DESIGNATION OF DIRECTORATE ARCHIVISTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80T01497R000100080008-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 14, 2016
• Document Release Date: March 12, 2003
• Sequence Number: 8
• Publication Date: December 17, 1973
• Content Type: MF

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17 December 1973
MEMORANDUM FOR:
SUBJECT Designation of Directorate Archivists
REFERENCE
1. calls
upon each Deputy Director to appoint a Directorate Archivist.
The success or failure of the Agency Archives Program will
depend in large measure upon the enthusiasm and talents of
the Directorate Archivists and therefore it is urged that
appointments be made only after due consideration of all
factors. This memorandum is intended to provide guidance
for the selection of appropriate individuals to serve in
this capacity.
.2. The Directorate Archivist should be an officer in
the GS-14/15 grade range. He should have served in the Agency
for at least 15-20 years, and in the Directorate for at least
8-10 years. It would be helpful if he had an academic back-
ground in history; it is essential that he have a strong
interest in history. A thorough knowledge of the records
created and/or maintained by Directorate components is also
deemed important. It is not recommended, however, that you
select an individual who concurrently functions as a Records
Management Officer. (The Directorate Archivist, whose major
concern is to ensure that records of enduring historical or
other value are preserved for posterity, should be in a near
t!adversary" relationship to the Records Management Officer,
whose goal is the disposal of records once they are no longer
needed for day-to-day operations.)
STAT
STAT
STAT
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3. The position of Directorate Archivist will not
be a full-time job and can therefore be assigned to an
officer as a collateral duty. It is impossible to accurately
estimate the demands that the Archives Program will make upon
him, but it is very unlikely that it will require more than
one-quarter of his time.
4. The duties of the Directorate Archivist will in-
clude the following:
a. In concert with the Agency Archivist,
the Chief, Agency Archives, and the other
Directorate Archivists, draft, coordinate,
and promulgate guidelines on procedures,
appraisal criteria, weeding and sampling
techniques, and other matters germane to
the Archives Program.
b. In close collaboration with Direc-
torate and component Records Management Officers,
determine which record series should be "per-
manent," and review and approve all Directorate
and component Records Control Schedules prior
to their submission to the Agency Archivist
for final approval.
c. Oversee implementation within the
Directorate of all aspects of the Archives
Program, with particular emphasis on methods
to identify and program for transfer to the
Agency Archives documents or file units which,
though of historical importance, are included
in nonpermanent records series.
d. Review all Archives Transmittal
Requests from Directorate components to
ensure their completeness, the accuracy of
the descriptions of records being transmitted,
and that the records are from categories
determined to be of enduring value.
e. Ensure by means of spot checks
that materials being transferred to the
Agency Archives, either directly or via
intermediate storage in the Records Center,
are in good physical condition, recommending
rehabilitation of records when necessary.
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f. Select samples (e.g., representative
case files) from those records series for
which, though of historical value, a deter-
mination has been made (and approved by the
National Archives) that it is impractical to
retain all of the records indefinitely.
g. Approve, with the concurrence of
the originating components whose records are
affected, applications by Agency researchers
for access to specified records or categories
of records originated by the Directorate and
deposited with the Agency Archives.
1 February 1974.
Agency Archivist
National Archives and the Agency Archives will be arranged.
Four places have been reserved for the next running of a
two-week course jointly sponsored by the National Archives
and American University, "Intrszduct_ion__to_.:Modern._Arch_ives
A&min.i.str.ation." This course will be conducted at the
National Archives Bulding,"'22 April-3 May 1974, and the
newly designated Directorate Archivists will be expected to
atfend.. The charges for the course will be $200 per student.
h. Approve, with the concurrence of the
originating components or their successor
organizations, proposals from the Agency
Archivist that, following declassification,
meaningful subgroups of Directorate-originated
records be offered to the National Archives
for accessioning.
5. A limited amount of training and orientation will
be required before the Directorate Archivists will be equipped
to function in that capacity. Background reading materials,
consisting in the main of publications and reprints from the
National Archives, will be made available, and tours of the
6. Upon the appointment of Directorate Archivists,
this office should be promptly notified. It would be appre-
ciated if all Directorate Archivists could be appointed by
STAT
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TO: Pa
FROM: Gene
SUBJECT: Directorate Archivist
DATE: 21 Jan 74
STAT 1. Attached memo from
requests that we name a Directorate Arc ivist.
The functions of the position are spelled out
in the memo, but we think they are also
overstated. It is part-time (at best 10-20
percent of the designated person's time).
25X1 2. One option would be to ame n
=IF who is on this Staff. ~]is fully
qua ied by education and interests. He
could do the job very well from this location.
Unless we committed a slot to it, however, I
suspect the job would suffer from lack of
continuity if we stay with the concept of
rotation of staff.
OFFICE OF Tk - DD/I
3. There might be some advantage therefore
in institutionalizing the responsibility of
Directorate Archivist. One such option would
STAT
STAT
be to assign it to
CRS, and include the response i i y in
job description of that position. (The
incumbent is
STAT 4. I recommend that the responsibility be
assigned to F__ 1 CRS.
STAT
D/CRS concurs. you approve, I wi notify
STAT of the selection of as
n .e hence Directorate Archivist. bl,
STAT
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