PROPOSED CONSTRUCTION OF CIA RECORDS CENTER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000100210058-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 9
• Document Creation Date: November 11, 2016
• Document Release Date: September 1, 1998
• Sequence Number: 58
• Publication Date: October 12, 1953
• Content Type: MF

0-01.53
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MEMORANDUM FOR: Chairman, Projects Review Committee
THRU: Acting Deputy Director (Administration)
SUBJECT: Proposed Construction of CIA Records Center
1, PROBLEM.--Proposed construction of a CIA Records Center at
25X1A6d
2. ASSUMPTIONS.--
a. The CIA. Records Center is authorized to receive and
store all records of the Agency whenthey are considered
to be inactive.
b. An Agency Records Center is needed which mill provide
better protection for the Agency's records and possibility
of expansion on government-owned property. (Appendix A)
c. That the Agency-owned 25X1A6d
be retained indefinitely.
d. The use of GSA operated Federal Records Centers
involves a security risk because of the possibility of
compromising sources and methods of C/A intelligence in-
formation.
3. FACTS BEARING ON THE PROBLEM.--
a. The Agency is complying with Public Law 754 which
requires, in Section 506(b)? "the Head of each Federal
Agency shall establish and maintain an active and con-
tinuing program for the economical and efficient manage-
ment of the records of the Agency t
b. The National Security Act of 1047, Public LAW 253,
provides that the Director of Central Intelligence ',shall
be responsible for protecting intelligence sources and
methods from unauthorized disclosure. (Section 102(d)(3).
c. The interim Record Center, located J41111111111 25X1A6d
is a government-owned building on leased land.
The owner of the property has expressed a desire that the
property be returned to his control by 30 June 1.954.
25X1A6d
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Chairman, Projects Review Committee
d. The Agency now owns 16,733 pieces of filing equip-
ment valued at $2,347,332. Issuances of filing equipment
Lor previous years are as follows: 1950, 2,219 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%.
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 impracticable to microfilm
records as a general practice.
f. Estimates of the Agency's present record holdings,
annual records accretions and smagemble records are as
Pi 14131. e
f ollows
_
(1) Present Record Holdings - 92,000 Cu. ft.
(Appendix B)
(2) Annual Records Accretions - 20,000 cu. ft.
(Appendix C)
Retireable Records - After the initial in,
ventory of all Agency records has been com-
pleted, 27,600 cu. ft. (30% of 92,000 au. ft.)
can be released to a records center. This is
equivalent to 3,450 4-drawer filing cabinets
valued at $810,000.
Each year after the initial inventory, 8,000
cu, ft. of records can be released to a
records center. This is equivalent to 1,000
4-drawer filing cabinets valued at $2350000.
g"-01
h. The Center will be filled in 5 to 10.
time expansion of the facilities will be necessary.
one) (.?.1,
(2
ch;
(Appendix F).
4. DISCUSSION.--The use of existing facilities, in lieu of new
construction, has been considered. Available buildings
were examined and it was determined that the cinder block
warehouse in as the most appropriate. However,
25X1A6a
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Chairman, Projects Review Committee
the General Services Administration's estimate to convert
this building for Records Center use was $95,8000 or 23%
of the cost of new construction. Furthermore, the space
would be inadequate within 4 or 5 years without the pos-
sibility of expansion.
The General Services Administration, which has responsi-
bility for the Government-wide Records Management Program,
now operates 10 Records Centers throughout the country
which housed 1,293,000 cu. ft. of records on 30 June 1953.
The-GSA's annual report for the fiscal year 1952 shows a
savings of $3,923,000 in space and filing equipment for that
year. Similar results have been experienced in industry.
5. CONCLUSION.-The cost of new construction is justified. It
is less than the amount spent in 1952 for 4-drawer com-
bination lock cabinets, and this amount can actually be
saved through reduction in the procurement of this one
item in the first year after a schedule for the systematic
retirement of the Agency's records can be effected. Further-
more, if the 1952 rate of expansion continues through 1955
and no records are transferred to the Records Center, an
additional $1,406,000 will have been expended for 4-drawer
safe cabinet, as compared to the $405,000 cost of construction.
Therefore, the CIA is justified in spending the money
necessary to construct a Records Center. Also construction
should be at the MMMMMMMMIlm because the
security at this location is the best available in the 25X1A6d
Agency and because the Agency owns the property.
6. RECOMMENDATIONS.--That the Project Review Committee recom-
mend to the Director, the allocation of $405,000 to
'npnr th construction of a Records Center at
APPENDICES:
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
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Appendix F
Chief, General Services Office
25X1A6d
25X1A9a
- Description of Records Center Requirements
- Total Agency Active and Inactive Record Holdings
- Annual Active and Inactive Records Accretions
- Cost Estimate for CIA Records Center
- Comparitive Cumulative Cost of Office and Records
F6P11401battrfiel/gRtrbt44t Ifil0 1 0 0 Siatie(5'
- Records Center Capaci y Requirements
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70-00211R000100210058-3
Approved for submission to Project Review Committee:
Acting Deputy Director
(Administration)
Ccr
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"Sittrimeimi
25X1A9a ors
OW of Logistics
Chief, General Services Office
Proposed Building for CIA Records Center
10 July 1953
14 in accordance with yotui request which has been approved by
the Acting Doputor Director (Adminixtration) it is requested theta
a. An appropriate site be selected at Station "A* of
buil .
the for the following proposed
b. A one.story building, without basement, of reinforced
concrete slab or concrete block construction. The building
'fill initially comprise approximately 25,000 square feet of
floor area (125* x 2001 inside dimmaxionS), expandible on
both ends to epproximately 70,000 square feet for the entire
Structures
25X1 A6d
The building is to be completely fireproof with one in
entrance and emergency escape doors as required by accepted
fire eafety standards. All doors are to be adequatAy pro-
tected against forced entry.
no plan eill include one, 15* x 20* and two, 20* x 30*
Wiese; too toilet rooms accomodating approximately 15 male
end 15 tenale employees respectively; three dark root areas
for which equipment is now available; a small guard roam and
a room for custodial auppliem equIpped with a service sink.
Tbe walls of the aforementioned room shell be of masonry
construction4 all other partitioning will be of exparwled
metal or wire mesh.
Owing to the security factors involved, the exterior walls
should not be fenestrated. However, it is suggested that
glass bleak be used in the office areae only to provide natural
light.
Asphalt tile flooring will be provided in the offices,
toilets and main aisles only. All other areas to have exposed
cancrete floors treated to resist dusting. No intorior painting
'ill be required except in the offices mmi the toilets.
/n addition to hot and cold water and drainage for the
toilets and custodial closet it is required that hot and
gold water and acid4proof drninage be installed for reproduction
sqvipmerits including offset, microfilms photostat, mimeograph
and other processes. Cold water and drainage be provided
for electric eater coolers.
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Chiet of Logistics
.2. 10 July 1953
An allo.weather air conditioning system with humidity
control is to be installed in the building. Fluorescent
lighting will be used throughout. Provide a trufficient
nuMber of convenience and motor outlets and make arrangements
for installation of telephone' jacks at appropriate locations
in the records storage areas. The plans will also include
an alarm system for alerting the security officer 411111 in 25X1A6d
the sweat of an attempted forced entry. (The building is to
be USed as a CIA Records Center and shelving or reproduction
equipment should not be included in these specifications.)
c. It is requested that pre, ininsry drawings (including
sits plan, floor plan and exterior elevations) and a cost
estimate based on the above outline specifications be prepared
and submitted to the Chief, General Services Office as soon
U practicable.
25X1A9a
080/14134tam (7 July 1953)
lewritten by GSOPDKIrk
(10 July 1953)
Distribution*
2 . Addresses
2 ? G. Ser.
2 ? Space, Maint.
te="1
- * L
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APPENDIX B
70-00211R000100210058-3
TOTAL AGENCY ACTIVE AND INACTIVE RECORD HOLDINGS
A. It is estimated that the Agency now has in it 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.
Be It is estimated that of the 92,000 cu. ft. of records in
the Agency, 30%, or 27,600 cu. ft., could be released after
the initial inventory. This percentage appears to be conser-
vative on the basis of:Nzpvi, P.CkAISAL
44LOLIT
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Records inventories of the 080 and ab/C. The
inventories showed that 68% of the records of
080 and 32% of those of 00/C could be released to
a Records Center.
2. An estimate, in the Hoover Commission Report, that
aver 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.
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Sec. ,iiormatiOl
APPENDIX C
ANNUAL ACTIVS AND INACTivt RECORDS ACCRETIONS
AA 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 1 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.
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,thmAge 177Tis cgarol schedules,
el?
There is no available experience on which to base this
estimate. However, it is reasonablemto assume that a large
percentage of records 3, 4, 5 or 'YJS ytars old will not be needed
for frequent 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.
.urt y Iniormatiog
00000000000
* The estimate of a volume of records equivalent to 40% of the
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SarelMas ten years old, and not to current records.
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APPENDIX D
COST ESTIMATE FOR CIA RECORDS CENTER
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