LETTER TO MICHAEL J. KURTZ FROM <SANITIZED> (W/ATTACHMENTS)

• Document Type: FOIA
• Collection: FOIA Collection
• Document Number (FOIA) /ESDN (CREST): 05496204
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 11
• Document Creation Date: December 28, 2022
• Document Release Date: March 30, 2018
• Case Number: F-2017-02159
• Publication Date: June 28, 2006

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tom inimnritnA.L/720310628
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((WAWA, 1LU
Pm.) -71,10c
WashIngton, D. c. 20505
28 June 2006
Dr. Michael J. Kurtz
Assistant Archivist for
Records Services-Washington, D.C.
National Archives and Records Administration
8601 Adelphi Road
College Park, Maryland 20740-6001
Dear Dr. Kurtz:
(U) We have taken the required actions to close six of
the remaining nine recommendations addressed in your.
evaluation, Records Management in the Central Intelligence
Agency. The enclosed progress report (Enclosure A) details
our plans with respect to the following recommendations:
III/1, 111/4, IV/4, 1V/5, VI/3, and VI/5. The remaining three
recommendations (111/8, 111/9, VI/4a) are dependent upon the
Memorandum of Understanding (MOU) Between the CIA and NARA,
which is currently being negotiated. These three
recommendations will be addressed when the MOU is finalized.
(U/rnieloite) Regarding the information requested on the
closed recommendations I/1, II/la, and 11/7, we have enclosed
the Information Management Evaluation Project Report 2004 Survey
Questions (Enclosure B) and the Executive Summary of the 2003
Information Management Evaluation Project Report (Enclosure C).
The full report of the 2003 Evaluation contains highly sensitive
information. As agreed, arrangements have been made to loan a
copy to NARA in care of David Langbart for a period of six
months.
IRMO
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C NFI NTIAL//20310628
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UNbLAOIrlt11
Dr. Michael J. Kurtz
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(U) Please call or me
at your convenience after you have reviewed ,our
progress report.
Sincerel
Chief, Information Management Servi
Enclosures:
A. (U) Progress Report
B. (U) Information Management
Evaluation Project Report 2004
Survey Questions
C. (U) Executive Summary of the
2003 Information Management
Evaluation Project Report
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ENCLOSURE
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Recommendation III/1:
(U) Review full text and skeleton schedules for declassification; provide
full text schedules to NARA even if portions are security classified.
Action Items Identified from Latest Correspondence:
� (U) NARA requests a complete, detailed, unclassified version, covering
both temporary and permanent items.
CIA Response:
(11/71MITIRS-Based upon discussions with the NARA representative, we understand
that NARA plans to proceed with the review of the new Records Control
Schedule (RCS) in sections, beginning with the section on Information
Management (M./
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Recommendation 111/4:
(U) Work with NASA in the development of a revised schedule for DO
operational project files; use this schedule as the basis for written
guidance that is provided to those who review and/or process older
operational files.
Action Items Identified from Latest Correspondence:
� (U) This recommendation cannot be closed until the revised schedule is
signed by the Archivist.
CIA Response:
(U/MERTIreri CIA has agreed with NARA's recommendation and submitted a revised
�PACT schedule, which NARA received on May 1, 2006.
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Recommendation IV/4:
(U) Complete the centralized catalogue project so the agency will have a
comprehensive, agency-wide inventory of electronic records. After the
centralized catalogue is completed, implement measures to keep it current as
additional systems are developed.
Action Items Identified from Latest Correspondence:
(U) Please provide an updated report on the implementation of CATDB in
your next progress report.
CIA Response:
(U/Pre0t37 The Catalog of Databases ("CATDB") is old database technology that
lacked workflow and was developed primarily to support records management,
e.g., the assignment of retention schedules to systems or collections in the
Agency. The Agency Information Technology Offices have mandated a separate
application tracking process and introduced a system to meet the technology
requirements. We have discussed merging the two systems to better meet
Agency requirements and reduce duplication of effort caused by two tracking
systems. We continue to promote use of CATDB as evidenced in our new
Information Management Reference Manual. Updates are still being placed in
CATDB, and systems are being identified in the new system. We will continue
to put new information into CATDB until all is transferred to the new system,
which will cover electronic and non-electronic collections. We will work
closely with NARA to ensure records management needs are met by this new
system.
UNCLASSIFIED/ f r uuu 3
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Recommendation IV/S:
(U) Using the centralized catalogue data as well as pre-existing inventories
and lists, work with NARA to initiate and carry out a project to ensure that
all electronic record systems are eventually covered by NARA-approved
schedules. This effort should begin as soon as possible, using existing
inventory information, and should encompass the review in coordination with
NARA of housekeeping systems to determine which are covered by the GRS and
which are not. Develop schedules for non-GRS-records, beginning with those
that pertain to CIA's core missions and are the most likely to be appraised
as permanent.
Action Items Identified from Latest Correspondence:
� (U) NARA looks to CIA to identify the individual electronic systems
that fall under each series. Once appraisal is begun this
recommendation will be closed.
CIA Response:
(u//tmeer)- CIA provided NARA with an updated RCS intended to address the
disposition of all CIA records regardless of media. As is done today, the
Information Management Officer (IMO) will work with the system
owner/developer to ensure that the records maintained in each system are
identified against an existing authority for disposition. CATDB was but one
system used to record collections or systems newly established in CIA. The
index allowed the offices to ensure records maintained in that system are
scheduled. We continue to use CATDB as well as the Agency's portfolio
management system (of new IT systems under development or operational) to
document the retention of records maintained in those systems. As each
section of CIA's new RCS is approved, we will ensure that CATDB entries align
to the new records disposition authorities; and, to the extent that a new
system maintains records not covered under the authorities, we will submit
SF-115s for the new records series.
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Recommendation VI/3:
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(U) Inventory non-text records and develop schedules for all unscheduled
series as well as specific schedule items for certain major collections now
covered by crenerir authorities identified in this report/
Action Items Identified from February 2005 Correspondence:
CIA Response:
(u//rou
CIA is adding media-specific terms to the RCS as appropriate.
These additional media-specific terms will be reflected in each RCS section
as it is reviewed by NARA, beginning with Information Management. In
conjunction with NARA, CIA will develop a preamble to its new RCS that will
detail the special media requirements.
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Recommendation VI/5:
(D) Develop and implement a plan to preserve non-textual series that must
remain in CIA custody for more than 10 years.
Action Items Identified from February 2005 Correspondence:
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� (11) There are several areas where the ARC is presently not compliant
with the regulations.
CIA Response:
(tJ/iT417610) Per the recommendation, a plan has been developed and implemented
to preserve non-textual series that must remain in CIA custody for more than
10 years.
A
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