ACTIVITY REPORT - APRIL

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300130011-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 13
• Document Creation Date: December 22, 2016
• Document Release Date: June 5, 2009
• Sequence Number: 11
• Content Type: REPORT

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Activity Report - April
have held several meetings with
members of CRS and Special Register to affect a change in the CRS
Records Control Schedule that will result when approved in the destruction
of 272 cubic feet of tabulating cards.
In addition to this destruction the revision will also change the retention
period of approximately 195 additional cubic feet from Permanent to
Temporary review for further disposition every two years.
are reviewing the files of the CIA
Emergency Planning Officer in an attempt to establish a file system and
develop a Records Control Schedule that will permit the destruction of
non-essential and non-current files, but at the same time allow for the
retention and/or transfer of policy, operational and historical files
of the Emergency Planning Officer that require Permanent retention.
All units of the motorized, Moveable shelving in DDP/RID have been
installed and are working in both the lower and midstack areas. As soon
as the shelves are filled the manufacturer will install the final safety
mechanisms (the belt high bar) on all units. This should be accomplished
this month (april).
There have been many new developments in the Records Management
Program of the Office of Finance that have resulted in a better understanding
of the needs that will provide a more realistic Records Control Schedule
and improved Records Maintenance.
all Finance personnel destined for overseas stations will be briefed
in Paperwork systems and procedures.
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The Office of Finance has begun an extensive Records Purge
of their holdings at the Records Center. When fully operating this
should result in the disposition of a very sizeable reduction. This
activity has already permitted the destruction of approximately 600
cubic feet.
STATI NTL
Statistics have been provided "top management" to reflect what
can be accomplished, through space savings, if we remodel building
and convert present shelving in areas D&C in the Record Center to motorized
moveable shelving. This combination should provide us approximately
40,000 cubic feet of additional storage.
I assisted the Records Officer for NSA in an attempt to resolve
a Records Disposition problem concerning the need for retaining, for
CIA use, a bibliographic file. As these files belong to NSA, and
according to NSA, CIA is the only user, NSA has requested their destruction.
In pursuing this with the interested CIA office (Security) I learned that
they do refer to these files, and as they (CIA) claim other federal agencies
also refer to them we feel it would not be practicable for us to transfer
them into our Records Center.
After many discussions with all concerned it was decided to have
NSA transfer these 800 cubic feet of 3x5 folded records into their Records,
Center for one year. During this one year period a record will be kept of
the number of requests for references made to these files. At the end of
this one year period we will be in a better position to determine a more
adequate disposition.
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Activity Report - 12-16 Jan. 1970
Represented the Records Administration Branch in a meeting called
by the Logistics,
o familiarize representatives
of three moveable shelving companies with our proposal for considering
installation of motorized moveable shelving in the Records Center.
The following were also in attendance:
Each manufacturer's representative was briefed on our needs and
permitted to make necessary measurements.
They were also requested to provide the Logistics
with non-firm cost estimates and shelving arrangement no later
STATINTL
request for a evaluation
STATINTL
of our present Vital Records program.
Contacted several Records Officers to discuss their Vital Records
obtain figures needed to comply with
than 22 January.
On Tuesday 20 January, I took
STATINTL Program.
Audit Staff came over for a briefing on
realizing that they STATINTL
(Audit Staff) does have need for including a copy of each Audit Report
as a Vital Record. Previous to this meeting, Audit Staff had provided
us with a statement that they didn't need a schedule.
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Reviewed and approved several requisitions for specialty filing
equipment.
Worked on preparation of report to Board reflecting activity in
the DDS area. Spent considerable time on phone with records contacts
in acquiring information for this report.
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Activity Report -
STATINTL 12-16 Jan. - Cost figures from ~ - discussed with ~ & Logistics STATINTL
STATINTL Work with on Equipment Requisition & Index
Review 0/C Schedule
STATINTL Calls to =Engineer on Figures
Discuss CRS Vital Records with E STATINTL
STAT Saw 1on 0/P Shelving
STATINTL Got regarding NSA/VR lecture in April
Cal egar ing 0/C schedule - Review done
Prepared Vital Record statistics for report
Inspected DDP Motor Shelf installations and photos
Lower operating next week upper height cut down no delay.
Remington Rand price of $2,492 for DCI shelving.
Looking for takers for old shelving from RID, Psd & CI interesting.
GSA disapproved floor load for 0/P to use RID shelf.
16-20 Jan.- 0/Personnel agrees on Fullspace Unit 2400.
0/Finance screens 370 ft. destroys 358.
CTAT Meet wit as DDS/RMO
RTATINTL ETA
STAT Microfilm VR Problems says use an== STATINTL'T
STATINTL DDP/ Sys asks-` or ault - Viewed area
Saw on Equipment
STAT Saw re Vault area in DDS&T
RID instillation of Estey Equipment continues lower level done.
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OLUIIL I
Revisions to the disposition instructions contained in Vital Records
Deposit Schedules for the Office of Finance have been received, reviewed,
and approved. These' revisions will permit employees at the repository to
destroy all revised deposits upon receipt of more current material, thereby
eliminating the need for repository personnel to process these obsoleted
records for return to Headquarters for destruction.
In addition to the above, there were changes made in the Vital Records
Deposit Schedules in DDP/OPSER/RID and the Cable Secretariat. At the request
of the Office of Training, NSA
of this staff presented a session on
Vital Records as part of a two-weeks training period for Records personnel at
the National Security Agency. This training period covered most phases of
Records Management and members of the National Archives, Records and Services
Division presented the other aspects of Records Management.
At the request of the Deputy Chief, SSS, I prepared, through the coopera-
a report on Vital Records
Activity of the Agency as of January 1970. This report showed that although
there has not been any recent updating of the Agency's Emergency Planning, the
Vital Records Program has continued to be very active. We are quite confident
that we are protecting all records that we must protect to comply with the
requirement that we protect the rights of individuals and the Government.
SECRET
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SECRET
In compliance with) this office received, evaluated, and
rendered the following decisions regarding requests for the establishment of
secure areas:
O/PPB - Approved request that will, if accepted by the
Office of Logistics and Security, result in an
equipment cost avoidance of $9,81+ and permit a
reduction of 48 square feet of floor space.
DDS&T/OEL - As the primary purpose of this request was to
provide better personnel control of an office
area, we indicated that our review established
that Records Management involvements were minimal
and certainly not a factor for consideration.
We forwarded this request to Security for their
review.
DDS/Security- Evaluation of a request to secure a mail distribu-
tion point in Office of Security resulted in our
approval. This permitted an equipment exchange
(non-secure for safe type) that amounted to a
savingrof $4,910 and reduced floor space require-
ments 50 square feet.
DDP/Systems - We approved this request on the facts that conver-
Group
sion to a secure area will permit the substitution
of shelving for safes resulting in a return to
stock of safes valued at $6,400 and a cost avoidance
of $3,500 resulting from the cancellation of a
SECRET
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aLUf1 I
requisition for additional safes. If this requisi-
tion is approved by Security and Logistics, the
files will be put on shelving that is now considered
surplus to our needs and which came out of RID when
they converted to motorized moveable shelving. There
will also be a gain of over 62 square feet in floor
space realized through the equipment exchange.
DDS&T/OSP - As there were no Records Management implications in
this request, we stated same and sent the request to
Security and Logistics for their evaluation.
In addition to the above requests we have reviewed,without a formal
written request, secure areas being considered by NIPE and DDS&T/OCS. The
NIPE request involves an area already secured, but which will become available
only if and when the O/PPB request is approved.
It is to be remembered that our responsibility and authority is limited
to an evaluation of the Records Management aspects of each request.
2
SrpnirT
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25X1
L3A I
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Because of inconveniences caused by motor burnouts, malfunctioning
safety mechanisms, defective starter buttons, and other mechanical
difficulties occurring in our two present installations (NPIC and RID)
Make every precaution
to assure that the research and testing be accomplished in the respective
company plants.
Office of General Counsel, requested that we review
his present library in an attempt to provide additional file space for
his library book collection. I took
to the Depart-
ment of Transportation and to the District Legal Aid Society to see
installations of Conserv-A-Stack, a special type shelving designed for
book storage which provides maximum file space while at the same time
requires less aisle space. I provided them with a space layout using
both Conserv-A-Stack and Fullspace filing equipment. I am now awaiting
decision.
I have attended several meetings with
O/L-Building 25X1
Planning Staff in regard. to the possible use of filing cabinets, wardrobe
cabinets, over-files, etc. as substitutes for walls in the proposed new
building at Headquarters. I was not called in on this until after
had met with the company requesting that they develop a
prototype of a modified "Side File" that will be equipped. with a combination
lock and. which will meet security standards as established by our Security
Office.
I did attend, one meeting that_7 held. with and.
I have reservations and
considerable doubt as to the validity of the
floor space savings as outlined. by the engineers. I will have a better
opportunity to evaluate its effectiveness when the prototype is unveiled,
in the next few weeks. I also attended a meeting with
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offered. my services and. at the same time informed. him
that we certainly would. appreciate being kept advised. on the progress of
this xapux project.
I mentioned. to that as long as the OBGI map collection
is scheduled. to go into this new building kkak I'd. like to discuss the
possible use of moveable shelving for these maps. There is a tremendous
loss of space in the present row's of these 5-drawer map cabinets and the
aisles necessary to permit access.
Periodically since 1963 we have been trying to effect a change in the
filing equipment (Profile) being used in the main file room of the Office
of Personnel. We thought that a few years ago we had. sold them because
they had no room for expansion, but they moved. the applicant files to Magazine
Building and that took the pressure off.
The file room is so crowded, that they can't place work stations in
the area thereby causing wasted. motion of file searchers located in another
room going to and. from the files.
We have submitted, floor plans that, combined with the use of shelf
filing, either
conventional or Conserv-A-File V, will provide anywhere
from 13% to 39% more file space and. at the same time permit the establishment
approached
recently 25X1
with us next week.
To relieve a space problem in the Office of Personnel/Statistical
REports Branch we installed a module of Fullspace moveable shelving.
Prior to installing this
of cabinets, safes, etc.
The,.1l:installation o~
had machine listings piled on top
Motorized Moveable shelving in DDP/RID
has been completed. Although we are certain that this installation will
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be very successful, we did experience many inconveniences possibly
due to the fact that this was their first installation. Most of the "bugs" have
been worked out, and RID is now in a position to see the many advantages that
this system can provide. As was stated previously this type of moveable
shelving provides 58% additional file space.
With the completion of the motorized shelving in RID the module of
manula Fullspace shelving has become surplus to their needs. In no
time at all we found an office that can very effectively use the Fullspace.
CI Staff is awaiting the performance of a floor load survey by GSA. We
In addition to the Fullspace unit, RID turned in to stock for reuse 384
sections of Remington Rand shelving. Ten (10) sections
were given to CI Staff and one (1) section to Personnel. The 11 sections now
in use reflects a cost avoidance of approximately $1,150. The remaining
384 sections iri
should take care of us for sometime to come.
I assisted F Executive Registry and DCI Admin. in the 25X1
procurement of sliding doer shelving for their files. These Harbor/Mosler
units replaced the Tab files that they previously used. We also procured
a Supreme Steel Roll-out unit for his control cards. I doubt if we'll
find a taker for the tab file that are now surplus and in
but we'll try. I have found a taker for 100 of the tab file boxes that
Dave turned in. The Office of Training can use these.
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