PROGRAM PLAN (FY 1970 - 1974) SUPPORT SERVICES STAFF RECORDS ADMINISTRATION BRANCH RECORDS PROGRAM ACCOMPLISHMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300180001-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 9, 2016
• Document Release Date: August 24, 2001
• Sequence Number: 1
• Content Type: REPORT

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PROGRAM PLAN (FY 1970 - 1974)
SUPPORT SERVICES STAFF
RECORDS ADMINISTRATION BRANCH
RECORDS PROGRAM ACCOMPLISIBMNTS
1. GENERAL
a, The Records Administration Staff and the CIA Archives and
Records Center were relocated organizationally from the Office of the
Deputy DireoLor for Support to a Branch of the Support Services Staff.
b. Personnel of this Branch as the Program's Central Staff
completed personal visits to 30 of the Records Management Officers
throughout the Agency and reviewed each of the component Records
Programs-. This Branch also conducted a two-day Records Walagement
Conference for 72 of the Agency's Records Officers at
c. Training and Orientations in varioun phases of the Total
Records Program were provided to 674 individuals at 20 separate sessions
during 1967.
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RECORDS CREATION (Forms, Correspondence, and Reports)
rk. The Forms Management Program continues to provide traininc,,
assistance, and guidance to all components on forms designs and
technicalities. The Forms Program has developed the expertise required
for specialized Optical Scanning Device forms and other ADP input and
output forms. Forms Management actions increased 10% over the previous
year.
b. A table of organization limitation has comparatively re-
stricted the Branch effectiveness in the Correspondence and Reports
improvement Programs.
3. .ORDS MAINTENANCE (Records Surveys, File Procedures,
Eouipment and Systems Development, both nmual and
Automated)
It 1967 232,000 cubic feet of records were inventoried in
Asency offices, an increase of 34,000 cubic feet over 1966. Filing
equipment valued at 2.8 million dollars war found, to be in use in the
Wshington-area offices alone. Installation of 10 secure areas and less
oustly shtlf-filing equipment, consistent with the Presidential moratorium
on the purchase of filing cabinets, resulted in the reduction of 3,000
square feet of floor space for files and a $50,000 cost avoidance in
cancelled equipment procurements.
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b. Records Management Surveys were completed in four Offices
of the DDS&T, in three components of TSD/DDP, as well p..s in the =DM.
c. There were 23,100 Vital Records deposits, and 20 revisions
to the Vital Records Schedules of Agency components.
4. RECORDS DISPOSITION (Scheduling, Preservation, and Destruction)
i. The Staff developed and. supervised "Operation Clean-up for
1967" which resulted in the disposal of 18,800 cubic feet of records
Agencywide. Innumberable items of reusable furniture, equipment, and
supplies were retrieved during this campaign.
b. Five thousand cubic feet of material was moved from the
CIA Archives and Records Center and into the Federal Records Center at
The Records Center provided 70,750 reference services. The
Center also provided office space and reference service to five historians
for prolonged periods of research. Agency Offices retired 18,150 cubic
feet of their records to the Center. Although 8,7/0 cubic feet of obsolete
files were removed, the net volume of records in storage increased by
ci 440 cubic feet.
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PLANS AND OBJECTIVES FOR FY 1970 - 1974
A. GENERAL ASSUMPTIONS
1. The Agency Records Administration Program will continue as
required. by Public Law 754, and as prescribed in Headquarters
25X1A RegUlation
2. Technological developments in the field of information storage
snd retrieval will not materially change the Records Program's basic
elements, but may alter the Program's emphasis. Despite technology
unknown now but which is likely to appear by 1974, there is every
indication the Agency will be confronted with increasing problems of
records creation, maintenance, and disposition.
-S. The legal requirements, technology, and normal growth of
Agency records will require an increase in the Records Administration
Branch Table of Organization by four Staff positions during this 1970-
1974 Planning Period. Increased storage and references will require
one more position in the Records Center. On these premises the
following specific Objectives and Program Plans are developed,
B. PROGRAM DEVELOPMENT
The enormity and complexity of the Agency record keeping systems
will grow during the next planning period. The Agencywide need for
manpower and technical expertise in all phases of Records Management,
for both manual and automated systems, will require greater recognition
and involvement by top management in the Agency records keeping practices.
Agency professional and clerical personnel will require increased records
orientation. Standardized or career oriented duties, grades, and
assignments related to the many records jobs is needed. This Branch as
the Program's Central Staff will have to motivate records personnel and
develop instructional materials essential for a continuing decentralized
Records Program. Continued emphasis will be placed upon the need for a
"Total Records Program" dealing with the complete life cycle of Agency
records. Problems of records disposal never can be solved if we minimize
the efforts to control records creation and file operations. As in the
past, the "Total Program" approach will be subdivided functionally, as
set forth in sections I, II, and. III below.
I. RECORLS CREATION AND ITS CONTROL
4,616
a. A prime objective ef the Records Program in the next planning
period is the creation phase of records. Creation can be reviewed as
residing in Forms, Correspondence, and Reports.
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b. The Forms Management Program requires strengthening. At present
the Program Manager has the assistance of one part-time analyst. The
controlled printing of 50 art3lion copies of Agency forms costs a quarter
million dollars annually. We estimate several times as many uncontrolled
forms- exist and printing is only a small fraction of their cost to the
Agency. New computer systems demand many specialized forms. This Program
requires the assistance of at least one full-time forms analyst to respond
to increased requests and to find and oontrol more Agency forms.
c. A Reports Management Program is virtually non-existent in the
Program of today. Many Agencies have successful cost saving Reports
Programs. The methods and benefits are known. Expensive computer systems
being developed make a central reports control more urgent than ever. A
full-time Records Officer is required for the Reports Program.
d. There is only a partial Correspondence Management Proem in
being at. present. Establishment of a formal full-time Correspondence
Program Officer is a necessary objective for the next planning period.
II. RECORDS MAINTENANCE AND USE
a. Increased attention should be given the Records Systems Program
and related equipment and procedures:, both automated and manual. A
professional systems analyst with microfilming knowledge and experience
is needed to meet the accelerating demands to convert paper records to
automated or microminiaturized systems.
b. During the coming planning period we shall endeavor to have the
Agency officially re-evaluate its existing policies with regard to
selection and protection of Vital Records.
c. Continued formal training in Records Management and related
fields by both the Staff and component Records Office es must be provided
because of ever-expanding developments in records procedures and equip-
ment. Increased guidance in all elements of the Records Program for
personnel at all levels is an important objective for the coming planning
period. The Central Staff will have to develop and implement more
standards and orientations in records keeping practices for Agency records
personnel.
III. RECORDS DWPC6ITION
a. The Disposition Program is double edged to provide for Selected
records preservation as well as approved files destruction. The completion
and implementation of an Agency "Records Retention Plan" is scheduled for
the next planning period. This new plan will establish the "Offices of
Record" for cdrtain types of files, identify the "Permanent" types of
records and also will benefit the Agency Historical Program.
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b. The Agency Archives and Records Center is now filled to capacity
with Agency records. This problem must be given priority attention during
the next planning period. The. 1970 Budgeting Plane mutt include at least
*750,000 to provide for its solution. The Agency agreement with GSA to
withdraw 25,000 cubic feet of Agency records from the storage and
the other temporary holding actions in the Center at
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A complete review will be made of e31 past Records Center deposits
and definite disposition instructions and time schedules must be established
for every cubic foot of material in the Center. Likewise, an Agency
position must be determined as to the Records Center responsibility for the
storage of extra copies of Agency publications, the Agency Archives, the
Vital Records, and the several other Agency collections of non-record
material deposited there over the years. Many records must be retained
long past 1970, many non-record items are more efficiently serviced from
the Center, and the Agencywide dependence upon this support operation is
too little known.
C. RESOURCES REQUIRED (Manpower and Funds)
1. Manpower in the decentralized Records Program is used and retarded
os seen fit locally. A. Records Career Service- or some standardized central
control must be established for the equitable assignment, utilization, and
develonment of the more than one hundred professionals and thousands of
clericals involved in Records Management work across the Agency.
2. The establishment of an Agency Records Management Committee with
the Senior Records Officers of each Directorate is necessary for a standard-
ized, coordinated Records Program. This Committee will find many inter-
relationships of records success and failure among Agency offices. Greater
records cooperation between Directorates will provide greater benefits to
the Agency.
3- The Records Administration Branch is staff in nature and positions
should be upgraded commensurate with other administrative support positions
at the managerial levels. Such a graduated staffing development of one
grade for five positions of the Central Records Administration Branch is
reflected in the FY 1970-74 Program Call.
44 As indicated above in sections I b, c, and d, and II a, this Branch
can maintain a "status quo" holding action with its p esent Table of
Organization. The most serious need for improvement is manpower to concen-
trate on control of records creation. The overflowing Records Center
indicates active Records Disposition Programs in all components. The flood
will not be controllable until greater pressure is applied by the Central
Staff to the 67 decentralized Records Officers in components across the
Agency. Such a revitalization requires four new positions of GS-12 grades
for a Forms Offioer, Reports Management Officer, Correspondenee Management
Officer, and Microimage Systems Officer.
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5. The overcrowded Records Center operation must have additional
storage apace if it is to continue serving all Agency components. The
requested. $750,000 for an addition must be implemented prior to December
1970 at which time the GRA agreement terminates, and 25,000 cubic feet of
25X1 records must return from to Agency facilities. This activity
plum servicing the addition space will require one additional GR-07
Archival Assistant at the Records Center in FY 1970.
D. ALTERNATIVES
1. The Recods Program is obliged by law to improve the efficiency
and economy- of Agency records keeping, to the extent possible with the
funds and personnel authorized. The development of an Agency Records
Administration Program adequate to fulfilling these obligations with the
current Table of Organization of eight positions provides only part-time
coverage of the several elements required for a "Total Records Program"
Agencymide. To continue the "status Quo" increases the ultimate problems
of controlling Agency records. Positive action must be increased to over-
come the problems at every phase of Office record keeping, including:
records creation, maintenance, and disposal or storage.
2. The other major problem, but one which cannot be further reduced
or postponed, is the absolute necessity of budgeting the $750,000
indicated in the Program Call to provide for the storage of Agency records.
No less than this amount will be required by 1970 regardless of any
alternative solution selected to meet the inevitability of increased
Agency records. In this Program. Call the action indicated for 1970 is
considered the most economical and practical solution; that is the con-
struction of an addition to the Agency Records Center.
3. Automatic Data Processing authorities predict a growing need for
systems analysts and the integration of information processing systems.
The Records Program and its systems personnel will continue to contribute
to computer systems as they have to punch card systems and other techno-
logical advances in records keeping over the years.
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