ARCHIVISTS RESPONSIBILITIES WITH DECLASSIFICATION OF 30-YEAR OLD MATERIALS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001200190004-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: March 18, 2002
• Sequence Number: 4
• Publication Date: May 8, 1972
• Content Type: MFR

194R00120o0004-5
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DD/S 72 -1853
8 MAY 1972
MEMORANDUM FOR THE RECORD
SUBJECT: Archivists Responsibilities with Declassification of 30-Year
Old Materials
1. On 28 April I attended for the Agency the meeting called by
Dr. James B. Rhoads, Archivist of the U. S. The purpose of this meeting
was to discuss with representatives of departments and agencies concerned
Dr. Rhoads' responsibilities and plan under Executive Order 11652.
2. Dr. Rhoads opened the discussion with a brief review of the
Executive Order with particular reference to the role of Archivist. He
noted that the documents concerned were to be reviewed by the Archivist
with the ultimate decision on continued classification being made by the
agency head. He pointed to the need for agency cooperation and assistance
in the review of these materials now held in the Archives pointing to the World
War II documents as the immediate concern. Dr. Rhoads stressed the
importance of making available to. history writers the maximum amount of
materials in order to ensure that the "good" history will result - non-access
leading very likely to "bad" history. Dr. Rhoads concluded his opening
remarks by noting that the letter and spirit of the new Executive Order are
to be carried out and that change in the direction of making more information
available is desired by the President. He identified the DOD, Department of
the Army, and Department of State as having been leaders in the review and
declassification area in the past year.
3. Dr. James E. O'Neill, Deputy Archivist, was the next speaker.
He used a number of charts to demonstrate the present holdings pointing out
that the growth pattern was reasonably consistent at between 175 and 185
million pages per 12 year period. National Archives holds some 160 million
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pages of records for the period 1913 - 1945. It anticipates pressure for
release of the 24 million pages of 1913 - 1941 records on 1 June, the
effective date of the new Order. Those pages plus 34 million pages of
1942 records must be reviewed and those declassified made available by
the end of Calendar Year. 1972. Quantities for the following 3 years are
36 million for 1943, 39 million for 1944 and 27 million for 1945. Dr.
O'Neill pointed out that agencies must establish guidelines (Mr. Hoare,
DOD representative, mentioned that Mr. Liebling's office had drafted
guidelines which were awaiting Secretary Laird's approval) on retention of
their materials in order to permit the reviews to be made.
4. Dr. O'Neill then outlined the proposed actions:
(a) Survey - to be made within initial agency guidelines,
Agency participation on the ground being necessary. This step
will constitute a gross separation with the expectation that at least
50 percent of the 160 million holdings will be opened up.
(b) Review - page by page, line by line. It is anticipated
that this step will, reduce the retained portion to 8 million.
(c) Agency review of remaining documents and agency
head determination as to continued classification. It is hoped that
this step will bring the retained holdings to 1 percent of the original
amount or 1. 6 million pages.
5. In response to questions it was agreed the declassification
authority of the Archivist would be given to agency reviewers. It was also
affirmed that there is no intention to pull duplicates in the holdings of other
agencies in order to preserve the integrity of the picture of each holding
organization. It also came out that the Archivist planning originated before
the Pentagon Papers story broke and that requests for increases in people and
dollars were presented for consideration as FY '72 supplemental item which
the Congress decided was not appropriate for such treatment since it involves
launching a new program. The request for increases is in the FY '73 budget.
(I was told by Mr. Hoare, that Archives had requested an increase of 107
people and that DOD had agreed to put on essentially permanent detail 20
additional people, 5 each from Army, Navy, Air Force and JCS.) Dr. O'Neill
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finished his portion of the discussion by stating that the new Order
requires a 5 year program to be completed in 3 1/2 years. He then
introduced principal staff members Dr. Campbell, Dr. Deutrich (Military
Archivist Division), Miss Smith (Civilian Archives Division), Mr. Jacobs
(Presidential Libraries), Mr. Burke (Educational Program), and
Mr. Al Thompson who is in charge of the declassification effort.
6. Mr. Thompson pointed to folders which had been given to each
of the participants showing listings and descriptions of what is held in
National Archives that is considered to be of prime concern for designated
orientation. He then asked that a liaison officer be designated for each
organization as soon as possible. The liaison officers should be delegated
full responsibility to declassify although exemptions and exceptions
determinations would continue to be made by higher authority. Mr. Thompson
intends to meet with the liaison officers prior to 1 June. Mr. Thompson noted
that 1945 had been selected principally because DOD and State have already
moved through that year. Mr. Thompson also noted that materials of one
agency held in another's records constitute a major problem. He also
specified that "privileged" material under the Freedom of Information Act
is a separate matter requiring different determination.
7. Mr. David Young of the White House Staff who had a major
part in final production of E. O. 11652 spoke briefly. He- stressed the very
keen. interest in this effort at the White House. He also mentioned the
work underway on a directive to implement E. O. 11652 and he commented
on consultation with CIA on possible computerization of the system.
8. After the formal meeting I confirmed with Mr. Thompson that
only the holdings in the archives were being considered at this time. He
noted that OSS papers constitute a major problem since copies are held so
widely. He also said that the volumes are such that they should definitely not
be sent to CIA for possible possession.
25X1A
'John W. Coffer
Deputy Director
for Support
DD/S:JWC:ilc (8 May 1972)
Distribution:
O - DD/S Subject
1 - DDS Chrono
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