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

• Document Type: FOIA
• Collection: FOIA Collection
• Document Number (FOIA) /ESDN (CREST): 05496202
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 32
• Document Creation Date: December 28, 2022
• Document Release Date: March 30, 2018
• Case Number: F-2017-02159
• Publication Date: August 4, 2005

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central Intelligence Agency
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WashingloaRC1M05
4 August 2005
Dr. Michael J. Kurtz
Assistant Archivist for
Records Services - Washington, D.C.
National Archives and Records Administration
8601 Adelphia Road
College Park, Maryland 20740-6001
Dear Dr. Kurtz:
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(U) We have taken the required actions to close out ten more of
the recommendations addressed in your evaluation "Records Management
in the Central Intelligence Agency". The attached progress report
details our actions with respect to the following recommendations:
III/1, 111/4, 111/7, 111/8, 111/9, IV/1, IV/4, 11/5, VI/4a, and VI/4b.
(U//FOUO Please call
at your convenience after you have reviewed our
progress report.
Chief, Information Management Servites
or me
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Recommendation I/I/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 continues to look forward to receiving the results of the
declassification review of the full-text records control schedules.
CIA Response:
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Recommendation 111/4:
(U) Work with NARA 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) Work on the schedule to cover Operational Activity (OPACT) Files
must be completed as a separate project.
CIA Response:
CU//F9W�). Given CIA submitted a revised OPACT schedule, we propose this item
be closed. In addition, we recommend the appropriate people meet to discuss
draft language to narrow the issues and prepare the OPACT matter for an
Executive decision.
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Recommendation III/7:
(U) Continue the project to apply correct schedule items to ARC accessions
improperly retired as permanent; include NARA review as part of the process.
Action Items Identified from Latest Correspondence:
� (U) Before this recommendation can be closed, NARA must conduct a spot-
check of accessions for which the disposition has been changed from
permanent to temporary. Please provide us with a list of 10 or 15 jobs
for which the disposition authority was changed so that we may conduct
this review.
CIA Response:
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Recommendation III/B:
(U) Work with NARA to develop transfer instructions for permanent records
that reduce the age at which CIA records are typically accessioned by NARA
and provide for the transfer of entire series (or chronological segments
thereof). Take into account CIA plans to review files for declassification
electronically.
Action Items Identified from Latest Correspondence:
� (U) In your next report, please provide details on your progress to
identify collections, or segments of collections, that can be
transferred when records are less than 50 years old.
CIA Response:
(U/irtern) We agree to transfer records that have no continuing business value
to the National Archives sooner than 50 years once the CIA and NARA
Memorandum of Understanding has been signed.
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Recommendation 111/9:
(U) Work with NARA to develop a timetable for the transfer of specific files
to the National Archives, with the goal of transferring by the end of 2003
most permanent files cut-off prior to 1961.
Action Items Identified from Latest Correspondence:
� (U) In order to complete action on this recommendation, CIA must
identify those agency records center jobs that contain records pre-
dating 1961 and transfer them to the National Archives.
CIA Response:
(U/ftfleiJA) We agree to transfer Agency records pre-dating 1961 that have no
continuing business value to the National Archives once the CIA and NARA
Memorandum of Understanding has been signed.
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Recommendation tV/1:
(U) Comply with NARA guidance contained in 36 CFR 1234 when electronic
systems are developed, maintained, or upgraded. Of particular importance is
the need to include migration strategies as part of the life cycle planning
for electronic records systems design and implementation.
Action Items Identified from Latest Correspondence:
� (U) In your next report, please report on your review and revision of
other IM Plans. Once this review is completed and any needed revisions
are made, this recommendation can be closed.
CIA Response:
(11//44940) The Agency has agreed to insert NARA's suggested wording:
"Migration of electronic records will be done in accordance with the
principle of separation of content and format, in accordance with the
protection of content, and in accordance with the goal that transfer formats
will comply with NARA guidance in effect at the time" into all future IM
plans prior to electronic system certification. We also agree to notify
system owners of the previously certified systems that their data transfer
format must comply with NARA guidance in effect at the time of transfer.
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Recommendation IV/41
(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:
� Please provide an updated report on the implementation of CATDB in your
next progress report.
CIA Response:
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Recommendation /V/5:
(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 must publish a notice in the Federal Register to any schedules
that designate records as temporary and must allow interested parties
to provide comments. NARA will work with CIA to develop a Federal
Register Notice.
CIA Response:
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Recommendation VI/4a:
(U) Modify schedules to accelerate the transfer of non-textual records to
NARA custody.
Action Items Identified from Latest Correspondence:
� (U) NARA is disappointed to see that the Pile Plan schedule, ostensibly
intended to cover all CIA records, does not include any audio-visual or
cartographic records.
CIA Response:
(U//rnatee-} CIA's Records Control Schedule is intended to cover all records
regardless of media type. Records that have no continuing business value will
be transferred to the National Archives on an accelerated basis once the CIA
and NARA Memorandum of Understanding has been signed.
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Recommendation VI/4b:
(U) Immediately transfer the OSS map collection to NARA.
Action Items Identified from Latest Correspondence:
� (U) We are most interested in completing the transfer to the National
Archives of all records designated as permanent on the OSS schedules.
CIA Response:
(u//resee) We have transferred all OSS maps that we have located to date to
NAPA. Please know that CIA found no OSS maps in CPAS1
/the "Office of Support Services",
and not the pre-Agency Office of Strategic Services (OSS).
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