REQUEST FOR A SECURITY RECORDS RETIREMENT SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89G00643R000800100011-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: December 23, 2016
• Document Release Date: November 14, 2011
• Sequence Number: 11
• Publication Date: July 17, 1987
• Content Type: MEMO

STAT
Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643R000800100011-6
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Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643R000800100011-6
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89G00643R000800100011-6
MEMORANDUM FOR: Chief, Clearance Group
VIA: Chief, Security Records Division
FROM:
Chief, Records and Services Branch
SUBJECT: Request for a Security Records Retirement
System
1. The Records and Services Branch (R&SB) is experiencing
a critical space problem in the Files Section. We are
literally living out of boxes due to lack of sufficient shelf
space for security files. According to the ADP Study, one
recommendation for immediate action is to take approximately
10% of the oldest security files and move them to a remote
location. This would slow the access to these files, however,
they could be retrieved within several days of a request. Our
objective in R$SB is to establish a retirement system,
accomplish the ADP action and create additional space.
2. The managers in the Files Section have exhausted their
ingenuity on where to store security files. Currently, a total
of 76 boxes (approximately 15-20 files per box) are located on
top of temporary filing cabinets, under shelves, on top of
shelves and in various other places. Those boxes located on
top of shelves present a serious safety hazard as each box
weighs approximately 50 pounds. Our employees not only have to
climb a ladder to reach them but lift boxes down in order to
locate the files needed.
3. An immediate solution to our space problem is to move
the Polygraph File Room out of SRD, and the future solution is
to move into the new Headquarters Building. Our efforts to
survive are slowing diminishing since neither solution has yet
to occur. Eight temporary filing cabinets were purchased over
a year ago in a hope to solve the space problem, however, we
quickly realized they were only an interim measure. Two fixed
shelving units were built in back of the section to store a
small portion of the overflow and they have quickly filled to
capacity.
Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89G00643R000800100011-6
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89G00643R000800100011-6
CONF IDENTIAL
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4. Employee morale is a factor associated with the space
problem. Not only are the working conditions hazardous,
it is time consuming to locate a file that is in a box situated
somewhere in the office. When production is hampered due to
space constraints, the entire processing within the division is
affected. The volume of correspondence is another issue, and
although it is our summer goal to file all of it, in reality,
it will not fit in the appropriate files given the current
space configuration.
5. Between July and September 1987, R$SB plans to
establish, with your concurrence, a task force of at least two
senior employees to review approximately 100,000 security
files, flag them for retirement, and subsequently box (with
25X1 help from summer employees) and forward them This
would free approximately ten ranges and allow room to expand.
In addition to a request for a retirement program, we are
requesting an increase of at least two full time staff
employees to monitor the retirement system throughout the year
and retrieve files upon request.
6. A preliminary inquiry ~reflected that the
Archives and Records Center is in the process of completing an
expansion and due to be ready in August 1987. It appears that
the storage space for security files will be adequate.
7. The present lack of storage space for security files in
the Records and Services Branch is disparaging. The files have
grown and continue to grow to the point of surpassing the
capacity of the current square footage of space. As a result,
security, safety and fire hazards are prevalent, as well as,
morale and production problems. Therefore, it is requested
that:
a. Concurrence by given to establish a retirement system
and that,
b. Two additional staff employees be assigned full time to
R$SB to monitor the retirement system once the initial
program is in operation.
25X1
25X1
Tf thPrc nrP nnv questions, please contact the undersigned on
CONFIDENTIAL
Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89G00643R000800100011-6