RECORDS ADMINISTRATION PROGRAM FIRST QUARTER REPORT - ACCOMPLISHMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100290008-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: August 6, 2002
• Sequence Number: 8
• Publication Date: April 1, 1968
• Content Type: PERRPT

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RECORDS ADRINISTRATION PROGRAM
FIRST QUARTER REPORT
ACCOMPLISHMENTS
1 April 1968
/ WORM CREATION
(Forms Control, Correspondence Improvements, and Reports Management)
A A. Forms Management Actions Completed this Quarter:
New Forma 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 Forma, Developments:
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1. During a recent trip to the Records Center to update the Vital
Records file of Agency forms we discovered more than 400 forms
were missing. The printer had not included. Forme Management in
the original distribution. To correct this, the respective
Records Officers will be contacted for the missing forms. Two
days were spent in this review and updating exercise.
ty. 2. Designed 3 new reporting forms for the Language School in
keeping with an Inspector General Survey.
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Most of seven days were spent preparing charts for ESS- and RAB
briefings.
A special tranin nr?rmn ip Forms Design and Analysis is being
developed for I I DD/P, who will spend several weeks
of on-the-Job training with us.
. Revisions to 6 Clandestine Services Information Reports were made
at the request of FI/RW.
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tems Development, Equipment and Suppli
The Office of Logistics insts13ation 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.
A Survey is being made of the microfilming feasibility to reduce
Storage space at Headquarters and the Records Center for filing
the to 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 Records Center and 18 cubic feet at Headquarters.
Mr. of RID and Mr. of this Staff examined the 25X1A9A
25X1A9A first trial installation of motorized Fullspace shelvine:? They
were *pressed with the ease and speed with which this equipment
operates. The 1/4 horse-power motor can move 45,000 pounds 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. FIE
. The iaetelletion of Conserv-a-File V in the Office of Personnel,
Recruitment Division has been completed. In addition 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.
' lalmoiscomos
(Storage of Data for EMergency or to Reconstitute Destroyed Off
ices
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ScheduAng
Reviewed and approved revised Vital Records Schedules for Office
of Computer Services, Covert Action Staff, and Office of Sconomic
Research. Partial revisions were completed for elements of
Office of Training, Office of Finance, and the Records Integration
Division, DD/P.
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B. Deposits
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This quarter gal cubic feet of current Vital Records were received
at the Relocation Site and 1,1,8 cubic feet were destroyed or
transferred.
A study has been completed analyzing the Vital Records Program
and the related problems of people and facilities. information
received from several Records Officers, the Agency's EMergency
Planning Officer, and thel lin-
dicatea that this is an appropriate time for n restatement of the
policy governing the Agency Vital Records Program. The study and
recommendations have been submitted to the Chief, Support Services
Staff.
4sposmoN
(Inventories, Scheduling, Storage, and Archives)
A. Records Center Activities this Quarter: (cubic feet)
Records Received for Storage 4,782
Records Removed for Destruction 1,932
Records Transferred out of Center 2,112
(Net Growth 738)
Priority Deliveries
Records Services
Supplemental Distribution Copies
Briefings and Visitors
(Includes historians, CT's,
office representatives,
students, etc.
special runs
20,377 items delivered
10,374 items delivered
103 people
A new security alarm system was installed but is not yet
operational. Fifteen telephone jacks were installed in
the Records Center as part of the II emergencyphone
system.
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and Standards as Required byl
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A.
Records Orientations Given;
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1.
A special Re cords Management Briefing on the "Agency Records
Storage Problem" was given on 13 March at Headquarters to
2.
Messers. Bannerman, Coffey,
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A presentation on theRecords Administration Program" was made
to 15 Career Trainees on 21 March. Another presentation on
the "Agency Records Program" was presented to 52 Agency employees
ILLEGIB
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attending the Support Services Review course on 5 March.
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3.
On 22March at National Archives the CIA Records Administration
Officer presided over the Interagency Records Advisory Council
meeting attended by 300 government employees. Twenty of those
in attendance were CIA employees.
4.
Our Vital Records Program techniques me...e presented as part of
the 2-week Records Management Seminar conducted by the National
Archives and Records Service. In attendance were 33 representa-
tives from lE different government and private industry affiliates.
5.
Members of this Staff, including Chief of the Archives and Records
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Center, briefed Mr.I lin 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.
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Several members of this Staff briefed Mr. the
newly appointed Records Officer for Office of LINT.
B.
Records Training Received
1,
CIA - 3 days Trends and Hi
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V 2.
CIA - 3 days - ADP Orientation
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3.
attended a 1/2 day Seminar by
ESstman Kodak at the Sheraton Park Hotel. The "Spectrum '68"
concerned Kodak' s microphotography and technological advancements
in information processing.
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k.
and two representatives from the SIPS
Project visited the eoceal Security Offices in Boltimore to re-
view their automated system of information processing and retrieval.
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CURRE1 ACTIVITIES
1. We are currently revising our internal office procedures in-
volved in the design, maintenance, control, and disposition
of forms.
2. A dispatch from informed us of new procedure for
stockpiling forms used in the OE area. Forms previously held
in the field now will be stockpiled at Headquarters for issue
to the individual stations.
We were advised that due to a scarcity of funds future requests
for commercial and GPO printing must be based on a 6-month
supply instead of our present 12 to 18 month cycle. Because of
the usual 3-month shipping time we will be forced to reorder
very soon after the orders arrive.
391gPMEYT
1. We are meeting with representatives of the Office of Communice-
tions on using Fullspace Cor storage of
supplies and equipment. TUla application is similar to our
installation in Printing Services last year. We arranged for
representatives to view the POD equipment.
2. Completed a study for Nr. Office of Finance,
regarding use of Conserv-a-File V. Use of this type equipment
woad save approximately 45% of the floor space now in use.
A detailed proposal, including cost, has been given to
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/-1.. Records Control Schedules currently being revised include:
Office of Security, LIDS
Office of Econobic Research, DDI
Office of Basic and Geographic Intelligence, DDI
Technical Services Division, DDP
Foreign Intelligence, Staff D, DDI'
y/ 2. A detailed Survey of the Archives and Reoards Center and all its
operations is being made. It is scheduled for completion in
April.
Work continues on the Records Retention Plan for the Agency.
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The Spring Conference for Records Management Officers is being
developed to be held Tuesday, 7 May 1968 in the auditorium at
Headquarters. The theme this year will be History, Archives,
Vital Records, and Records Retention Plans. Agency historians
will be invited to join the Records Officers from a31 components.
2. Agency participation in the Presidential Libraries Project will
receive additional attention in view of the President's announced
intention not to seek re-election. 25X1A9
Since the loss of Records Officer considerable assist-
ance is being afforded the Plans Staff, Office of Finance, to
establish disposal procedures for the Finance records now covered
by a recent GAO authority.
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