CIA RECORDS MANAGEMENT TRAINING PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300400008-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: February 8, 2002
• Sequence Number: 8
• Publication Date: February 18, 1972
• Content Type: MF

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a~1~UURANDU1 FOR: Acting 'Director of Training
INVOMIATIOti t 1Uaputy Director for Support
bUBJ .C : CIA Records Management Training program
1. In elaboration of our discussion of 2 February concerning.
our proposal to have a CIA Recordo 21ana a tent A-raining Program
initiated, we have expanded. upon the overall concept and objectives
and have provided further details on the sessions, audiences, subject.
wafter, and resources. As I aia sure is obvious to you, a program. of
this size requires considerable refinement and coordination.. We
ieal that this paper moves us a step toward i~aplemantatioa but we
appreciate that there is much more that must be done before the
course segments can be ;in.
2. We believe three types of records management education are
required in the Agency. We propose that:
A. Senior management officials receive concise
briefings with the objective of explaining what records
management is and, more importantly, what benefits they
can expect from. having active records management programs
in Chair components. The Office of Training role in pre-'
seating such briefings should be minimal, if any. From
our point of view it is apparent that Agency management
does not fully support as aactivo records management pro-
gram because manal ers are not yet aware or convinced of
the benefits to be derived from the program.
B. brief records management preslaataations be inclu-
ded in selected existing O IX courses.
C. Special workshop-type courses be developed and
presented for those personnel closely involved in the
Agency' a aadmiuia trative and operational paperworix pro-
coduras.
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3. 'l'ieu Support Services Staff in prepared to initiate the
first pha:3e of this pror;ram with a pilot records briefing of the
Support Directorate Office heads. to take place immediately after a'
i)J/S Staff meeting. This will be discussed with the Z)U/S in the
very near Luturo. Asr;;uxaing general acceptance here we would seek to
present similar briefings to senior officials in other Directorates
and operating comaponents. These briefings would be about 30 to 40
minutes on the "what and why" of records management with another ten
minutes or so for questions. (Please see Tab A for audience sizes
and frequency.) The initial senior-level briefiugo would be can-
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ducted by a recognized authority. We believe E__ I
the former Assistant Archivist for Federal Records t:anagenont,
National Archives and Records Service (NUS), is particularly well
qualified to conduct these cessions in an interesting and stimulating
rsanner; we have verified his availability.
4. During various selected OTR courses, and without any major
change in the course structure or student requirements, brief pro-
sentations could be gives as a practical introduction to Agency records
systems. These presentations would be tailored to explain procedures
and trends related to paperwork operations in the Agency as well as
to describe the services available. Such presentations have been well
received at the 1L1J5 Trends and highlights Courses these past four years
ane were included in the Career Training Program a few years ago. We
believe these records presentations could be added to such programs,,
as the nag eat and Supervision courses, the professional EOJ
Orientation, the CT rrogratr, the .'iidcarecr Course, possibly the Senior
SeLiinar. `not ar specially tailored records presentation would be
bone: icial for trainees in the Clerical Induction, Clerical Orienta-
tion, and Administrative Procedures courses. Other courses, such as
the CS Records sessions, lend the4welvess to 'inclusion of this type
presentation of the overall Agency records management program. (Please
see Tab A, Section lr for our proposed list of selected OUR courses
and audiences for such presentations.) We sdggest that these brief,
talks be given by 'the existing course instructional staffs with
materials provided by SSS.
5. The workshop-typo records management training we propose
is intended to clarify technical details-and Agency procedures in
such specialized office operations as: forms analysis and design;
microfilms syace;;.s; correspondence iimprovament and standards; systems
analysis; records facilities; equipment, and supplies; vital records.
protection; records disposition, and archives identification and
preservation. NA&S has developed many workshops ' which they present
LJ t'{ i ic. 3 i 4 i I.
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at the National Archives. (They also have established with the
American University several institutes and graduate classes in records
manage:raent and archives administ:cation which we urge career records
officers to take.)
6. We have in mind presentation by OT1K of eight special records
workshop courses, 1 to 3 days long, that focus on specific records
activities. We propose to sitorten three of the workshops to fit our
:seeds.. (Sec Tab A, Section III.) The NAztS kits, slides, scripts, and
handouts are isan:ediately available at noninal. coat. We are free to
adapt the;:a for our own in-house presentations and to provide particu-
lar Agency 4auphas;i .. (See Tab 13 for brochure of NARS workshops.) We
would like to assist in developing these tailored programs. The.work-
shops could be presented in CIA facilities by a NARS specialist if
we are unable to provide suitable expertise from the OTR iusatructe o
or Agency Records :fanagement Officers.
7. In Tab C we have sumi-aarized the essence of our proposal.
We have further categorized and quantified the audiences at whom the
several ele ntu of this records management training program are
directed. Ila also have shown priorities in which given categories
of personnel should tare records courses.
6. We also have attached correspondence exchanged between this
staff and the iI)1? Records hanagersent Officer. 'L'eis typifies the kind
of personalized training program which can be used to good advaartags
for others who are ewbarking on careers in records manageu:eat.
9. I shall be moat happy to meet with you and/or members of
your staff to discuss further this. training proposal and to benefit
from your views.
Chief, Support arv ces St I aff
DDS/SSS/LRF:rf (13 Feb.' 72) .,;,.
Distribution:
Urig. & 1-Addressee
il r';1
A F se 20021 7 3`'Rm(~(b.1100 8-3
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1-SSS Chrono
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RECORDS MANAGEMENT TRAINING PROGRAM
Sessions and Audience Estimates.
BRIEFINGS AND ORIENTATIONS:
a. Senior Executive Briefings:
20 people in all.
For Senior Officers in the Office of the Director, Offices of
Deputy Directors, and Heads of Independent Offices. We pro-
pose that these sessions be conducted by a special consultant
to the Agency who will describe the benefits which the CIA
may derive from a more active records program.
We anticipate two of these. briefings, 30-45 minutes each addressing about
b. Operating Official Briefings:
For Heads and Deputies of.Offices, Area Divisions, and Senior
Staffs, and their Executive Officers. These sessions also are
to be given by a consultant who will cover the Agency Records
Management Program and the support possible through its active.
application in Agency components.
We foresee five of these briefings, 46-60 minutes each, with a total
audience of some 115 personnel.
e
in length, with on the order of 200 persons (tot g.
c. Component Officer Briefings:
For component officers in the GS-14/16 grade level,-including.'
Office Division Chiefs, DDP Branch Chiefs,.Senior Support and
Administrative Officers. These briefings will be conducted by
a consultant or the CIA Records'Administration Officer and will,'
be on the Agency Records Program and its'potential which com-
ponent officers may exploit. ?
.We project a need for ten of these briefings, each approximately 1 hour
in briefed.
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RECORDS MANAGEMENT PRESENTATIONS ADDED TO OTR COURSES:'
150 course offerings per year involving 151 hours
of records management presentations.
Regular Training'Course'Presentations:
Course Title
. Admin. Procedures
Fundamentals of Supv & Mgt.
Intell. & World Affairs
Advanced Mgt. (Planning)
e. Managerial Grid
Support Services Trends
Senior Seminar
Mid-career Course
i. Microfilm Seminar, .
j.
ADP Orientation (OCS)
Clerical Orientation
Clerical Induction.
Frequency
Monthly
6 per yr.
:6 per yr..
6 per yr.
4 per yr.
6 per. yr.
4 per yr.
.6 per yr.
3 per yr. 30
weekly l,hr.(addtl.) 15
bi-weekly ?? '1 hr. (addtl.) ... 20
Regular CS Training Course Presentations:
Field Finance & Logistics
Field Ops. Familiarization
o. CS Records I
CS Records II
CS Records III
Basic Operations
6 per yr. 1 hr.
6 per yr.- I hr.
11 per yr.
7 per yr.
'4 per yr..
2 per yr. l hr. 40
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Records Mgt. . Maximum
Presentation " Registration'
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NARS COURSES TO BE PRESENTED BY 0TR
(Total: 8 workshops requiring 12 days.)
. Records Maintenance and
Disposition (Shortened)
Forms and Guide Letters
c. Correspondence Management'
Speeding Mail
Forms Improvement
Information Retrieval
Systems (Shortened)
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Files Improvement
(Shortened)
Records Disposition