RECORDS ADMINISTRATION PROGRAM SECOND QUARTER REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100290014-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: November 11, 2016
• Document Release Date: September 1, 1998
• Sequence Number: 14
• Publication Date: July 1, 1968
• Content Type: PERRPT

Approved For Release 1999/09/07 :CIA-RDP72-004508000100290014-6
SECOND QUARTER REPORT
A C C O M P L I S H M E N T S
RECORDS CREATION
~.(~'or~ns _Con-~rol, Co~r.espond.ence Is~.rovement's; and. ~~rts""loI~;riagem
A.
Forms Management Actions Completed. this Qu.ar er:
New Forms Designed. and. Issued.
62
(597,800 copies)
01d. Forms Revised. and. Issued
63
(1,~+3~+,~+00 copies)
Old. Forms Obsoleted. and. Removed.
16
(29,000 copies)
B. Other Forms Developments:
1. The new CSC "Application for Fed.e a1 Employment" forms have been
received. by this Agency and. issue.. These 3 new forms replace
the old. forms 57 and. 57A. We pr pared. a paragraph on it for the
Support Bulletin.
2. Six new or revised FEGLI (Life~Insurance) forms were ordered
from GSA for our new program.
3. Four new and. one revised. Opti,~al Scanning forms were designed
and. printed for Office of Co puter Services and. Central Reference
Service.
~+. Anew "Headquarters Reassi ent Questionnaire" was designed. and.
printed for DDP. This fo will be completed. during 1968 by all
Clandestine Services empl ees at the time of their Fitness
Reports and. then updated very two years. Field personnel will
complete theirs as they eturn to headquarters.
5. Office of Finance also equested. a Headquarters Reassignment
Questionnaire to aid. i reassignments. These will be filled out
in 1968 and.upd.ated., w en necessary, every two years.
6. Twelve new "Documenta ion" forms were designed. by OCS~DDS&T for
use in documenting co puter programs and. program runs.
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Reports Management
A Staff Study has been prepared on a revitalized. Agency deports
Management Program. ~~ ,,~,,,d, ~~ ~~i7~+o
r
. Correspondence Improvement
/-
Work has resumed. on a re ision of HR ~+2-100-1, Corres
Manual . ~i ~I1~GL~t: .!~-0~ ~ ~ -'
(~e c~.s rveys, Seems Dev~pment, Ec~pment and?~S~plie~.~._
A. DDS
RECORDS MAINTENANCE
m~ti`ng w s held-with Dix. nd. his st~,f'.~~~,.W,~.e~sorinel
~
f.._ stem.
irement ch on impra~n. their
,- ~DP~RIDz`representatves and. ef~'orts made to ..obtain new :eollers
`~~~
and improved. tracks for their equipment:
Reviewed. a request from Medical Services~A&E Branch for a
Diebold. "Power file". Our survey indicated. a purge would.
eliminate over 35~/ of the files and permit use of less costly
equipment. The OMS Records Officer agreed.. This survey
resulted. in a cost avoidance of approximately 2,500.
Reviewed. and. approved a requisition for an "Astromatic" 25X1A6a
mechanized file cabinet for Office of Logistics, -
Warehouse. This compact model affords greater filing capacity
in a smaller floor space.
Conversion from file cabinets to shelf filing in the Office of
Personnel~Insurance Branch has been completed.. This was ne-
cessitated by a floor space limitation and an anticipated.file
increase. The shelving increased capacity 28?fo in 670 less floor
space.
Meetings continue with
_
y on a file system for the
also provided. photos i
,
~~ -~t-~
yste He
for our briefing use.
~ ~-`~
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Ss~eral iew file equ~.pment ins illations were displ~ed to
 -;~
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VITAL RECORDS
e o a Emergency.- to ~~
A. Scheduling
f f is e s~~^~.,,,
Revised. Vital Records Deposit Schedules were received., reviewed
and. approved. for Office of Security and. Office of Planning,
Programming and Budgeting.
B. Deposits
1. This quarter 237 cubic feet of current Vital Records were
received. at the Relocation Site and. 130 cubic feet were destroy-
ed. or transferred from the Records Center.
2. Discussions have been held with Records 'Officers whose offices
are d.eposting records in a media that will require special
equipment; (i.e., tapes, cartridge type microfilm, NPIC films,
and. map negatives.) Present emergency equipment, at relocation,
is not useable with this material. The Agency's Emergency Planning
Officer has been made aware of this current inadequacy.
RECORDS DISPOSITION
'--
~n~
n~r-ies~ _ S c
~d~,l~ , Lora e_, -~ Archi
A.
Records Center Activities this Quarter:
(Cubic feet)
Records
Received. for Storage
3,608
Records
Remove d. for Destruction
1,082
Records
Transferred. out of Center
Net Growth 1,977
5~+9
Priority Deliveries 7 special Runs
Records Services 18,231 items delivered.
Supplemental Distribution Copies 11,295 items delivered.
Briefings and. Visitors 162 people
(Includes historians, CT'S,
office representatives,
students, etc.)
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 ecuri y al systemw i~ri t~~: ecords C nte~r , ' still.~,y
The first accession of Archival Maps (16 cubic feet) was ~l
25X1A9a ~ c received. from OBGI. Mr. Chief, Cartography Division
furnished the Archives and. Records Center with an index to these
maps and. a brief narrative history of Intelligence Map product-
ions dating back to 1941.
sent to OBGI. This will be used to review all negatives and.
identify any that can be d.estroyed..
3 i At the end. of FY 1968 we had. 18,099 cubic feet of records at
25X1A6a ~
~. _ ~,..T
~,A Su.rve of the Archives a d. Records Center has ~eerr"~~ampleted.
and. the re-pgst"forward.ed. t~SS~.~--`"~~~
1
Mi
the DDI Records
f this st
ff
Mr
d
.
ss
Officer
Records
. -
- o
a
an
.
inventoried the Special Research Staff and. prepared a
Control Schedule.
2.
Received., reviewed., and. approved. revised. Records Control Schedules
for Office of Economic Reports and. Central Reference ,~~'~.,~, ~
DDP
~ ~'-~_~.~~ ~`~ r.
1. Approved revision to TSD~GARB Records Control Schedule.
2. A Records Retention flan for the permanent records of DDP
has been drafted and. delivered to the DDP~RMO for review.
Reviewed. and. approved. a completely revised. Records Control
Schedule for the Audit Staff.
1. Reviewed. and. approved. a complete revision to the Office of
Security Records Control Schedule. The volume of records
reflected. by this schedule amounted. to 13,024 cubic feet.
2. Reviewed. and. approved. Records Control Schedule for Office of
Personnel~Placement Division.
4
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PROGRAM DEVELOPMENT
attended. the annual National Microfilm Association
Convention in Chicago to note developments in Microfilm,
aperture cards, video tape, and. microfiche techniques.
A. Records Orientations Given:
1. Three presentations on the "Records Administration Program"
were given to a total of 10~+ employees and. 22 Career Trainees.
B. Records Training Received.:
ment Process (Brand.on Course).
attended. the ADP Systems Develop-
3, attended. the Annual Conference of the Association
of Records Executives. Messers
25X1A9a and.-attended. an "Information for Management" session
at the Department of State.
25X1A9a
MISCELLANEOUS
A. Presidential Libraries
~9a
Mr. met with Col. White and. Mr. Houston on the Presidential
Libraries Collection. A Committee chaired. by Mr. will 25X1A9a
select material for the Libraries and. route it through this staff
B. DDP~RMO Meeting
ques used. in copying official records. The articles are being
t~,~r~te~ _a,~d, copies will be given to TSD and. CI Staff .
Messers attended. a meeting of the DDP
Records Management Officers chaired. by Mr. This 25X1A9a
is the first such invitation received. by this Central Staff.
C. Mircofilming Techniques
Received. through the National Archives three articles in
Danish, Hungarian and. Polish pertaining to microfilming techni-
squire'. HFf 0-1)
Nil
reelec~.ed as Vice~i ma to th~e,..~ r s
~--~,
Several OCS proposed. Records Management regulations have been ~ ~ `'z._
reviewed. by this staff .
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25X1A9a
An outline for~,4the BALPA Project was prepar,~ed by. this s
Agency Regulations. _ s
'
of the Archives and. Records Center has
developed. an improved. system for storing extra copies of
?htx'Yfd`r"e and. twenty Agency
1~ecor~s ~ff'icers, and
Historians attended the Records Officers Spring Conference.
The subject was History, Records Retention Plan, and.
Archives, The principal speakerf Dr, Rhoads the
Archivist for the United States~~,,,~ ~Ik.~~ ~ ~ ~~jS.
,~C U R R E N T A C T T~V I T I E S
A file survey ;is und.erv~ay in the Office of Training, Language
A request was received. from DDS, SSS to provide 3_-.day 25X1A9a
Workshops to train the SIPS staff on Forms Management. _,,,~r
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