RECORDS INFORMATION SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000100160004-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 41
• Document Creation Date: December 12, 2016
• Document Release Date: August 6, 2002
• Sequence Number: 4
• Publication Date: July 10, 1970
• Content Type: MF

Approved For Release 2002/08/26 : CIA-RDP74-00390R000100160004-6
10 July 1970
MEMORANDUM FOR: Chief, Support Services Staff
THROUGH Deputy Chief, Support Services Staff
SUBJECT Records Information System
1. I believe there are three reasons for continuing
STATINTL
originally developed for DD/ST. It will provide for the
first time an Agency-wide data base containing detailed
information about on hand records,, and files which can
be used to: (1) provide input to a Records System
analysis and design effort; (2) test the notion that
effective management and control can be exercised through
a centralized data base; and (3) provide a basis for
developing records creation and storage policies.
and extending the punched card application
2. Systems Analysis and Design
There has to be a diLstinction made between a
"Records System" and a "Records information system".
The former is concerned with the creation of records, on
hand storage and use and disposition. The latter is
concerned with building and maintaining a data base
which describes the material flowing through the records
system.
The Agency has a Records system. It has problems.
don,]y-
_t_ow ae_zloh about 1ae__syst_em to solve its
RLablems. Hence the need for the Records Information
System. The punched card application is available and it
seems to address the right items. If unnecessary data is
being collected or necessary data is being missed then
modifications should. be made. The Records Administration
people will have to make those determinations. In any
eventit seems anieasy wayt- to the data base
required for the information system.
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 Approved For Release 2002/08/26 : CIA-RDP74-00390R000100160004-6
Management and Control
Inability to manage a decentralized program from a
centralized location has been a long-term aggravation to
those responsible for records management. Alternative,
organizational solutions have not been accepted, so some
alternative to an organizational solution is needed.
The development of a detailed data base with broad
coverayges oulavepotential forrov_dn~a non-
or anizational alternative.
The Agency Records officer would be the user of the
Agency data base. His use of the data base will depend
on his immediate purpose but he should be able to review
status, project and analyze trends, identify problems and
their source(s) and offer advice and guidance from a
position of strength. His position of strength derives
fromposess_i`n detailed facts. His advice and guidance
should be less academic and abstract because he knows
more about the problem at hand.
Records creation and storage policy
The capability for developing policy follows logically
from the capability for establishing management and control.
The possession of an information base can be used to
develop policy in the same way it is used to develop a
management and control mechanism.
3. Some hesitancy has been expressed about adopting
the punched card application. The accuracy of the data,
the coding structures being used and the necessity for
using punched cards (or any other form of automation) are
three of the expressed reservations.
Data accuracy should be Merv sus
dation should be the first stuseof the data base. Compar-
isons between the Office inventories, the Office records
schedules, and related records center data should develop
some clues indicating where the inaccuracies are. On the
spot investigation and follow-up should indicate why the
inaccuracies occurred and what should be done to elimi-
nate them.
Coding structures are a more difficult problem.
Codes can be added or the coding structure can be
collapsed rather easily. Problems begin to occur if the
coded items in the file have to be split between 2 or
more new coding categories. The coding being used has
seen reviewed and it should be reviewed again. This
Approved For Release 2002/08/26 : CIA-RDP74-00390R000100160004-6
 Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
second review should concentrate on making certain that
the existing codes are homogeneous now and have a reasonable
likelihood of remaining so. New codes can be added or
existing codes combined with no problem so long as the
homogeneity of the existing codes is retained.
The necessity for using automation can be justified
from two points of view. First, it lends a little
glamour to the exercise. The inventory form (Form 138)
might well be redesigned to reflect its status as an
input document. Using punched cards should result in a
manpower savings by reducing the requirements for tabu-
lating and reporting inventory items. Careful watch
should be kept of manpower savings, if they don't
accrue the punched cards should be abandoned and manual
_sh~d bz~gram-
methods employed. This ig-a-Li
d fob omuter system.
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 SENDER WILL CHECK CLASSIFICATION TOP AND BOTTOM
UNCLASSIFIED CONFIDENTIAL SECRET
OFFICIAL ROUTING SLIP
STATINTL
TO
NAME AND ADDRESS
DATE
INITIALS
1
Mr.
2
SIPS Task Force
3
2-E-23, Headquarters
4
JUL
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
John:
STATINTL
Here is the proposal to automate our records
inventory and Records Center Activity data developed
b It has been installed in DDS&T and
a couple ot /I offices (Inventory only).
We want to take a "systems" look at this for
possible agency-wide application! Can you review
this and get together with me.
HEP
STATOT
STATINTL
FOLD HERE TO RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO.
DATE
DC/SSS 710 Magazin
6/23170
CONFIDENTIAL
SECRET
R
FORM NO. Use previous editions ")
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 ILLEGIB Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
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 SECRET
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
(8) Net accumulation in holdings .y records
retention class and totals.
(9) Volume of records on hand by physical form,
according to records retention class and totals.
(10) Inventory of equipment by type.
(11) Inventory of storage facilities.
b. Directorate -
(1) Current Directorate volume of records on hand
by records retention class and totals.
(2) Volume of records destroyed on site by records
retention class and totals.
(3) Volume of records transferred in by records
retention class and totals.
(4) Volume of records transferred out by records
retention class and totals.
(5) Volume of records retired by records
retention class and totals.
(6) Previous year volume on hand by records
retention class and total.
(7) Net increment in holdings by records retention
class and totals.
(8) Net accumulation in holdings by records
retention class and totals.
(9) Volume of records on hand by physical form,
according to records retention class and totals.
(10) Inventory of equipment of type.
(11) Inventory of storage facilities.
Archives and Records Center -
mi(l) Accessions by records retention class and totals.
(2) Volume of records destroyed. by records retention
class and totals.
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 A-~
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(3)' Volume of records transferred out by retention
class and totals.
11-) Volume of records transferred to the Agency
Archives ly retention class and totals.
5) Volume of records transferred to the historical
fi?_-s by records retention =lass and totals.
-"(6) Previous year volume of records on hand by
records retention class and totals.
(7) Net increment in holdings by records retention
class and totals.
(8) Net accumulation in holdings by records retention
class and totals.
(9) Inventory of records in retirement by physical
form, by records retention class and totals.
(10) Projected disposition of records by records
retention class and totals by year.
(11) Projected accessions by records retention. class
and totals by year.
(12) Projected accumulation by records retention class
and totals by year.
/'(13) Projected overall Center space requirement by year.
d. Agency-wide -
(1) Current volume of records on hand by records
retention type and totals.
(2) Volume of records destroyed by records retention
class and totals.
(3) Volume of records transferred in by records
retention class and totals.
(4) Volume of records transferred out by records
retention class and totals.
(5) Volume of records retired by records retention.
class and totals.
(6) Net increment in holdings by records retention
class and totals.
Approved For Release 2002/08/2 i 74-003908000100160004-6
 SECRET-
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
(7) Net accumulation by records retention class and
totals.
(8) Volume of records by physical form by records
retention class and totals.
(9) Inventory of equipment by type.
(10) Inventory of storage facilities.
(11) Trends in records accumulation.
(12) Cost to house records in office space, current and i
projected.
(13) Cost to house records in storage outside office
space, current and projected.
(14) Cost to service records.
(15) Equipment costs, current and projected.
(16) Projected space and equipment needs.
4. Input will be punch cards containing data obtained from annual
inventories of records in active office space, from Archives and Records
Center accessions, and Archives and Rec~rds Center disposition activity.
This does not preclude, however, input media of other types. being
developed and installed at a later date, nor initially for that matter
if such media se'ves the system better. k~
OUTPUT
5. Output will include, but is not necessarily limited to:
a. Master data files.
b. Accession information.
c. Disposition information.
d. Equipment inventories.
e. Space inventories.
f. Storage facility directories.
-4-
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Release 2002/08/I c tfP74-0039OR000100160004-6
g. Records series subject comparison studies.
i. Retention requirement standards comparisons and
development. .
j. Agency general records control schediles.
k. Cost ccrnputations.
1. Space requirement projections.
m. Record accumulation trend studies, as well as trend
analysis of ijcremental factors.
n. Other data comparisons, analyses, and computations
as required.
EXHIBITS
6. Charts:
a. CHART A - Records Inventory (TAB A)
b. CHART B - Records Inventory/Sub-Routine (TAB B)
7. Inventory Form (Records Survey Work Sheet, Form 138) annotated
with respective unit data card fields. (TAB C)
8. Unit Record Formats:
a. Records Inventory (TAB D)
b. Archives and Records~Center Accession Record (TAB E)
c. Archives and Records Center Disposition Record (TAB F)
9. Unit Record Field/Code Labels:
a. Composite Control Fields -
Field. B: Records Control Schedule Number. (TAB G)
Field D: Subject of Records Series (TAB H)
Field F: Physical Form of Records (TAB I)
Approved For Release 2002/08/26 : CIA-RDP74-00390R000100160004-6
 Approved For Release 2002/06GF]bP74-00390R000100160004-6
(4) Field G: Retention Class (TAB\,J)
b. Records Inventory -
(1) Field 2: Equipment Type (TAB'\K)_l!
(2) Field 3: Storage Type (TAB':Z)-
Field 7 -,,, Container
Center Accession Record -
Type (TAB\.M).
Center Disposition Record'
Field 5: Type of Disposition (TABi y
25X1A
Approved For Release 2002I-RDP74-00390R000100160004-6
 CHART A
Approved For Releas E - 74-00390R000100160004-6
Include in
revised Re-
cords Sched.ul
and Retention
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 .Approved For Release 200 6 :BCIA-RDP74-0039ORQ00100160004-6
RECORDS INVENTORY SUB-ROUTINE
Delete from
Schedule and
Retention Plan
Retain on Plan
(optional)
Approved. For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Release 2002/08EZEt lA-RDP74-0039OR000100160004-6
(When Filled In)
~V11 t7 .IUil v LI 1?V I\1, 1)11 LL l DATE
Fid. .1_ (38-43)
LOCATION
NAME OF FFILE
CUSTODIAN
Field. D. (25-27) IriField B (11-18 of F i e l d C (19-A)
DESCRIPTION (Function of files, value. ~. .............. _e ____ - _____
THIS FORM MAY BE USED FOR THE INITIAL INVENTORY OF RECORDS
HELD IN ACTIVE OFFICE SPACE. FROM THIS INVENTORY, INPUT
WOULD BE PREPARED FOR TIIE RECORDS INVENTORY/ACCESSION/
DISPOSITION DATA PROCESSING SYSTEM. THE NUMBERS IN THE
SEVERAL DATA BLOCKS ON THIS FORM REFER TO THE RESPECTIVE
DATA FIELDS IN THE RECORDS INVENTORY PUNCH CARD.
EQUIPMENT OCCUPIED SAFE
BY RECORDS * LEGAL/
REM A. R KS Fi 1d. 2 ~4-46~
Field ~ 3 (47)
INCLUSIVE DATES
Field 4 (48-52)
OTHER (Specify)
Field F 3Z
(33-_ })_ __
TOTHER (Spec! (y
)
IOSEPt155 138 REPLACES FDRA riroved For Release 20 R - - 6884- ~.
WHICH MAY BE US 'ED.
(43- 501
 Approved For Release 20MQ@M . J W4-00390R000100160004-6
A (Cols. 1-10) - Office Identification
B (Ccls. 11-18) - Records Control Schedule No.
C (Cols. 19-24) - Control Schedule Item- No.
D (Cols. 25-27) - Subject of Records Series
E (Cols. 28-32) -Office of Record
F (Cols.. 33-34)-- `Physical Form of Records
G (Cols. 35-37) - Retention Class
1 (Cols. 38-43) - Report Date
2 (Cols. 44-46) - Equipment Type
3 (Col...47)- Storage Type
4 (Cols. 48-52) - Date of Records (From - To)
5 (Cols. 53-58) - Volume on Hand
6 (Cols. 59-61) - Volume Retired
7 (Cols. 62-64) - Volume Transferred in
8 (Cols. 65-67) - Volume Transferred Out
9 (Cols. 68-72) --Volume on Hand-Last Report
10 (Cols. 73-76) - Open
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B (Cols. 11-18) = Records Control Schedule No.
C (Cols. 19-24) - Control Schedule tem No.
"D (Cols. 25-27) -'Subject of Records Series
E (Cols. 28-32) --Office of Record
F (Cols. 33-34) -Physical Form of Records
G (Cols. 35-37) - Retention Class
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1 (Cols. 38-43) - Date Job Number Assigned
2 (Cols. 44) - Request Media (Mail or Telephone)
3 (Cols. 45-51) - Accessioning Job Number
4 (Cols. 52-57) - Date Records Received
5 (Cols. 58-61)?- Volume Received
6 (Cols. 62-64) - Number of Containers
7 (Col. 65) - Container Type
8 (Cols. 66-69) - Date of Records (From - To)
9 (Cols. 70-76) - Open
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~~
i~I
ioliJ:C
A
(Cols,
1-10) - Office Identification
B
(Cols.
11-18) - Records Control Schedule No.
C
(Cols.
19-24)
Control Schedule Item No.
D
(Cols.
25-27)
- Subject of Records Series
E
(Cols.
28-32)
- Office of Record
F
-
(Cols.
33-3!+)
- Physical Form of Records
G
(Cols.
35-37)
- Retention Class
'y
(Cols. 38-44) - Accessioning Job Number
(Cols. 45-50) - Date Records Received
(Cols. 51-57) - Disposition Case Number
(Cols. 58-63) - Disposition Date
(Col. 64) - Type of Disposition
(Cols. 65-70) - Volume Destroyed
(Cols. 71-72) - Volume Transferred Out
(Cols. 73-74) - Volume Transferred to Archives
(Cols.. 75-76) - Volume'to Historical File
(Cols. 77-80) - Card Sequence
 Approved For Release 200 j RDP74-0039OR000100160004-6
25X1A
PA
SA V.4
A/Coord.
NSC?
ODD;,:
COMIC
IRS
03GI
OCT
CRS
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Aproved: For F eleas 20p %08126.: GIA-RDP74-003908000100160004-6
 Approved For Release ?2002/08/26: CIA-RDP74-0039OR000100160004-6
25X1A
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A/Coord.
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00013168
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00002367
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00002866
aoo2866.~
Approved'.Ffo.r; Release--002/08/26.;: CIA-RDP74-00390R0001'00160004-6
 DD/S&T
DDS
25X1A
Approved: For Release 200
OFF ICE
O:DD
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ORD
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.
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RDP74=00390R000100160004-6
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3165/3860
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2 FJ16 C1A-RDP74-00390R000100160004-6
 25X1
OFFICE
TSD
141
CA
CCs
Records
Auxiliary Paper Ho:Ldings
Filing & Disposition Guide
OSS Preliminary Inventory.
-RDP74-00390R000100160004-6
15-59
00001559
70.o6 i-oi
70060101
71.1-6o
00071160
7300-61
0073006/
.70.01-59
00700159
72-60
00007260
75-66
00007566
15-614-
UUUU.1. JG
AP ~000G1
FDGSS00I
OSS iVV
Memo from CIA/RAO Re: personal papers
 Approved For Release 2061 CIA-RDP74-00390R000100160004-6
FIELD D
SUBJECT O RECORDS SERIES
02. ADMINISTRATION MANAGEMENT RECORDS
24. ANALYSIS WORKING (Reference) FILES
11. AUDIT RECORDS
03. BUDGET FILES
1L!. COMiMITIEE RECORDS (Boa.rd & Panels)
28. COMMUN7 CATIONS RECORDS
01. DIRECTIVES
18. EMPLOYEES BENEFITS AND SERVICES RECORDS
13. EXCHANGE RECORDS & DISSEMINATION & RELEASE .
31. FINANCE RECORDS (Vouchered)
30. HUMAN SOURCES
26. INDEXES AND LISTINGS
07. INSPECTOR GENERAL RECORDS
09. LEGAL FILES
08. LIAISON RECORDS
27. LIBRARY MATERIAL AND REFERENCE FILES
05. OPERAT:i:ONAL RECORDS
29. PAYROLL AND LEAVE RECORDS
12. PERSONAL RECORDS
16. PERSONNEL RECORDS
21. RESEARCH & DEVELOPMENT RECORDS (Incl. Ext
n
1
10. -PRESENTATION RECORDS (Government
32. PROCUREMENT RECORDS
15. PROGRAM PRODUCT FILES,
04. PUBLIC. AFFAIRS AND RELATIONS
22. RAW INTELLIGENCE DATA
23. REAL ESTATE AND PROPERTY RECORDS
06. RECORDS MANAGEMENT
FILES.
7 S~CURICY RECORDS
... 19. SUPPLY RECORDS
20. TRAINING RECORDS
25. TRAVEL FILES
33. FINANCE COVERT
34. HISTORY. RECORDS
35. PERSONNEL MGT. RECORDS
36. CONTRIBUTORS RECORDS TO INTELL. REPORTS
37. ADP RECORDS
38 999._ -expansion
--------- - - -
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Release 2'6 ' CIA-RDP74-0039OR000100160004-6
FIELD F
PHYSICAL FORM OF RECORDS
.1 1APER RECORDS
.. 2 D;ICROFILM
.3? DICTION PICTURE FILM
.4 MAGNETIC TAPE
.5 SOUND RECORDINGS
.6 'PHOTOGRAPHS. -AND/OR NEGATI &
IBM CARDS
3X5 & 5X8 CARD FILES
Approved For Release. 2002108/26: CIA-RDP74-00390R000100160004-6
.9 COMBINATION
 Approved For Release 2002/ li RDP74-00390R000100160004-6
FIELD G
RECORDS RETENTION CLASS
RECORDS INVENTORY
01 PERMANENT - Hold. indefinitely in Office of Record on a
current b sis.
02 PERMANENT - Cut off at end of 1. year, hold. 1 year, and
retire to the Archives and Records Center.
PERMANENT - Cut off at end of 1 year, hold 2 years, and
retire to the Archives and Records Center.
PERMANENT - Hold indefinitely in the Office of Record
until termination of active status plus 6 months, and
retire to the Archives and Records Center.
06
0700
Io
08o 0
TEMPORARY Destroy when superseded or transferred, or no
longer needed for reference.
TEMPORARY - Cut off at end of 1 year, hold for 1 year and
destroy.
TEMPORARY - Hold indefinitely in Office of Record until
termination of active status plus 6 months..., Screen.and
transfer records to other files or offices as appropriate.
- TEMPORARY - Cut off at end of 1 year, hold for 1 year, and
retire to the Archives and Records Center. Archives and
Records Center destroy after number of specified years.*
ACCESSION/DISPOSITION RECORD
Label
TEMPORARY - Number of years to be retained in the
Archives and Records Center.
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
e Fro.
x . FTELD 2
TYPE OF EQUIP14ENT
04
05
06
07
08
09
10 - 999
Label
4-Drawer Safe File - Legal
4-Drawer Safe File - Letter
5-Drawer Safe File - Legal
5-Drawer Safe File - Letter
5-Drawer File Cabinet - Legal
5-Drawer File Cabinet Letter
5-Drawer File Cabinet - Card Safe
Kardex - 5 x 8
Power File
Etc.
This list is only an indication of the types of information
to be coded into this field. The field will permit the coding
of 999 different types of record maintenance equipment. This
coverage is premised as adequate.
SECRET
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Release 200
% -RDP74-0039OR000100160004-6
FIELD 3
TYPE OF STORAGE
This field is included to provide tabulation of the types of
storage in wh-1.ch rec Drd.s are held, other ti: an in (!onventional
record maintenance e;uipment. If, for instance, records need
be held in safe files in. a secure area, this fact would be
recorded in both fields 2 and fields )3. The type of storage
used is shown below.
Label
Vault area
Secure area
Secure storage area
Etc.
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Rele
B /26 : CIA-RDP74-0039OR000100160004-6
. FIELD 7
ACCESSION RECORD
TYPE OF CONTAINER
1. Stai:da d Records Center Container
2. - SLR ndard Rccorc.s Center Co ;twiner
3. X-ray box
~E. 5X3 Cad box
box
- 9 expansion
ECR
It-
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Release 2002/08/26 : CIA-RDP74-00390R000100160004-6
FIELD 5
TYPE OF DISPOXITIOT
1 Destroyed
2 Transferred Out
3 Transferred to Agency Archives
4 Transferred to Historical Files
5 - 9 expansion
Approved For Release 2002/08/26 CIA-RDP74-00390R000100160004-6
 Approved For Release 20
STATINTJ
Pro osal:
input from Records Center on Accession and Disposition Activity
I. Clarify
A. What is source document?
B. Who prepares it?
C. Is it an add on to what we are now doing?
fits ,,/
D. Who punches cards on Records Center accession and dispositions?
E. What is volume of activity on these items?
F. Any projection of manhours and work load to maintain this part
of system?
STATINTL G. Doelnow have capability?
H. Is it.consistant or compatible with what he now is doing?
Can paperwork and cards be prepared by depositors?
II. How Accurate is Information going into System?
Suspect that it may be far less than perfect!. If so: we would
be using erroneous data bases to make decisions!
III. What is frequency of update?
Annual on inventory?
A. What type and how do you get accession - disposition activity
STATINTL
0
into Component and office runs?
What frequency -- monthly, quarterly, etc.
IV. Who will use this information?
For what purposes:
For what decisions:
(i.e. what is significance of having precise inventory on component
basis of safes of record keeping equipment?) Would not OL property in
use records serve same purpose?
A. LSD records
Approved For Release 2002/08/26 : CIA-RDP74-00390R000100160004-6
B. Supply dividion records
 ILLEGIB Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Release 2 0 0 00160004-6
(8) Net accumulation in holdings '.y records
retention class and totals.
(9) Volume of records on hand by physical form,
according to records retention class and totals.
by
(10) Inventory of equipment by type.
(11) Inventory of storage facilities.
Directorate -
(1) Current Directorate volume of records on
records retention class and totals.
(2) Volume of
retention class and
(3) Volume of
retention class and
(4) Volume of
retention class and
records
totals.
records
totals.
records
totals.
(5) Volume-of records
retention class and totals.
destroyed on site by records
transferred in by records
transferred out by records
retired by records
(6) Previous year volume on hand by records,
retention class and total.
(7) Net increment in holdings by records retention
class and totals.
(8) Net accumulation in holdings by records
retention class and totals.
(9) Volume of?records on hand by physical form,
.according to records retention class and totals.
(10) Inventory of equipment of type.
(11) Inventory of storage facilities.
C. Archives and Records Centel -
~(1) Accessions by records retention class`and totals.
(2) Volume of records destroyed by records retention
class and totals.
CR
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved F~Dr Release 2002/0/x`:al} A- DP74-0039OR000100160004-6
3) ' Volume cif
class and totals.
records transferred out by retention
Volume of records transferred to the Agency
Archives ty retention class and totals.
(5) Volume of records transferred to the historical
files by iecords retention .lass and totals.
'''(6) Previous year volume of records on hand-by
records r?tention class and totals.
(7)
class and
(8)
class and
Net increment in holdings by records retention
totals.
Net accumulation in holdings by records retention
totals.
(9) Inventory of records in retirement by physical
form, by records retention class and totals.
`(10) Projected disposition of records by records
retention class and totals by year.
`"~t11) Projected accessions by records retention. class
and totals by year.
(12) Projected accumulation by records retention class
and totals by year.
/(13) Projected overall Center space requirement by year.
d. Agency-wide -
(1) Current volume of records. on hand by records
retention type and totals.
(2) Volume of records destroyed by records'retention
class and totals.
(3) Volume of records transferred in by records
retention class and totals.
(4+) Volume of records transferred out by records
retention class and totals.
(5) Volume of records retired by records retention
class and totals.
(6) Net increment in holdings by records retention
class and totals. . .
-3
F P, Approved For Release 2b ?27~'h/ IA-RDP74-003908000100160004-6
 Approved For Release 2000/08/26: CI -RDP74-00390R000100160004-6
(7) Net accumulation by records retention class and
totals.
(8) Volume of records by physical form by records
retention class and totals.
(9) Inventory of equipment by type.
(10) Inventory of storage facilities.
(11) Trends in records accumulation.
(12) Cost to house records in office space, current and
projected.
(13) Cost to house records in storage outside office
space, current and projected.
(14+) Cost to service records.
(15) Equipment costs, current and projected..
(16) Projected space and equipment needs.
INPUT
4+. Input will be punch cards containing data obtained from annual
inventories of records in active office space, from Archives and Records
Center accessions, and Archives and ReArds Center disposition-activity.
This does not preclude, however, input media of other types. being
developed and installed at a later date, nor initially for that matter
if such media selves the system better.'
5. Output will include, but is not necessarily limited to:
a. Master data files.
b. Accession information.
c. Disposition information.
d. Equipment inventories.
e. Space inventories.
f. Storage facility directories.
S E 0 r,
t, fri LE T
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Release 20020~1 26 :u L1-RDP74-00390R000100160004-6
g. Records series subject comparison studies.
h. Office of record directories.
i. Retention requirement standards comparisons and
development.
j. Agency general records control schediles.
k. Cost computations.
1. Space requirement projections.
m. Record accumulation trend studies, as well as trend
analysis of i4cremental facturb.
n. Other data comparisons, analyses, and computations
as required.
EXHIBITS
6. Charts:
CHART A - Records Inventory (TAB A)
CHART B - Records Inventory/Sub-Routine (TAB B)
7. Inventory Form (Records Survey Work Sheet, Form i38) annotated
with respective unit data card fields. (TAB C)
8. Unit Record Formats:
9.
a. Records Inventory (TAB D)
b. Archives and Records~Center Accession Record (TAB E)
c. Archives and Records Center Disposition Record (TAB F)
Unit Record Field/Code Labels:
a. Composite Control Fields -
Field B: Records Control'S;cheduleNumber..(TAB G)
Field D: Subject of Records Series (TAB H)
Field F: Physical Form of Records (TAB I)
-5-
SEE.
Approved For Release 2002/08/26 CIA-RDP74-00390R000100160004-6
 Approved For Release Q2LO /2.6 ? CIA-RDP74-0039OR000100160004-6
9EGRET
(4+) Field G: Retention Class (TAB `,J)
b. Records Inventory -
(1) Field 2: . Equipment Type (TAB?',K)
(2) Field 3: Storage Type (TAB',I,
c.. Archives and Records Center Accession Record
Field 7'o Container Type (TAB~?M).
.. Archives and Records Center Disposition Record
Field 5: Type of Disposition (TAB\N) \
SECRET
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
Hold briefir
and instruct
RMOomp'sehheow to
c
Form 13
Return to
I RMO's for
completion
Complete
Form 138 for
each records
series
Form 138
inspect for
complete
item cove age r-/
GIs
Form 138
complete
is
chedule
tarn govere
~3 /
S N
i~.tem on
Records
Schedu
Include in
revised Re-
cords Schedul
and Retenia nn
`' ' Approved For Release 2002/08/26 : -CIA-RDP74-0?3PORO001001.60004-6
 Approved For Release 2002108/26 : CIA-RDP74-0039OR000100160004-6
,t;t,t;',;1tUS INVENTOR Y/ SUB -ROUTINTE,
Complete
Form 138
from Record
Schedule I
'series it
I Take
appropriate
action
R tent on--P1a
(optiona,l)
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
 RECD RDS .11URVEY tICRK SHEET
OFFICE. DIVISION, ORANCH. SECTION
\_`Field. A (1-10)
DATE `
F1d.-1 (38-43)
I LOCATION
NAME OF FILE
CUSTODIAN -""-~
Field. D (25-27) ~'~ Field B (11-18)/or Field C (19-24)
(DESCRIPTION (Function of File.'
l
_ r___.._____
va
u
and other descriptive data.)
TI-IIC FORM MAY BE USED FOR THE INITIAL INVENTORY OF RECORDS
HELD IN ACTIVE OFFICE SPACE. FROM THIS INVENTORY, INPUT
WOULD BE PREPARED FOR THE RECORDS INVENTORY/ACCESSION/
DISPOSITION DATA PROCESSING SYSTEM. THE NUMBERS IN THE
SEVERAL DATA BLOCKS ON THIS FORM REFER TO THE RESPECTIVE
DATA FIELDS IN THE RECORDS INVENTORY PUNCH CARD.
"?"?' "" roVecl leadse- (3O~/O8I26 1?-RDP7I 0019nRnnnInn16nnna s ._,,,,.......~
FORM NO. I38 REPLACES F 36- 161
CC
ET
SE
R
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
(Whon Filled In)
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A (Cols. 1-10) - Office Identification
B (Ccls
11
18
1
.
-
) - Records Control Schedule No.
C (Cols
1
4
2
.
9-2
) -_Control Schedule Item-No.
D *(Cols
2
2
3
.
5-
7) - Subject of Records Series
E (C
l
8
4
o
s. 2
-32) - Office of Record -
F (Cols
33
4)
`
5
..
-3
-
Physical Form of Records
G (C
l
6
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7
8
9
_ 2
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(Cols. 38-43) - Report Date
(Cols. 44-46) - Equipment Type
(Col.-.47)- Storage Type
(Cols. 48-52) - Date of Records (From - To)
(Cols. 53-58) - Volume on Hand
(Cols. 59-61) - Volume Retired
(Cols. 62-64) - Volume Transferred in
(Cols. 65-67) - Volume Transferred Out
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C (Cols. 19-24) - Control Schedule item No.
D (Cols. 25-27) - Subject of Records Series
B (Cols. 28-32) - Office of Record
F '(Cols. 33-34) -'Physical Form of Records.
G (Cols. 35-37) - Retention Class .
FIEDDS .
1 (Cols. 38-43) - Date Job Number Assigned
2 (Cols. 44) - Request Media (Mail o:' Telephone)
3 (Cols. 45-51) - Accessioning Job Number
4 (Cols. 52-57) - Date Records Received
5 (Cols. 58-61) - Volume Received
6 (Cols. 62-64) - Number of Containers
7 (Col. 65) - Container Type
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i (Cols. 38-44) - Accessioning Job Number
2 (Cols. 45-50) - Date Records Received
3 (Cols. 51-57) - Disposition Case Number
4' (Cols. 58-63) - Disposition Date
5 (Col. 64) -Type of Disposition
6 (Cols. 65-70) - Volume Destroyed
7 (Cols. 71-72) - Vol=e Transferred Out
8 (Cols. 73-74) - Volume Transferred to Archives
9 (Cols. 75-76) - Volume to Historical File
10 (Cols. 77-80) - Card Sequence
 Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6
Approved For Release 2002/08/26 : CIA-RDP74-0039OR000100160004-6