SUPPORT SERVICES STAFF PROGRAM CALL FISCAL 71-75

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300180005-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 21
• Document Creation Date: December 9, 2016
• Document Release Date: August 24, 2001
• Sequence Number: 5
• Publication Date: February 14, 1969
• Content Type: REPORT

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irebr 114, 1969
SUPPORT SERVICES STAI,F
PROGRAM CALL
FISCAL 71-75
only portions pertaining to Records Management
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MANAGEMENT SUPPORT
1. PROGRESS TOWARD CURRENT OBJECTIVES
a. A Records Administration Board was created under the
.chairmanship of the Chief, Records Administration Branch with
membership representing the Office of the Director and each of
the Directorates to oversee the management of the Records pro-
gram of the Agency.
b. The Information Processing Branch of the Support
Services Staff and the Management Support Division of the
Office of Computer Services were joined into a task force re-
porting to the Assistant Deputy Director for Support in order
to bring under single management all of the resources devoted
to the operation and maintenance of on-going information ,
processing systems in the Support Directorate and the develop-
ment of new ones.
c. A senior experienced Support Officer and a junior
officer with field experience were assigned to the Regulations
Control Branch to make it possible for the Branch to play a
more substantive role in the development and processing of
regulatory issuances toward the objective of improving the
overall process as well as the quality of the issuances.
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d. In support of the function of the Chief, Support
Services Staff as Information Processing Coordinator for the
Support Directorate, representatives of the Support Services
Staff, ?in conjunction with the Office of Security, completed
a feasibility study of a computer application to support the
In-Place Monitoring System. The study has been approved by
the Director of Security and is currently being reviewed by
e the Office of Computer Services.
. OBJECTIVES FOR FISCAL YEARS 1971-75
a. To examine the role of the Support Services Staff
and each of its elements, information processing, records ad-
ministration, and regulations control, and determine what that
role should be in the Agency and the Support Directorate.
I,. To develop and recommend to the Deputy Director for
Support plans and mechanisms for the appropriate structuring
of the information processing, records administration, and
regulatory systems.
c. To recommend a framework for their management and
control.
. PROGRAM PLANS
Method of Approach. Identify policy issues and
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submit recommendations to the Deputy Director for Support
for decision.
Develop a Records Program Plan and recommendations for
its implementation.
Revise and maintain an overall Directorate Information
Processing Plan.
Develop and recommend the establishment of an appropriate
mechanism to maintain career cognizance for people assigned to
each of the three functional units of the Support Services Staff.
To continue sponsoring career related training for all
personnel assigned to the Support Services Staff.
b. Coordination Joint Plannin and Re uirements. The
Records Board and the network of component Records Officers
provide the mechanism for coordination and joint planning of
proposals related to the Agency Records Program.
The Information Processing Coordinators in each of the
Support Offices and the Directorate Information Processing
Coordinators provide the mechanism for coordination and joint
planning of information processing activities.
The coordination of regulatory issuances and proposals
relating to the regulatory system has a well established
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mechanism in each of the major components of the Agency.
c. Risks and Uncertainities. A major risk is that
management interest, particularly in the records and regula-
tory programs, will not be sustained and that the achievemnt
of the objectives may be expected without the additional re-
sources required in each of those programs.
d. Alternatives Considered. The purpose of the objec-
tives as stated is to develop suitable alternatives for manage-
ment consideration. We might hire a management consultant to
assist in the identification of these alternatives; we can ?do
it ourselves; or we can do nothing. We elect to do it ourselvesi
because to do nothing is unacceptable and the problems and
issues are not so apparent and readily defined that they can be
reasonably offered for solicitation of proposals by a consultant
and the solutions must be compatible with the Agency environment.
e. Aesources Required. The Management Support element
of the Support Services Staff presently has three positions, and
no additional resources will be required during this planning
period.
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RECORDS ADMINISTRATION
PART 1: PROGRESS, OBJECTIVES, AND PROGRAM PLANS.
. PROGRESS TOWARD CURRENT OBJECTIVES:
. As anticipated in last year's Program Call and
earlier reports, Agency records continue to increase in volume
and complexity. Although the rate of increase is smaller (2%
vs 10%); the FY 1968 inventory of active Office records is up .
to 251,000 cubic feet (up 2% over FY 1967) and the inactive
stored records jumped 5% up to 104,000 cubic feet by the end
of FY 1968. Likewise, new problems related to records keeping
technology increased in such areas as computer tape storage,
microfilm equipment, retrieval procedures, microfiche, volumi-
nous computer output, and storage of NPIC films. The Program's
persannel expanded their concern and knowledge in these new
records fields and still meet the current objective to provide
guidance and service to all components with records problems.
' b. To meet these anticipated paperwork increments in
this dynamic and expanding Agency the Records Program has suc-
? cessfully provided services for new automation forms being
created, found and promoted use of new mechanized filing equip-
ment and systems for maintaining and using the records on hand,
and has greatly accelerated the controlled disposition of
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unnecessary papers. The overcrowded Records Center was provided
two years of additional operating life by temporarily moving
20,000 cubic feet of extra Agency reports to a GSA Records Center
until December 1970.
c. Also the Program Central Staff provided guidance to
120 Agency Historians and Records Officers with a Spring Con-
ference on preserving valuable documents and to 82 Records
Officers at a Fall Conference on Microminiaturization Techniques
Orientations on improving paperwork procedures in the components
were given to 473 Agency personnel during the past year. The
Records Center provided Agency components with over 100,000
references to the documents in storage (some 500 'service actions
each workday).
d. Our Program Call proposal last year, to build an
, addition on the Agency Records Center at Illito house records of 25X1A
the next ten years, was rejected and alternatives had to be
sought. A July briefing and recommendations to the Executive
Director-Comptroller and the Deputy Directors resulted in
establishing an Agency Records Management Board to study the
Agency's records problems and to recommend solutions. First
the Board was directed to conduct an Agency-wide purge of all
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holdings in Records Center. Their first quarterly report
indicates 8,i a cubic feet (8%) of the Records on hand in July
1968 have been authorized for disposal. That records purge
will continue and the Board is exploring alternatives to the
records storage and retrieval problem. Each Directorate pro-
vides a member to the Agency Records Management Board and this
staff has provided the extended services of eight different
people since the Board was created.
2. OBJECTIVES FOR FISCAL YEARS 1971-75.
The Agency's Records Management Program complies with the
legal requirement that every government Agency establish a con-
tinuing program to improve the efficiency and economy of records
keeping. (Federal Records Act--P.L. 81-754) CIA Regulation
25X1A HR established our Program to control Agency records at the
'-time they are created, during their use, and to provide sys-
tematic disposal of unnecessary papers but to retain valuable
documents. The Regulation specifies six elements for the Program:
Forms, Reports, Correspondence, Records Maintenance, Records
Disposition, and Vital Records. Each of these six elements
have unique objectives but they all impact on one another and
therefore require the "Total Program" approach now in use and
which is subdivided into these three major functions for admin-
istrative purposes.
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. Objectives Related to "Records Creation" Function.
(1) The Forms Management Program aims to improve
Agency forms, control thelr growth, and reduce the quarter
million dollar cost of creating fifty million copies of
some 2,700 Agency forms. At present this Program concen-
trates its controls on the design and production of forms.
With its 1 1/2 man-years of manpower other objectives
of this program are only partially achieved. Long-range
plans aim to increase improvements in an even more lucra-
tive area--procedures related to Agency forms. In the
next year special effort will focus on regulations con-
trolling Agency forms, conversion of manual "source data"
forms to optical scanning device forms, and greater use
of forms control by the Directorates.
(2) With only one-eighth of a man-year available
the Reports Management Program is limited in scope today.
Expensive computer reporting systems being developed make
the objectives of a central reports monitoring service
more important than ever. For the coming year this staff
aims to provide reports management advicq and guidance to
Component Records Management Officers and will encourage
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Senior Directorate Records Management Officers to
increase control of reports creation and the reduction
of their numbers and cost.
(3) With only one-eighth of a man-year available
there is only a partial Correspondence Management Pro-
gram in being at present. The establishment of a more
active central Correspondence Program is a necessary ob-
jective for this sub-Program of the Agency's total Records
Program. The completion of a revised Agency Correspond-
ence Handbook and adoption of the Federal format of Block
Style letters are two objectives for this planning period
that should re-establish central direction as well as
focus management attention and support in this neglected
area.
Objectives Related to "Files Maintenance and Use"
(1) At Logistic's request and DDS direction this
,central staff reviews component requests for filing equip-
ment and construction of Vaults and Secure Areas for-rec-
ords keeping. Thousands of dollars in cost avoidance
were realized through requisition improvements or dis-
. approvals. The aim here will be greater involvement of
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the Directorate Records Officer to permit our staff
members to increase attention given the Records Systems
and related equipment and procedures, both automated
and manual. The aim will be for staff members to study
professional systems analysis and microfilming to help
meet the Agency's accelerating demands to convert paper
records to automated or microminiaturized systems.
. (2) During the coming planning period we shall
endeavor to have the Agency officially re-evaluate its
Emergency Planning Program which will impact on the
selection and protection of Vital Records, equipment,
personnel, and relocation site.
(3) Formal training in Records Management and
related field for our staff members will be encouraged
because of many changes taking place in records storage
and retrieval concepts. This staff will then endeavor to
pass on this knowledge to component Records Officers and
to stimulate their development in the new records pro-
cedures and equipment. Increased guidance in all elements
of the total Records Program for personnel at all levels
is an important objective for the coming planning period.
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Also the central staff aims to develop and implement
more standards and orientations in records keeping
practices.
Objectives Related to "Records Disposition" Function.
(1) The Records Disposition Program is double
edged to provide for preservation of valuable documents
as well as for controlled destruction of obsolete files.
The completion and implementation of an Agency "Records
Retention Plan" is scheduled for this period. This new
plan will establish the "Offices of Record" to insure
the retention of historical and legally required document'.
(2), The Agency Archives and Records Center Pro-
gram aims to provide all Agency Components with the Vital
service of preservation, retrieval and controlled dis-
posal of records. The capacity life of the Center has
been temporarily extended until December 1970 by using
GSA storage space. Last year's Program proposal to con-
struct an addition at the Center was rejected. A pro-
posal to use the is being 25X1A
surveyed and initial estimates of $300,000 for renova-
tions will be analyzed and decided upon in this planning
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period, facilities will be similarly
considered. Additional alternatives, such as massive
microfilming projects and accelerated disposal of
temporary records will be examined in depth and pro-
posals submitted to management during this planning
period. Further coordination is rdquired on proposals
to use GSA facilities for the Agency's Vital Records
and Archives, as well as on the concept of changing the
medium for Agency reports from hardcopy to microfiche.
3. RECORDS PROGRAM PLANS
Systematic Preservation or Disposal of Agency Records.
Method of (1) The Agency's Records Progra
policy has paralleled the Federal Government's Records Policy
since its inception in 1950. One major premise has been that
it costs less to store hardcopy in a Records Center for 30 years
than to microfilm it. At a July 1968 meeting the Agency's Top
Management directed the Agency Program to look to the new tech-
nology of microminiaturization to permit the records storage
and retrieval needs of the Agency to fit in its existing facilitbs.
(2) To date Program studies find that current technical cap-
abilities of microfilm reels of 24 to 1 reduction are suitable
for large files, the aperature cards for multi-page documents,
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and microfiche for reports up to 65 pages. All are expensive
but feasible. Use of microfilms in offices reduces the need
for costly office space and equipment and this improves the
filming cost ratio there, even more than it does in the Records
Center. The major problems are the equipment and manpower
budgeting needed for the conversion process. Strong coordination
and new policies are needed to engender user acceptance of the
new procedures and the microfilmed products. (3) Office pro-
cedures and record-keeping media are command decisions. The
Records Program will seek authority to influence new records
systems but until so granted it can only encourage Offices to
convert to microfilm wherever possible. The Records Center
staff will locate stored collections appropriate for filming
and promote their conversion. The Records Program has accelerated
studies of other technological methods which show great promise.
For example: Videotape Files are of interest but very expensive
and still years away. High reduction microimages (150 to 1),
even with their scientific "clean room" laboratory requirements,
have great appeal. The new laser-beam tape file systems are
even more exotic, expensive, and remote but provide data com-
paction of 18,000 to one which demands serious consideration.
(4) Other alternatives will continue to be pursued since they are
extensions of current program efforts in systematic records
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systems, controlled disposition, storage outside expensive
office space, and use of GSA facilities. Any solution will
have proportionate costs. The Records Board is in the process
of identifying solutions, but not in time for this Budget
presentation. They will be included in the presentation for
1972 with costs and alternatives.
b. Coordination Joint Planning, and Requirements. An-
other basic premise of the Federal Records Act is that all
information systems and procedures are essentially records
? keeping regardless of the medium? (paper, film, tapes, or photos)
or the machine (pen, typewriter, computer, or printing press).
This Central Agency Records Program plans to maintain close
liaison and to seek cooperation in all components concerned
? in order to reduce records creation, improve filing systems,
and to build-in routine disposition systems for the removal of
old, inactive files and the economic preservation of Agency
records of continuing value. Requirements are included in "Re-
sources Required", below.
C. Risks and Uncertainties. (1) Component autonomy and
precedent have firmly fixed the Records Program into its role
as a Service. Since 1948, even before the Federal records
requirements, this Records Program provideid storage services to
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Agency cmponents. The "management" of the several records
elements i,)iways has been provided on an advisory basis to be
used or rejected by the Offices as they saw fit. Persuasion
and technical guidance were the only authority ever available
to the Records Program. (2) Although the new Records Manage-
ment Board provides a mechanism and channel to favorably in-
fluence component records practices, the limited influence of
Board members in the Offices of their' Directorates will also
limit the acceptance of the proposed improvements and changes
they advocate. (3) Further, any plans being developed for
the Records Center to change the medium of the documents in
its custody will require approval of the Office concerned and
acceptance of the equipment and procedural changes it imposes
on the several users involved. This is especially true with
regard to maps,"and multi-color documents. Likewise there are
the high government officials, such as the Director or the
White House and they may prefer hard copy to microfiche. (4)
The final uncertainty hinges on the role 6f the Records Center
vis-a-vis the Agency components. Is it a service or an operation?
In the past the Records Center provided records storage service
and returned the documents as received or elSo destroyed the
records on an approved, mutually agreed upon, scheduled date.
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Today's search for new storage methods enters the world of
stored information which calls for disposal of the input
documents and retrieval of the entire new medium or of
selected data. (5) This change of role impacts on all users
of the Center and will require a new policy. The Agency's
recent experience with computer systems will help in the
new systems but it also demonstrates the difficulties, risks,
and uncertainties in developing any system. Consequently,
all considerations of the new storage and retrieval systems
must realize that the personnel, equipment, and systems re-
quirements portend prolonged study, development, coordination,
and implementation before there is any substantial reduction
in the volume of records in storage.
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d. Alternativestonsidered. The options available to the
Agency to improve its records storage capability are still
being considered by the central staff and the Records Board.
Areas of consideration for recommendations to top management
are as follows: (1) Extensive microfilming projects. (2) Re-
evaluation of the needs of the Emergency and Vital Records
Programs. (3) Possible storage of selected Agency records in
GSA Records Centers. (4) Conversion of the Supplemental Dis-
? tribution copies of Agency reports to a microfiche medium.
(5) Moving of the Supplemental Distribution collection from
(6) Storage of Agenpy Archives at
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(7) Establishing of a separated Archives
function for the Agency's records of permanent value. (8)
Accelerated disposal of temporary Office records and tighter
Control Schedules. (9) Installation of motorized shelving to
compact storage capacity.
e. Resources Required. (1) As indicated in Program
Objectives above, the Agency can maintain a "status quo"
holding action with the present Table of Organization. The
most serious need for improvement is manpower to concentrate
on control of records creation. The flood of records to the
overcrowded Records Center will not be controlled until greater
pressure is applied by the central Program Staff to the 67
decentralized Reqords Officers in components across the Agency.
Such a revitalization of the Agency Program requires one ad-
ditional Records Analyst positior) (GS-12 -- Occupation Series
Number 0344.02) in FY 1971 and in each of the succeeding three
years of this planning period. Each of those four professionals
will be assigned immediately to the three elements of the Creation
Control program. Eventually this would provide the full services
of one man to the problems of Microimage Systems t Correspondence,
and Reports and add one to assist the one now on forms. The
growing Agency-wide interest in microminiaturized records
systems is developing independently in several directions without
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any central control or guidance.' The shortage of Records Center
space will compel this activity to increase enormously durhg
the next two years. Further realignment of the records staff
duties will be made to provide a modicum of central management
and compatibility for these new miniature records systems but
this will further reduce the already too small effort now
assigned to other elements of the Records Program. The im-
mediate authority for one position in this Program Call is
absolutely essential. Also, the plan for subsequent strength.:
ening of the records manpower should be included now because
in later Calls it may be accelerated, sustained, or deleted
based upon the proportional value to the Agency demonstrated by
the increasingly viable Records Program. (2) The overcrowded
Records Center cbnditions, with the attendant impact on its
operations, have been met by increased efficiency and pro-
cedure refinements. It is antioipated that the records volumes
in the Offices and in storage will continue to grow in the
immediate future before the new technology and alternate solutions
have.? been able to provide any relief at the Records Center. The
eventual reduction in volume is not expected to reduce the work-
load proportionately. In fact, as has occurred in similar
microfilm operations, the processing time for such information
retrleval necessitates additional manpower. Consequently, it
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is advisable that this planning paper look to the future
requirements as quickly as it can. Therefore, the Records
Center staffing complement should be increased in FY 1971
by one additional GS-07 Archival Assistant. (3) At present
the Records Management Board is studying the records prob-
lems and plans to submit recommendations to management during
July 1969, too late for inclusion in this Budget. If micro-
filming is one of the alternatives selected it will have to
be funded by the components sponsoring it under the current
decentralized records management authorities specified in
HR (4) If refurbishing warehouse space at
is one of the alternatives selected preliminary estimates
suggest that a minimum of $300,000 will be required.
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