MICROFILMING COSTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00433A000100030026-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 9
• Document Creation Date: December 12, 2016
• Document Release Date: April 8, 2002
• Sequence Number: 26
• Content Type: REPORT

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 Approved For Release 2002/05/13 CIA-RDP78-0,0, 33A000 0030026-1
31 May 1961
25X1A MEMORANDUM FOR.
ent Staff
25X1A
SUBJECT : Transfer of Agency Records Management Function to the
Immediate Office of the Deputy Director (Support)
REFERENCE : Headquarters Notici
1. Effective 1 June 1961 the Agency's records management function is assigned
to the immediate Office of the.Deputy Director (Support).
2. By this memorandum you are designated the CIA Records Administration Of-
ficer. As a member of my immediate staff you will continue to have the responsibility
for providing Agency-wide leadership and guidance in the administration of our Records
Program and will supervise the work of the Records Center. Although our Records Pro-
a be continued generally as presently set forth in Headquarters Regulation
it is my desire that much greater emphasis be given to decentralizing the
work involved in administering the Program. It is my belief that a substantial part of
our effort has been devoted to performing work for the several Agency components
which they can, with proper training, do more efficiently for themselves. In fact,
insofar as the disposition of records is concerned it seems to me that they alone can
properly make the necessary judgments.
3. When our Program was new, it was appropriate that we render extensive as-
sistance in order to standardize procedures, get the Program moving, etc. However,
after approximately ten years of operation I believe that the components are now fully
prepared to carry on with a minimum of assistance. We should, therefore, change our
emphasis from one of doing an extensive amount of work for the several components to
one of ensuring that they know how to do the work for themselves in a way that standard-
izes and systematizes the Agency's records, filing, forms, reports, etc., to the
maximum.
4. I know that you have several projects now in progress. These should be com-
pleted, and I understand it is reasonable to expect that they can be finalized within the
next sixty to ninety days. Thereafter I believe that our present Headquarters Staff can
25X1 A be reduced from d I will expect you to work out an orderly plan to
accomplish this as rap y as pose ble.
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DD/S 61-1858
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5. We should also revise Headquarters Regulation ith a view to plac- 25X1 A
trig more emphasis on the decentralization of records administration and spelling out
in clear and well-defined language the delineation of responsibilities and duties that
you as the CIA Records Administration Officer will perform on the one hand and AgencY25X1 A
Component records administration officers will perform on the other.
L. K. White
Deputy Director
(Support)
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 Approved For Release 2002/b'&1 Y:'CW- YP' 6-00433AOO0100030026-1
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31 May 1961 .
)t:>_:N)ORANDUM FOR: Deputy Director (Plans)
Deputy Director (Intelligence)
SUBJECT Agency Records Administration Program
2. Since we are reducing the number of personnel assigned to records
nctivitics, vie will not in the future be able to take on as many work assignments
for you as we have In the past. We will continue to furnish staff assistance and
i;uidnnce In administering the Agency Records Pr gram but will expect Agency
con ponents to perform most of the actual work VI believe that this is not only
a proper division of responsibility but will eventually result in a more economical
and effective program.
designating him as the CIA. Records Administration Offic
chnn Ing the emphasis in our Records Program.
I am forwarding herewith a copy of army memorandum t
1 ntt:
i cmo dtd 31 ?,v'ay 61 t C/RMS;
subj: "Transfer of Agency ecor s Management
Function to the Immediate Office of the Deputy
Director (Support). "
L. K. White
Deputy Director
(Support)
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25X1A
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 NFIDENTIAL
RrpfRD d ANDcS~aRCIA-RDP78-00433AOq
SECTION I: RECORDS
1. RECORDS ADMINISTRATION. This paragraph provides for a continu-
ing Agency Records Administration Program to control and improve records from
their creation or receipt to their disposition, and prescribes policies and responsi-
bilities for effectively carrying out the program.
a. RECORD MATERIAL DEFINED. For the purpose of this paragraph, record
material is defined as: all books, papers, maps, photographs, films, recordings,
or other documents and material regardless of physical form or character-
istics, created or received by any part of the Central Intelligence Agency
pursuant to Federal law or in connection with the transaction of public
business and preserved or appropriate for preservation by CIA or its legitimate
predecessor or successor organizations as evidence of the organization, func-
tions, policies, personnel, decisions, procedures, financial or legal transactions,
operations, or other activities or because of the informational value of data
contained therein. "Records" and "record material" may be used inter-
changeably.
b. RECORDS ADMINISTRATION PROGRAM. The Records Administration Pro-
gram consists of the elements listed and described below:
(1) Reports Administration - The analysis, improvement, and control of ad-
ministrative reporting.
(2) Correspondence Administration - The application of improved standards
and procedures for preparing and handling correspondence.
(3) Forms Administration -The analysis, design, and control of forms.
(4) Records Maintenance - The establishment of standard procedures, sys-
tems, equipment, and supplies for records maintenance.
(5) Records Disposition - The economical and systematic disposition of Agency
records including their preservation, retention, transfer, protection, and
disposal according to approved schedules.
(6) Vital Records Administration - The timely selection of vital records and
their prompt transfer to and secure maintenance in a designated Agency
repository. Vital records are records which are essential to the continued
operation of the Agency in an emergency, and which, if destroyed, would
constitute a serious or irreplaceable loss.
c. POLICIES. The Agency Records Administration Program shall be adminis-
tered on a decentralized basis through programs governed by the following
policies:
(1) Records shall be made and preserved to provide adequate and proper docu-
mentation of the organization, functions, policies, decisions, procedures,
and essential transactions of the Agency. Such records shall be designed
to furnish the information necessary to protect the legal and financial
rights of the Government and of persons directly affected by the Agency's
activities.
(2) Measures shall be taken to ensure that essential records are created and
maintained by the most efficient and economical methods.
(3) Measures shall be taken to ensure that nonessential records, reports, and
forms are not created.
(4) Vital records shall be identified in schedules and currently deposited in
a designated Agency repository.
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RECORDS AND CORRE
(5) The Agency Records Center shall be a facility for storing, processing, and
servicing retired Agency records, and will serve as an Agency archival
facility. The Records Center shall be compartmented and controlled in
such a manner that the defense classification or sensitivity requirements
of the office transmitting the records are honored.
(6) Records control schedules shall be developed to identify and preserve
records of permanent value, and to provide the basis for periodic removal
of noncurrent records from office space and filing equipment to more
economical storage, and destruction of records of temporary value. These
schedules shall be maintained in a current status.
d. RESPONSIBILITIES
(1) THE CIA RECORDS ADMINISTRATION OFFICER. The CIA Records Ad-
ministration Officer shall:
(a) Furnish staff guidance, assistance, and coordination of the Agency
Records Administration Program.
(b) Provide forms analysis, design, and reference services; approve new
or revised forms; and ensure that appropriate coordination of new and
revised forms is effected.
(c) Review and approve records control schedules, vital records schedules,
and requests for equipment and supplies to the extent necessary to
assure compliance with Records Administration Program requirements.
(d) Direct the activities of the Records Center.
(e) Maintain Agency liaison with the National Archives and Records
Service, General Services Administration, and other Federal and private
organizations on records administration matters.
(f) Review the Records Administration Programs established in the vari-
ous Operating Offices.
(g) Promote the Records Administration Program through training and
publicity.
(h) Develop and maintain a system of managing administrative reports.
(i) Conduct research on records techniques and procedures to improve
and promote efficient paperwork management practices.
(2) THE EXECUTIVE DIRECTOR-COMPTROLLER, DEPUTY DIRECTORS,
AND HEADS OF INDEPENDENT OFFICES.* The Executive Director-
Comptroller, Deputy Directors, and Heads of Independent Offices shall:
(a) Establish, direct, and maintain for their respective jurisdictions Rec-
ords Administration Programs consisting of the elements outlined in
subparagraph b above.
(b) Maintain liaison with other offices of the Agency, as required, in the
performance of their records administration responsibilities.
(c) Designate an individual who will be responsible for the development
and administration of the Records Administration Programs under
their respective jurisdictions.
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