RECORDS CLEANOUT CAMPAIGN

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R001000410005-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 16
• Document Creation Date: December 23, 2016
• Document Release Date: May 16, 2014
• Sequence Number: 5
• Publication Date: November 9, 1966
• Content Type: MEMO

rILLEGIB 1
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GENERAL SERVICES ADMINISTRATION I
WASHINGTON, D. C. 20405
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GSA BULLETIN FPMR NO. 13-6
ARCHIVES AND RECORDS
TO : Heads of Federal Agencies
November 9, 1966
SUBJECT: Records cleanout campaign 1
1. Purpose. This bulletin is in furtherance of the President's memo-
randum of September 22,)1966, to the heads of departments and agencies
on the subject of reeprds cleanout campaign actions which can help reduce
expenditures for off* equipment and spade used for records.
2. Background. The President's memorandum directs heads of Federal
agencies to conduct a records cleanout campaign to dispose of unneeded
records, publications, and reference material as well as furniture, equip-
ment, and supplies used in recordkeeping; to destroy records authorized for
disposal; to send records not needed for current use to Federal Records
Centers; to redistribute recordkeeping equipment and supplies to points of
need; and to report results achieved through the Budget Director to the
President. The memorandum also directs the General Services Administration
to work out schedules for individual department and agency programs in
order to assure thorough preparation, orderly disposition of unneeded
records and materials, and minimum interference with public business.
3. Applicability. The provisions of this bulletin are applicable to
departments and agencies of the executive branch in the 50 States and in
the District of Columbia.
4. Records cleanout campaign. Departments and agencies are requested to
schedule and conduct a records cleanout campaign during a specified period
prior to September 1967. In such a campaign, records are to be destroyed
immediately in accordance with records control schedules or general records
schedules as adapted by the agency. Other records not needed in current
operation are to be transferred to Federal Records Centers or to agency
holding areas.
5. Agency responsibility. Each Federal department and agency, except
those which have conducted cleanout campaigns since January 1, 1965, are
requested to schedule and conduct a records cleanout campaign prior to
September 1967. Schedules for individual departments and agency programs
should be worked out with the Office of Federal Records Centers, National
Archives and Records Service, GSA (code 13, extension 35183), as soon as
Attachment
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practicable. Agencies which have completed similar campaigns since
January 1, 1965, should plan to conduct additional campaigns during or
after September 1967.
6. Procedures. Suggestions for conducting a records cleanout campaign
are attached. Assistance in planning and, conducting such campaigns is
available from the General Services Administration,National Archives and
Records Service, or from GSA regional offices. Federal Records Centers
will cooperate with agencies in accessioning records sent to them during
the campaign.
7. Reports. Accomplishments under this project will be reported to the
President through the Budget Director within 30 days of the close of the
agency campaign. Agencies which have completed such campaigns since
January 1, 1965, should report this fact to the Budget Director together
with their plans for campaigns during or after September 1967.
8. Expiration date. This bulletin expires September 30, 1967.
LAWSON B. KNOTT,
Administrator of General Service
C10107610 9
GSA DC 67-8110
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GSA BULLETIN FPMR NO. B-6
ARCHIVES AND RECORDS
ATTACHMENT A
SUGGESTIONS FOR CONDUCTING A
RECORDS CLEANOUT CAMPAIGN
General Services Administration
National Archives and Records Service
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Introduction
On September 22, 1966, the President asked all departments and agencies in the executive branch to conduct
a records cleanout campaign by September 1967 in the interests of economy and efficiency. The following
pages contain suggestions relating to the content, objectives, and operation of such a cleanout campaign,
based on the experience of GSA and other agencies.
Exhibits 1 thru 6 summarize information on records cleanout campaigns conducted by six agencies, including
two at the bureau level, during 1965-1966. /Kits containing more detailed information on these campaigns
may be examined by-agency records liaison officers. To do so, they should call the Operations Division,.
Office of Federal Records Centers, National Archives and Records Service, GSA (Code 13, extension 35185).
What is a Records Cleanout Campaign?
A records cleanout campaign is a concentrated effort over a fixed period of time to transfer from office
space and equipment, or to destroy, records not needed in daily agency business. In such a campaign
records are:
? Destroyed immediately in accordance with authorized records control schedules, or
general records schedules as adapted by the agency,or
? Transferred to Federal Records Centers or to agency holding areas.
Files normally identified by a department or agency as non-record materials should also be included in the
campaign.
Generally, such a campaign has the following elements:
1. Planning
2. Issuing Directives
3. Training
4. Publicizing
5. Destroying and Transferring Records
6. Reporting
1. Planning
Planning for a records cleanout campaign should be based on the assumption that the entire agency will be
involved, including all headquarters and field offices: Unless there are compelling reasons to the con-
trary, no office should be exempt. Records officers, or others respaasible for the campaign, should
therefore be certain that liaison personnel are designated to cover the agency.
These liaison personneL are the direct representatives of the records officer; for the cleanout operation.
If they do not already function as liaison personnel in the agency records disposal program, they may be:
a. Files supervisors, or
b. Administrative officers, or their assistants.
Designated personnel should have at least a rudimentary knowledge of records disposition policies and pro-
cedures. If they do not have that knowledge, they must acquire it in the training programs devised in
connection with the records cleanout.
During the planning stage of the cleanout, at least several meetings should be held with the liaison group
to discuss proposed plans and procedures.
These meetings should accomplish the following:
a. A goal sliould be set.
This goal, which should be expressed as a percentage of agency records to be transferred or destroyed,
should be determined with the following in mind:
The percentage of agency recards in center-type space or storage areas.
The Hoover Commission of 1955 recommended that at least 50% of agency records should
be in records centers or agency holding areas.
The ratio of cubic feet of records to the nuMber of employees.
This is one of several yardsticks for measuring the effectiveness of any records dis-
Posal program. The present Government average of records in office space is just
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under five cubic feet of records for each civilian employee. For most agencies
this figure should be lower.
Exhibit 7 provides Government-wide records holding statistics for fiscal years 1962, 1964, and 1966.
b. The length of the cleanout should be determined:
This will vary with the size of the department or agency. The experience of soMe agencies indicates that
the cleanout probably should not last more than six weeks nor less than two weeks. Larger agencies, or
departments, may find that additional time will be required for an effective cleanout campaign. The exact
schedule, of course, should be Worked out with GSA. ?
c. The dates of the oleanout should be determined.
The cleanout should -be scheduled during a period When it does not conflict with other major agency
activities involving large numbers of administrative personnel. It obviously should not be scheduled
during periods when many employees are likely to be absent.
d. Plan the steps for the cleanout, including those discussed below.
2. Issuing the Directives
The department or agency directive announcing the cleanup campaign should be signed by the head of the
agency or his immediate subordinate, and should be distributed to all concerned. The wording of the
directive may vary, but it should contain at least the following elements:
a. Purpose of the records cleanout Campaign
? President's directive of September 22, 1966
. The cleanout as an aid to good office management and economy
. Relationship to the continuing records disposition program
b. Background
Volume of records in the agency
Volume of records in center-type space
The moratorium on filing cabinets
Results of previous cleanout campaigns, if any
c. Authority
The Federal Records Act of 1950
The Records Disposal Act of 1943
The President's directive
Federal Property Management Regulation 101-11.4
d. Procedures
Assignment of overall responsibility for the cleanout, covering:
Instructions
Training
Reporting
e. Conclusion
. Expression of personal interest and support for the cleanout
The records officer, or the official responsible for the cleanout campaign, should insure that his
liaison personnel in:turn issue supplementary directives to their awn organizations, if needed,
3. Training,
The training program developed in connection with the records cleanout campaign should have two aims:
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, Have agency personnel who will be most heavily involved in the cleanout be
familiar with the basic policies and procedures of records disposition and
transfer.
Discuss and Clarify the techniques to be used in the cleanout.
The training program, which should not take more than one day, can be presented as a records disposal
workshop or as a series of question and answer sessions. In either case, GSA records disposal specialists
may be able to participate, if needed.
Trainees can COMB from one of two levels:
The liaison personnel, who.will in turn train the file clerks and secretaries
having innediate charge of agency files.
The custodians of the files themselves, who will then be expected to apply the
cleanout techniques without further instruction.
The training program should be introduced by a discussion of what the agency has done in the past in
destroying and transferring records, and how the records cleanout relates to the disposal program.
Here is a list of suggested topics to be covered:
a. Disposal'
Agency schedules
General records schedules
GSA Handbook Applying Records Schedules
b. Transfer
File breaks
Eligibility for transfer
GSA Handbook Federal Records Centers
c. Permanent records
d. Non-record material
e. File cabinet moratorium
f. Computing records volume
g. Computing accomplishments
h. Reporting
4. Publicizing the Campaign
The records cleanout campaign should be brought to the attention of all personnel in the agency by a
variety of devices:
,Cartoons: These can graphically illustrate the value of and need for the records cleanout
"campaign. With imagination and ingenuity, they can be the most influential single medium
for publicizing the campaign. Numerous examples are available in the kits on recent
campaigns referred to above.
Bulletins: Periodic bulletins and lobby displays, summarizing in a few words the objec-
tives of the campaign can be valuable. These can emphasize that:
a. Fewer unneeded files mean better administration.
b. Fewer files result in a more attractive office, which is a matter of
personal pride.
c. A good cleanout job can reflect credit on the entire agency.
Agency newspapers: If the agency has a newspaper, or "house organ," the .drive should be prominently
featured in it. The text can be accompanied by pictures showing file cabinets being emptied, or
showing office conditions "before" and "after."
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Press releases: Some larger agencies and departments have announced their campaigns by press releases
issued to the commercial news services and to newspapers. In many cases these releases actually
appeared in newspapers with both local and national distribution.
5. Destroying and Tranaferring Records
Here are questions and answers pertaining to the major aspects of techniques used in the records cleanout.
a. What records may be destroyed?
Files are destroyed during a cleanout under one of the following authorizations:
. Agency records schedules
. General records schedules prepared and issued by GSA, and adapted by the agency
. Agency standards for the destruction of non-record materials
If should be emphasized that records are to be destroyed only if they are eligible under
authorized schedules, and that if there is any doubt the records in question should be
transferred rather than risk illegal disposal.
b. What records should be retained?
Although the cleanout Campaign emphasizes disposal, recognition and attention should be
given to records of permanent value. Agencies for which a records retention plan exists
should insure that no archival records described in it are destroyed. ?They can, of course,
be transferred as part of the cleanout campaign. If a records retention plan does not
exist, records earmarked as "permanent" or "retain" in agency records control schedules
should be transferred.
c. What records should be transferred?
In general, records are eligible for transfer if they are referred to not more than once
a month per file drawer. This should not be an inflexible standard. File custodians
themselves are the best judges of what should be sent to the records center. They should,
however, be asked to justify continued retention in office space and equipment of records
which are over two years old.
d. How should non-record material be managed?
The records cleanout drive should include both record and non-record material. Little
effort should be expended in attempting to distinguish between record and non-record
material. Both normally carry retention periods, both occupy file equipment, and both
should be counted as part of campaign results. Furthermore, the cleanout should include
reference materials in office bookcases and on shelves maintained for local use. Material
in agency libraries, or stocks of publications or similar materials in supply roams, may
be included in the campaign but should not be reported in the campaign results..
e. Haw can file breaks be used in the cleanout?
File breaks, i.e. file cut-offs, can facilitate the transfer of a portion of a large file
which cannot be transferred in its entirety. This technique is used mainly for corres-
pondence or subject files, but it can also be applied to closed case or transaction files.
6. Reporting
Reports of accomplishment should contain at least feur items of information:
Volume of records destroyed.
Volume of records transferred:
Number of file cabinets released for re-use.
Square footage of space recovered, if any:
Reports made in connection with the records cleanout are the following:
a. "Feeder" reports from liaison personnel to the official responsible for the cleanout
campaign. These reports should be uniform in format. An agency-wide form or form
letter should be devised and distributed for the purpose.
The frequency of this report depends on the length of the cleanout campaign. If the
campaign is to cover less than one month, only a final report should be needed.
However, a campaign lasting more than one month should require at least onVi0060674;
report and, of course, a final report.
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b. Summary report from the records officer to senior agency management officials at
the end of the cleanout campaign.
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c. A summary report to the Budget Director, required by the President's memorandum
of September 22, 1966, within 30 days after the cleanout campaign.
Exhibit 8 shows the minimum statistics which an agency should assemble and report to demonstrate the
effectiveness of its campaign.
Other Benefits
Beyond the immediate objectives, a records cleanout may disclose related areas for paperwork improvements.
Potential areas may include:
a. Better controls over records creation, primarily in correspondence, forms, and reports.
b. Improved records maintenance and files classification systems.
c. Improved records schedules, because present schedules are outdated, are too difficult
to apply, or do not cover all the records.
d. Improved utilization of filing equipment.
e. Release of filing equipment for re-use or for declaration as excess.
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EXHIBIT 1
SUMMARY OF RECORDS CLEANOUT CAMPAIGN
Conducted by
NATIONAL AERONAUTICS AND SPACE ADMINISTRATION
July 1-October 30, 1965
Scope. The NASA records cleanout, called "Operation Cleanup," covered the
entire agency. NASA is a major independent agency employing about 36,000
people. Its headquarters are in Washington, and it operates 13 field
installations throughout the country. The NASA records cleanout was part
of a program developed in 1965 to establish an adequate paperwork manage-
ment program in NASA.
Preliminary Steps. The project was preceded by NASA Records Management
Seminars in Washington for representatives of Eastern installations, and
in San Francisco for those on the West Coast. While these seminars, con-
ducted mainly by NABS personnel, covered the whole area of records dispo-
sition and archival management, they were presented as a prelude to the
cleanout campaign. In addition, orientation meetings were held with
division representatives in headquarters.
Planning. Planning for "Operation Cleanup" began in May 1965. Liaison
people were selected, and publicity materials and instructions were
drafted. Dates for the project were set at July 1 to September 30, 1965,
although the drive was later extended through October 1965.
Formal and Informal Directives. "Operation Cleanup" was announced by a.
NASA-wide circular. The campaign at each installation was organized,
and records management officers held orientation meetings with designated
division representatives. Detailed instruction sheets were prepared and
issued to provide guidance. The project was coordinated by the Office of
Administration in headquarters and by Directors of Administration in the
field. "Pep talk" bulletins and reports of progress in the form of bar
charts were issued periodically during "Operation-Cleanup" to those
involved.
Publicity. "Operation Cleanup" was extensively publicized by a series of
bulletins, posters, and cartoons throughout headquarters and the field
installations. The field supplemented these with materials of their own.
Reports. Cumulative reports were required monthly, showing the volume of
records transferred and destroyed, and the filing equipment cleared for reuse.
Accomplishments. A final report was issued to all participants, showing the
following:
Volume Records Destroyed: 38,589 cubic feet
Volume Records Transferred: 5,657 cubic feet
Reduction in Holdings: 19.3%
? , File Cabinets Released: 898
Further details can be obtained by calling Mr. Sidney Musselman of NASA
(Code 13, extension 24930), or the Operations Division, Office of Federal
Records Centers, National Archives and Records Service, GSA (Code 13,
extension 35185).
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EXHIBIT 2
SUMMARY OF RECORDS CLEANOUT CAMPAIGN
Conducted by
TREASURY DEPARTMENT
April 15 - May 30, 1966
Scope. The Treasnry's records cleanout campaign, called "Spring 1966
Cleanout Campaign," covered all organizational elements. The campaign
was conceived and launched as part of a cost reduction program. It
was also a special effort in the disposition of records prior-to the
submission of the biennial report of records holdings to GSA. Emphasis
was placed not only on the destruction or transfer of records, but also
on better utilization of filing equipment. The Treasury Department
employs about 95,000 people.
Preliminary Steps. The project was preceded by a meeting of all bureau
records officers. The group was addressed by Mr. A.E. Weatherbee,
Assistant Secretary of the Treasury for Administration, and Mr. Paul
McDonald, Director, Office of Administrative Services. Various members
of the GSA staff also participated. The discussions concerned the
reasons for the cleanout and the factors involved in operating a
successful one, archival factors, and related matters. Other meetings
were held in the Department on the subject from time to time.
Planning. Planning for the Treasury cleanout campaign began early in
January 1966. The records officers of the divisions and bureaus were
Alerted and were asked to organize internally for the project. Dates
for the project were set at April 15 through May 30, 1966.
Formal and Informal Directives. The "Spring 1966 Cleanout Campaign" was
launched by an Administrative Bulletin to heads of Treasury Bureaus on
February 16, 1966, which was supplemented by instructions internally in
the Bureaus and Offices of the Department. The project was coordinated
by the Office of the Director of Administrative Services in the Office of
the Secretary. During the course of the campaign several progress bulle-
tins were issued.
Publicity. The cleanout campaign was very extensively publicized through-
out the Department. A variety of bulletins, posters, And Other materials
were distributed to employees with pay checks, and by postihg on bulletin
boards.. The final poster, in fact, was a "well done" to all employees. .
Reports. A single report was required from each Bureau and Office, showing
the Volume of records destroyed and transferred.
Accomplishments. The final report of accomplishments, issued to all records
officers, showed:
Volume Destroyed: 51,727 cubic feet
Volume Transferred: 41,553 cubic feet
Reduction in Holdings: 8.5%
Savings through Destruction and Transfer: $333405
Further details can be Obtained by calling Mrs. Dorothy Sparks,:of faysiary
(Code 184, extension 2792), or the Operations Division, Office-Ok.trea6R1
Records Centers, NationaT5c1131111 llyr!) Service, GSA (Code 13,
extension 35185).
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EXHIBIT 3
SUMMARY OF RECORDS CLEANOUT CAMPAIGN
? Conducted by '-
NATIONAL BUREAU OF STANDARDS, DEPARTMENT OF COMMERCE
. March - May, 1965
Scope. The records cleanout of the Bureau of Standards, a major component
of the Department of Commerce, was known as "Operation Cleanout." It
covered elements Of the Bureau in the Washington area, and was spurred by
two factors: the file cabinet moratorium imposed by the White House, and
the move of the Bureau from numerous buildings in Northwest Washington to
new quarters in Gaithersburg, Maryland. The drive covered record as well
as non-record material. The Bureau of Standards employs about 4,000 people.
Preliminary Steps. The drive was part of the overall planning which pre-
ceded the Bureau's move to new quarters. Space assignments were made on
the assumption that centralization of organizational units would result
in a reduction of space needed for files, and that inactive or semi-active
files would be transferred or destroyed prior to the move.
Planning. Planning for "Operation Cleanout" began early in February.
Liaison personnel for the drive were selected, and publicity materials
and suitable instructions were drafted. The month of March 1965 was
designated for the project, although it actually extended well into May
because of the enthusiastic response.
Formal and Informal Directives. "Operation Cleanout" was announced by an
Administrative Bulletin from the Director to all employees, supplemented
by a more detailed instruction to project leaders from the Associate
Director for Administration. The campaign was coordinated by his office.
Publicity. The campaign was publicized extensively by posters, leaflets,
and other media placed on bulletin boards throughout the agency.
Reports. A progress report and a final report were required, showing the
volume of records destroyed, transferred, and the number of file cabinets
released for reuse.
Accomplishments. The final results showed the following:
Volume Destroyed: 8,000 cubic feet
Volume Transferred: 1,800 cubic feet
Reduction in Holdings: 25%
File Cabinets Released: 825
Linear Feet of Shelving Released: 2,550
Further details can be Obtained by calling Mr. Walter Weinstein of the
Bureau of Standards (Code 154, extension 7609), or the Operations Division,
Office of Federal Records Centers, National Archives and Records Service,-GSA
(Code 13, extension 35185).
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EXHIBIT 4
SUMMARY OF RECORDS CLEANOUT CAMPAIGN
-Conducted by :
BUREAU OF THE CENSUS, DEPARTMENT OF COMMERCE
April 4 - 15, 1966
Scope. The "Cleanout Campaign" of the Bureau of the Census was part of a
Department-wide effort." . . . designed to reduce office management costs
and increase operating efficiency by disposing of unnecessary records . .
The campaign covered all elements of the Bureau, including both operation
and field offices.. Its operation offices are in Pittsburgh, Kansas, and
Jeffersonville, Indiana. The Bureau employs about 4,500 people.
Preliminary Steps. The campaign was preceded by a records disposition
course conducted by the National Archives and Records Service during the
week of March 21, 1966.- The course, attended by a files or secretarial
representative from every organization, covered records scheduling, trans-
fer policies and procedures, non-record material,- and application of dis-
posal authorities. Also, meetings were held of supervisory personnel to
discuss the cleanout campaign.
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Planning. Planning for the campaign began early in February 1966.
Liaison people were selected, and publicity materials and instructions
were prepared. Dates for the project were set as April 4 to April 15, 1966,
although the period was extended to April 22 for some of the larger divisions.
Formal and Informal Directives. The cleanout campaign was ,announced in the
Bureau by a circular letter to all divisions and offices. It was- coordi-
nated by the Administrative and Publications Services Division,. and by
designated liaison officers in the field. A report of progress was issued
before the end of the campaign.
Publicity. The cleanup campaign was publicized throughout the Bureau by
posters and articles in the Census Bulletin, the Bureau's "house organ."
Reports. A progress report .as of April 8 and a final report were required,
showing the volume of records transferred to the Centers, the volume ,
destroyed, and the number of file cabinets cleared.
Accomplishments. The final summary report showed the following:
Volume Destroyed: 14,292 cubic feet
Volume Transferred: 2,791 cubic feet
Reduction in Holding's: 16%
File Cabinets Released: 125
Further details can be obtained by calling Mr. Mel Haskell of the Bureau
of the Census .(Code 157; extension.240, or the Operations Division,
Office of Federal Records Centers, National Archives and Records- Service, GSA
(Code 13, extension 35185).:
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EXHIBIT 5
SUMMARY OF RECORDS CLEANOUT CAMPAIGN
Conducted by
DEPARTMENT OF AGRICULTURE
February 1966
Scope. The Agriculture Department records cleanout drive, known as the
"Cleansweep Campaign," covered all organizational units in the Depart-
ment, consisting of headquarters in Washington, and the more than 13,000
field offices throughout the country. The campaign was aimed at four
targets: records, publications, equipment, and supplies. The Depattment.
employs about 130,000 people, including part-time and intermittent
employees.
Preliminary Steps. The campaign was preceded by meetings held with records
liaison officers. Among the matters discussed were the reasons for the
campaign, the proposed methods of organizing it; the length of the project,
and its timing.
Planning. Planning for the "Cleansweep Campaign" began in December'1965.
The liaison officers in each agency and office were alerted, and extensive
publicity and instructional materials were drafted. The project was set
to cover the entire month of February, 1966.
ForMal and Informal Directives. The "Cleansweep Campaign" was announced
by a directive from the Secretary to all employees. The Secretary also sent
a directive to the heads of agencies and addressed them at. a meeting. The
campaign was coordinated by the Office of Plans and Operations, through the
records management offices in each major subdivision of the Department.
Major offices published supplementing directives of their own..
Publicity. A widespread publicity program advertised the project. A press
release announced it to newspapers and other informational media. Eight
different posters, prepared by the Director of Personnel, were used. A kit
was prepared for the use Of each Washington and field location, containing
copies of the eight posters, the Secretary's directive, and a reporting form.
Reports. A report was required by March 23, showing the volume of record
and non-record material transferred and disposed of, and the value of
equipment cleared or declared excess.
Accomplishments. A final report, published as a memorandum from the Secretary,
showed the following results of the campaign:
Volume Destroyed: 79,395 Cubic feet
Volume Transferred: 25,072 cubic feet
Reduction in Holdings; 11%
File Cabinets Released: 13,928
Publications salvaged or returned for re-use; 44,86o cubic feet
Supplies returned for re-use: $24,986-
Further, details can be obtained by calling Mt. Peter Doyle of Agriculture
(Code ill, extension 7231), or the Operations Division, Office of Federal
Records Centers, National Archives and Records Service, GSA (Code 13,
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
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EXHIBIT 6
SUMMARY OF RECORDS CLEANOUT CAMPAIGN
Conducted by
GENERAL SERVICES ADMINISTRATION
June 1965
Scope. The GSA cleanout campaign was called "Operation Cleanout for 1965,"
and covered both the Central Office and the ten regions. The stated
goal was "to clear out the semi-active and inactive records which have be-
come eligible for transfer or disposal since "Operation Cleanout for 1964."
The 1965 cleanout was decided upon largely as a result of the President's
moratorium on file cabinets.
Preliminary Steps. Before detailed planning began, consideration was
given to improving procedures used in the 1964 campaign. Informal discus-
sions were held with records liaison officers alerting them to the possibility
of the cleanout, and urging them to prepare their organizations for the drive.
Planning. Planning for "Operation Cleanout for 1965" began in March, 1965..
Publicity materials, instructions, directives, and other needed documents
were drafted. Also, an "Operation Cleanout" fact sheet was developed for
participants in the project, providing information and suggestions per-
taining to matters such as the measurement of records volume, the-disposal
of non-record materials, and transfer and disposal procedures. The cleanout
was set for the month of June, 1965.
Formal and Informal Directives. The cleanout was announced by memorandum to
all top officials in Central Office and the regions. The project was coordi-
nated by the Records Management Branch, Administrative Services Division,
Central Office. Informational memoranda were devised and issued during the
campaign.
Publicity. As in the 1964 campaign, an extensive series of posters and other
materials was distributed throughout GSA, and posted on bulletin boards.
Regional offices in turn devised local materials of their own to publicize
the project.
Reports. A?single report was required at the end of the cleanout from all
services and staff offices, stating the volume of records destroyed and
transferred, and the amount of filing equipment and office space released for reuse.
Accomplishments. A final report to the Administrator showed the following:
Volume Destroyed: 22,679 cubic feet
Volume Transferred: 24,738 cubic feet
File Cabinets Released: 3,526
Reduction in Holdings: 33%
Further details can be 'obtained by calling Mr. Robert Beets of GSA (code 183,
extension 5132), or Operations Division; Office of Federal Records Centers,
National Archives and Records Service, GSA (de 13, extension 35185).
ft ft re ft as
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410005-2
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410005-2
7xt
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EXHIBIT 7
ALL DEPARTMENTS AND AGENCIES
RECORDS HOLDINGS STATISTICS
(In Cubic Feet)
F.Y. Ending
1962
F.Y. Ending
1964
F.Y. Ending
1966
Department
Office Space
2,840,923
2,850,295
2,861,811
Storage Space
276,673
335,167
382,908
Total
3,117,596
3,185,462
3,244,719
Field
Office Space
10,277,619
10,513,217
10,503,472
Storage Space
1,869,959
1,825,141,8
1,884,645
Agency Records Centers
Total
1,190,042950,226
756,620
13,337,620
13,288,891
13,144,737
Federal Records Centers
7,163,542
7,689,108
8,388,143
National Archives
914,102
899,105
898,895
Total
8,077,644
8,588,213
9,287,038
GRAND TOTAL
24,532,860
25,062,566
25,676,494
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410005-2
Declassified in Part - Sanitized Copy Approved for Release @ 50-Yr 2014/05/16:
CIA-RDP70-00211R001000410005-2
EXHIBIT 8
RECORDS CLEANOUT CAMPAIGN ACCOMPLISHMENTS
(Department or Agency)
(Date Campaign Began) (Date Campaign Ended)
Record Reductions (in cubic feet)
Estimated Volume Volume Estimated
Holdings At Transferred Destroyed Holdings At
Beginning of During During End of
Campaign Campaign Campaign Campaign
Records in
Office Space
Department
Field
Total
Records in
Storage & Holding
Area Space
Department
Field
Total
Records in
Federal Records
Centers
GRAND TOTAL
Office Space
Department
Field
Space Reductions (in square feet)
Storage & Holding Areas
Department
Field
GRAND TOTAL
Equipment Reductions
File.Cabinets (Number) Shelving (Linear Feet)
0.
Signature
Title
0 7 6 1 0 9
Date:
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