REQUEST FOR APPROVAL TO ACQUIRE/RENOVATE OFFICE SPACE FOR THE OFFICE OF SECURITY IN THE (SANITIZED) BUILDING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00058R000100030009-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 27, 2016
• Document Release Date: August 16, 2012
• Sequence Number: 9
• Publication Date: July 17, 1987
• Content Type: MEMO

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Date
STAT
STAT
STAT
STAT
iiDUTING AND TRANSMITTAL SUP
TO: (Name. office symbol, room number.
building. Atom/Posy
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Note and Return
Approval
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As Requested
For Correction
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Circulate
For Your Information
See Me
Investigate
Signature
'Comment
Coordination
Justify
REMARKS
C/RECD - Please review and comment. The D/L
asks that vou coordinate your _response _
with of F1%,g) . ? /
ternal OL cosies
RECD SECRETARY - Pleas
(include a
when
ready tor pick up.
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DO NOT use this form as a RECORD of approvals. concurrences, disposals.
clearances, and similar actions
FROM; (Hame, org. symbol. Agency/Post)
John M. Ray, D/L
or?
DIA
Phone No.
5011-102 OPTIONAL FORM 41 (Rev. 7-76)
Prescribed1311A
usGpo 1983 0- 381- 5 29 (316) ?MR (41 WM 101-11.206
Declassified in Part - Sanitized Copy Approved for Release 2012/08/16: CIA-RDP91-00058R000100030009-8
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STAT
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STAT
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asks that you coordinate your responsE7'4,-
with of MY.? P
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RECD SECRETARY - Please make internal OL copies
(include a copy for
Marie/Dawna - Call
ready for pick up.
when
64*-13 Afore
00 NOT use this form ass RECORD of imamate. concurrences. disposes,
clearances. and similar actions
FROM: (Name, org. symbol, Agency/loose
John N. Ray, D/L
Phone No.
10$1-102
?imam FORM 41 (Rev. 7-76)
SM
USGPO ,9113 0-381-529 (ilb) M Uat S CNIS 10141.2114
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ROUTING ANO TRANSMITTAL SUP
TO, (Name. Wee aymboi. room number.
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Declassified in Part - Sanitized Copy Approved for Release 2012/08/16: CIA-RDP91-00058R000100030009-8
ADMINISTRATIVE 1EPNAL USE ONLY
ISUBJECT: (Optional)
ROUTING AND RECORD SHEET
Request for Approval to Acquire/Renovate
STAT
1- FROM:
STAT
STAT
t. TO: (Officer designation, room number, and
building)
1.
Office of Security in the
Director of Security
' EXTENSION
Office Space
Building
for
the
DATE 17 JUL 1987
STAT
DATE
RECEIVED
FORWARDED
OFFICER'S COMMENTS (Number toch comment to show from whom
INITIALS to whom. Draw o lino across column offer each comment.)
2.
DDA
7D18 HQS
STAT
STAT
3.
AS/OS
STAT
8.
10.
12.
13.
STAT
FYI
The attached memo represents
a follow-up request for
reconsideration and approval
by the DDA for OS to acquire
some much needed additional
snace on the ground floor of
Building to support
the Polygraph Divisions File
Room requirements.
The original request
regarding this space was
submitted Nov. 86. The DDA
denied request Feb. 87. D/OL
concurrence and the DDA's
approval of this resubmitted
request would be greatly
apprecia
23 JUL 1987
2 from 1:
Although OS Polygraph Div. wil-
have additional records storage
capacity in the NHB, something has
to be done to solve their very real
and immediate problem. Recommend
approval of this request as a
necessary interim solution. It
should be noted that the lessor
may not accept a short-term one-two
year lease with renewal options,
and it may be necessary to negotiat
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Declassified in Part - Sanitized Copy Approved for Release 2012/08/16: CIA-RDP91-00058R000100030009-8
STAT
Declassified in Part - Sanitized Copy Approved for Release 2012/08/16:
IMMEDIATE
ADMINISTRATIVE - INTERNAL USE ONA
ROUTING AND RECORD SHEET! 'Wm 160c
Request for Approval to Acquire/Renovate Offitur-sractlmrTTE------
Office of Security in the Building
1 SUIJECT:
STAT
I FROM:
STAT
ITO: lofty dmignotion, room
4 number, end
. building)
1 .
1000.011
Director of Security
STAT
D/OL
2.
DDA
7D18 FIS
EXTENSION
NO.
DATE
MOWN
10119Maggg
OFFICER'S
INITIALS
kTE
17 JUL 1987
COMMENTS (Number loch comment to thew host whom
Is whom. Crow s lino ogress column eltor oodt comment.)
3.
STAT 4.
STAT
5.
acing
6.
7.
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9.
10.
12.
13.
14.
15.
FORM 61n um EDIpievious
1-79 v TIONS
FYI
The attached memo represents
a follow-up request for
reconsideration and approval
by the DDA for OS to acquire
some much needed additional
e ground floor of
Building to support
Polygraph Divisions File
Room requirements.
The original request
regarding this space was
submitted Nov. 86. The DDA
denied request Feb. 87. D/OL
concurrence and the DDA's
approval of this resubmitted
request would be greatly
appreci
ADMINISTRATIVE - INTERNAL USE ONL'9"."'i1ie,otnsm IN-4$'s34'"1"
Declassified in Part - Sanitized Copy Approved for Release 2012/08/16: CIA-RDP91-00058R000100030009-8
STAT
Declassified in Part - Sanitized Copy Approved for Release 2012/08/16: CIA-RDP91-00058R000100030009-8
ADMINISTRATIVE - IfiRNAL USE ONLY
17 JUL 198/
MEMORANDUM FOR:
Deputy Director of Administration
VIA:
Director of Logistics
FROM:
Director of Security
SUBJECT:
Request for Approval to Acquire/Renovate
STAT
Office Soar fnr
the Office of Security in
Building
the
REFERENCE:
Memo to DDA dtd
5 Nov 86; Same Subject
STAT
STAT
STAT
STAT
STAT
renovate
the
approximately
1. Action Re uested: Approval is requested to acquire
additional
and
offfce space for the Office of Security in
Building.
The additional office space will provide
2. Background:
3,200
square feet on the first floor of
This
Building.
space is in the same building that
This additional space is badly
Division file room, and to accommodate
space for supervisors, clericals and
that was created due to the accelerated
Currently, Polygraph files are
room of the Security Records Division,
This space measures approximately
is totally insufficient to house the
existence, to say nothin of the records
we are presently leasing.
needed for a Polygraph
the ever increasing
administrative space
Reinvestigation Program.
main ' ' sub-file
in Building.
1,2 square feet and
records currently in
which are being created
Polygraph Division has
to convert other Polygraph
storage facilities.
facilities which make
maintain and retrieve
presently must be transported
locations in which the
acquisition of the new
would allow the Polygraph
into one large file
the management of the
records system would
at the rate of files a day. The
already outgrown this space and have had
Division space into temporary file
Records are now located in multiple
it difficult to track, professionally
these records on a timely basis. Records
via vehicle to three different
Polygraph Division is divided. The
office space in Building
Division to Co-locate their records
room. The time saved in obtaining files,
files, and the management of the division
more than significant.
OS 7 2185
ADMINISTRATIVE NTERNAL USE ONLY
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ADMINISTRATIVE - INTERNAL USE ONLY
STAT
STAT
STAT
SUBJECT:
Request for Approval to Acquire/Renovate
? Office Space for the Office of Security in
Building
. Cost Consideration: The existing rental agreement for
is presently set at a rental fee of 317.50 per
square toot, or $56,000 per year with a five year lease. The
Office of Security would prefer to have a lease negotiated for
two years with the option to extend the lease in one year
increments. It is expected that the lessor would contribute
toward the renovation of the space. Also the lessor has a
provision for six months occupancy without rent with a five
year lease. It is possible that a lease can be negotiated for
a shorter lease period with a similar clause. Should the
renovation costs to the Agency exceed twenty-five percent of
the first year's rent, a Certificate of Necessity will be
requested, as stipulated by the Economy Act. However, it does
not appear that one will be required at present.
4. Recommendation: It is requested that approval be
granted for the acquisition of space cited above as soon as
possible.
Attachments
STAT CONCUR:
STAT
Director7a Logistics
APPROVED:
23 JUL 1987
Date
EB JUL I"?
Deput ector for Administration Date
ADMINISTRATIVE - INTERNAL USE ONLY
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ILLEGIB
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MEMORANDUM FOR:
VIA:
FROM:
SUBJECT:
05 NOV 1986
Deputy Director for Administration
Director of Logistics
ulLeLcor or security
Request for Approval to Acquire/Renovate
Office Space for th7 Office of Security in
the Building
1. Action Requested: It is requested that you approve the
use of the Director of Central Intelligence Agency Authority as
provided for in Section 8 of the Central Intelligence Act of
1949, as amended to lease and renovate office space in support
of the Directorate of Administration.
2. Background: The acquisition of the new office space
will provide 3,200 square feet of additional office space to
satisfy our current requirement. Approximately 1,200 square
feet of space will be used ? relocate the sensitive Polygraph
STAT files now located at Building and the remainder of the
office space will be needed to accommodate the increase in our
staffing compliment, that resulted from an extensive
reorganization.
STAT
STAT
3. Cost Considerations: The present lease agreement for
sets a rental fee of $17.50 per square
foot, or $56,000 per year. Office of Security would like to
have a lease negotiated for five years with an option clause to
extend the lease in one year increments.
4. Recommendation: Your approval is requested to proceed
with the acquisition of the space cited above.
OS 6 1296
ADMINISTRATIVE IN AL USE ONLY
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SUBJECT:
STAT
STAT
CONCUR:
Request for Approval to Acquire/Renivate Offinp
Space for the Office of Security in
Building
Director of Logistics Date
APPROVED:
Deputy Director for Administration Date
ADMINISTRATIVE INTERNAL USE ONLY
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NT I AL
R-4 eett4
MEMORANDUM FOR:
FOR:
VIA:
FROM:
29 June 1987
Chief, Clearance Group
Chief, Security Records Division
xecords and Services Branch
SUBJECT: Request for a Security Records Retirement
System
1. The Records and Services Branch (MB) 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 RSB 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.
25X1
CONFI NT1AL
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CONFIDENTIAL
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.
S. Between July and September 1987, RUB 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 subsequent
25X1 help from summer employees) and forward them to Tb12h
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.
25X1 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:
If
25X1
25X1
a. Concurrence by given to establish a retirement system
and that,
b. Two additional staff employees be assigned full time to
RUB to monitor the retirement system once the initial
program is in operation.
thorp
21?
.T. questions, please contact the undersigned on
I
CONFIDENTIAL
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