MEMORANDUM TO(Sanitized)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00433A000100030016-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 12, 2016
• Document Release Date: April 8, 2002
• Sequence Number: 16
• Publication Date: March 17, 1969
• Content Type: MF

Approved For Release 20
MEMORANDUM FOR: Chief of Planning Staff
Office of the DDS
1. The policy issues confronting the Records Program which
I discussed with Mr. Bannerman Wednesday relate to the definition of
what constitutes record material.
2. At the end of February 1969 the Agency record holdings
totaled 101,643 cubic feet: supplemental distribution 20,333 cubic
feet; vital documents 9,169 cubic feet; archives (including materials
identified for Presidential Libraries) 7,166 cubic feet; and inactive
records 64,975 cubic feet.
3. Supplemental distribution is composed of extra copies of
finished intelligence publications which have been distributed through-
out the Intelligence Community or the Government at large. These are
not record material. They are publications and do not qualify tech-
nically for storage in a records center. They should not be a part of
the Records Program and responsibility for their custody and adminis-
tration should be transferred to the DDI. The Chief/Logistics Services
Division should work with the DDI to find suitable space to accommodate
the distribution function.
4. Vital documents are documents selected by the various Agency
components as being essential to the reconstitution and continuing
operation of the Agency in the event a catastrophe strikes the Head-
quarters Building. They are located happens 25X1A
to be the emergency relocation site Or 0 They were moved
into the Records Center in 1961 froml to make space avail- 25X1 A
able to the Office of Communications and to save manpower. The entire
emergency relocation planning system for the Agency requires re-evaluation.
Approved For Release 2002/0 q: j-RbP78-00.433A000100030016-2
 25X
1A
Approved ForZelease 2002/05/1 ."Cr -RDP78-00433 00100030016-2
Whatever comes of that, vital documents are not record material and
they do not qualify for storage in the Records Center. In any case,
most of them are dupli in the inactive records holdings
in the Records Center. continues to be the relocation
site we should be able to spore o the vital documents collection
and rely on the inactive records. uis not to continue as 25X1A
the relocation site they should be re.
5. Archives are historical documents which must be kept per-
manently. They are different from inactive records. They are histor-
ically and scholastically significant while inactive records are oper-
ationally and administratively significant. They are the permanent
historical documents of the Agency while inactive records are temporary
extensions of Headquarters file space. Archives are administered dif-
ferently by different professional competences; they require a hi