QUARTERLY REPORT - OCTOBER - DECEMBER 1969

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R003600140017-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 14, 2016
• Document Release Date: November 20, 2002
• Sequence Number: 17
• Publication Date: February 26, 1970
• Content Type: MF

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26 February 1970
MEMORANDUM FOR: Executive Director-Comptroller
THROUGH : Deputy Director for Support
SUBJECT,. Quarterly Report -- October December 1969
only.
1. This Records Management Board report is for information
2. During the last quarter of 1969 the continuing review and
purge of material from the Agency Archives and Records Center resulted
in the removal of another 3,998 cubic feet. These disposals exceeded
the new accessions for a net gain of 35 cubic feet of storage space.
The Directorate dispositions during this period were as follows:
DCI Area-29 cu. ft.; DDI-1,252; DDP-440; DDS-184; DDS&T-130; and
Records Center-1,963.
3. Since this concentrated purge effort began in July 1968 we
have removed a total. of 27,347 cu. ft. of material from the Records
Center for a net space gain of 4,590 cu. .ft. On 1 January 1970 the
cubic foot volume of records of each type in the Center and the net
volume increase or decrease during the purge was as follows:
Type of Material
On Hand
Chan
es
g
Inactive Office Records
61,275
-5,491
Supplemental Distribution
16,630
-5,131
Agency Archives
12,677
+5,629
Emergency Vital Records
9,201
+ 403
Total --
99,783
-4,590
Z~. During this past quarter there was another significant action
involving Agency Archival records. The NPIC/DDI transferred 3,456
cubic feet of its master negatives, reports, and maps from the Inactive
Office Record collection into the Agency Archives collection. Although
this does not change the net volume on hand at the Center the reclassify-
ing of this material does more accurately reflect the types and volumes
of documents the Agency is storing. This reclassifying distinguishes
between those inactive office records to be held only temporarily and the
volume believed to be in the category of records that must be retained
permanently. The decision to retain all or a portion of this collection
will depend upon professional evaluation to identify that portion which
has true historical significance. At present no manpower is available
to conduct this evaluation.
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5. Noteworthy developments favorably impacting on the records
storage problem include:
a. Members of the Board participated in the Agency-wide
Survey of Microfilm Systems and Equipment conducted
by the Office of Logistics. The Board has been
charged with evaluating the overall findings of that
Survey to recommend further action related to an
Agency Microfilming Program.
b. Meetings with representatives of the Office of Finance,
General Counsel, Counterintelligence, the Records Staff,
and National Archives concerning several thousand cubic
feet of old disbursement slips resulted in a more
precise definition of payroll documentation which will
permit a considerable volume reduction within the
requirements of Public Law and GAO. The Office of
Finance now has a contract employee completing the
disposition review of the records in storage.
c. Two installations of motorized movable shelving were
underway during this quarter and should be in full
operation before the end of March. With these high
density file systems RID increased its storage capacity
60% and the NPIC capacity was increased by 35% while
surrendering, ,000 sq. ft. of file room floor space to
the NPIC Computer Operation. The cost of these different
installations is $93,000 in RID for 13,600 cubic feet
of motorized shelving and in NPIC $177,000 for 20,000
cubic feet. These are the first two motorized movable
shelves in the Federal Government and the largest in
the country. The Director visited both installations
and commented favorably.
d. Non-motorized movable shelving units were installed in
FMSAC, DDS&T. The cost was $2,900 for shelving with a
capacity of 430 cubic feet. This increased their stor-
age capacity and released some 400 sq. ft. of floor
space. Also 16 filing cabinets were returned to Logistics
for reissue. This was the seventh installation of high
density storage equipment during the last two years.
These also served as the proving ground which led to the
above-mentioned major motorized installations.
e. Following a year of research by a team of three from
the CS Records Staff, RID, and Systems Group, the CS
Records Committee of Division and Staff Chiefs,
chaired by Mr. Karamessines, reviewed and approved
the projected use of microfiche for 201 files. Also
a pilot microfiche project was approved
Based upon the findings of these pro-
jects the possible use of microfiche for
will be considered.
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f. In the DDI a duplicate collection of reference
documents on microfilm stored for
emergency use were reviewed and discontinued. The
space involves only one safe, but the maintenance
activity eliminated will save several manhours per
month.
6.r The several major records problems being studied by members
of the Board include:
Federal Microfilming Policies and Procedures.
Agency Microform Plans.
Component Microform Applications.
Use of Federal Records Centers for Intelligence Records.
A Separate Archives Operation.
Training of Agency Records Officers.
Control of Agency Copy Equipment.
Automating of Information to Manage Agency Records.
Creation of Retention Plans for Permanent Records.
Installation of Higher Density File Storage Equipment.
Information Storage and Retrieval Systems.
Review of Agency Vital Records System.
Chairman
CIA Records Management Board
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