PROJECT OUTLINE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000100210038-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 13
• Document Creation Date: December 12, 2016
• Document Release Date: August 1, 2002
• Sequence Number: 38
• Publication Date: November 27, 1953
• Content Type: MEMO

ROUGH DRAFT 2 Noxnber 1.953
App ove or Release 2002/08/23 : CIA-RDP70-00211 ROW100210038-5
:SECURITY INFORMATION
SECRET ..
PROJECT OUTLINE
( Date
Subject: Proposed Construction of CIA Records Center
Sub-Project Identification: NA
Amendment No. NA
Originating Office: General Services Office
a. Office Chief:
b. Branch Chief:
c. Case Officer: NA
Target Area: NA
Type of Project: Administrative and Departmental only.
Financial Mechanisfl
Funds Requested: $405,000 - Fiscal Year 1954 - unvouchered.
Current Status: New. Not previously considered by the Project Review
Committee.
Approved For Releas%MOW,
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 DRAFT
Approved For Release 2002/0J2SFg D 70-00211 R0QQi 00210038-5
SECURITY INFORMATION
1. OBJECTIVE: The establishment of an Agency Records Center at
to replace the Interim Records Center now being op-
2. ORIGIN and POLICY GUIDANCE:
a. Origin. Public Law 754 requires, in Section 506 b
thereof, that "the Head of each Federal Agency shall
establish and maintain an active and continuing pro-
gram for the economical and efficient management of
the records of the Agency . . . .". The National
fSecurity Act of 1947, Public Law 253 provides that
the Director of Central Intelligence shall be respon-
sible for protecting intelligence sources and methods
.from unauthorized disclosure."(
b. Whence proposed. In headquarters.
3. STUATION:
a."The Federal Records Act (Public Law 754) requires the
establishment of a records program within each Federal
Department and Agency, which requires as an end result
that inactive records be transferred from office space
and filing equipment to records-center-type of storage.
The General Services Administration is now operating
ten Federal Records Centers to which records are being
transferred by government agencies doing unclassified
work. The Department of the Army is currently storing
1,496,000 cu. ft. of Ark;- and Air Force records in
three Army-operated Centers in the Continental United
States. In addition, they operate five overseas
Records Centers. The Atomic Energy Commission has
constructed and operates its own Records Center.
b. The CIA has an exemption from Public Law 754, but it
has been the express intention of CIA to comply with
the spirit and intent of all Acts of Congress, from
which it enjoys an exemption. In addition, Public
Law 253 requires the Director of CIA to protect its
sources and methods of collecting intelligence from
unauthorized disclosure. Therefore, it is essential
that the Agency operate its aan Records Center."
c. The Interim Agency Records Center located atiI
25X1A6A II is a government-owned building on .eased
land and contains 20,000 sq. ft. of floor area. For
Records Center purposes, this building is expensive
to maintain; does not provide adequate security; does
not have proper lighting, heat or personal health
facilities; and could not be expanded to meet future
requirements. The cost of renovating this property to
make it adequate and secure would be approximately
$95,800, or 23% of the cost of new construction. The
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Uli Y INFORMATION
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 ILLEGIB
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SECURITY INFORMATION
cost of maintaining the building on a continuing basis,
including cost of security, would be approximately $34,460
per year which, with the renovation cost, will equal the
cost of construction amortized in 11.8 years.
d. The Agency now owns 16,733 pieces of filing equipment
valued at $2,347,332. Issuances of filing equipment
for previous years are as follows: 1950, 2,21.9 pieces;
1951, 3,331 pieces; and 1952, 4,238 pieces. In this
period, the average increase in issuances over each
previous year is 38.8%. This rate of purchase of
equipment will continue unless the Agency operates an
adequate Records Center.,
e. The cost of microfilming 60 cu. ft. of records is
$703.27. The same volume of records can be stored
in a Records Center for 43 years for this amount of
money. Since only about 5% of all records are
usually considered permanent, it is expensive and im-
practicable to microfilm records as a general practice.
f. Estimates of the Agency's present record holdings,
annual recordsaccretions and retirable records are as
follows:
(1) Present Recorcb Holdings - 92,000 cu. ft.
(Appendix A)
(2) Annual Records Accretions - 20,000 cu. ft.
(Appendix B)
(3) Retirable Records - 27,600 cu. ft. can be
released to a records center after completion
of an initial inventory of all Agenc;r records.
This is equivalent to 3,450 4-drawer filing
cabinets with a replacement cost of 0810,000.
In addition, 8,000 cu. ft. can be retired
annually thereafter, which will release 1,000
cabinets each year, valued at $235,000.
(Appendix C)
4.
25X1A6D
PROPOSAL: To construct an Agency Records Center
25X1A6D
consisting of approximately
sq. ft, o floor area and a structure of poured
reinforced concrete at an estimated cost of $405,000.
(See Appendix D) The site to be selected to provide
for possible expansion up to 60,000-70,000 sq. ft. of
floor area.
5.
OPERATIONAL. OUTLINE: NA
a.
Sub proposals or "tasks." N
A
b.
Key personnel. NA
c.
Indigenous groups and/or leaders.
NA
d.
e.
f.
Target groups. NA
Duration. NA
Graphic illustrations. NA
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6. SECURITY:
ae
b, Knowledgeability. NA
c. Operational security. NA
d. Risks. NA
e. Personnel disposal. NA
f. Disaster Plan. NA
7. COORDINATION:
a. Relation to other projects. The operation of an Agency
b. Significance within over-all program in area. NA
c. Extent of coordination. NA
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8. CONTROL:
a. Nature of. The control of this facility should rest
with the General Services Office because it is an in-
tegral part of the Agency's Records Management Program
which must, of necessity, come under the direction
of the headquarters personnel supervising that program.
F_ I 25X1A6D
will be responsible for the general administration of
the Records Center personnel, except as to selection,
appointment and promotion.
b. Administrative plan. Not required.
c. Reports. Internal reports will be required on volumes
of records on hand, received, and destroyed.
9, BUDGET DATA:
a. Total over-all CIA funds required for Fiscal Year 1954:
$405,000 of unvouchered funds.
b. Availability of CIA funds required. This item was not
specifically budgeted for the reason that when the 1954
budget was prepared, the need for an Agency Records
Center of the size proposed could not be calculated.
It is estimated, based on the present rate of expendi-
tures, that the General Services Office may make avail-
able, with the approval of the Director, $100,000 from
Allotment Account No. Space, Maintenance and
Facilities Division; and $100,000 from Allotment Account
No. Printing and Reproduction Division. It is
believed that these sums can be made available from
present allotted funds due to a reduction in Agency per-
sonnel for the Fiscal Year 1954. This reduction has re-
sulted in a reduction of space needs and has, therefore,
made sums available that were originally scheduled for
alterations to office buildings to be acquired. The
SSCf E 1 `.
'SECURITY INFORMATION
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%ECURITY INFORMATION
rate of expenditure for supplies for the Printing and
Reproduction Division, General Services Office, indi-
cates that the Agency needs are not as great as antici-
pated for the current fiscal year. The balance of
$200,000 will be provided out of funds already allotted
to the Deputy Director (Administration) at such time as
the source of such funds can be determined.
c. Non-CIA funds. NA
d. Foreign currency. NA
e. Fundi nL-- To be made av i able to
25X1A6D , to be accounted for n accord-
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r
ance with estab ishe financial accounting system for the
f. inancia History. e Appendix E, for Fiscal Year 1953
and Fiscal Year 1954.
g. Future requirements. It is estimated that the Proposed
Records Center will be adequate for approximately five
(5) years and that at the end of that time an additional
25,000 sq. ft. will be required. It is roughly estimated
that ultimately the Agency will require an over-all
Records Center of from 60,000-70,000 sq. ft. Appendix F.
10. SUPPORT DATA:
a. Total CIA personnel; Administrative support for this
25X1
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b. Materiel. NA
c. Communications. NA
d. Other CIA support. NA
e. Support required from other United States agencies. NA
11. GENERAL CONSIDERATIONS:
a. Current status. An Interim Records Center is now being
25X1A6D operated at with the bare minimum re-
quirements pending decision on this proposal.
b. Commitments.
25X1A6D the property by 30 June 1954.
Therefore, to fulfill this commitment, action should be
taken by that date to relocate the Records Center if
possible.
c. Effectiveness. As of this date there has been trans-
ferred into the Records Center approximately 4,000 cu. ft.
of records. This amount of records would require 500
safe-type cabinets for office storage with a value of
$117,500. In addition, there is approximately 6,000
cu. ft. of classified supplemental distribution material,
which would require 750 file cabinets with a replacement
value of $176,500.
d. The proposed Records Center of approximately 21,290
sq. ft. costing $405,000 (Appendix 0) will house
approximately 40,000 odd cu.ft. of records. The ratio
of 2 cu. ft. of record h sq. ft. of available
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SECURITY INFORMATION
floor space meets the minimum standards established by
the General Services Administration in the operation of
10 Federal Records Centers. 40,000 cu. ft. of records
is equivalent to 5,000 4-drawer safe cabinets valued at
$1,175,000. The net savings resulting from a transfer
of 40,000 cu. ft. of records from office space to a
Records Center would be 3905,115. (Appendix G)
e. Evaluation. The effectiveness of this project after con-
struction could be evaluated by the cu. ft. of records
accepted into the Records Center and the number of filing
cabinets released for other purposes. Also, the volume
of records actually destroyed within the Records Center
itself would be another yardstick for the over-all pro-
gram,
f. Policy questions. The principal question of policy is
the utilization of funds for the construction of the
Proposed Records-Center facility. The recent directive
from the Bureau of the Budget for curtailment; of con-
struction projects may require clearance with the Bureau
/ of the Budget. However, in view of the fact that the
proposed construction is necessary to comply with the
Federal Records Act (Public Law 754), and provide ade-
quate protection for the Agencyts records, resulting in
economies, sufficiently justifies the use of these funds.
g. .Congress. The Agency should be able to indicate to
'Congress its compliance with the Federal Records Act
(Public Law 754). Security-cleared representatives
of the General Services Administration responsible
for the government-wide records program are in con-
stant touch with us in regard to the development of
CIA's Record Program.
h. Extra-Agency action. NA
i. Proprietary companies. I\iA
J. Special considerations. NA
k. Liquidation. NA
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 Approved For Release 2002/QSEGPJE~-RDP70-00211 R0Q.100210038-5
SFO RITY INFORMATION
It is estimated that the Agency now has in its possession
92,000 cu. ft. of records. The following factors are the
basis for this estimate.
1. Total number of pieces of filing equipment in
the Agency - 16,733.
2. The average capacity of the various types of
filing equipment - 5,5 cu. ft.
3. Factors offsetting one another, such as:
(a) Space in filing equipment utilized
for overnight storage.
(b) Records maintained in places other
than filing equipment, such as on
shelves in vaulted areas.
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~a-eacit~Y Zi-~r14R~rit}f~
ANNUAL RECORDS ACCRETIONS
It is estimated that records created and accumulated by the Agency
would amount to an annual accretion of 20,000 cu. ft. This appears
to be a reasonable figure in view of the following;
1. Personnel in the National Archives and Records
Service stated that an estimated 12 cu. ft. of
records are accumulated for each person employed
by an Agency. The experience of the National
Records Management Council in industry, indicates
that this figure is approximately 2 cu, ft,
2. Purchases of filing equipment in 1950 with a
capacity of 12,200 cu. ft.; 1951, 18,300 cu. ft.;
1952, 23,300 cu. ft.
Ja;'6cit"33 i I
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cbrity E'?format,:nr
RETIRABLE RECORDS
A. It is estimated that of the 92,000 Cu. ft. of records in the
Agency, 301%., or 27,600 cu. ft., could be released after the
initial inventory and appraisal. This percentage appears to
be conservative on the basis of:
1, Records inventories of the General Services Office
and Office of Operations, 'Contact Division. The
inventories showed that 68% of the records of General
Services Office and 32% of those of Office of
Operations, Contact Division could be released to a
Records Center,
2. An estimate, in the Hoover Commission Report, that
over 50% of all Government records accumulations
could be released.
3. The release of as much as 74% in industry as ex-
perienced by the National Records Management Council.
27,600 cu, ft. of records is equivalent to 3,450 4-drawer filing
cabinets valued at $810,000.
B. It is estimated that a volume of records equivalent to 40% of
the 20, 000 cu. ft. annual records accretions, or 8,000 cu. ft. can be transferred to the Records Center each year after the
effective date of a schedule for the systematic retirement of
inactive records. 8,000 cu. ft. of records is equivalent to
1,000 4-drawer filing cabinets valued at $235,000.
There is no available experience on which to base this estimate.
However, it is reasonable to assume that a large percentage of
records 3, 4, 5 or more years old will not be needed for fre-
quent reference. At present, it is difficult to retire Agency
records to a Records Center because current records are commonly
interfiled with non-current records. Once procedures for the
systematic cut-off and retirement of files are estab=lished, the
current records will automatically be segregated from those that
are non-current, which will overcome this difficulty.
The estimate of a volume of records equivalent to 40% of the
annual accretions applies to non-current records, which may be
as much as ten years old, and not to current records.
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 SECRET
Approved For ReleaftjQVV/q RMAR}tP70-00211 R0901 00210038-5
COST ESTIMATE OF PROPOSED RECORDS BUILDING
Building: Basement and one story; exterior of
reinforced concrete walls; reinforced concrete
flat slab frame (with monolithic floor
finish); concrete masonry unit partitions;
exposed concreteoeilings (painted); asphalt
tile floor in offices and darkroom; cement
finish elsewhere; fluorescent lighting
throughout (secondary current); air conditioned
with humidity control and forced air heat;
security alarm system (no sprinklers);
hydraulic elevator. Provisions for additional
story. Contract to include installation of
shelving furnished by Government.
Gross Area: Basement 10,320 sq.ft.
1st Floor 10,970 " "
Total 21,290 sq.ft.
Volume: Approximately 320,000 cu.ft.
E S T I M A T E
$200,000
Construction
000
110
Air Conditioning and Heating
,
000
11
Fluorescent Lighting Fixtures
Electrical Work (Secondary Current)
,
33,000
3,000
Security Alarm
8,000
Plumbing
10,000
Elevator
10,000
Approaches
TOTAL ESTIMIAThD CONSTRUCTION COST
385,000
20.000
Contingencies
$405,000
Deduct from above for brick face with
8-inch masonry unit backing. $10,000
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SECURITY INFORMATIOhf
 Approved For Rele se 20/: CIA-RDP70-00211 ROW100210038-5
eecurity inforn?3ti-
Fiscal Year 1953
1 24-hr. guard post
Annual lease
Operation & Maintenance
$ 21,020.04
10,500.00
8,962.00,
4
48
Total.
-
2.0
40,
'Fiscal. Year 1954
tE -Mo. nro-
3 13, 494.00
rat ec rom above)
1 24
-hr. guard post
21.,020.01-
Annual. lease
6,, 000.00
Operation & Maintenance
7,440.00
Total. 47,954-04
anfo ?f
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APPENDIX Ir
RECORDS CENTER CAPACITY REQUIREI 1TS
It is estimated that an Agency Records Center of 25,000 sq. ft.,
with a capacity of 50,000 cu. ft, of records, will be filled in from
5 to 10 years. There are no experience figures available, but the
following factors were considered in arriving at the estimate:
(a) Total Agency records holdings - 92, 000 cu. ft.
(Appendix A)
(b) Annual accretion of records: - 20,000 Cu. ft.
(Appendix B)
(c) Annual volume of records to-be retired - 8,000
cu. ft. (Appendix C)
(d) Capacity of Records Center - 50,000 cu. ft.
(Appendix F)
(e) The completion date of initial inventories of
present record holdings and the development of
the related records control schedules. (A mini-
- mum of 2 yea e to cover the entire Agency.)
(f) The time required and the extent of success in
changing present systems to provide annual cut-
offs which will permit systematic periodic retire-
ment of records.
(g)
The volume of records which:
(1)
Can be destroyed by offices without
transfer to the Center.
(2) Transferred to the Center and destroyed
after retention periods of 1 or more
years.
(3) Transferred to the Center for permanent
retention in present form.
(4) Transferred to the Center for microfilm-
ing for permanent retention.
In view of the above considerations, it appears that the Agency
will have to establish and operate a Records Center of from 60,000 to
70,000 sq. ft. of space in 10 to 20 years, although such a requirement
cannot be fully justified at this time. For this reason,, a conser-
vative approach would be the establishment of a 25,000 sq. ft. Records
Center, constructed in such a manner that it can be readily expanded to
25X1A6A needs This expansion is possible in a building constructed
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COA4PPARATIVE CUMULATIVE COST OF OFFICE AND SECURITY INFORMATION
R&CORDS CENTER STORAGE OF INACTIVE AGENCY RECORDS
Inactive
Records
j/
OFFICE STORAGE
CENTER
STORAGE
Accumulations
ment and
i
E
Fiscal Cubic
File Cab.
Cab. Replace-
Cab. Space
t
C
Office Stor-
e Cost
p
qu
Building Cost 31
Cumulative
Y
Feet
Required
ment Value
os
aiz
ear
1954
000
8
1,000
235,000
11,400
246,400
0412,177
X165,777 (minus)
6
8
1955
,
000
16
2
000
470,000
34,200
504,200
419,354
4,84
1956
,
000
24
,
3,000
705,000
68,400
773,400
426,531
346,869
1957
,
32
000
4,000
940,000
114,000
1,054,000
433,708
620,292
1958
,
40,000
1
5,000
1,175,000
171,000
1,346,000
440,885
905,115
3.
4.
It is estimated in Appendix C that approximately 8,000 cu. ft. of records will be
transferred to the Records Center annually. On the basis of this estimate, the above
figures indicate that the Center will be filled to capacity in about 5 years and at
that time expansion will be necessary. Although the volume of records to be retired
will continue at the rate shown above, the volume of inactive records to be housed
will accumulate at a somewhat reduced rate after the first few years of operation.
This will be accomplished through the development and application of Records Control
Schedules under which a portion of such records can be destroyed upon the expiration
of established retention periods approved by officials of the responsible offices.
Records Center capacity is assumed to be in the ratio of 2 cu. ft. of records for
every 1 sq. ft. of available floor space. This is a minimum figure established by
the GSA in the operation of ten Federal Records Centers. It takes into consider-
ation the space needs for aisles, and offices.
Includes an estimated X405,000 for construction and the cost of the storage equip-
ment for the accretions of each year.
In computing the saving, the salaries of Records Center operating personnel are
not accounted for because this cost will be more than offset by the savings in the
salaries of office personnel, i.e. more time is required to maintain and service
inactive records in office space than is required when the records are stored in
a Records Center
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