MINUTES DD/S STAFF MEETING 24 SEPTEMBER 1968 - 1005 HOURS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R002100130009-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 12
• Document Creation Date: December 15, 2016
• Document Release Date: August 14, 2002
• Sequence Number: 9
• Publication Date: September 27, 1968
• Content Type: MIN

Approved For Release 2002/0a'UaIC4-BDP84-00780R0029(3009-8
MINUTES
DD/S STAFF MEETING L
24 September 1968 -- 1005 HolYrst
SEP 2 7 1968
2. Briefing on Communications Satellite
OC presented a 30-minute briefing on the prospective
use of satellites an other communications advances possible in the 1970's.
Mr. Richardson joined the meeting at 1020.
3. Records Purge
Mr. Coffey said that we are under an injunction to get on with the
review of records. Each Office should have a specific plan to purge their
records, starting with those records in the Records Center which have no
disposal schedule. We are aware of the fact that many of the Support Services
records consist of financial records for which we are seeking determination
as to the length of time for which they must be retained. Officers conducting
the purge of records must also be conscious of the need to retain historical
documents.
We need new ideas and ways of controlling records--their creation,
storage, and disposal. Mr. Wattles asked if there was any way of challenging
the government policy on retention of hard copies of records; Mr. Coffey
noted that this was certainly a part of the problem.
4. Financial Program Status
Mr. Bannerman said that the support directorate had obligated
16.6% of the fiscal year funds by the end of August. Although this figure is
right on target, each Office must carefully watch its rate of obligations as we
do not yet have final fiscal year fund figures.
5. Annual Awards Ceremony
The DD/S commented that the ceremony went very well and that we
have film of the DCI's talk etc. (This film is being reviewed by the Office of
Approved For Release / C1~tc uf~ rr 4auc99T OR002100130009-8
downgrading and
darlAre firift,n
 Approved For Release 2002/OS BE-TDP84-00780R002100130009-8
Personnel this afternoon). Four hundred eighty-eight support people are due
to receive certificates, and the DD/S has been thinking about a possible Support
Services ceremony in the auditorium. There was general agreement that such
a ceremony would be worthwhile.
6. Security Violations
During the month of August there were three violations --one each
in the Offices of Communications, Personnel and Training. This contrasts
with six during the same month in 1967.
7. Award
Mr. Bannerman noted that is to receive a Government
Paperwork Management Award in the form of a certificate today.
8. Around the Table
a.
Although it is anticipated that the satellite program will result
in future staff cuts, Office of PPB is already asking for the identification of
these positions. Mr. Meloon commented at this point that he would like a
satellite briefing for some of his procurement people etc. Mr. Bannerman
said that he was planning to offer the satellite briefing to the DD/P for possible
presentation at one of Mr. Karamessines' staff meetings.
The DD/P has a career service reassignment questionnaire
which might be of interest, to Support Career Services. Mr. Bannerman
suggested that Mr. Wattles send copies of this questionnaire to each Support
Career Service.
Mr. Foster/ACDA is seeking Agency participation on a committee
to consider classification of technology as it comes down the pike. The Office
of Security and the DD/S&T are involved.
d. Dr. Tietjen:
The Medical Director of the Civil Service Commission, Dr. Melvin
T. Jolit$mvaqcf RrJRDI py FAtP*rFFQR 14-QPT?@WAW 1 PQO%aptember
25X1
SECRET
 CRET
Approved For Release 2002/0 &3EIA-RDP84-00780R002100130009-8
Among other problems, the Commission is concerned with the high percentage
of disability retirement cases throughout the government. =
The OTR Stockholders Report for 1968 is complete, and is so
arranged that components will be able to compare their training performance
with other components.
Has prepared a paper on the salary allotment by check problem.
During the past week he has received ten checks drawn on the
"CIA Bank, Main Branch, Washington, D. C. ", all apparently drawn by the
same crank in the California area..
g. Mr. Meloon:
Although the WMA bus strike is still on, it apparently does not
affect many agency personnel.
Will be submitting an award recommendation of $5, 000 in
connection with modifying
7. Cafeteria
Mr. Bannerman. commented on the necessary increase in cafeteria
prices and efforts to remove signs advocating a boycott of the cafeteria on
25 September. A number of written and oral complaints--ranging from matters
of cafeteria service to cleanliness --have been received. It was also noted
that Government Services, Incorporated has real problems. with rising material
costs, the maintenance of an adequate work force, etc. Mr. Meloon said that
the same complaints had been made at the Department of State and other cafeterias;
one loss figure is an estimated $12, 000 to $15, 000 per year in pilferage and
breakage in the cafeteria.
8. The meeting adjourned at 1110.
25X1
25X1
25X1
Approved For Release 2002/08/28 : (CIA-RD 84-00780R002100130 09-8
SECRET he
a Deputy Director for Support
 Approved For Release 2002/08/28 CIA-RDP84-00780R002100130009-8
Distribution:
Orig - DD/S Subject
1 -VRT
1 - DD/S Chrono
Approved For Release 2002/08/28 : CIA-RDP84-00780R002100130009-8
 Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8
Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8
 Approved For Release 2002/08/28 : CIA-RDP84-00780R002100130009-8
SUGGESTED STAFF MEETING REMARKS:
We have received reports from each of your Offices on your Records
Purge activities. They are being consolidated for our report to the
Records Management Board and Col. White.
Each report showed some action, such as appointment of an officer to
supervise the review, but only 4 office representatives (Security,
Medical and Personnel and SSS) went to the Records Center to look at
the records holdings. Of the 22,000 cu. ft. of Support records in
storage only 128 cu. ft. were destroyed (Office of Training). No one
else reported any disposal. We did not expect very much disposal in
this first month. All of you did detail plans for future action.
Several told of past records disposal activities. For these good in-
tentions and past achievements we are grateful, but please remember I
must have results to report forward.
Too many offices did give the impression their records programs have
had continuing attention over the years and few new gains are possible.
Others indicated they are required by law to hold certain records.
I realize that many offices have good, solid records programs in the
conventional sense and the actions we require are not intended to imply
criticism of any office or any individual records officer. But we have
problems that can't be solved by conventional means. I would like to
Approved For Release 2002/08/28 : CIA-RDP84-00780R002100130009-8
 Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8
have each of you take a personal interest in this program. The objec-
tive is still the same -- to reduce our holdings by 50% and we have
to make a concerted effort to achieve that goal. At the same time we
can't throw things away recklessly. Disposition covers two kinds of
records: Saving the valuable and destroying the obsolete. Reduction
in volume doesn't necessarily mean that documents have to be thrown
away. Much can be gained by removing envelopes and folders, tighter
packing and so on as well as disposing of duplication and papers that
no longer have significance. Some could be converted to a storage
medium that requires less space.
The Director has expressed his interest in this purge as well as in the
Agency's role in history. Col. White was quite specific in his charge
that we will eliminate the unnecessary papers from our storage without
jeopardizing our legal and historical requirements. Furthermore, we-
must look to the future. Storage of hard copy is not the only answer.
We must plan other methods for the storage and retrieval of our infor-
mation and records. Do we convert to microfilm, microfische, computer
tapes, or something else. Each of you will have to make that decision
in your area. But this is the time for that evaluation. You must have
a modern, active records program, in your offices. The Records Staff
is available to guide your efforts.
We must purge our old files. We must study our future records needs.
We must act in every office to improve the controls over our records
creation, file maintenance, and records disposition.
Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8
 Approved For Release 2002/08/28 : CIA-RDP84-00780R002100130009-8
SUGGESTED STAFF METING REMARKS:
We have received reports from each of your Offices on your Records
Purge activities. They are being consolidated for our report to the
Records Management Board and Col. White.
Each report showed some action, such as appointment of an officer to
supervise the review, but only 4 office representatives (Security,
Medical and Personnel and SSS) went to the Records Center to look at
the records holdings. Of the 22,000 cu. ft. of Support records in
storage only 128 cu. ft. were destroyed (Office of Training). No one
else reported any disposal. We did not expect very much disposal in
this first month. All of you did detail plans for future action.
Several told of past records disposal activities. For these good in-
tentions and past achievements we are grateful, but please remember I
must have results to report forward.
Too many offices did give the impression their records programs have
had continuing attention over the years and few new gains are possible.
Others indicated they are required by law to hold certain records.
I realize that many offices have good, solid records programs in the
conventional sense and the actions we require are not intended to imply
criticism of any office or any individual records officer. But we have
problems that can't be solved by conventional means. I would like to
Approved For Release 2002/08/28 : CIA-RDP84-00780R002100130009-8
 Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8
have each of you take a personal interest in this program. The objec-
tive is still the same -- to reduce our holdings by 50% and we have
to make a concerted effort to achieve that goal. At the same time we
can't throw things away recklessly. Disposition covers two kinds of
records: Saving the valuable and destroying the obsolete. Reduction
in volume doesn't necessarily mean that documents have to be thrown
away. Much can be gained by removing envelopes and folders, tighter
packing and so on as well as disposing of duplication and papers that
no longer have significance. Some could be converted to a storage
medium that requires less space.
The Director has expressed his interest in this purge as well as in the
Agency's role in history. Col. White was quite specific in his charge
that we will eliminate the unnecessary papers from our storage without
jeopardizing our legal and historical requirements. Furthermore, we
must look to the future. Storage of hard copy is not the only answer.
We must plan other methods for the storage and retrieval of our infor-
mation and records. Do we convert to microfilm, microfische, computer
tapes, or something else. Each of you will have to make that decision
in your area. But this is the time for that evaluation. You must have
a modern, active records program, in your offices. The Records Staff
is available to guide your efforts.
We must purge our old files. We must study our future records needs.
We must act in every office to improve the controls over our records
creation, file maintenance, and records disposition.
Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8
 Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8
Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8
 Approved For Release 2002/08128 CIA-RDP84-0078OR002100130009-8
HOLDINGS OF INACTIVE. OFFICE RECORDS OF EACH COMPONENT LISTED BY TYPE OF
DT.SPOS:LTION INSTRUCTION
EXPI.,ANATION OF TYPES OF DISPOSITION INSTRUCTIONS
These are records identified as records of enduring
value by existing Records Control Schedules and
will eventually be processed into the Agencys
Archival Records.
These are records that have a definite disposition
Instruction in existing Records Control Schedules
and will be pulled from the shelf and destroyed
when the specified time has elapsed.
The diriposi tlon instructions for these don not
provide for destruction but instead ca.~l_l% for some
future action to be taken prior to destruction.
Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8
 Approved For Release 2002/08/28 CIA-RDP84-0078OR002100130009-8
`N! JE Ti'
ODD
Re
B
a+L
SSS
-
x7,3
19
1?
03
71.
2 ,1;.98
369
C,
OP
1.32
2,195
2
3
{ L
1-52
2
17
2,x;7.0
OC
21.6
395
4
615
OF
CIO
1, 331
1-,21V(
3,833
TCf_i'ALS
2, 321.
1'i~L3 C H,N L~
1.0.5
115.5
Approved For Release 2002/08/28 : CIA-RDP84-0078OR002100130009-8