RECORDS ADMINISTRATION PROGRAM FOURTH QUARTER REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00402R000100350001-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 21, 2016
• Document Release Date: May 15, 2006
• Sequence Number: 1
• Publication Date: January 2, 1969
• Content Type: PERRPT

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Runt I
RECORDS ADMINISTRATION PROGRAM
FOURTH QUARTER REPORT
A C C O M P L I S H M E N T S
RECORDS CREATION
A. Forms Management Actions Completed this quarter:
New Forms
Designed and Issued
27
Old Forms
Revised and Issued
59
Old Forms
Obsoleted and Removed
.91
B. Other Forms Developments:
2 January 1969
(249,520)
(1,438,003)
(38.,500)
/41.. t
1. Six (6) O/PPB forms, used for the Program Call, were revised to
take care of new missions in the DDP area.
2. At the request of the Admin. Officer DDP/FI all of its infor-
mation reports (six) have been revised. The more significant include placement of the agency seal on the form and use of a
more modern light faced type. Through the temporary use of a
current header form containing the agency seal we will be able
to salvage the stock on hand resulting in a cost avoidance of
$5,000. We are now preparing drafts and specifications for the
procurement of new forms.
3. An "Action Cable Receipt" form has been designed for logging
action cables received and disseminated by the Cable Secretariat.
4. The programing phase for converting our Forms listing from EAM
to Computer has been completed. Test runs will be made in
January. This new system will have the capability of listing
all offices that use each individual form.
5. The "Request for Security Authorization" form has been revised
to include Notice of Personnel Action and Request for Industrial
Security Approval. In addition, the previous form was a 6 part
set, the revision is a 5 part set.
6. We are designing a source document for OL/Real Estate and Con-
struction Division that will permit the field to record pertinent
information and send direct to the DDS&T/ORD key punch section.
The system is now manual. Approval of form is expected in
February.
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GROUP 1
Excluded from automatic
downgrading and
declaaaificatiou
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7. The 3 "Classified Message" forms used by Signal Center and Cable
Secretariat have been received.
RECORDS MAINTENANCE
25X1 1. have
d
submitted proposals, at our reque , ze
com acting type of shelving in DDP/RID. The receipt of these
p
bids culminated about 2 years of meetings and coordinations.
To the best of our knowledge, this will be, if accepted, the
first installation of motorized shelving in a government agency
in this country. The only motorized installation in this area
is the Elecompack unit in operation at the American University
Library.
2. Our efforts to arrange for DDP/CI,O personnel to see the success- 25X1
ful DDI/Domestic'Contact Services terminal digit file system with
color codes paid off. CI1will install this new system, which 25X1
will permit easier filing and expansion early in 1969.
VITAL RECORDS
A. Scheduling
1. Revised Vital Records Deposit Schedules were reviewed and approved
for the following offices:
Office of Communications/Career Management and Training Staff
Office of Communications/Domestic Communications Activity
Office of Personnel/Control Division
B. Deposits
1. This quarter 270 cubic feet of Vital Records were received at
the Relocation Site and 126 cubic feet were destroyed or return-
ed to the depositing component.
2. There is nothing new to report on the inadequacy of emergency
equipment at Relocation.
C. Institute on Vital Records Protection
of this staff has been invited to speak on Operating
a Vital Records Program at this Institute sponsored by American
University to be held 17-20 February.
RECORDS DISPOSITION
A. Re
cor
ds Cente
r Activities This Quarter
(Cu. Ft.)
Records
Received for Storage
2,558
Records
Removed for Destruction
3,119
Records
Transferred Out of Center
(Net Decrease 2,198)
1,637
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Priority Deliveries 20 376 6
Records Services
Supplemental Distribution Copies 8,701
Briefings and visitors 169
(Includes historians, CT's, office
representatives, students, etc.)
1. A special area has been established in the Archives to hold the
documents identified by the Agency to become a part of the
Kennedy and Johnson libraries.
2. During period 1 October through 31 December 1968, forty-nine
(49) persons representing nineteen (19) agency components
visited the Records Center to work on "Records Purge Project".
3. In our previous report we announced the initiation of a project
to reduce the number of copies of NIS reports held in our supple-
bic
6
75 cu
mental distribution collection at Suitland To date
This successful project is nearing completion.
4. In October the Archives and Records Center was requested by the
Historical Staff to furnish a copy of a speech made by President-
elect Nixon to agency personnel in 1953. Although the requestor
had no idea where or in what document series this document might
be, the Archives were able to locate and furnish the requested
document.
5. There was a net decrease in the total Records Center's holdings
in November. This 94 cubic foot decrease is the first month
that we have had a decrease since November 1967.
feet of NIS have been removed and returned
B. Scheduling
The draft Retention Plan for permanent records given to Mr.
d is now ready to
i
m an
has been reviewed by h
be circulated within DDP.
the Office
A complete revision to the office of Economic Research Records
Control Schedule was received, reviewed and approved.
Work continues on the revising and updating of Records Control
Schedules in the Office of Information Requirements Staff and
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Revisions to portions of the Records Control Schedules for the
following offices have been reviewed and approved:
Office of Communications
Office of Personnel
Office of Finance
Office of Security
We held several discussions with Records Personnel in the Office
of Medical Services prior to the start of a Records Study present-
ly being conducted by a Medical Office team. This study will
evaluate their current Records Program and consider the feasi-
bility of using microfilm as a substitute for certain paper
records.
DDS&T
f this staff is performing a complete Records Survey
o
in the ice of Special Projects. We have reviewed and approved
revisions to portions of the OSP Records Control Schedule.
DDS and DDP
Several meetings have been held with representatives of Personnel,
Finance and DDP in an attempt to determine the office of record
for Contract Personnel files. Until such time that this responsi-
bility can be affixed it is possible that some of these files
could be destroyed. There is a study being made of this situation
at the present time. This study was requested by Mr. Bannerman.
P R O G R A M D E V E L O P M E N T
RECORDS MANAGEMENT BOARD
The Agency Records Management Board has prepared and forwarded
a report of its accomplishments for the last quarter of 1968.
MISCELLANEOUS
A. Records Conference
emen+. Conference was held
...,_ _ -----A, M na
g
Officers cone
participated in the Conference. The theme of this year's con-
ference "Microminiaturization and Automation", was very appro-
priate and compatible with our current Purge effort. It focused
the attention of the Records Officers on possible systems and
techniques to be introduced in their offices, that will result
in increased paperwork efficiency.
ernedwith the Agency Records Management Program
4
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B. Briefings
A total of one hundred and twenty-five (125) agency employees
were briefed in the Agency Records Management Program in two
separate sessions of the Support Services Review course held
Indus ry were briefed in "Vital Records Operation", by a mem-
ber of this staff, as part of the GSA - National Archives
Records Management Seminar.
The CIA, Records Administration Officer participated in an
Inter-Agency Records Management Conference held at the National
Archives. The title of his talk, Developing Management Infor-
mation Systems, was attended by one hundred (100) government
Records Officers.
A member of this staff attended a Diazo Microfilm Seminar spon-
sored by the Frederick Post Company.
Five (5) members of the Records Administration Branch (includ-
ing Records Center) attended an all day seminar titled "The
Changing Face of Reports Management". The speakers for this
seminar, sponsored by local chapter of the Association of
Records Executives and Administrators, were very informative
and interesting. More than one hundred and twenty-five (125)
persons representing Government and Industry-attended. In
addition to our representative the DCI area and DDI directorate
were represented.
Three (3) members of the Records Administration Branch (includ-
ing Records Center) attended the Symposium on "Documentation of
ADP Operations" conducted by National Archives and Records
Services. The subject for this symposium was very timely as it
is believed in records management circles that some essential
records used to document ADP operations are being erased too
early.
of our staff attended the International Forum on
Opticai unaracter Recognition held 4-6 December 1968 at Holly-
wood Beach, Florida.
On 12 November, due to the wet snow and high winds during the
preceeding night, =was without electrical power for most of
the day, as it took several hours to activate the emergency
generators. Members of the Records Center used battery operated
emergency lights and flashlights to service priority requests.
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