RECORDS ADMINISTRATION PROGRAM FIRST QUARTER REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100290001-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: December 12, 2016
• Document Release Date: August 6, 2002
• Sequence Number: 1
• Publication Date: April 1, 1968
• Content Type: SUMMARY

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April 1968
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A C C O M P L I S H M E N T S
RECORDS CREATION
(Forms Control, Correspondence Improvements, and. Reports Management)
A. Forms Management Actions Completed. this Quarter:
New Forms Designed. and. Issued. 47 336,500 copies)
Old. Forms Revised. and. Issued. 77 (4,958,870 copies)
Old. Forms Obsoleted. and Removed. 15
B. Other Forms Developments:
1. During a recent trip to the Record.s Center to update the Vital
Records file of Agency forms we discovered. more than 400 forms
were missing. The printer had, not includ.ed. Forms Management in
the original distribution. To correct this, the respective
Records Officers will be contacted for the missing forms. Two
25X1A6A days were spent in this review and. updating exercise.
2. Designed. 3 new reporting forms for the Language School in
keeping with an Inspector General Survey.
3. Most of seven days were spent preparing charts for SSS and. RAB
briefings.
25X1A9A 4. A special training program in Forms Design and. Analysis is being
developed, for DD/P, who will spend. several weeks
of on-the-job training with us.
25X1A11C
6. Revisions to 6 Cland.estine Services Information Reports were made
at the request of FI/RQJI.
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RECORDS MAINTENANCE
(Record.s Surveys, Systems Development, Equipment and. Supplies)
A. DDS&T
The Office of Logistics installation of Fullspace (compacting
type shelving) released, four sections of conventional shelving
which we transferred. to meet a need. in Office of Research and.
Development, DDS&T, thereby saving 54 square feet of floor
space. This resulted. in a cost avoidance of approximately 420.
B. DD /I
A. Survey is being made of the microfilming feasibility to reduce
storage space at Headquarters and the Record.s Center for filing
the Photo Caption Reports of CRS/GR. Since these reports are
scheduled. to be held. fifty years, filming may prove to be an
economically appropriate consideration. There are 124 cubic feet
at the Record.s Center and. 18 cubic feet at Headquarters.
C. DD /P
25X1A9A Mr. I of RID and. Mr. I lof this Staff examined, the
first trial installation of motorized. Fullspace shelving. They 25X1A9A
were impressed with the ease and. speed. with which this equipment
operates. The 1/4 horse-power motor can move 45,000 pound.s of
files to open an aisle in 10 seconds. The item is not priced. yet
and, we felt an additional safety control is necessary.
D. DD /S
1. The installation of Conserv-a-File V in the Office of Personnel,
Recruitment Division has been completed.. In ad.dition to saving
54 square feet of floor space, it permits easier access to the
files, reduces search time, and in general, increases productivity.
This Office previously used. "Pro-File" cabinets. It is our hope
their main file room will now convert to this type of equipment,
as we have urged them for years in several proposals to increase
their filing capacity and. efficiency.
2. The installation of Fullspace in Office of Logistics, Supply
Division has been completed. and, is working very satisfactorily.
VITAL RECORDS
(Storage of Data for Emergency or to Reconstitute Destroyed. Offices)
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A. Scheduling
Reviewed, and. approved. revised. Vital Records Schedules for Office
of Computer Services, Covert Action Staff, and. Office of Economic
Research. Partial revisions were completed, for elements of
Office of Training, Office of Finance, and. the Records Integration
Division, DD/P.
B. Deposits
This quarter 291 cubic feet of current Vital Record.s were received.
at the Relocation Site and. 1,158 cubic feet were d.estroyed. or
transferred..
C. Liaison
A study has been completed. analyzing the Vital Record.s Program
and the related, problems of people and. facilities. Information
received. from several Records Officers, the Agency's Emergency.
Planning Officer, and. in- 25X1A6A
dicates that this is an appropriate time for a restatement of the
policy governing the Agency Vital Record.s Program. The study and.
recommend.ations have been submitted. to the Chief, Support Services
Staff.
RECORDS DISPOSITION
(Inventories, Scheduling, Storage, and. Archives)
A. Record.s Center Activities this Quarter: (cubic feet)
Records Received. for Storage 4,782
Record.s Removed. for Destruction 1,932
Record.s Transferred. out of Center 2,112
(Net Growth 738)
Priority Deliveries 3 special runs
Record.s Services 20,377 items delivered.
Supplemental Distribution Copies 10,374 items d.elivered.
Briefings and. Visitors 103 people
(Includes historians, CT's,
office representatives,
stud.ents, etc.)
A new security alarm system was installed but is not yet
operational. Fifteen telephone jacks were installed. in
the Record.s Center as part of the 0 emergency phone
system.
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PROGRAM DEVELOPMENT
(Guidance and. Standards as Required. by
A. Records Orientations Given:
1. A special Records Management Briefing on the "Agency Records
Storage Problem" was given on 13 March at Headquarters to
Messers. Bannerman, Coffey,
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2. A presentation on the"Record.s Administration Program" was mad.e
to 15 Career Trainees on 21 March. Another presentation on
the "Agency Records Program" was presented. to 52 A ency employees
attending the Support Services Review course n 5 March. 25X1A6A
3. On 22 March at National Archives the CIA Record.s Administration
Officer presided. over the Interagency Record.s Advisory Council
meeting attend.ed. by 300 government employees. Twenty of those
in attendance were CIA employees.
4+. Our Vital Records Program techniques were presented. as part of
the 2-week Record.s Management Seminar conducted. by the National
Archives and. Record.s Service. In attendance were 33 representa-
tives from 18 different government and. private industry affiliates.
5. Members of this Staff, including Chief of the Archives and. Records
25X1A9A
Center, briefed. Mr. in the various aspects of
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Records Management. Mr. is newly appointed. as the
Records Management Officer for the DD/I Directorate.
6. Several members of this Staff briefed. Mr. the 25X1A9A
newly appointed. Records Officer for Office of L .
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B. Records Training Received.
25X1A9A 1.
25X1A9A 2.
25X1A9A 3.
attended. a 1/2 day Seminar by
Eastman Kod.ak at the Sheraton Park Hotel. The "Spectrum '68"
concerned. Kodak's microphotography and. technological advancements
in information processing.
CIA - 3 days - Trends and. Highlights
CIA - 3 days - ADP Orientation
25X1A9A 4. I land. two representatives from the SIPS
Project visited the ocia ecurity Offices in Baltimore to re-
view their automated. system of information processing and. retrieval.
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