CIA RECORDS MANAGEMENT BOARD QUARTERLY REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73-00099A000200050021-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: December 12, 2016
• Document Release Date: January 25, 2002
• Sequence Number: 21
• Publication Date: January 17, 1969
• Content Type: MF

Approved For Release
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CIA RECORDS MANAGEMENT BOARD
17 JAN 1969
MEMORANDUM FOR: Executive Director-Comptroller
THROUGH : Deputy Director for Support
SUBJECT : CIA Records Management Board.
Quarterly Report
1. This memorandum is for information only.
2. During the last quarter of 1968, the CIA Records Management
Board. reviewed several paperwork problems but concentrated. on the
Agency's most urgent records problem -- the storage of retired records.
As directed, all components are re-examining their holdings at the
Agency Records Center in an effort to reduce the volume on hand.
Progress reports from each Directorate and the DCI Area are attached
as TAB A. These reports indicate that the permanent removal of 6,438
cubic feet of records fro:mihe Center has been authorized during the
past quarter. A breakdown of these reported. dispositions are as follows:
DDI 3, 746; DDP 740; DDS 1, 156; DDS&T 764; and the DCI Area 32.
The cumulative total from July through December is 8, 737 cubic feet.
3. The Board feels the component reports do not yet provide an
adequate base to reliably determine trends or to estimate volume reductions
expected from the Purge. A large volume of records remains to be
reviewed.. and, these reviews will continue for several months. During the
next quarter the Board. will analyze and. try to anticipate the eventual results
of the Purge and. hopes to be able to determine how much longer the emphasis
should, remain on this disposal phase of the storage problem. Even though
normal purging will continue indefinitely, the Agency must eventually
concentrate its major effort on other alternatives.
4. The Directorates also report on related. activities stimulated,
by the Purge which will impact favorably on the space problem. More
thorough screening of records prior to their retirement has reduced, the
volume of some deposits. Scheduled retention periods have been reduced.
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Surveys are being conducted, to eliminate or consolidate files and. to
establish "Office of Record." responsibility. Feasibility studies are
underway in each Directorate concerning the conversion of certain
hardcopy files to microforms. For the above and. other causes,
deposits to the Records Center this past six months were 1, 358 cubic
feet lower than the same period. last year.
5. The Records Management Board. has issued guidance to
Records Officers and Historians across the Agency on the identification
and retention of historical and. legally required records. The National
Archives has been formally requested to rule on the suitability of
microfilm storage (vice hard.copy) for records requiring permanent
retention; their response explains that a new Federal Regulation covering
this question will be published by March 1969. Last October, 87 Records
Officers met at_for two days to study various microminiaturization
techniques and. to identify possible applications of miniaturized, records
storage and. retrieval.
6. The initial task assigned the Board was to administer the
Records Purge. As the Purge is progressing satisfactorily, the Board.
has begun to study long-term solutions to meet the future requirements
of Agency records. Alternative plans for their storage that are currently
massive microfilming programs that will permit
us to remain at GSA Records Centers with or
without some microfilming; use of facilities; and the
expansion of The installation of space savings equipment
and, other techniques are being studied. During the coming quarter the
Board. shall analyze the several options available for records storage and
will undertake to provide appropriate recommendations for Agency action.
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Chairman,
CIA. Records Management Board
Attachments:
As stated.
1.
FILUITIAL
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