H. R. 3138

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000100030001-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 50
• Document Creation Date: December 9, 2016
• Document Release Date: August 16, 2001
• Sequence Number: 1
• Publication Date: January 19, 1967
• Content Type: REGULATION

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. R. 3138
IN THE HOUSE OF REPRESENTATIVES
JANUARY 19119,67
Mr. MULTER introduced the following bill; which was referred to the Com-
mittee on Armed Services
A BILL
To amend section 2310 of title 10 of the United States Code,
relating to determinations and decisions as to procurement.
1 Be it enacted by the Senate and House of Representa-
2 tives of the United States of America in Congress assembled,
3 That subsections (a) and (b) of section 2310 of title 10
4 of the United States Code are amended to read as follows :
5 " (a) Determinations and decisions required to be made
6 under this chapter by the head of an agency may be made
7 for an individual purchase or contract or for a class of pur-
8 chases or contracts. Except for the determinations required
9 under clauses (1l)-(16), inclusive, of section 2304(a),
10 the determinations and decisions required to be made under
11 this chapter by the head of an agency are final.
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1 " (b) Each determination or decision under clauses
2 (11) - (16), inclusive, of section 2304 (a), section 2306, or
3 section 2307 (c) of this title shall be based on a written find-
4 ing by the person making the determination or decision.
5 Except for findings on which determinations under clauses
6 (1l)-(16), inclusive, of section 2304 (a) are based, the
7 findings required by this subsection are final. All findings
8 required by this subsection shall be kept available in the
9 agency for at least six years after the date of the determi-
10 nation or decision. A copy of the finding shall be submitted
11 to the General Accounting Office with each contract to which
12 it applies."
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 90TH CONGRESS H. R. 3138
1ST SESSION j 1 a
A BILL
To amend section 2310 of title 10 of the United
States Code, relating to determinations and
decisions as to procurement.
By Mr. MULTER
JANUARY 19, 1967
Referred to the Committee on Armed Services
 TRANSMITTAL SLIP
TO:
Chief, RAS
DATE
1 February 1967
ROOM NO. BUILDING F
702 Ma a~ zine
The attached bill H. R. 3138 is
forwarded as of possible interest re-
garding retention of findings on P. 2.
ROOM NO. EXTENSION
70,5 , ~~, ,~~Magazine^_ 2761
1 FEB 55.241
REPLACES FORM 36-8
WHICH MAY BE USED.
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PUBLIC LAw 754-81ST CONGRESS]
[CHAPTER 849-2D SESSION]
[S. 39591
AN ACT
To amend the Federal Property and Administrative Services Act of 1949, and
for other purposes.
Be it enacted by the Senate and House of Representatives of the
United States of America in Congress assembled, That the paren-
thetical expression appearing in clause (1) of the final sentence of
subsection (a) of section 109 of the Federal Property and Administra-
tive Services Act of 1949 (Public Law 152, Eighty-first Congress) is
amended to read as follows :
"(including the purchase from or through the Public Printer, for
warehouse issue, of standard forms, blankbook work, standard speci-
fications, and other printed material in common use by Federal agen-
cies not available through the Superintendent of Documents)."
SEC. 2. (a) Clause (2) of the final sentence of subsection (a) of
section 109 of the Federal Property and Administrative Services Act
of 1949, as hereinbefore amended, is amended to read as follows: "(2)
for paying the purchase price, transportation to first storage point of
supplies and services, and the cost of personal services employed
directly in the repair, rehabilitation, and conversion of personal
property."
(b) The third sentence of subsection (b) of section 109 of such Act
is amended to read as follows : "On and after such date, such prices
shall be fixed at levels so as to recover so far as practicable the
.applicable purchase price, the transportation cost to first storage point,
inventory losses, the cost of personal services employed directly in the
repair, rehabilitation, and conversion of personal property, and the
cost of amortization and repair of equipment utilized for lease or rent
to executive agencies."
(c) The amendments made by this section shall be effective on the
date, not earlier than July 1, 1950, on which the Administrator of
General Services shall determine that appropriated funds adequate
to effectuate the purposes of such amendments have been made
available.
SEC. 3. (a) The final sentence of subsection (b) of section 109 of
the Federal Property and Administrative Services Act of 1949 is
amended to read as follows: "Where an advance of funds is not
made, the General Services Administration shall be reimbursed
promptly out of funds of the requisitioning agency in accordance
with accounting procedures approved by the Comptroller General:
Provided, That in any case where payment shall not have been made
by the requisitioning agency within forty-five days after the date of
billing by the Administrator or the date on which an actual liability
for supplies or services is incurred by the Administrator, whichever
is the later, reimbursement may be obtained by the Administrator by
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(PUB. LAW 754.1 2
the issuance of transfer and counterwarrants, or other lawful transfer
documents, supported by itemized invoices."
(b) Section 109 of the Federal Property and Administrative Serv-
ices Act of 1949 is amended by adding at the end thereof the following
new subsection :
"(g) Whenever any producer or vendor shall tender any article or
commodity for sale to the General Services Administration or to any
procurement authority acting under the direction and control of the
Administrator pursuant to this Act, the Administrator is authorized
in his discretion, with the consent of such producer or vendor, to
cause to be conducted, in such manner as the Administrator shall
specify, such tests as he shall prescribe to determine whether such
article or commodity conforms to prescribed specifications and stand-
ards. When the Administrator determines that the making of such
tests will serve predominantly the interest of such producer or vendor,
he shall charge such producer or vendor a fee which shall be fixed
by the Administrator in such amount as will recover the cost of con-
ducting such tests, including all components of such cost, determined
in accordance with accepted accounting principles. When the Admin-
istrator determines that the making of such tests will not serve pre-
dominantly the interest of such producer or vendor, he shall charge
such producer or vendor such fee as he shall determine to be reason-
able for the furnishing of such testing service. All such fees collected.
by the Administrator may be deposited in the General Supply Fund
to be used for any purpose authorized by subsection 109 (a) of this
Act."
SEC. 4. Paragraphs (1) and (2) of section 203 (j) of the Federal
Property and Administrative Services Act of 1949 are amended to
read as follows :
"(1) Under such regulations as he may prescribe, the Adminis-
trator is authorized in his discretion to donate for educational pur-
poses or public health purposes, including research, in the States,
Territories, and possessions without cost (except for costs of care and
handling) such equipment, materials, books, or other supplies under
the control of any executive agency as shall have been determined to
be surplus property and which shall have been determined under
paragraph (2) or paragraph (3) of this subsection to be usable and
necessary for educational purposes or public health purposes, includ-
ing research.
"(2) Determination whether such surplus property (except surplus
property donated in conformity with paragraph (3) of this subsec-
tion) is usable and necessary for educational purposes or public health
purposes, including research, shall be made by the Federal Security
Administrator, who shall allocate such property on the basis of needs
and utilization for transfer by the Administrator of General Services
to tax-supported medical institutions, hospitals, clinics, health centers,
school systems, schools, colleges, and universities, and to other non-
profit medical institutions, hospitals; clinics, health centers, schools,
colleges, and universities which have been held exempt from taxa-
tion under section 101 (6) of the Internal Revenue Code, or to State
,departments of education or health for distribution to such tax-
.supported and nonprofit medical institutions, hospitals, clinics, health
centers, school systems, schools, colleges, and universities; except that
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in any State where another agency is designated by State\
such purpose such transfer shall be made to said agency fo.
distribution within the State."
SEC. 5. The Federal Property and Administrative Services Act .
1949 is amended by-
(a) redesignating section 210 thereof as section 212, and wher-
ever such section number appears in such Act as originally
enacted, it is amended to conform to the redesignation prescribed
by this subsection;
(b) inserting in the table of contents appearing in the first
section of such Act, immediately after the line in which "Sec. 209."
appears, the following :
"Sec. 210. Operation of buildings and related activities.
"Sec. 211. Motor vehicle identification."
(c) inserting, immediately after section 209 thereof, the follow-
ing new sections :
"OPERATION OF BUILDINGS AND RELATED ACIZVITIES
"SEC. 210. (a) Whenever and to the extent that the Administrator
has been or hereafter may be authorized by any provision of law other
than this subsection to maintain, operate, and protect any building,
property, or grounds situated in or outside the District of Columbia,
including the construction, repair, preservation, demolition, furnish-
ing, and equipment thereof, he is authorized in the discharge of.the
duties so conferred upon him-
"(1)' to purchase, repair, and clean uniforms for civilian
employees of the General Services Administration who are
required by law or regulation to wear uniform clothing;
"(2) to furnish arms and ammunition for the protection force
maintained by the General Services Administration;
"(3) to pay ground rent for buildings owned by the United
States or occupied by Federal agencies, and to pay such rent in
advance when required by law or when the Administrator shall
determine such action to be in the public interest;
"(4) to employ and pay personnel employed in connection with
the functions of operation, maintenance, and protection of prop-
erty at such per diem rates as may be approved by the Admin-
istrator, not exceeding rates currently paid by private industry
for similar services in the place where such services are performed ;
"(5) without regard to the provisions of section 322 of the Act
of June 30, 1932 (47 Stat. 412), as amended, to pay rental, and
to make repairs, alterations, and improvements under the terms
of any lease entered into by, or transferred to, the General Serv-
ices Administration for the housing of any Federal agency which
on June 30, 1950, was specifically exempted by law from the
requirements of said section;
"(6) to obtain payments, through advances or otherwise, for
services, space, quarters, maintenance, repair, or other facilities
furnished, on a reimbursable basis, to any other Federal agency,
or any mixed-ownership corporation (as defined in the Govern-
ment Corporation Control. Act), or the District of Columbia, and
to.credit . such payments to the applicable appropriation of the
General Services Administration;
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"(7) to make changes in, maintain, and repair the pneumatic
tube system connecting buildings owned by the United States or
occupied by Federal agencies in New York City installed under
franchise of the city of New York, approved June 29, 1909, and
June 11, 1928, and to make payments of any obligations arising
thereunder in accordance with the provisions of the Acts approved
August 5, 1909 (36 Stat. 120), and May 15, 1928 (45 Stat. 533) ;
"(8) to repair, alter, and improve rented premises, without
regard to the 25 per centum limitation of section 322 of the Act
of June 30, 1932 (47 Stat. 412), as amended, upon a determination
by the Administrator that by reason of circumstances set forth
in such determination the execution of such work, without refer-
ence to such limitation, is advantageous to the Government in
terms of economy, efficiency, or national security : Provided, That
such determination shall show that the total cost (rentals, repairs,
alterations, and improvements) to the Government for the
expected life of the lease shall be less than the cost of alternative
space which needs no such repairs, alterations, or improvements.
A copy of every such determination so made shall be furnished
to the General Accounting Office;
"(9) to pay sums in lieu of taxes on real property declared
surplus by Government corporations, pursuant to the Surplus
Property Act of 1944, where legal title to such property remains
in any such Government corporation ;
"(10) to furnish utilities and other services where such utilities
and other services are not provided from other sources to persons,
firms, or corporations occupying or utilizing plants or portions of
plants which constitute (A) a part of the National Industrial
Reserve pursuant to the National Industrial Reserve Act of 1948,
or (B), surplus real property, and to credit the amounts received
therefrom to the applicable appropriation of the General Services
Administration ;
"(11) at the direction of the Secretary of Defense, to use pro-
ceeds received from insurance against damage to properties of the
National Industrial Reserve for repair or restoration of the dam-
aged properties; and
"(12) to acquire, by purchase, condemnation, or otherwise, real
estate and interests therein.
"(b) At the request of any Federal agency or any mixed-ownership
corporation (as defined in the Government Corporation Control Act),
or the District of Columbia, the Administrator is hereby authorized
to operate, maintain, and protect any building owned by the United
States (or, in the case of any wholly owned or mixed-ownership Gov-
ernment corporation, by such corporation) and occupied by the agency
or instrumentality making such request.
"(c) ' At the request of any Federal agency or any mixed-ownership
corporation (as defined in the Government Corporation Control Act),
or the District of Columbia, the Administrator is hereby authorized
(1) to acquire land for buildings and projects authorized by the
Congress; (2) to make or cause to be made, under contract or, other-
wise, surveys and test borings and to prepare plans and specifications
for such buildings and projects prior to the approval by the Attorney
General of the title to the sites thereof; and (3) to contract for, and
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to supervise, the construction and development and the equi,
of such buildings or projects. Any sum available to any such
eral agency or instrumentality for any such building or project ma.
be transferred by such agency to the General Services Administration
in advance for such purposes as the Administrator shall determine
to be necessary, including the payment of salaries and expenses of
personnel engaged in the preparation of plans and specifications or
in field supervision, and for general office expenses to be incurred
in the rendition of any such service.
"(d) Whenever the Director of the Bureau of the Budget shall
determine such action to be in the interest of economy or efficiency, he
shall transfer to the Administrator all functions then vested in any
other Federal agency with respect to the operation, maintenance, and
custody of any office building owned by the United States or any
wholly owned Government corporation, or any office building or part
thereof occupied by any Federal agency under any lease, except that
no transfer shall be made under this subsection-
"(1) of any post-office building unless the Director shall first
determine that.such building is not used predominantly for post-
office purposes, and functions which are transferred hereunder to
the Administrator with respect to any post-office building may be
delegated by him only to another officer or employee of the General
Services Administration or to the Postmaster General;
"(2) of any building located in.any foreign country;
"(3) of any building located on the grounds of any fort, camp,
post, arsenal, navy yard, naval training station, airfield, proving
ground, military supply depot, or school, or of any similar facility
of the Department of Defense, unless and to such extent as a permit
for its use by another agency or agencies shall have been issued by
the Secretary of Defense or his duly authorized representative ;
"(4) of any building which the Director of the Bureau of the
Budget finds to be a part of a group of buildings which are (A)
located in the same vicinity, (B) utilized wholly or predominantly
for the special purposes of the agency having custody thereof, and
(C) not generally suitable for the use of other agencies; or
"(5) of the Treasury Building, the Bureau of Engraving and
Printing Building, the buildings occupied by the National Bureau
of Standards, and the buildings under the jurisdiction of the
regents of the Smithsonian Institution.
"(e) Notwithstanding any other provision of law, the Adminis-
trator is authorized, in accordance with policies and directives pre-
scribed by the President under section 205 (a) and after consultation
with the heads of the executive agencies affected, to assign and reassign
space of all executive agencies in Government-owned and leased build-
ings in and outside the District of Columbia upon a determination by
the Administrator that such assignment or reassignment is advan-
tageous to the Government in terms of economy, efficiency, or national
security.
"SEC. 211. Under regulations prescribed by the Administrator,
every motor vehicle acquired and used for official purposes within the
United States, its Territories, or possessions, by any Federal agency
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 or the District of Columbia shall be conspicuously identified by
showing. thereon either (a) the full name of the department, establish-
ment, corporation, or agency by which it is used and the service in
which it is used, or (b) a title descriptive of the service in which it is
used if such title readily identifies the department, establishment,
corporation, or agency concerned, and the legend `For official use
only': Provided, That the regulations issued pursuant to this section
may provide for exemptions from the requirement of this section when
conspicuous identification would interfere with the purpose for which
a vehicle is acquired and used."
SEC. 6. The Federal Property and Administrative Services Act of
1949 is amended by-
(a) redesignating "title V" of such Act as "title VI" thereof,
and "title V", wherever it appears therein, is amended to read
"title VI";
(b) redesignating sections 501-505, inclusive, of such Act,
respectively, as sections 601-605, inclusive, thereof, and wherever
any such section number appears in such Act as originally enacted,
it is amended to conform in numbering to the redesignation pre-
scribed by this subsection;
(c) inserting at the proper place in the table of contents to such
Act the following :
"Sec. 501. Short title.
"Sec. 502. Custody and control of property.
"Sec. 503. National Historical Publications Commission.
"See. 504. Federal Records Council.
"Sec. 505. Records management; the Administrator.
"Sec. 506. Records management; agency heads.
"Sec. 507. Archival administration.
"Sec. 508. Reports.
"Sec. 509. Legal status of reproductions.
"Sec. 510. Limitation on liability.
"Sec. 511. Definitions."
. (d) inserting, immediately following title IV thereof, the
following new title :
"SEC. 501. This title may be cited as the `Federal Records Act of
1950'.
"CUSTODY AND CONTROL OF PROPERTY
"SEC. 502. The Administrator shall have immediate custody and
control of the National Archives Building and its contents, and shall
have authority to design, construct, purchase, lease, maintain, operate,
protect, and improve buildings used by him for the storage of records
of Federal agencies in the District of Columbia and elsewhere.
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"SEC. 503. (a) There is hereby created a National Historical Publi-
cations Commission consisting of the Archivist (or an alternate desig-
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nated by him), who shall be Chairman; the Librarian of Co.
(or an alternate designated by him) ; one Member of the United St.,
Senate to be appointed, for a term of four years, by the President o_
the Senate; one Member of the House of Representatives to be
appointed, for a term of two years, by the.Speaker of the House of
Representatives; one representative of the judicial branch of the Gov-
ernment to be appointed, for a term of four years, by the Chief Justice
of the United States; one representative of the Department of State
to be appointed, for a term of four years, by the Secretary of State;
one representative of the Department of Defense to be appointed, for
a term of four years, by the Secretary of Defense; two members of the
American Historical Association'to be appointed by the council of
the said association, one of whom shall serve an initial term of two
years and the other an initial term of three years, but their successors
shall be appointed for terms of four years; and two other members
outstanding in the fields of the social or physical sciences to be
appointed ly the President of the United States, one of whom shall
serve an initial term of one year and the other an initial term of three
years but their successors shall be appointed for terms of four years.
The commission shall meet annually and on call of the Chairman.
"(b) Any person appointed to fill a vacancy in the membership of
the Commission shall be appointed only for the unexpired term of the
member whom he shall succeed, and his appointment shall be made in
the same manner in which the appointment of his predecessor was
made.
"(c) The Commission is authorized to appoint, without reference to
the Classification Act of 1949 (Public Law 429, 81st Congress, approved
October 2S, 1949), an executive director and such editorial and clerical
staff as the Commission may determine to be necessary. Members of
the Commission who represent any branch or agency of the Govern-
ment shall serve as members of the Commission without additional
compensation. All members of the Commission shall be reimbursed
for transportation expenses incurred in attending meetings of the
Commission, and all such members other than those who represent any
branch or agency of the Government of the United States shall receive
in lieu of subsistence en route to or from or at the place of such service,
for each day actually spent in connection with the performance of their
duties as members of such Commission, such sum, not to exceed $25, as
the Commission shall prescribe.
"(d) The Commission shall make plans, estimates, and recommenda-
tions for such historical works and collections of sources as it deems
appropriate for printing or otherwise recording at the public expense.
The Commission shall also cooperate with and encourage appropriate
Federal, State, and local agencies and nongovernmental institutions,
societies, and individuals in collecting and preserving and, when it
deems such action to be desirable, in editing and publishing the papers
of outstanding citizens of the United States and such other documents
as may be important for an understanding and appreciation of the
history of the United States. The Chairman of the Commission shall
transmit to the Administrator from time to time, and at least once
annually, such plans, estimates, and recommendations as have been
approved by the Commission.
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"FEDERAL RECORDS COUNCIL
"SEC. 504. The Administrator shall establish a Federal Records
Council, and shall advise and consult with the Council with a view
to obtaining its advice and assistance in carrying out the purposes
of this title. The Council shall include representatives of the legisla-
tive, judicial, and executive branches of the Government in such num-
ber as the Administrator shall determine, but such Council shall
include at least four representatives of the legislative branch, at least
two representatives of the judicial branch, and at least six representa-
tives of the executive branch. Members of the Council representing
the legislative branch shall be designated, in equal number, by the
President of the Senate and the Speaker of the House of Representa-
tives, respectively. Members of the Council representing the judicial
branch shall be designated btu the Chief Justice of the United States.
The Administrator is authorized to designate from persons named
by the head of any executive agency concerned, not more than one
representative from such agency to serve as a member of the Council.
Members of the Council shall serve without compensation, but shall
be reimbursed for all necessary expenses actually incurred in the
performance of their duties as members of the Council. The Council
shall elect a chairman from among its own membership, and shall
meet at least once annually.
"RECORDS MANAGEMENT; THE ADMINISTRATOR
"SEC. 505. (a) The Administrator shall make provisions for the
economical and efficient management of records of Federal agencies
(1) by analyzing, developing, promoting, and coordinating standards,
procedures, and techniques designed to improve the management of
records, to insure the -maintenance and security of records deemed
appropriate for preservation, and to facilitate the segregation and
disposal of records of temporary value, and (2) by promoting the
efficient and economical utilization of space, equipment, and supplies
needed for the purpose of creating maintaining, storing, and servicing
records.
"(b) The Administrator shall establish standards for the selective
retention of records of continuing value, and assist Federal agencies in
applying such standards to records in their custody ; and he shall notify
the head of any Federal agency of any actual, impending, or threat-
ened unlawful removal, defacing, alteration, or destruction of records
in the custody of such agency that shall come to his attention, and
assist the head of such agency in initiating action through the Attorney
General for the recovery of such records as shall have been unlawfully
removed and for such other redress as may be provided by law.
"(c) The Administrator is authorized to inspect or survey person-
ally or by deputy the records of any Federal agency, as well as to make
surveys of records management and records disposal practices in such
agencies, and shall be given the full cooperation of officials and
employees of agencies in such inspections and surveys : Provided,
That records, the use of which is restricted by or pursuant to law or
for reasons of national security or the public interest, shall be inspected
or surveyed in accordance with regulations promulgated by the Admin-
istrator, subject to the approval of the head of the custodial agency.-
(d) The Administrator is authorized to establish, maintain, and
operate records centers for the storage, processing, and servicing of
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records for Federal agencies pending their deposit with the National
Archives of the United States or their disposition in any other manner
authorized by law; and to establish, maintain, and operate centralized
microfilming services for Federal agencies.
"(e) Subject to applicable provisions of law, the Administrator
shall promulgate regulations governing the transfer of records from
the custody of one executive agency to that of another.
"(f) The Administrator may empower any Federal agency, upon
the submission of evidence of need therefor, to retain records for a
longer period than that specified in disposal schedules approved by
Congress, and, in accordance with regulations promulgated by him,
may withdraw disposal authorizations covering records listed in dis-
posal schedules approved by Congress.
"RECORDS MANAGEMENT; AGENCY HEADS
"SEC. L06. (a) The head of each Federal agency shall cause to be
made and preserved records containing adequate and proper docu-
mentation of the organization, functions, policies, decisions, pro-
cedures, and essential transactions of the agency and designed to
furnish the information necessary to protect the legal and financial
rights of the Government and of persons directly affected, by the
agency's activities.
"(b) The head of each Federal agency shall establish and maintain
?an active, continuing program for the economical and efficient manage-
ment of the records of the agency. Such program shall, among other
things, provide for (1) effective controls over the creation, mainte-
nance, and use of records in the conduct of current business; (2)
cooperation with the Administrator in applying standards, procedures,
and techniques designed to improve the management of records, pro-
mote the maintenance and security of records deemed appropriate for
preservation, and facilitate the segregation and disposal of records of
temporary value; and (3) compliance with the provisions of this
title and the regulations issued thereunder.
"(c) Whenever the head of a Federal agency determines that sub-
stantial economies or increased operating efficiency can be effected
thereby, he shall provide for the storage, processing, and servicing of
records that are appropriate therefor in a records center maintained
and operated by the Administrator or, when approved by the Admin-
istrator, in such a center maintained and operated by the head of such
Federal agency.
"(d) Any official of the Government who is authorized to certify
to facts on the basis of records in his custody, is hereby authorized to
certify to facts on the basis of records that have been transferred by
him or his predecessors to the Administrator.
"(e) The head of each Federal agency shall establish such safe-
guards against the removal or loss of records as he shall determine
to be necessary and as may be required by regulations. of the Admin-
istrator. Such safeguards shall include making it known to all offi-
cials and employees of the agency (1) that no records in the custody
of the agency are to be alienated or destroyed except in accordance
with the provisions of the Act approved July 7, 1943 (57 Stat. 380-
383), as amended July 6, 1945 (59 Stat. 434), and (2) the penalties
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provided by law for the unlawful removal or destruction of records.
"(f) The head of each Federal agency shall notify the Administra-
tor of any actual, impending, or threatened unlawful removal, defac-
ing, alteration, or destruction of records in the custody of the agency
of which he is the head that shall come to his attention, and with
the assistance of the Administrator shall initiate action through the
Attorney General for the recovery of records he knows or has reason
to believe have been unlawfully removed from his agency, or from
any other Federal agency whose records have been transferred to his
legal custody.
"(g) Nothing in this title shall be construed as limiting the author-
ity of the Comptroller General of the United States with respect to
prescribing accounting systems, forms, and procedures, or lessening
the responsibility of collecting and disbursing officers for rendition
of their accounts for settlement by the General Accounting Office.
"ARCHIVAL ADMINISTRATION
"SEC. 507. (a) The Administrator, whenever it appears to him to be
in the public interest, is hereby authorized-
"(1) to accept for deposit with the National Archives of the
United States the records of any Federal agency or of the Congress
of the United States that are determined by the Archivist to have
sufficient historical or other value to warrant their continued
preservation by the United States Government;
"(2) to direct and effect, with the approval of the head of the
originating agency (or if the existence of such agency shall have
been terminated, then with the approval of his successor in func-
tion, if any), the transfer of records deposited (or approved for
deposit) with the National Archives of the United States to public
or educational institutions or associations : Provided, That the title
to such records shall remain vested in the United States unless
otherwise authorized by Congress ; and
"(3) to direct and effect the transfer of materials from private
sources authorized to be received by the Administrator by the
provisions of subsection (e) of this section.
"(b) The Administrator shall be responsible for the custody, use,
and withdrawal of records transferred to him : Provided, That when-
ever any records the use of which is subject to statutory limitations
and restrictions are so transferred, permissive and restrictive statutory
provisions with respect to the examination and use of such records
applicable to the head of the agency from which the records were
transferred or to employees of that agency shall thereafter likewise
be applicable to the Administrator, the Archivist, and to the employees
of the General Services Administration, respectively : Provided fur-
ther, That whenever the head of any agency shall specify in writing
restrictions that appear to him to be necessary or desirable in the public
interest, on the use or examination of records being considered for
transfer from his custody to the Administrator, the Administrator
shall impose such restrictions on the records so transferred, and shall
not remove or relax such restrictions without the concurrence in writ-
ing of the head of the agency from which the material shall have been
transferred (or if the existence of such agency shall have been ter-
minated, then he shall not remove or relax such restrictions without
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11 [Pus. LAW 7841
the concurrence of the successor in function, if any, of such agency
head) : Provided, however, That statutory and other restrictions
referred to in the provisos of this subsection shall not remain in force
or effect after the records have been in existence for fifty years unless
the Administrator by order shall determine with respect to specific
bodies of records that such restrictions shall remain in force and
effect for a longer period: And provided further, That restrictions on
the use or examination of records deposited with the National Archives
of the United States heretofore imposed, and now in force and effect
under the terms of section 3 of the National Archives Act, approved
June 19, 1934, shall continue in force and effect regardless of the
expiration of the tenure of office of the official who imposed them but
may be removed or relaxed by the Administrator with the concurrence
in writing of the head of the agency from which material has been
transferred (or if the existence of such agency shall have been ter-
minated, then with the concurrence in writing of his successor in
function, if any).
"(c) The Administrator shall make provisions for the preservation,
arrangement, repair and rehabilitation, duplication and reproduction
(including microcopy publications), description, and exhibition of
records transferred to him as may be needful or appropriate,-includ-
ing the preparation and publication of inventories, indexes, catalogs,
and other finding aids or guides facilitating their use; and, when
approved by the National Historical Publications Commission, he may
also publish such historical works and collections of sources as seem
appropriate for printing or otherwise recording at the public
expense.
"(d) The Administrator shall make such provisions and maintain
such facilities as he deems necessary or desirable for servicing records
in his custody that are not exempt from examination by statutory
provisions or other restrictions.
"(e) The Administrator may accept for deposit-
"(1) the personal papers and other personal historical docu-
mentary materials of the present President of the United States,
his successors, heads of executive departments, and such other
officials of the Government as the President may designate, offered
for deposit under restrictions respecting their use specified in
writing by the prospective depositors : Provided, That restric-
tions so specified on such materials, or any portions thereof,
accepted by the Administrator for such deposit shall have force
and effect during the lifetime of the depositor or for a period
not to exceed twenty-five years, whichever is longer, unless sooner
terminated in writing by the depositor or his legal heirs : And
provided further, That the Archivist determines that the mate-
rials accepted for such deposit will have continuing historical or
other values; .
"(2) motion-picture films, still pictures, and sound recordings
from private sources that are appropriate for preservation by
the Government as evidence of its organization, functions, poli-
cies, decisions, procedures, and transactions.
Title to materials so deposited under this subsection shall pass to and
vest in the United States.
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12
11 (f) The Administrator is hereby authorized to make and preserve
motion-picture films, still pictures, and sound recordings pertaining to
and illustrative of the historical development of the United States
Government and its activities, and to make provisions for preparing,
editing, titling, scoring, processing, duplicating, reproducing, exhibit-
ing, and releasing for nonprofit educational purposes, motion-picture
films, still pictures, and sound recordings in his custody.
"SEC. 508. (a) The Administrator is hereby authorized, whenever
he deems it necessary, to obtain reports from Federal agencies on their
activities under the provisions of this title and the Act approved July
7, 1943 (57 Stat. 380-383), as amended July 6, 1945 (59 Stat. 434).
"(b) The Administrator shall, whenever he finds that any provi-
sions of this title have been or are being violated, inform in writing
the head of the agency concerned of such violations and make recom-
mendations regarding means of correcting them. Unless corrective
measures satisfactory to the Administrator are inaugurated within a
reasonable time, the Administrator shall submit a written report
thereon to the President and the Congress.
"SEC. 509. (a) Whenever any records that are required by statute to
be retained indefinitely have been reproduced by photographic, micro-
photographic, or other processes, in accordance with standards estab-
lished by the Administrator, the indefinite retention of such photo-
graphic, microphotographic, or other reproductions will be deemed to
constitute compliance with the statutory requirement for the indefinite
retention of such original records. Such reproductions, as well as
reproductions made in compliance with regulations promulgated to
carry out this title, shall have the same legal status as the originals
thereof.
"(b) There shall be an official seal for the National Archives of the
United States which shall be judicially noticed. When any copy or
reproduction, furnished under the terms hereof, is authenticated by
such official seal and certified by the Administrator, such copy or repro-
duction shall be admitted in evidence equally with the original from
which it was made.
"(c) The Administrator may charge a fee not in excess of 10 per
centum above the costs or expenses for making or authenticating copies
or reproductions of materials transferred to his custody. All such fees
shall be paid into, administered, and expended as a part of the National
Archives Trust Fund provided for in section 5 of the Act approved
July 9, 1941. There shall be no charge for making or authenticating
copies or reproductions of such materials for official use by the United
States Government : Provided, That reimbursement may be accepted
to cover the cost of furnishing such copies or reproductions that could
not otherwise be furnished.
"LIMITATION ON LIABILITY
"SEC. 510. With respect to letters and other intellectual productions
(exclusive of material copyrighted or patented) after they come into
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13 [Pus. Lew 754.1
the custody or possession of the Administrator, neither the United
States nor its agents shall be liable for any infringement of literary
property rights or analogous rights arising thereafter out of use of
such materials for display, inspection, research, reproduction, or other
purposes.
"SEC. 511. When used in this title-
"(a) The term `records' shall have the meaning. given to such term
by section 1 of the Act entitled `An Act to provide for the disposal of
certain records of the United States Government', approved July 7,
1943 (57 Stat. 380, as amended; 44 U. S. C. 366) ;
"(b) The term `records center' means an establishment maintained
by the Administrator or by a Federal agency primarily for the stor-
age, servicing, security, and processing of records that must be pre-
served for varying periods of time and need not be retained in office
equipment and space;
"(c) The term `servicing' means making available for use infor-
mation in records and other materials in the custody of the
Administrator-
"(1) by furnishing such records or other materials, or infor-
mation from such records or other materials, or copies or repro-
ductions thereof to agencies of the Government for official use
and to the public; and
"(2) by making and furnishing authenticated or unauthenti-
cated copies or reproductions of such records and other materials;
"(d) The term `National Archives of the United States' means
.those official records that have been determined by the Archivist to
have sufficient historical or other value to warrant their continued
preservation by the United States Government, and have been accepted
by the Administrator for deposit in his custody;
"(e) The term `unauthenticated copies' means exact copies or repro-
ductions of records or other materials that are not certified as such
under seal and that need not be legally accepted as evidence; and
"(f) The term `Archivist' means the Archivist of the United
States."
SEC. 7. The Federal Property and Administrative Services Act of
1949 is further amended by-
(a) striking out the word "and" preceding "(2)" in subsection
(d) of section 3 thereof; substituting a semicolon for the period
at the end of said subsection; and adding at the end of such
subsection the following: "and (3) records of the Federal
Government.";
(b) striking out, in section 208 (a) thereof, the expression "and
V", and inserting in lieu thereof the expression "V, and VI";
(c) striking out, in section 208 (b) thereof, the expression
and V", and inserting in lieu thereof the expression "Y, and
VI";
(d) striking out the word "and" at the end of paragraph (30)
of section 602 (a) ; striking out the period at the end of paragraph
(31) of section 602 (a) and inserting in lieu thereof a semicolon;
and adding at the end of section 602 (a) the following new
paragraphs:
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(Pus. Lew 754.1 14
"(32) the Act entitled `An Act to establish a National Archives
of the United States Government, and for other purposes',
approved June 19, 1934 (48 Stat. 1122-1124, as amended; 44
U. S. C. 300, 300a, 300c-k) ; and
"(33) section 4 of the Act of February 3, 1905 (33 Stat. 687,
as amended ; 5 U. S. C. 77)."
(e) amending subsection 602 (b) and (c) thereof to read as
follows :
"(b) There are hereby superseded-
"(1) the provisions of the first, third, and fifth paragraphs of
section 1 of Executive Order Numbered 6166 of June 10, 1933,
insofar as they relate to any function now administered by the
Bureau of Federal Supply except functions with respect to stand-
ard contract forms; and
"(2) sections 2 and 4 of the Act entitled `An Act to provide for
the disposal of certain records of the United States Government',
approved July 7, 1943 (57 Stat. 381, as amended; 44 U. S. C. 367
and 369), to the extent that the provisions thereof are inconsistent
with the provisions. of title V of this Act.
"(c) The authority conferred by this Act shall be in addition and
paramount to any authority conferred by any other law and shall not
be subject to the provisions of any law inconsistent herewith, except
that sections 205 (b) and 206 (c) of this Act shall not be applicable
to any Government corporation or agency which is subject to the
Government Corporation Control Act (59 Stat. 597; 31 U. S. C. 841) ."
(f) amending paragraphs (17), (18), and (19).of section 602
(d) thereof to read as follows:
"(17) the Central Intelligence Agency;
"(18) the Joint Committee on Printing, under the Act entitled
`An Act providing for the public printing and binding and the
distribution of public documents' approved January 12, 1895 (28
Stat. 601), as amended or any other Act; or
"(19) for such period of time as the President may specify,
any other authority of any executive agency which the President
determines within one year after the effective date of this Act
should, in the public interest, stand unimpaired by this Act."
(g) striking out the period at the end of section 603 (a) thereof
and inserting in lieu thereof a comma and the following : "includ-
ing payment in advance, when authorized by the Administrator,
for library memberships in societies whose publications are
available to members only, or to members at a price lower than
that charged to the general public."
SEC. 8. (a) Subsection 3 (b) of the Federal Property and Adminis-
trative Services Act of .1949 is amended to read as follows :
"(b) The term `Federal agency' means any executive agency or any
establishment in the legislative or judicial branch of the Government
(except the Senate, the House of Representatives, and the Architect
of the Capitol and any activities under his direction)."
(b) Section 201 (b) of the Federal Property and Administrative
Services Act of 1949 is amended by striking out the expression "or the
Senate, or the House of Representatives,".
(c) Section 602 of the Federal Property and Administrative Serv-
ices Act of 1949 is amended by redesignating subsection (e) thereof
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 as subsection (f), and inserting, immediately-after subsection (d)
thereof, the following new subsection :
'" (e) No provision of this Act, as amended, shall apply to the Senate
or the House of Representatives (including the Architect of the
Capitol and any building, activity, or function under his direction),
but any of. the serviced and facilities authorized by this Act to be
rendered or furnished shall, as far as practicable be made available
to the Senate, the House of" Representatives, or the Architect of the
Capitol, upon their request, and, if payment would be required for the
rendition or furnishing of a similar service or facility to an executive
agency, payment therefor shall be made by the recipient thereof, upon
presentation of proper vouchers, in advance or by reimbursement (as
may be agreed upon by the Administrator and the officer or body
making such request). Such payment may be credited to the appli-
cable appropriation of the executive agency receiving such payment."
SEC. 9. The Federal, Property and Administrative Services Act of
1949, section 205 (h), is hereby amended by striking out the last word
of the sentence "title" and inserting in lieu thereof the word "Act".
SEC. 10. (a) Whenever any contract made on behalf of the Govern-
ment by the head of any Federal Agency, or by officers authorized by
him so to do, includes a provision for liquidated damages for delay,
the Comptroller General upon recommendation of such head is author-
ized and empowered to remit the whole or any part of such damages as
in his discretion may be just and equitable.
(b) Section 306 of the Federal Property and Administrative Serv-
ices Act of 1949, is hereby repealed, and this section shall be effective
as of July 1, 1949.
SEC. 11. All laws or parts of laws in conflict with the provisions of
this Act or with any amendment made thereby are, to the extent of
such conflict, hereby repealed.
Approved September 5, 1950.
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 15 [PUB. Lew 754.1
as subsection (f), and inserting, immediately after subsection (d)
thereof, the following new subsection :
"(e) No provision of this Act, as amended, shall apply to the Senate
or the House of Representatives (including the Architect of the
Capitol and any building, activity, or function under his direction),
but any of, the services and facilities authorized by this Act to be
rendered or furnished shall, as far as practicable be made available
to the Senate, the House of` Representatives, or to Architect of the
Capitol, upon their request, and, if payment would be required for the
rendition or furnishing of a similar service or facility to an executive
agency, payment therefor shall be made by the recipient thereof, upon
presentation of proper vouchers, in advance or by reimbursement (as
may be agreed upon by the Administrator and the officer or body
making such request). Such payment may be credited to the appli-
cable appropriation of the executive agency receiving such payment."
SEC. 9. The Federal, Property and Administrative Services Act of
1949, section 205 (h), is hereby amended by striking out the last word
of the sentence "title" and inserting in lieu thereof the word "Act".
SEC. 10. (a) Whenever any contract made on behalf of the Govern-
ment by the head of any Federal Agency, or by officers authorized by
him so to do, includes a provision for liquidated damages for delay,
the Comptroller General upon recommendation of such head is author-
ized and empowered to remit the whole or any part of such damages as
in his discretion may be just and equitable.
(b) Section 306 of the Federal Property and Administrative Serv-
ices Act of 1949, is hereby repealed, and this section shall be effective
as of July 1, 1949.
SEC. 11. All laws or parts of laws in conflict with the provisions of
this Act or with any amendment made thereby are, to the extent of
such conflict, hereby repealed.
Approved September 5, 1950.
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 Approved For Release 2001/08/30 : CIA-RDP74-0039OR000100030001-3
RECORDS ADMINISTRATION PROGRAM
A BRIEF ON THE FUNCTIONAL
AREAS OF RECORDS MANAGEMENT
RECORDS CREATION
RECORDS MAINTENANCE
RECORDS DISPOSITION
O
D
OO
D
L1
b
d
0
0
1955
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 Approved For ReleaRECORDS ADMThIS TD ION PROGRAM ~FU.LD~ 30001-3
FOREWORD
This Guide outlines the scope of the Agency Records Administration
Program. It provides information and guidance to Records Adminis-
tration Officers. Program objectives and the methods to accomplish
them are stated in broad terms.
The Guide.is written functionally; therefore the various elements
of the Program are not necessarily outlined in the order in which
they may be undertaken. However, the Guide may be used to famil-
iarize Agency personnel with the areas to be covered and provide
the-Records Administration Officers. with a basis for establishing
the program and scheduling the various steps.
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RECORDS ADMINISTRATION PROGRAM GUIDE
1. Records are defined by statute, and Federal agencies are required
by the Federal Records Act, Public law 754, to establish and main-
tain an active and continuing Records Administration Program.
2. Records Administration is a specialized profession concerning pro-
blems and practices relating to the creation, maintenance, and use
of records in the conduct of current business; their preservation
as permanent records or their destruction when they are no longer
ATINTL required.
3. Autho e Agency Records Administration program is regu-
latio The essential guides and standards for imple-
menting the Agency Records Administration Program are contained
in Handbooks and other publications distributed by the Records
Administration Staff. These are listed on the following pages
under each functional section of this guide.
4. The overall administrative objective of a records administration
program is to increase effectiveness of our operations by improving
the quality of records and paperwork systems. The achievement of
this objective required control of the creation of correspondence,
forms and reports. It requires decisions as to what records should
be filed and how; what records should be retained and how long and
which should be destroyed and when; and what records should be
selected as vital to our operations in an emergency. This program
will also insure that the records made and selected for retention
properly document the organization, functions, policies and pro-
gram accomplishments of our offices.
5. The Agency Records Administration program is administered on a
decentralized basis and each component should establish their
program as follows:
a. Determine program scope; select program elements that can be
applied.
b. Determine staff requirements and select a Records Administration
Officer.
c. Place program organizationally where it will be most effective.
d. Select Records Administration liason officers at division levels.
e. Issue an internal program directive (See Sample - APPENDIX 1).
f. Provide for training in program elements.
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RECORDS ADNINISTRATION PR
I. INTRODUCTION (Continued)
The maintenance of a continuing program requires:
a. Reporting of program progress and status.
b. Continuous personal supervision and audit for adherence to
prescribed policies and procedures.
c. Identification of qualitative and. quantitative factors to
measure program effectiveness.
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RECORDS ADMINISTRATION PROGRAM GUIDE
II. REPORTS MANAGEMENT
1. Definition - A report is recorded data or information transmitted
for use in evaluating performance, controlling operations, deter-
mining policy, or preparing other reports.
2. Objectives
a. Eliminate and prevent unnecessary or duplicate reporting.
b. Insure that instructions, forms and procedures for necessary
reports are clear and complete.
c. Insure that required reports provide adequate data and that
realistic. reporting intervals are established.
d. Provide a central reference point for information on reports.
3. Method of Accomplishment
a. Conduct a reports inventory and establish reference files.
b. Establish controls for the clearance of reporting requirements..
c. Review and analyze all new reporting requirements.
d. Analyze reports to insure that they are prepared efficiently.
e. Conduct surveys to determine the need for reports.
4. Guides and Standards
a. Operating an Area Reports Management Program.
b. Introduction to Reports Management.
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1
 Approvedbelitkjf411/ffj?AN 9~OW90R000100030001-3
1. Definition - A form is any document including letters, postcards,
and memorandums, printed or otherwise reproduced with space for
filling in information, descriptive material,. or addresses.
2.. Objectives
a. Insure the need for each existing form and each; proposed form.
Reduce.the number of forms through consolidation and by elim-
inating obsolete ones.
c. Simplify and improve essential forms.
d., Distribute forms economically.
e. Devise procedures for forms use to provide maximum efficiency..
Method of Accomplishment
a. Conduct forms inventory and establish reference files*
b. Establish controls for the clearance of new and revised forms.
c. Review and analyze requirements for forms and related procedures.
d. Conduct surveys to determine the need for each form.
i+. Guides and Standards
a. Guide for the Administration of Forms Management..
b.: Forms Analysis Handbook.
c. Forms Design Handbook.
A. Supply Catalog Forms.
e. Forms Management Handbook.
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 Approved For Relea"%yp8 igda PZ*(pa %t,30001-3
IV. CORRESPONDENCE MANAGEMENT
1. Definition - Correspondence is a generic term including letters,
form letters, telegrams, memorandums, endorsements, summary sheets,
postal cards, routing slips, and other written communications.
2. Objectives
a. Simplify and speed up the preparation and handling of corres-
spondence.
b. Improve the quality of correspondence.
c. Enable faster training and increased utilization of personnel.
d. Create better public relations.
3.i Method of Accomplishment
a. Conduct surveys to determine the types and volume of corres-
spondence prepared.
Review correspondence practices continuously.
c. Develop and maintain uniform correspondence procedures.
d. Develop and use pattern paragraphs, guide letters and form
letters.
e. Review requirements to prevent non-essential copies.-
4+, Guides and Standards
a. Correspondence Handbook.
Correspondence Management - The Answer to Cutting Correspondence
Costs.
c. Form Letters Handbook.
d. Plain Letters Handbook.
e. Guide Letters Handbook.
f. Correspondence Manual - U. S. Government.
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 Approv9AE6AI?el %y1jg&/QJN8g y%&- 08000100030001-3
1. Definition - Mail consists of letters, telecommunications, memo-
randums, post cards, packages, publications, and other communi-
cations for distribution or dispatch.
2. Objectives
a. The prompt and systematic flow of mail from originators to
action or information addresses.
b. Insure that action is accomplished within established time
limits.
c. Provide for receipt and control of classified mail.
Method of Accomplishment
a. Conduct surveys to determine the types, volume and procedures.
b. Recommend effective procedures, forms, and modern equipment.
c. Install new methods and train personnel.
4. Guides and Standards
Instructions for Use of Courier. Receipts and Log Record.
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 Approved For ReleaRgQ$XV&4?MM-AROJ~MQ30001-3
VI. FILES MANAGEMENT
1. Definition - A file is basically a folder of papers or other
recording media regardless of physical form or characteristics
maintained in filing equipment and occupying office or storage
apa,c0-
2. Objectives
a. Develop a standard classification plan for the filing of
administrative records.
b. Develop filing standards for the orderly maintenance and
preservation of current records.
c. Provide indexes to facilitate reference to primary records.
d. Develop specialized systems for operational records.
3. Method of Accomplishment
a. Analyze the content of records to determine primary, secondary,
and tertiary subject categories.
b. Apply the Subject-Numeric System of the Agency Filing X nual to
administrative records.
c. Determine the arrangement of folders and guides.
d. Install system, prepare operating instructions, develop
forms and train personnel. .
e. Obtain necessary equipment and'supplies6
f. Determine the extent that machine methods and specialized record
keeping systems and equipment can be used.
1i. Guides and Standards
a. Handbook for Subject Filing.
b. Checklist for Converting to,a Subject-Numeric Filing System.
c. How to Improve Your Files.
d. A Guide to Filing of Papers.
e. Files Operations Handbook.
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 Approved ee6l%Ie 8IT Cp 74 0R000100030001-3
VII. EQUIPMENT AND SUPPLIES MANAGEMENT
1. 'Definition - A program for managing file cabinets, shelf files,
visible files, mechanized files, file folders, file guides, and
similar equipment and supplies used in maintaining records or
processing mail.
2. Objectives
a. Standardize filing equipment and filing supplies.
b. Provide equipment that conserves file space.
c. Provide economical and efficient equipment and supplies.
Method of Accomplishment
a. Establish measures to insure that filing equipment and supplies
conform to prescribed standards.
b. Maintain inventory of all filing equipment.
c. Approve all requisitions for equipment and supplies.
d. Return excess equipment and supplies to stock for re-use.
e. Determine availability of excess equipment before ordering new.
Guides and Standards
a. Handbook - Standardization and Use of Filing Equipment and
Supplies.
b. Brochure - Overnight Storage Desk Trays.
6
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VIII. RECORDS DISPOSITION MANAGEMENT
1. Definition -Records disposition is an organized program that
provides for the systematic removal of inactive records from
office space and their preservation or elimination in accordance
with prescribed policies, procedures and legal author ties.
2. Objectives
a. The economical and systematic preservation and disposition
of records according. to Federal statutes and regulations
and Agency policies.
b. Release office space and filing equipment no longer needed.
Method of Accomplishment
a. Conduct records disposition survey; obtain background in-.
formation regarding the organizational structure, functions,
and missions, and the flow of work within and between offices
concerned.
b. Conduct the inventory and record on Form 138, Survey Work Sheet,
data needed to determine retention. and disposal dates.
c. Evaluate records for administrative, legal, fiscal, and his-
torical values.,
d. Develop records control schedules to provide for the disposition
of record and nonrecord material by either permanent preservation,
microfilming, destruction, or transfer to Archives and Records
Center.
e. Obtain approval of schedules from operating officials and the
.,Agency Records'Administration Staff.
Ya intain records control schedules up to date to reflect changes
in organization.
Conduct periodic follow-up to insure that the disposition of
records is being effected in accordance with schedules.
h. 'Distribute records control schedules to operating offices.
Guides and Standards
Guide for Preparation of Records Control Schedules.
b. Handbook Applying . Records. Control Schedules.
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 ApprovgrdZ94gpIRI pIA390R000100030001-3
1. Definition - Vital Records Management is a systematic method of
selecting, protecting and making available in an emergency records
essential to operation, records to protect the rights of individuals,
and their employers, and records essential to reconstruct normal
functions after a loss. or disaster.
2. Objectives
a. The secure transfer, storage, protection and availability of
records essential to continuing the organization and which
in the event of destruction would'constitute an irreplaceable
loss.
Method of Accomplishment
a. Identify Vital Records.
b. Develop Vital Records Deposit Schedules.
c. Transfer Vital Records to the Repository in accordance with
the Schedule.
4. Guides.and Standards
a. Checklist for Reviewing Vital Records.
b. Handbook - Protecting Vital Operating Records.
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RECORDS ADMINISTRATION PROGRAM GUIDE
1. Definition - A special facility to house the inactive and the
archival records which are not needed in offices for current
operations but which must be kept for legal, administrative,
or historical Values.
2. Objectives
a. Secure and efficient storage.
b. Prompt reference. service.
c. Proper maintenance and disposition according to Records
Control Schedules.
Method of Accomplishment
a. Receive records in accordance with Records Control Schedules.
b. Store records in special equipment efficiently.
c. Provide special locator and control records.
d. Carry out retention and disposal of records according to Records
Control Schedules,
e. Return records to operating offices when properly authorized.
'. Provide reference service to authorized persons.
4. Guides and Standards
a. Guide for Records Retirement.
b. Federal Records Centers.
c. Your'Records Center.
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SAMPLE DIRECTIVE
RECORDS
1. RECORDS ADMINISTRATION
TINTL In accordance with there is hereby established a Records
Administration Program.
This program will consist of the elements listed and'described below:
a. Reports Administration - The analysis, improvement, and control
of administrative reporting.
b. Correspondence Administration - The application of improved
standards and procedures for preparing and handling correspondence.
c. Forms Administration The analysis, design, and control of forms.
d. Records Maintenance - The establishment of standard
procedures,, equipment, and supplies for records maintenance
e. Records Disposition - The economical and systematic disposition
of Office records including their preservation, retention, trans-
fer, protection, and disposal according to approved schedule.
f. Vital Records Administration - The timely selection of vital
records and their prompt transfer to and secure maintenance
in a designated Agency repository. Vital records are records
which are essential to the continued operation of the Agency
in an emergency, and which, if destroyed, would constitute a
serious or irreplaceable loss.
2. POLICY
The office Records Administration Program will be administered by
the Ro.,,,,a.. 1_ .
3.. RESPONSIBILITIES
a. The Records Administration Officer will make the in-
ventories, surveys and audits required to establish and main-
tain the program and he is responsible for submitting reports
to the Assistant Director covering program activities and
progress.
b. The Records Administration Officer will maintain liaison
with the CIA Records Administration Officer and with other offices
of.the Agency as required.
c. Chiefs of Divisions shall appoint a records liaison officer who
will work with the Records Administration Officer in es-
tablishing and maintaining the Records Administration Program.
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SANPLE OFFICE MEMO OF APPOINTI NI' OF A RECORDS ADMINISTRATION OFFICER
TO Chiefs Divisions and Staffs
FROM : Assistant Director,
SUBJECT:. Appointment of a Records Administration Officer
Effective , is appointed.
Records Administration Officer. He or developing
and maintaining a records administration program for this Office
as described in
STATI NTL
Your co-operation with n establishing this program STATINTL
is requested. .
ASSISTAN DIRECTOR
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AGENCY RECORDS MANAGEMENT PROGRAM
JANUARY - DECEMBER 1959
PART I - Program Highlights
1. OBLIGATIONS FOR FILING CABINETS REACH ZERO
. The year 1959 was a significant one in CIA for records management.
For the first time in the Agency's history, a fiscal year ended during
which not a single dollar was obligated for the purchase of filing cab-
inets. In contrast, obligations in 1954 and prior years were over $
million each year, and in 1955 through 1958 they were about $200,000
yearly. The reduction of obligations to zero in FY 1959 is expected
to be repeateddiiring the current fiscal year.
These steady reductions in equipment costs resulted primarily from
increased attention to three aspects of records management: 1 the
retirement of inactive records to the Agency Records Center; (2 the
prompt destruction of temporary records in offices; and (3) the close
scrutiny of equipment use. Area Records Officers-and the people they
'served played major roles in achieving these cost reductions. It is
also significant that the volume of paperwork in the Agency increased
during the same period these cost reductions occurred.
2. RECORDS MANAGEMENT RELIEVES SPACE PROBLEM
Records management again contributed to "holding the line" on
requirements for additional headquarters office space. Over 27,000
square feet of floor space were made available for current and expand-
ing operations by removing inactive records from offices and by using
specialized space saving filing techniques. Again) Area Records
Officers and other operating personnel deserve a major share of the
credit for this achievement.
3. AGENCY FORMS INVENTORY HELD TO 2,000
An important function of records management is the removal of
obsolete forms from the Agency's inventory. This activity is essential
to offset the steadily increasing demand for forms, and the mounting
costs to procure stock and handle them. In 1959, the purging activity
hit a new high; 339 forms were eliminated for an eight year total of
1,421. Only by this dogged and continuing review has the Records
Management Staff been able to hold the Agency's inventory to a low
figure of around 2,000 forms.
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4. VITAL MATERIALS AND RECORDS CENTER OPERATIONS CONSOLIDATED
To capitalize on the excellent facilities of the Records Center
and the number of people there that could perform both Records
Center and VM operations, a decision was made to consolidate the two
functions. Other advantages of the move are the elimination of one
position and the release of supply storage space needed by the station.
5. RECORDS CENTER ACTIVITY INCREASES 66%
The Records Center received 17,029 cubic feet of records in 1959,
5,686 cubic feet, or 66%, more than in 1958. Coincidentally, there
was an identical percentage of increase in the volume of reference
and service activity at the Center. These increases were handled
without additional personnel or overtime.
6. RECORDS MANAGEMENT TRAINING INCREASED
In the belief that records management is everybody's business, or
stated another way, that components creating paperwork should share
equally in managing it, the Records Management Staff stepped up its
training program. Moreover, a steady decline in the number of people
on the Records Management Staff from 26 in 1954 to 17 in 1959:
(1) Calls for greater Program participation by Area Records Officers
and other operating personnel, and (2) increases the demand for records
managers, who have the qualifications to direct attention to the full
cycle of paperwork, from its creation to its final disposition.
7. RECORDS MANAGEMENT PROGRAM GETS TOP-LEVEL SUPPORT
Sparked by a DCI staff meeting presentation, given by the Chief,-
Management Staff, Mr. Dulles expressed full support to the Program
and directed that immediate measures be taken to reduce records
holdings,. Directives from Deputy Directors and Operating Officials
gave further impetus to increasing records disposition activity at
headquarters.
8. AGENCY RECORDS MANAGEMENT INFLUENCES GOVERNMENT AND INDUSTRY
The influence of the Records Management Program and its partici-
pants was not confined entirely to CIA during 1959. In recognition
of their professional standing, members of the Staff were called upon
to direct or participate in programs of the National Archives and
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8, AGENCY RECORDS MANAGEMENT INFLUENCES GOVERNMENT AND INDUSTRY (Cant'd)
Records Service, the Inter-agency Records Administration Conference,
and the American Management Association. In addition, through their
relationships and exchanges of ideas with their counterparts in other
agencies, Records Management Staff Personnel regularly contributed
to the general advancement of records management in Government.
PART II - Summary of Activities
1. Management of Record'Making
During 1959, 1,352 forms. analysis projects were conducted, involving
225 new, 298 revised, and 829 reprinted forms. Typical benefits from
these and other forms analysis projects were:
a. Eliminated clerical effort valued at $4,000 in the pre-
paration and handling of Personnel Record Questionnaires.
b, Collaborated with the Supply Division on purging 79 non-
standard forms from its operations,
c. Eliminated 12 nonstandard safe check sheets and replaced
them with the official Agency form.
d. Simplified and reduced the size of the Request for Internal
Training form. Color coding of sheets will clarify copy
requirements and eliminate the yearly preparation of some
20,000 forms.
e. Improved the Employee Suggestion form by-providing for:
(1) Window envelope transmittal, (2) speedier preparation
of the form and completion of the acknowledgement section
by the suggester, and (3) dissemination of information
on the Suggestion Awards Program.
f, Redesigned the Travel Order form and developed a companion
worksheet. The worksheet serves as a rough/ draft and check
list, thus speeding Travel Order processing. Seventeen non-
standard-work sheets were eliminated by the standard form.
Also, the number of copies in the Travel Order set was re-
duced from 12 to 9.
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1. Management of Record Making (Cont'd)
g. Further advanced the improvement and standardization of
information reports by revising the Agency "hot" information
report format. This format was the last one not complying
with the common format. Other actions in this significant
field included:
(1) Adoption of the common format by Army, which
undoubtedly will induce other members of the
community to adopt the format.
(2)?i provements in the quality of report masters,
and in their care and handling, which sub-
stantially lowered the retyping incidence.
(3) Reduction in shipping costs.
(4) Speedier reproduction of reports.
h. Further improved the general management of forms.
A survey.of 334 overseas forms-resulted in discontinuing
18, removin l from the overseas category, and revising
45 more. was activated as the forms
supply point for a s ions. This is the third
supply point of this kind. Indices of overseas forms
were published quarterly. Steps were taken to increase
the accuracy and timeliness of the Agency forms catalog.
In 1959, Reports Management and Correspondence Management were
continued as integral elements of the Records Management Program, but
on a limited basis because of emphasis on other Program activities.
Instruction in reports and correspondence management was given to
on-the-job trainees. In addition, these Program elements were given
'further coverage through evaluation of employee suggestions, promotion
of labor saving typists supplies, and completion of a Staff member's
assignment with the U. S. Government Correspondence Manual Committee.
2. Management of Record Keeping
Close attention to the use of both standard and specialized filing,
equipment again paid dividends in 1959. Actions such as the following
prevented purchases of an estimated $62,755 worth of additional equip-
ment:
a. Replaced seven card-safes with seven card-cabinets in a secured
area.
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2. Management of Record Keeping.(cont'd)
b. Arranged for the return of Herring-Hall-Marvin safes to stock
in exchange for Remington Rand safes, thus preventing the
purchase of 100 Herring-Hall-Marvin safes for use overseas.
c. Recommended the purchase of an open tray card file costing
only $134 in lieu of mechanized equipment costing from $875
to $1,150.
d. Recommended cancellation of a requisition for $7,000 worth of
mechanized filing equipment considered nonessential.
e. Constructed a filing station from stock items thus preventing
the purchase of $2,000 worth of card filing equipment.
f. Examined a sampling of about 3,000 safe check sheets and 25X1A
identified 20 pieces of unused or seldom used filing equipment.
The return to stock of this equipment and the cancellation of
a requisition for two safes avoided equipment purchases
25X1A totaling $9,380.
Ten additional shelf file installations were completed. There are
1959 were;
Total capacity before filing
(linear feet of records)
1,670
Total capacity after shelf filing
(linear feet of records)
2,496
Percentage of increase in filing capacity
49%
Total Sq. Ft. of floor space originally required
' 738
Total Sq. Ft. of floor space now required for
shelf filing
302
Percentage of decrease in floor space required
59%
Value of filing cabinets replaced by shelf
filing equipment and returned to stock $39,861
Cost of shelf filing equipment 9,346
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2. Management of Record Keeping (cont'd)
Progress continued toward converting administrative files to the
Agency standard subject-numeric system. Two approaches were taken in
1959: (1) Actual conduct of conversions by Records Management Staff
personnel, and (2) workshop training of files personnel. Eight
systems were installed through the first method, for a total of 200
installations in headquarters, out of a potential of 359. The second
approach, a collaborative effort with the Office of Training, should
result in a considerable number of additional installations. Three
workshops were conducted, attended by 126 people from 31 offices.
An unclassified version of the Agency handbook on subject-numeric
filing was also published for use of workshop trainees and overseas
personnel.
Other improvements in record keeping were:
a. Converted logging systems in two offices from book methods
to 3" x 5" mail control forms. In addition, a revision of
Form 240, Courier Receipt and Log Record, increased its use
as a logging, transmitting, and receipting form.
b. Installed case file systems in three Management Staff 0 & M
offices.
c. Revised the filing system of an office in SR/DDP, thus
providing additional working and filing space and releasing
two card safes for return to stock. _ 25X1A
3. Management of Records Disposition
Emphasis on improving existing Records Control Schedules continued
in 1959. Schedules for five offices were audited and revised by the
Records Management Staff. Four other schedules, audited or developed
by operating components, were reviewed bytthe Staff., In?addition9:.._
the Staff surveyed records under jurisdiction of DD/P and developed
four schedules. The three most significaht of these schedules covered
records of CS Support Staffs, the 5,000 cubic feet of predecessor
agency records held in DD/P archives, and records of the
The application of Records Control Schedules by Operating Offices
accomplished the transfer of 17,029 cubic feet of records from head-
quarters office space to the Records Center. This was a record volume,
surpassing by 5,686 cubic feet, or 66%, the amount transferred in
1958. This 17,029 cubic feet of records, if retained in headquarters,
would have called for the procurement of more than 2,100 pieces,-.cif
filing equipment costing over $553,000, and would have required around
17,000 square feet of floor space. Operating Offices also reported the
destruction of 10,252 cubic feet of records in office areas, for an
additional on-the-spot avoidance of cabinet purchases and files
expansion.
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4. Records Center Operations
The 17,029 cubic feet of records transferred to the Center brought
to 80,845 cubic feet the total received since the beginning of operations
in 1951,' The removal of this volume from headquarters offices has
avoided the purchase of an estimated $2 3/4 million worth of filing
cabinets. This estimate is substantiated by the cost reduction figures
cited under "Program Highlights" on page one of this.report.
Records Center holdings at the end of 1959 totalled 53,205 cubic
feet, for a net increase of 12,103 cubic feet over the volume on hand
at the beginning of the year. The net gain of 12,103 cubic feet rather ?1P'
17,029'cubic feet (1959 receipts) resulted from applying Records Con-
trol schedules to the destruction of 4,926 cubic feet of records at
the Center. In thousands of cubic feet, the-ratio of receipts to des-
tructions for the past four years has been 11,7 to 4, 10,6 to 4,6, 11.3
to 7,6, and 17,0 to 409.
During 1959, 132,459 items were furnished requesters from Center
holdings. This reference workload was an increase of 66% over that
of 1958, and coincidentally paralleled the percentage of increase in
the volume of records received at the Center.
To cope with this increased workload, and to generally increase
operating efficiency at the Center, steps were taken to: (1) Stream-
line accountability for TS documents, (2) simplify the processing and
handling of Scientific Intelligence and AEC material, (3) provide
service on DD/P records which formerly were available only to DD/P
personnel, (4) speed up the burning of disposable records, and (5)
reduce priority reference requests to an essential minimum.
5. Vital Materials Program
Further progress was made toward improving the VM Program and
steamlining operations at the VM Repository, Typical improvements
included-
a. The revision of VM Deposit Schedules for-three offices.
bo Recommendations to the Chairman, DD/I Vital Materials
Committee, for improving the DD/I Intelligence Collection,
c. Correction of a deficiency in depositing vital materials with
special and Restricted Data classifications.
d. Transfer of the VM Program from the Commanding Officer, WTC,
to the Management Staff, and consolidation of VM operations
with those of the Records Center, thereby eliminating one
position.
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6. Records Management Overseas
Y assignment by a Records Management Staff
analyst furthered the overseas records management program. The major
accomplishments from this assignment were:
a. Acquired invaluable microfilming experience and solved several
problems on developing microfilm.
b. Developed a Station Records Control Schedule which: (1) Es-
tablished precedents for future scheduling of overseas records,
(2) revealed that only one-tenth of one percent of the Station
records deserved permanent retention, (3) disclosed that about
90% of the Station records were duplicated at Headquarters,
and (4) pointed up conflicts between records management
objectives and current field regulations.
c. Destroyed ten cubic feet of records and determined that another
26 cubic feet could be destroyed upon approval of the Records
Control Schedule by Headquarters.
d. Recommended a redistribution of clerical and secretarial help
to improve work flow and equalize work loads.
e. Proposed that a field position be established for a NE Area
Records Officer.
7. Program Promotion and Staff Development 25X1A
In 1959 considerable emphasis was placed on increasing the
effectiveness of Area Records Officers. Three Records Officer meetings
were held, including a two day conference In addition, eight
Records Officers received a total of 2,20 0- oursf orientation and
on-the-job training, and eight attended the two week American University
Records Management Institute.
Within the Records Management Staff, attention was directed toward
increasing the generalist qualifications of analysts. Thirteen Records
Center people were given a one day orientation on current records
management activities. Two members of the Records Management Staff
attended the Records Management Institute and one completed the four 25X1A
week American University Archives Administration Institute. Also,
Records Management Staff personnel regularly attended various conferences
and seminars sponsored by local professional societies and institutions
of higher learning.
In 1959, as in past years, the Records Management Program was publi-
cized and promoted regularly through Support Bulletin articles, the
Support Services exhibit, prese
and frequent contacts with key
Chief, Records Management Staff
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 Approved For Rel
AGENCY RECORDS MANAGEMENT PROGRAM
JANUARY DECEMBER 1958
1. Summary of Overall Activit
Headquarters-wide records Management activity by the Records Management
Staff and operating components continued to pay dividends in improved
paperwork operations and lower record keeping costs.
Tangible evidence of these dividends was reflected in the further
decline of expenditures for filing cabinets.' Prior to 1955 the Agency
spent over $ million yearly for this equipment. Since 1955 the yearly
average has been less than $180..,000, excluding $208,130 obligated in
1958. However, purchases against this obligation, together with an
unprecedented surplus of cabinets resulting from returns to stock during
1958, should meet Agency needs for filing cabinets during the next two
years.
Records management also contributed significantly to relieving the
headquarters space problem. Over 21,000 square feet of floor space were
made available for current and expanding operations by removing inactive
records from office space and by the use of shelf filing and other space
saving techniques.
The trend toward increased records management activity by operating
personnel continued in 1958. This was revealed by a successful file
cleanup campaign in OCR, the participation of clerical and supervisory
personnel in installing subject-numeric?filing systems, the compilation
for the first time of an accurate inventory of,headquarters filing equip-
ment, the follow up by Records Officers on the effectiveness and application
of their Records Control. Schedules, and. the increased interest in forms
management by Area Records Officers and other operating personnel.
2'.. Management of Record Making
Forms management activity continued heavy,, with an increase of 3%
during 1958. Fourteen hundred. and seventy nine forms analysis projects
were completed, involving the printing of 24,393,539 copies or sets.
Typical results from Forms Management were,-
b0 Improvements in Printing Services Division procedures as a result
of analyzing 63 "bootleg" forms. Twenty-five were eliminated and
30 were redesigned and improved according to forms management
standards. Five new forms were developed.
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a. Reductions in costs to ship and stock forms overseas.
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c.. Improvements in the. management ,of stocked forms.
d. Further improvement and-standardization of the common information
report format including its adoption by. the German Intelligence
Service.
e. Savings in the cost of printing and binding specialty forms in
the Agency printing plant.
In 1958 Reports Management and Correspondence Management activity
was limited by the emphasis given to'other aspects of records management.
However, both programs were continued in an active status to provide full
coverage of the management of record making. Recommendations made by the
Records Management Staff contributed to the procurement of a higher quality
of "'hetterexu for government-wide use. A staff member-also served on the
U.. S. Government Correspondence Style Manual Committee.
3. Management of Record Keeping
The success of the Biographic Register shelf file installation in
1957 paved the way for 14 additional installations in headquarters.
Equipment turned in to stock as a result of these installations was
valued at $257,563 compared to $79,752 for the cost of shelf filing
equipment. In addition, an average of 25% more filing space was gained
in each installation and floor space requirements generally were reduced
by 50%. Six additional shelf filing projects are also under way. These
will eventually release 241 pieces of equipment valued at over $34,000.
Further progress was made toward converting headquarters administrative.
files to the Agency subject-numeric system. Thirty-two files were thus
converted,. bringing the total to 192 out of 353 potential installations.
Records Management Staff's ,review ,of requests for mechanized and other
specialized filing equipment again paid dividends in 1958. Our studies of
six major requests revealed that equipment better suited for the job than
that proposed could be used at a saying to the Agency of over $5,000.
In addition, on the basis of onr recommendation the Office of Logistics
cancelled a $5,000 purchase order for 64 5-drawer filing cabinets.
0
4. Management of Records Dispgs;ition
The application of Records Control Schedules, by Operating Offices
accomplished the transfer of 11,343 Cu,, .ft. of records from headquarters
office space to the Records; Center. This was an increase of 742` cu. ft.
over the volume transferred last year. Application of schedules at the
Records Center resulted in the destruction of 7,513 cu. ft. of records,
an increase of 2,915 cu. ft. over the amount destroyed last-year. As a
result of this higher rate of destruction, net holdings at ?theCenter
increased only 3,830 cu. ft., for a total of 41,102 cu. ft. at the and of
the year. In thousands of cu. ft., the ratio, of receipts to destructions
.fbr;?the past three years has been 11.7 to 4, 10Q6 to 4.6, and 11.3 to 7.6..
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The total 1958 Records Center receipts of 11,343 cu.. ft. of records,
if stored at headquarters in four drawer safe cabinets, would have called
for 1,417 pieces of equipment costing over $_800,000, and required over
11,000 sq..ft."of floor space. Operating offices also reported the des-
truction of 10,636 cu. ft. of records in office -areas, for an additional
on-the-spot avoidance of cabinet purchases and files expansion. The volume
destroyed was double that reported last year.
With the completion of records scheduling for DD/S and DD/I components
in 1956 and 19579 emphasis was shifted to auditing and revising Records
Control Schedules. In 1958, the Records Management Staff conducted on-site
audits of schedules for six Operating Offices, and the Office of the
Director. In addition, the Staff reviewed the audit performed by the
Records Officer of another Operating Office. The schedules audited covered
a total of 1,192 files series, and involved 13,079 cu. ft. of records.
5. Vital Materials Program
Significant progress was made toward increasing the effectiveness
of the VM Program and streamlining operations at the VM Repository.
Typical improvements included;
a. The revision of VM'Schedules for six Operating Offices and the
development of a- schedule for one other.
b. The bringing. up to'date of the OCR/Graphics Ground and Personality
Photographic File.
c.. A reduction from 240 to,213 in the number of files series in
the Finished Intelligence"Collection, and the establishment of
retention periods for 104 of these series. This action for one
item alone resulted in,the destruction of 1,600',000 punched
cards and the withdraw4-1 of 3,884 reels of microfilm from the.
Repository.
6. New Headquarters Building
In August 1958% the Management Staff was asked by the Office
of. Security to develop records and procedures for badge processing of
.construction workers;at the new building site. Within critical time
limits, two members of the Staff designed the facilities, developed
standard operating procedures, supervised installation of the system,
and followed up on its effectiveness. The badge processing time of 79
seconds (41 seconds less than the original estimate of two minutep)
won plaudits from the contractor and the Director' of Security.
The Records Management Staff also assisted the Office of General
Counsel in developing floor plans for its law library in the new building.
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7. Program Promotion and Staff Development
Records Management was further promoted during 1958 through the
publication of four articles in the "`Support Bulletint"2 participation
.of the Records Management Staff'in the Support Services Exhibit, pre-
sentations by the Chief, Management Staff, and the increased number of
contacts with operating personnel. that resulted-from-their participation
in the Program.
Both staff and line.records management personnel were further
developed through experience and training. The Records Management
Staff continued its on-the-job training program for newly acquired
Staff members, and provided briefings and study assignments for newly
designated Area Records- Officers. Ten Area Records Officers and 13
Records Management Staff people took part in approved external training 25X1A.
courses applicable to their duties. In addition, Records Management
Staff personnel regularly attended various conferences and seminars
sponsored by local professional societies and institutions of higher
learninge
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AGENCY RECORDS MANAGEMENT PROGRAM
January - December 1957
PART I - Significant Developments and Trends
1. RECORDS CREATION EMPHASIZES NEED FOR PAPERWORK CONTROLS.
The axiom "Today's paperwork is tomorrow's records," as it applies to the
200 million sheets of potential record material created yearly in headquarters,
called for continuing emphasis on improving the quality and reducing the cost
of forms, reports, and correspondence.
In 1958 attention will be further directed toward this area of records
management. Handbooks on Forms Management and Reports Management are being
written for the guidance of Area Records Officers. Training in these fields
of records management is planned.
2. RECORDS CONTROL SCHEDULES NOW COVER 99% OF HEADQUARTERS RECORDS6
Completion of records control schedules for the Commercial Staff and the
Office of Central Reference brought the volume of records covered by schedules
to 107,607 cubic feet, or 99% of the total headquarters volume. This cover-
age of virtually all headquarters records is significant for two reasons.
First, for all practical purposes, the Agency has now complied with the
records scheduling requirements of the Federal Records Act (PL 754). Second,
these schedules form the backbone of the Agency's Records Management Program.
That is, they provide a means of controlling the life cycle of our records,
furnish data of value in carrying out other phases of the Program, and
provide a basis for auditing records management programs in the Operating
Offices.
3. INCREASED RECORDS DISPOSITION ACTIVITY JUSTIFIES EXPANSION OF
RECORDS CENTER.
Expansion of the Center from 42,000 cubic feet of records capacity to
100,000 cubic feet is under way. Completion of the addition is expected
in April or May 1958.
Increased records disposition activity and cumulative headquarters-wide
savings of over two million dollars in space and filing equipment fully justi-
fied this expansion program., In 19579 10,601 cubic feet of records were
transferred to the Center from headquarters offices. This volume, if re-
tained at headquarters in safe-type equipment, would have required an out-
lay of over $500,000 for additional equipment, and the use~of 10,600 square
feet of additional floor space.
4. EQUIPMENT REVIEW PROGRAM NETS PROFIT.
The rising cost of safe cabinets (from $238 in 1954 to $428 in 1957) and
the acute space problem in headquarters called for critical reviews of re-
quirements for filing equipment. Actions such as the use of five drawer
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standard cabinets in lieu of safe-type four drawer equipment, the use of
surplus equipment scheduled for disposal, and the outright cancellation of
requests prevented spending $34,588 for filing equipment.
The review of requirements for filing equipment will be continued in 1958,
with the objective of "holding the line" on purchases of additional equipment,
A good start was made with the temporary suspension of a requisition for 116
safe cabinets, calling for an expenditure of $49,648. It is hoped that the
release of equipment through improved records keeping and records disposition
practices will permit outright cancellation of this requisition.
5. SUCCESS OF SHELF FILE PROGRAM ESTABLISHES PRECEDENT.
For the first time shelf filing equipment in lieu of 5 drawer cabinets was
used to relieve a space problem. Work areas in the Biographic Register were
overcrowded; there was no room for expanding files; and the files were divided
between two rooms on two separate floors. Shelf filing equipment made it pos-
sible to bring the two file units together within one room and to provide for
two years expansion.
A saving of 50% or more in floor space is possible with shelf files. Also,
25XlAthe original cost of shelf filing equipment is about one-half that of five
drawer cabinets and one-twentieth that of safe cabinets. In anticipation of
these savings we now have shelf file projects under way in the Medical Staff,
the Map Library of ORR, the Finance Division of the Office of the Comptroller,
the Engineering Division Library of the Office of Communications, and at
Other applications of shelf filing are being explored with particu-
ar consideration being given to the use of this technique in the new
building.
6. 70% INCREASE IN NUMBER OF SUBJECT NUMERIC FILES IMPROVES
RECORD KEEPING PRACTICES,
Sixty-five files were converted to this improved filing method as a result
of our increased emphasis on this system, the training of Operating Office
files,personnel, and their greater participation during the installation
phases.
In addition to promoting uniform filing, the subject-numeric system
"triggers" records disposition activity. Built into the system is the prin-
ciple of cutting off files at annual intervals, thus providing for the re-
tirement or destruction of records according to Records Control Schedules.
There are nowl57 subject-numeric systems in headquarters out of a potential
of 365. Emphasis on installing the system will be continued during 1958,
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7,, RECORDS MANAGEMENT ACTIVITY BY LINE PERSONNEL PAYS DIVIDENDS.
To the credit of Operating Office Records Officers and the personnel of
their components, activity in all aspects of records management increased
at the line level. A study of the readability of memoranda was conducted
throughout the DD/I area. DD/I and DD/S components implemented recommen-
dations developed during the administrative reports surveys in 1956, and
through additional studies of reporting systems brought about further im?
provements,, Requirements for filing equipment were given closer scrutiny,
Files personnel took part to a greater extent in the installation of
filing systems, Greater attention was given to records creation factors and
the application of Records Control Schedules,,
These activities are representative, not all-inclusive. However, it would
be remiss if two outstanding achievements by line personnel were not par-
ticularly cited. Number one, for the second consecutive time, an Operating
Office closed out a year with less records in its headquarters offices than
there were at the beginning of the year, and another Office achieved this
goal for the first time. Number two, 5,772 cubic feet of records were de-
stroyed in headquarters office areas. This volume, if retained in four
drawer safes, would have required 721 additional pieces of equipment costing
over $300,000,,
8,, STAFF DEVELOPMENT AND PROGRAM PROMOTION ADVANCES
RECORDS MANAGEMENT,
The development of a corps of well-qualified records management personnel
for both staff and line levels was further advanced in 1957, Staff and
line personnel took part in Office of Training sponsored external and in-
ternal training, Office of Training approved in-service training, and
conferences and seminars sponsored by professional societies and institu-
tions of higher learning.
The end of 1957 found more headquarters people better informed on the
records problem in CIA and the role of the Records Management Staff,, This
came about through an increased number of contacts with key personnel, the
publication of four articles in the "Support Bulletin," participation of
this Staff in the Support Services Exhibit, lectures given by our people
at OTR conducted courses, and the greater number of people served through
records management,,,
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