PRESENT MEMBERSHIP OF RECORDS MANAGEMENT BOARD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00433A000100080014-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 25
• Document Creation Date: December 12, 2016
• Document Release Date: January 18, 2002
• Sequence Number: 14
• Publication Date: January 1, 1972
• Content Type: LIST

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ARCHIVES
As defined by the Civil Service Commission for the Archivist
of the United States, Archives are "(1) those bodies of non-current
permanently valuable records that form useful evidence of the or-
ganization, functions, policies, decisions, procedures, operations
or other activities of Federal Agencies or very important Federal
Officials, or (2) those records that must, or should, be preserved
for their informational content Archival records document of-
ficial actions and serve as sources for official reference in the
prosecution of the affairs of Government by providing a record of
past actions. The information contained in Archives is essential
to historians, political scientists, economists, sociologists, or
other scholars engaged in study in various aspects of our society."
Professional archival work involves the following broad, but
not mutually exclusive, functions:
(1) Appraisal and disposition
(2) Arrangement and description
(3) Preservation and rehabilitation
(4) Documentary publication, historical editing,
and exhibit of archival materials
(5) Reference service
A sampling of these functions are described below to further
clarify the professional distinctions between Archivists and Records
Management Officers:
(1) Records appraisal and disposition involves the analysis
and evaluation of inactive records to determine their con-
tinuing value and to provide advice or make decisions about
their destruction or permanent retention. Archivists employ
a comprehensive knowledge and understanding of the history,
organization, and operations of the Agency; the legislative
authorities and responsibilities of the Agency as these re-
late to the development and retention of records; the organi-
zational, functional and records relationships of the Agency
to other Agencies and activities in the intelligence community
and federal government at large; and the needs of the scholarly
community.
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(2) Archivists engaged in records arrangement study the
origins, the organizational and functional history and
administrative procedures of the producing units. They.
analyze the records to decide the arrangement that will
best reveal their character and significance; protect
their integrity as historical evidence of organization
and function; and facilitate their location, description,
and use.
(3) Preservation involves safeguarding the archival
material from deterioration or impairment:of their
value through alteration. It considers the condition
of the records; the nature of their evidential or
informational value; the extent of their use; and the
cost of repair and rehabilitation.
(4) Archivists involved in publication work carefully
study the documents to be published to resolve questions
of origin and authenticity. They employ a thorough
knowledge of the substance of the documents and persons,
circumstances, or events to which the documents relate.
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\0\`' inCeleit
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ORANDUM FOR
SUBSECT
Director for Intelli3ence
Cctor for PlanJLrCtor a
fot- Scien,';0 "feennoic:7!
Director for
Archives, History, and Records
1. Con,siderable study and discuslvion ha 5 taken placo of the
Agency Historical Program, and the Recorde iNiLanag ern.lt and
Ar,ehive Proq,rams. This nenaoranl:luin will outline a basic approach
to the interrelation6hip of these three subjects in an effort to invrove
the Age:,iicy's performance in 41 tcaoids.
2. In a.osence, the three 0a..jeett.s.all record our c....N.pc:,!,rienc-6,,
malk.e it available for future ree.121-red. This 17,:e includes file
searches for current operatiotal :flappert, briefing and ,;;raining new
oncL ariswering press or C;-.14-1gr4:43eional, question.s a to the
A.zo.ncy's ole in.0arli,or event;3, etc. The prOblerni to de igri
oytern which will eatifactorlly answer the need.s of the future in
these fields with a raini.,.---aurn e.,....:paridit:are of man hours and funds
at
pre aent. In thes.e day k; of declining personnel ceilingc, we obviou.;1ly
cannot dedicate large a MO Wit 23 of current manpower to making iunr,;-.,e-
dia,,toly available detailed anzwore to all cotxtinzent questIono. On the
other hand? oma records have direct value to future operations and
C.:7;'rtairkly our need to handle press or Congressional q estions warns
of the need to devote an appropriate effort in this direction.
3. In our approach. to this problem in this internally cornpart
merited Agency,. it is essential to decentralize mach of the res2onsibIl-
ity and most of the actual effort. At the' same time., thi
tion needs to be matched by a reporting systena which will indi c.7. te
ths
degree to which minimum standards are met by all unitn, and a 2:r.ieclu-
nisra, by which units can prone- by interchange of experience and by sb.,:37--
ing olutiorw.
4. In our analysis, we must clearly rocognil'4e different kinds o;
records material and the different purpo see we expect them to serve.
Some of our records are important basic reference tools, a. g. Cl
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Some are analyst working fileo of xrioderate1if requirenlent,5?
are formal publications of the Agency enigitributed elsevibtre in the govern-
zrient with G o'orce 2anitization? Some are orationa oorih 1%d -
n-,,,Arrit 6.4 Sorne of our rovicw:: of pat ovont3 aro OG,190,ntially chronicles
the,e event g which have value to now arrivas?omo 1A0
tytical review 8 drawing lessi;mz and conc1u..6ionkl, Our 2,, r.,.; tern ?vad, ro-
fleet thel:4o differences if it iz to do the job 71ded
The folic:PA...in over-all i.,.roaela to this ottuation, ha, o been
velop d for :illy /02r.tentatioy.t th.rouizh the mechanisms i:ndicatej.;
(a)
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(1) The'ft ecords Y.vianagernent .13c,mrd, with repreee..nt7i.-
tion from each nir-d.ctorate,. will report 4..s conclu,oione? recce....n.-
rnendationg, etc, (with any aioete',,,,:~At.$) directly to the Executive
Director. The De:::-,uty Director. for support will re::,:nai,n. a
1, 3 t rativc.11y reeponrible for the over-all Record::F, 1:v.r.anaVfM ent
Program while each Directorate will rerna,in rospon.:Aaito for
-the Recordo Management P:rogram within its own D17,:?ecto:',"
The Chairman of the Record.-; Managenlent ;Board will
1?.
Agency Records Ad.rainif;tration, Officer,' administrativoly r c -
k:T011.5ible to the 1.1)La through the Support Servicka. Stai'f. The
Records lvtanag 0 ment Board will make semi-annual ortr*::,,,-p 9 to
the Executive Director, outlining; the status of the Agency 0
rtecordp. Managernont Program, any problem 8, it to
and i t .9 recorarl:iendations for i,:inprovernent of the pro am
clu.cling reports on :accords :Nlanagement to be vnbroitted by
Directoratea)? : The Elv,:,...cutivo Director will consult with the
Deputy :Director 6 before- implemonting any ouch rocomalen,:::1,.-
lions.
(2) The Azoney Record ninistration Officer \dll ho
/1011, - Voting iney.reo..:11,- of the Agency information Procesoi.e..g
Board, with author'.ty to :.:;abrrxit agenda :items and reeoznre..:,:es.le.-
tilr,?no to the Information Procc.,.. 3 13 as, Board. lie will p.artioular-
ly bring to the atter,tion of the Ir4forraation Procoosing BoaLrd .
those a,speets of the A E thor
(1) 4?(1.?-(?ft\" MIS
1141100, l'OC(11'aS III li(1 (2.)
CouP(niCk'n with Lia AduuiiHSLIIIIOI:III ;11)1)1Y.111g, 1>l'0cA0A111J'es7
and tc,.0111-liques 41c,:?;g114,,41 to mi}?.(..ve. Cho inann;,..:cinclit; or records, py()-
1114)1.4-3 the nuuiItenmmCo and SCA'Ill'ity of records eleN.ene.d aIrprot)rnt.t4 for
1.0.0;ervation, 111141:fa0ili(aio 1114. ;n141 41i8p0:-;;;.1 uth ro,eord;.; ul
Iulmuh)olLly-'11111(); and. (11) complianco 1.);?()-vi;.011;,; cu.r. ti
ilnd 11,0
1,(c) l\r11(,11e1ec the .11011.ti la a 100ai'r;11 a010,1.11111105 that :,;111)-
81:11111:11. 0.C.011(1111108 n. 111(9%.,11,.;,Vd. ellic1cocy bo, caoctod
lie ;.;11;ill provido ,0?; 0.c
1.4TordsI hat; aro iwpcopi.i:41 n t? heivf(w in a vocorck;lillil II (III IiI.i 0(1
and opera led hy It AIi a nba in 0, \Om,
Si no or, ill iiich ;1, colder 1lain11Llned ;;.;id o1lorate4 1 by in boa( i of
iii it il,h ligoncy,
"(I1) ik 11,1' (11i.10:111,I ui I lie 6.vorn1,11(, who IS a tl,hutuizii to oorilrY
to facts on (lie 1.)11;.;is or l'el'or41:?; cii is cw,tt;(1,v, bereby ;clitlitirizo.41 to
cortify In lnuli tin 1.110 1cicum id Ov(Wds I liii haVo been i?;:a.lisforced, by
I iii itlihi prokleoc;?;s01.:.; Ii)
"(i.) T114., lioad 01 (,;(011 1-11?kli such
dii Hgaid01. iho rcmovi.1 01 tm 1 reec,r(hi us lu dun 1(101,erinim
to lie noee,,,,ney niul its wily tutu requiced ly rogulation8 (a the Au liii
Hhall in;i1;ing it, 1;,no?vn 14) all
and oniployco;4 0f thc ap:eney (1) ;hal, it ccoi.41;1 ill I,ho ctp;i4)41y
4.: the 14.,;?,1)0. U 0 Iii hit MO11111041 cNt'PH,Jul ueui.di;uuce
ii 1111/4\ 11utVihutnlU el! ih0 II iy 7, .1 1)..11',,(!d7
Jtily ,1.1)11:i (61) [hat. lb) a nf.i. (:2,) LILO 1)Olat,lt,ii3k;
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?LrUA. LAW 764.j
provided by law for the'unlawf ill removal or destruction of 'records.
"(f) The head of each Federal agency shall notify the Admiuistra-
tor of any actual., impending, or threatened unlawl. al removal, defac-
alteratloii, or destruction of records in the custody of the agency
i
of which lie s the head that shall come to his attention, and. ?with
the ass'uttance of tile A dull iliArtdor sllll.Li illit'iate action, di ronglt the
Attorney G'nerd for the .recovery of records he knows or has reason
to believe have been unlawfully removed ih.o..ta hls agency, or from
any other Federal agency whose records have been transferrect to his
legal custody. , tin.t.
"(g) Nothing in tuts titie shall be. construed as ! ting the author-
ity ot the Comptrol.ler Genera; 0E the United State.3 with respect to
prescribing ac.chunting t.4ystems, i'oviw;? and. pi.ocednres, or
the responsibility of coll'ecting :mkt o.(s.'icers :r:or rouditloii.
of their accounts for settlement by die General A.ccounting &Mew
'SEcl. 507, (a) f.l.'ho.Admillist.ratot?, \viietiever it?.1.)Fio.;;;:,?;:i tu, 11111 (.0 bo
in the public interest, is hereby thorizei 1--
(1) to accopt, for deposit; with the 'Nation:d Art:hives the
United. States the record:i of any .Coderzit i II yor (' 1:1)(t (10ogris.;.4,3
of the United States f,hat, are dotermi nod by tile A rel;] vat to tiny?
hiiitorical or other value to wane it their continued
.12reservatio.n by the 'United State;.!
"(.2) to direct, and eiled;, with t.lu01tpproviit of the
originatjtig agency (or ii. the oNii-t,ellee? of such ageu(y SlId Ihave
bs.on terminated, then with the approval of 'his successor in fid ic-
U ialy), tile transfer of reconts (heposite,d. (or approved Tot:
deposit) with the National Arcl i yes of t;tio, United. States to public
Or educational iustit h1LW1iS or associations : 1'roqpirit?:(7, nit; the
title
si,(.1, records shall remiLi (-I ves(od in. the *(,..i_nited
othonvise Authorized 1wGingrosi.; ; a id
0) to dircot,rna ,,f toriall 'from priviik)
sources authorized to be :received. by the Administrator by the
1.-.1rovIsions of 8illisectic?i (o) o1. this section.
"(b) Tho Adminiso.nwe r,. the custody, use,
and witudvalv,A,1 0 fi's'm.ds id.1,?si.?,.,vd 1.0 hi,?:
,VOL' any recordi-i the, Iwo of which to iliat o(ory Clow;
vold ;Ivo
prov'isions with respeet to the, 01,1;;1HCOm Owl 1050 IIt .,OCli
111111110.111)10 1,0 1,110mail Or. ILO fr010 AVIt;Cli 100 1.01'0).11H
I ralltilOrIV(1. 151' to 0.1111110y0OV, Of tlitit agency shall i,111.11.111.C1' lihi,wi
applit'111.110 I.e Li10 A(11111111-;11.111.)1', 1.1iO A to Hie
of the Goner:II Sorvires A (iniiniF,1?1.:i tion, J'pol,;(fcri /to.-
thrr, That whenever the llead of iii tgenry shill .r..T,0(..,i-fy Nvriting
restrictions iluitniTcar 'he ncce;.;:(r.y iIosirai.)10 in.thepablie
interest, 011 the 1150 or examination a record!... voir.aderod 'for
transror oni.i(ody (o the Auleiiiiai 'ti', the AdniliCwtriti?i.
i411111 impose suell restrialow( on the i'.4.01Th Ml i ii)' lI pi
ha U
not 11.010\T 01! 'SIXl 1.;11(.11 1.0.,;1(.1H.1011:.; (.0.11t.111.11..11(1.
Wilt-
ingot the liettil 0d. agoncy from \vilich 1-110 ui;iivria1 Hinii 1111.1'0 i/lT11
transrerrod (or ir the e5;;(0,,,,,:, ;,?1(.1, ijotii.
ulinatod, thou he 611ali not romovA) OA.. relax 6aell ..re;;trletJon8 w;t,hout
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STATOTHR
STATOTHR
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AGENCY GENERAL COUNSEL OPINION
2 OCTOBER 1950
'COMPLIANCE WITH PROVISIONS OF LAW PERTAINING TO
FEDERAL RECORDS
"I. THE CENTRAL INTELLIGENCE AGENCY MUST COMPLY WITH
THE RECORDS DISPOSAL ACT.
2. IHE CENTRAL ,INTELLIGENCE AGENCY SHOULD COMPLY WITH
PUBLIC LAWS 152 AND 754 WHENEVER POSSIBLE, EVEN
:THOUGH EACH SPECIFICALLY EXEMPTS CIA rpnm
VISIONS.
3.
4.
STATOTHR
STATOTHR
THE CENTRAL INTELLIGENCE AGENCY SHOULD COMPLY WITH
EXECUTIVE ORDER 9784ZWHENEVER POSSIBLE, ALTHOUGH IT
DOES NOT REQUIRE DISCLOSURE OF CONFIDENTIAL INFOR-
MATION WHICH WOULD ENDANGER THE NATIONAL INTEREST OR
LIVES OF INDIVIDUALS. CONSEQUENTLY, NO RELIANCESTATOTHR
UPON PUBLIC LAW 253 SEEMS NECESSARY.
se/W, i.9d/6". provgle4-, "'or
cevei.4 a I u or
dp;p0.1d of
-46e.
?and o/itee
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8 March 1972
NOTES FOR ORAL ADDENDUM TO DISCUSS WITH MR. COLBY ON HIS ARCHIVES PROGRAM
1. I don't think the Deputies will have any big trouble
buying your proposal that the Records Management Board report to
the Executive Director and that they should start working on archives
by assigning this as an part-time job to their directorate senior
RMO's. This represents only a slight change in the present status quo
in what we are now doing in records and archives. As I see it, the
new ingredients are:
A. By having the Records Management Board report
directly to you, you could sandbag the Deputies if the
Board reports inactivity or comes up with proposals that
will require significant action on the part of the
Deputies. That is, give them a year to generate the
archives program under your proposal and let them fall
on their face.
B. The appointment of full-time professional
archivist is a step in the right direction but I think
Professor Erhmann's comments indicate that one man
working for you in this area without command control
under directorate archives will rapidly sink in the
bureaucratic quagmire.
2. I wonder if we can really expect honest, hard hitting
reporting by a Records Management Board to you on delinquencies in
their directorate's records and archives programs if it is going
to result in your issuing directives for corrective action to their
bosses, i.e., the Deputy Directors. This certainly would put the
Board members in an extremely awkward position.
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STATI NTL
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CONFIDENT1A1
MEMORANDUM FOR: Deputy Director for Support
SUBJECT
22 JAN 1977
Records Management; Comments on Issues
Mentioned in Mr. Colby's 14 January
1972 Memorandum to the Director,
Same Subject
1. Mr. Colby's memorandum detailing his approach and pro-
posed action on the Records Management Program covers issues we
have been struggling with for several years. The special IG report
which triggered Mr. Colby's memorandum to the Director is basically
a fair and accurate comment on the current status and recent
history of the Agency's posture on records management activities.
I have some minor misgivings about certain items in the IG summary
and will comment on these in a separate note. Set forth below is
my initial reaction to items mentioned in paragraph 2 of Mr. Colby's
memorandum.
2. Concerning Item 2A. on breathing new life into the
Records Management Board and having it report directly to the
Executive Director; I have no trouble with Mr. Colby's desire to
maintain decentralized administration of our records, this is a
fact of life and we must live with it whether we like it or not.
However, as you and Mr. Wattles know, I have felt for some time now
that the Records Management Board as it is now constituted is simply
not capable of dealing with the basic problems confronting us in
records management. Paragraphs 3 and 4 of my memorandum of 11 June
1970 (attached) detail the deficiencies of the Board (I have been
over this ground orally with you and Mr. Wattles several times).
After coping with this unhappy situation for more than two years, I
have reached the conclusion that we should call a spade a spade and
admit that the Board has served its usefulness and should be down-
graded to a panel or committee simply to keep an institutionalized
channel for the CIA/RMO 1).r. his successor) to meet with
the directorate senior RMO's and report on their activities to me
or to you. We would continue to report significant program activity
(or inactivity) to the Executive Director.
(0 1
P1L
GROUP I j
Extuded from autonlaiR
flawagradtag an
detlassIficatian
LcIM0.1?1111..".????...
Ili NV ?4 6 31 avii
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3. I see no way of breathing new life into the Board unless
we are prepared to make some major changes in its membership and even
then I doubt if it would be any more effective in the records manage-
ment arena than the Information Processing Board has been in managing
the Agency's information processing activities. I am convinced that
Mr. Colby would be horrified at the product and surely mislead if our
current Records Management Board were to report directly to him.
As you may know, I have to personally nurse each Records Management
Board report through a series of drafts and rewrites (in the process
correcting basic misstatements of fact) before their reports make
sense to me, let alone anyone farther removed from the records program
than myself. If the Board is to report directly to Mr. Colby as he
suggests, we would have to upgrade the membership and this then becomes
a problem in every directorate. We would need people at the supergrade
level
as members trom their respective directorates. i am at a loss to
identify an officer, knowledgeable of our records program, and
sufficiently senior in grade to effectively chair this group. Perhaps
you would be willing to commit/ Mr. Wattles to this task and have
Support Services Staff do the leg work. Even a "power-group" as this
would have difficulty generating action on directorate records pro-
grams unless the deputies are prepared to commit/more full-time
personnel to the program.
4. With regard to paragraph 2b of Mr. Colby's memorandum,
he is quite correct in pointing out that CIA records do indeed vary
considerably in nature and sensitivity. Certainly we have, in the
existing records control schedules, the mechanisms by which the
distinctions between records can be drawn, refined and specific
categories of records identified as susceptible to retirement to a
GSA facility. Unfortunately, while this would relieve storage
pressures at our CIA Records Center, we fear that the reference
service which GSA can provide will not prove adequate (in either
timeliness or extent) for CIA requirements. We believe that the
categories of CIA records can be established as Mr. Colby suggests;
we are not at all confident that we can assure satisfactory servicing
of these records or security protection anywhere approaching our
standards once they have been placed in a Federal repository. We
welcome Mr. Colby's support of this concept; we will pursue it
further with vigor.
Hou 1
Untried tom automatic
downgrading and
deciaosil Ina lion
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5. Regarding paragraph 2c of Mr. Colby's memorandum, we
thoroughly endorse the need to establish better relationships
between the archives, historical, and records management programs
and urge that this be extended to the command echelons in each com-
ponent to obtain their support in managing these programs. In a
separate memorandum we are proposing the establishment of a formal
archives program and we have been in regular contact with the Chief,
CIA Historical Staff in the development of this proposal. We believe
we have, in the associated proposed archives regulation
incorporated and facilitate closer association between these
Further, our records management people throughout the Agency
are engaged in writing records retention plans, the purpose of which
is to establish clearly which component is the office-of-record for
specific categories of permanent records thus making it possible to
dispose of duplicate copies held by,or in behalf of, other components.
To insure success of this latter program, the attention and support
of senior management in each component must be secured. The IG
report substantiates this.
programs.
currently
Attachment
Chief Support Services Staff
ONFIDENTIM
EYES ONLY
GROOM I
Excluded from automatic
downgrading and
declassification
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