-Drawer Safes
1 2-Drawer Safe
1 2-Drawer Safe
SSA/DDS
1 2-Drawer Safe
1 2-Drawer Safe
1 4-Drawer Safe
2 4-Drawer Safes
1 4-Drawer Safe
1 4-Drawer Safe
3 Bookshelves
July 1970
43.0 pp6.0
13.0.
10.0 / ADS
5.8
1.0
2.0
3.0
1.0
8.0
7.5
6.4 - T%o Hue- g
4.0
3.0
CAREER MANAGEMENT Ac IN ?Z o S.E C P
TOTALS 185.2 cu. ft.
8.2 cu. ft.
7.0 cu. ft.
2.0
1.0
1.0
3.0
1.5
8.6
2.0 g
12.7 ,
6.0 1.0
(5 x 8)
185.2
of records on hand
cards & 3 x 5 records
books
200.4 cu ft. on hand in ODDS
1 2-Drawer Safe
2 4-Drawer Safes
1 4-Drawer Safe
1 2-Drawer Safe (vacant)
1 2-Drawer Safe
1 2-Drawer Safe
1 2-Drawer Safe
1 4-Drawer Safe
1 2-Drawer Safe
2 4-Drawer Safes
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RECOMMENDATIONS FOR DDS STAFF FILES
RECOMMENDATION 1. REVISE THE RECORDS CONTROL SCHEDULE
The Records Control Schedule for the _O DDS was prepared in 1958.
Since that time responsibilities have been realigned and reassign-
ments made. Changes should be reflected in the schedule. New files
should be addedLLand discontinue i ems deleted from the schedule.
To be an effective tool for the management of office records, the
Schedule should be a current document and updated whenever changes
are necessary
RECOMMENDATION 2. CONTINUE THE DUAL NUMBERING SYSTEM IN THE REGISTRY
The DDS Registry uses a consecutive numbering system preceded by
"DDS" for controlling the documents moving through the ODDS. For
documents to be handled by the SSA the control numbers are preceded by
"SSA". Three persons are assigned to the.Registry; two work primarily
on the DDS documents and one maintains the controls and files for the
SSA.
During the past three years one-third of the volume of documents
handled in the ODDS were for the SSA:
?
DDS
SSA
Total
SSA Percentage
1968
5300
2318
7618
30.40
1969
5800
2647
8447
31%
1970 (June)
2400
1200
3600
33%
In view of the high percentage of documents handled exclusively by
the SSA it is believed best to continue the dual control system within
the Registry.
RECOMMENDATION 3. CONDUCT AN ACTIVE DISPOSAL OR RETIREMENT OF RECORDS
accordance with the Schedule. At present, too many of the old files
are being brought forward and retained in the vault area. This breaks
the continuity and integrity of the files. To recount experiences and
past history the records should remain in their proper order and should
be retired to the Records Center intact when they are no longer needed
for current operations.
hould be screened and some transferred -U6 the records Center in "
a. In 1965 the inactive files for the SSA were physically trans-
ferred to the vault located in the Registry. Since that time only two
jobs have been retired to the Records Center. One in May 1965 and one
in August 1967. The central files for the SSA date back to 1958 and
total 1 cu. ft. At the end of each calendar year the inactive files
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b. In the Career Management area some files were found that
had been accumulated by Mr. Echols, who left the Agency some time
ago. These files should be screened and some forwarded to the
sections absorbing the functions, such as, the files relating to
retirement and the stock program. Most of these should be trans-
ferred to the Retirement Branch of the Office of Personnel, the
obsolete ones destroyed, and a small segment should be transferred
to the Agency Archives.
The Global War Plans and Emergency Plans Files dating back
25X1 tol era were reviewed byl the current
Emergency Plans Officer. Two folders were destined for the Archives,
and the remainder was transferred to the Top Secret Control Staff
for destruction. This relieves the Registry of further maintenance
of the files and releases the file space for current use.
RECOMMENDATION 4. RETIRE SUPPORT BULLETIN BACKGROUND FILES TO
RECORDS CENTER
From its inception in 1957 until the last issue in 1966 (copy 31)
the Regulations Control Staff was responsible for drafting, coordinat-
ing, publishing, and disseminating the Support Bulletin. All back-
ground files through 1966 together with a copy of each Bulletin have 25X)
been retired to the Records Center by the Regulations Control Staff.
,In January 1967 responsibility for preparing and publishing the
Bulletin was transferred to a special assistant within the Office of
25X1 the DDS. Todayl has that responsibility. The initial
dissemination of the Bulletin is done by Printing Services Division
and the extra copies maintained by Regulations Control Staff to
satisfy later requests. Regulations Staff also maintains a "Master
Copy" for ready reference. During the survey I found one safe drawer
of Bulletin material that requires attention. These should be screened
to eliminate duplicates and unnecessary documents then organized for
retirement to the Records Center as the official Support Bulletin
Files. Thereafter, a background file on future Bulletins should be
established and retired to the Records Center at the close of each
calendar year.
25X1
25X1
RECOMMENDATION 5. PRESERVE THE PORTIONS OF THE SPECIAL PROJECTS WHICH
DOCUMENT THE DDS RESPONSIBILITIES TO THESE PROJECTS
Discussions were held with several persons on the Special Projects
files. Portions of these files were found with
together and retired to the Records Center. Within the DDP area the
operational support records are scheduled to be retained for 60 years.
In the DDS area the supporting documents were fragmented. Persons
working on these projects were made aware of the need for retaining
and in the DDS Registry. Files documenting the DDS
functions and responsibilities to these projects should be brought
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portions of the files to document the DDS policy, planning, and manage-
ment of the projects. The files should be screened and organized by
one individual having overall knowledge of the projects prior to trans-
ferring them to the Records Center. The DDPI 125X1
Records Officer suggested that a cross reference copy of the inventory
of documents retired to the Records Center be forwarded for incorpora-
tion with the DDP files for the corresponding year. This will give the
Agency a total picture of the Agency involvement in the projects.
RECOMMENDATION 6. PERMANENT RETENTION OF DDS DIARIES
The daily Diary notes of the head of a large component are worthy
of retention for historical purposes. The Diary notes generally contain
a wealth of information that is not available elsewhere in an organiza-
tion. Historians find them useful in reconstructing activities, relation-
ships, behaviors, and general characteristics of an organization. The
DDS Diary should be scheduled to be set aside as a permanent Agency record.
Release of the Diary need not be made until some specified period after
the individual has left office.
RECOMMENDATION 7. CONDUCT A GENERAL REVIEW AND CLEANUP OF ALL FILES
To improve office efficiency each file series should be reviewed
and old files removed from the current files. The old files should be
screened for duplicates and obsolete non-record material which may be
destroyed. The remainder should be transferred to the Registry for
incorporation in the DDS Central Files. To make the central file
system effective all secretaries should transfer inactive files to the
Registry and rely on the Registry personnel for retrieval of the docu-
ments upon request. The current or active files scattered throughout
the DDS offices should be kept to the minimum required for current
operations.
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