ANNUAL REPORT OF RECORDS HOLDINGS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000200190002-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 15
• Document Creation Date: December 9, 2016
• Document Release Date: June 18, 2001
• Sequence Number: 2
• Publication Date: April 25, 1968
• Content Type: MFR

Approved For Release 2001/07/28 : CIA-RDP74-00390R000200190002-4
In 1969 when we prepare the request for the annual
report we should delete the first line (cu ft on hand for
the last year). We have the information avltLlable to us
on our last year's overall reports. This item seems to
confuse the Records Officers. In many cases they do not
give us the total on had (records p:Lus reference). Con-
sequently, the figure does not correspond with ours.
In chatting with Vince he thought we might leave it
off and just ask for the current year information. Also
we should add an item to cover "Numbeir of Reel of Mag tape".
Vince would also like to ve the i1 cords Officers a conversion
table such as the one prepared for his area or
one like uses n his area (both attached).
M 8/26/68
Approved For Release 2001/07/28 : CIA-RDP74-00390R000200190002-4
 Approved For Release 2001/07/28 : CIA-RDP74-00390R000200190002-4
~`) April 1968
SUBJECT: Annual Repot of Records Holdings
1. An annual report on records holding;, is required from the
Records Management Of-L'icer in each component at the end of each Fiscal
Year. These inventory reports assist in program planning and in
measuring the effectiveness of the Records Program. They are also
used to satisfy report-ing requirements levied upon the Agency by the
National Archives and Records Services. The information required
may be itemized below.
2. August 16, 1)68 is the deadline for this year's reports.
Your cooperation in meeting this deadline will be appreciated. YCSTATINTL
comments or suggestions concerning the Records Management Program will
help us to evaluate the Program and to make improvements where n
sary. If you have any questions, please call me on extension
CIA Records Administration Officer
REPORT OF RECORDS VOLUME IN AGENCY OFFICES
FY 1068
date
cu. ft. of records on hand 1 July 1967
c u. ft. of records on hand 30 June 1968
cu. ft. of records destroyed with n your offices
luring the fiscal year (exclusive of Records Center)
linear feel; of reference and library type materials
(books, periodicals and newspapers) on hand 30 June
1968. (Thi.s volume is separate and not to be in-
cLuded in the records volume of line 2.)
D rlD ec~oraEe- 7 ice -~~ gnature
Approved For Release 2001/07/28 : CIA-RDP74-00390R000200190002-4
ADMINISTRATIVE - INTERNAL USE ONLY
 Approved For Release 2001/07/28 : CIA-RDP74-0039OR000200190002-4
ADMINISTRATIVE - INTERNAL USE ONLY
25 April 1968
SUBJECT: Annual Report of Records Holdings
1. An annual report on records Y::oldings is required from the
Records Management Officer in each component at the end of each Fiscal
Year. These inventory reports assist in program planning and in
measuring the effectiveness of the Records Program. They are also
used to satisfy reporting requirements levied upon the Agency by the
National Archives and Records Services. The information required
may be itemized below.
2. August 16, 1968 is the deadline for this year's reports.
Your cooperation in meeting this deadline will be appreciated.STIATiiNTL
comments or suggestions concerning the Records Management Prog M-NW-L
help us to evaluate the Program and to make improvements wher
sary. If you have any questions, please call me on extension
REPORT OF RECORDS VOLUME IN AGENCY OFFICES
FY 1968
cu. ft. of records on hand 1 July 1967
cu. ft. of records on hand 30 June 1968
cu. ft. of records destroyed within your offices
during the fiscal year (exclisive of Records Center)
linear feet of reference and library type materials
(books, periodicals and news_:)apers) on hand 30 June
1968. (This volume is separate and not to be in-
cluded in the records volume of line 2.)
Directorate/Office Signature
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000200190002-4
ADMINISTRATIVE - INTERNAL USE ONLY
 Appr
Ap
SEN ER WIL
s
v
F ENTIAL
SECRET
CENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
[NIT
25 Jun
JUN
3
/ ~E^fF
5
~_
-
tr
6
ACTION
DIRECT REPLY
FIREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
Vince,
This is a`thing'I had made up
to assist those who are doing the
physical count of records for our
annual inventory. It has proven to
be a good aid for those who are un-
familiar with filing equipment. It
may be of interest to others.
M
FOLD HERE TO RETURN TO SENDER
FROM: NAME, ADDREQQ -Q- NO.
DATE
0 ext.
25
Jun 6S
rov d -raj"R
De
0;
-4
F 2 610 237 Use previous editions
(40)
11.5. GOVERNMENT PRINTING OFFICE : 1561 0-587282
 Approved For Release 2001/07/28 : CIA-RDP74-0039OR000200190002-4
NOW YOU ARE READY TO START
WHERE DO YOU FIND RECORDS?
HOW DO YOU MEASURE THEM?
DESKS
ON DESKS
SHELF FILING
ONE LINEAR FOOT
ACTUAL LINEAR
1 SHELF LETTER SIZE = 211z CU. FT.
3:X5''
= 1,110 CU. FT.
MEASUREMENT
? 1 SHELF LEGAL SIZE = 3 CU. FT.
5"X8"
= 1/4 CU. FT.
VISIBLE INDEX
COMPUTE ON 4,800 CARDS
PER CU. FT.
SAFES
CARD FILES
FILING CABINETS
ONE DRAWER LETTER SIZE = 1'2 CU. FT.
ONE DRAWER LEGAL SIZE = 2 CU. FT.
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000200190002-4
MAP CASES
TOTAL INSIDE CUBIC
MEASUREMENT
 Approve
Approv
- 2-4
UNCLASSIFIED
CONFIDENTIAL SECRET
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
I
2
3
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
_
INFORMATION
SIGNATURE
Remarks :
/(J
r 41
F b ate[. "at a1 " (f
40 7
'4 r fin'' '
A
~~ `JnJ4=~ ~~IU~ v
F
OLD HERE TO RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO.
DATE
CONFIDENTIAL
SECRET
FORM No. 237 Use previous editions
1-67
 Appr
Appr
I - -SECRET
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS DATE
INITIALS
2
3
4
5
ACTION DIRECT REPLY
PREPARE REPLY
APPROVAL DISPATCH
RECOMMENDATION
COMMENT FILE
RETURN
CONCURRENCE INFORMATION
SIGNATURE
Remarks :
Attached is the annual report mmmo RITA
and I worked up. Do you agree with the
wording?
I am very interested in type
of report form to help our RMOTs. Should
we provide that type?
May I have your comments and suggestions---
HERE TO RETURN TO SENDER
ME, ADDRESS AND PHONE NO. DATE
00V 71951 - r-IA-DQP74-00390
UNCLASSIFIED CONFIDENTIAL JXXX
SECRET
FORM NO, 2J3)7 Use previous editions
1-67 (
 60
Ap or elease 2001/07/28: CIA-RDP74,
t
 Approved For Release 2001/07/28 : CIA-RDP74-0039OR0002001900002-4
2. F wring FY 1969 at the djIr t
ask d bS conduct rec d
yG
Ou ca
n w'll r .a
p ly be he
r
r?
a in y fi ng equip ent
REPLY REQUESTED
DATE
SPEED LETTER
Y
ES
NO
---
LETTER NO.
TO : ARO's
FROM:
ATTN:
1. An annual report on records holdings is. required. from the Records Manage-
ment Officer in each component at the end of each Fiscal Year. These inven-
tory reports assist in Program pla~ri and measure the effectiveness of the
~ A 7 Ir#F '
Re
d
P
'
ti
'
cor
s
rogram,
s
a
n
y reporting requirements levied upon the
Agency by the National Archives and Records Services. The information required
may be itemized below. August 16, 1968 is the deadline for this year's reports.
ion of the President all es will
s clea a. paign twgof Se tembe 4nd ay.
ld th e sp ing at ch t' e w 11 _,q?iest
om all Re ords ficers oticP n that
ll prepared as s
as the da s ve been lished.
Your cooperation in meeting theebadline for submitting your report to
this office will be appreciated. Your comments or suggestions concernin g
the Records Management Program will help us to evaluate the program and to
make improvements where necessary. Iyew~ -- --~x +
~~
-era- if you have any questions, please call ma on exte
n o L
REPLY
DATE
FY 1968
Report of Records Volume in Agency Offices
cu. ft. of records on hand 1 July 1967
cu. ft. of records on hand 30 June 1968
cu, ft. of records destroyed within your offices
during the fiscal year (exclusive of Records Center)
linear feet of reference and library type materials
(books, periodicals and newspapers) on hand 30 June 1968.
(This volume is separate and not to be included in the
records volume of line 2 above.)
0 TURERr office
l
d F
R
2001107128 ! GIA RDP74
prove
ease
or
e
RETURN TO ORIOINA'fOR
$?s;' 1831
SECRET
(When billed In)
 roved For Release 20Bg?YADP7~0$Q0002-4
(When Filled In)
3 July 1967
TO: Chief, 3/i
FROM: OER Records Management Officer
SUBJECT: Annual Inventory of OER Records -.Fiscal Year 1967
1. The Office of Economic Research has been requested by the
Chief, Records Administration Staff, DDS to make an annual report of
the volume of records maintained in OER offices as of the end of Fiscal
Year 1967-
2. For the purpose of this inventory,`"records" are defined as
intelligence, administrative, and/or reference material (regardless of
form) maintained in any manner in OER offices.
3. Material placed in filing equipment for overnight or transi-
torrystorage will not be included in this inventory.
4. An outline is provided on the reverse side of this memorandum
for recording your inventory. Please indicate separate estimates for the
following material:
a. Letter (where letter-size material is filed in legal-
size cabinets, report measurement,:as legal.)
b. Legal
c. 3x5 cards
d. 5x8 cards
e. Library material
f. Maps
Report estimates to the nearest linear foot of depth. (A
letter or 16gal size safe drawer is two feet in depth.)
5. It is requested that this report of records maintained in
your component be forwarded to the OER Records Management Off STA'TINTL
Room 4F-19., Headquarters Building by c.o.b. 28 July 1967.
ADMINISTRATIVE - INTEFNAL USE ONLY
Approved For Release 2001/07/28 : CIA-RDP74-00390R000200190002-4
 Approved For ReleasR %ypa t --R E98 Q0 Q19OOO2-4
(When Filled In)
END OF FISCAL YEAR INVENTORY OF RECORDS
COMP0IIENT OER/Commwiist FarEast Branc . DATE ,10 July 1967
Letter
Legal
3x5 cards
5x8 cards
Library
Maps
Material
96
128
a through e to be reported in linear feet
f to show number of five-drawer map cabinet sections in use, if any.
4
f
Approved For Release W-h FZDFA1f bl d8O2UbT9OOO2-4
 ApprovedTor'Release 2001/07/28 : CIA-RDP74-0039OR000200190002-4
U B F T - Annual Report of Rerrords Holdlnrrs
.:, _our annual report of records 'holdings, and records destrar"6
r + 11467 may be recorded below for return to my rffi p by
A$U st,. The statistical. data supplied 'hy you enables us to ew:il:j_
ate the progress of the Records Management; program in each offing Airzd
provides the basic input for our report t,') the National Archives and
Records Services.,
., tour cooperation in supplying this data enables us
mot ao xre the effectivene u of thL3 As enc Records Management; Rf c~gx m
nd t 1so to determine areas where oroblema= may exist:,
3. 1 would appreciate receiving anv noimnents and suggestions
MY have concerning the Records ManFto nt Programs
ft o of records on hwnd 11 July 1966
cu ~ Pr., of record o on hi n=l 10 June 1967
.e.xciusive of hooka. nerirt1,sls, and newspapers')
~. _ 1-ine.r feet of non-ro-n- M ' +onk neriodioa1s. and
n wspapers on band 30 Trrn- 1967
u0 ftvn of records desrrr, i=d in your offices during
1,967 (exclusive ox" Re,: orda (`enter dianosai,.)
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000200190002-4
 Approved For Release2001/07/28 : CIA-RDP74-0039OR000200190002-4
SENDER WILL CiCK CLASSIFICATION TOP AND BOTTOM
UNCLASSIFIED CONFIDENTIAL SECRET
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
2
3
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
Frank:
The regular annual package for the DDP/RMD'
per the telephone list, has been sent to Mr.
this year. The attached is sent to
you or your information.
Whatever assistance you can give us or
will be appreciated by me.
FOLD HERE TO RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO.
DATE
"
Chief, Records Admin Br.,
~--
---
26 68
I
]
f
UNCLASSIFIED CONFIDENTIAL
SECRET
FORM NO. 237 Use previous editions
1-67 I
Approved For Release 2001/07/28 : CIA-RDP74-0039OR000200190002-4
 RAS copy
-ERET
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Annual Report of Records Holdings
FROM:
EXTENSION
NO.
Chief, Records Administration Branch
DATE *TINTt
25 April 1868
TO: (Officer designation, room number, and
building)
DATE
OFFICI?R'S
COMMENTS (Number each comment to show frori whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after earl comment.)
1. The attached requiremF-n,.: or
an annual report on office ?et.ords
holdings, both here and e. e.s.as,
is more important than ever. Each
year the volume has consiston.ly
3.
grown in all the offices and `)ur
Records Center.
4.
2, Your assistance g} I I s
year Is inventory will be x,r:a ;ly
appreciated
5.
6.
7.
Attachments
A n n u a l Inventory Report F 3r
8.
10.
11.
12.
13.
14.
15.
Approved For Release 2001
1/07128
blA-RQP
V4-00,j90
k000200 90002-4
FORM
3-62
610 USE PREVIOUS ^ SECRET ^ CONFIDENTIAL F-1 USE ONLY ^ UNCLASSIFIED
EDITIONS
~8 : CIA-RDP74-0039Wju06W190%j1,$L