AGENCY VITAL RECORDS PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85B01152R000901240030-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 21, 2016
• Document Release Date: June 13, 2008
• Sequence Number: 30
• Publication Date: June 14, 1983
• Content Type: REPORT

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AGENCY VITAL RECORDS PROGRAM
Office of Information Services
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CONFIDENTIAL
Vital records are duplicate copies of operating records that are
stored separately for use in case the original records are damaged or become
inaccessible. These backup records are selected and maintained for two main
reasons:
a. Support of Agency operations, protection of rights,
and satisfaction of obligations during peacetime
disasters;
b. Continuity of intelligence functions during national
emergencies, including emergency relocation.
Vital records also provide for the reconstruction of operating records when
a disaster or emergency has ended.
DCI Area
DDA
DDI
DDO
DDS&T
Office of Data Processing (ODP) computer tapes comprise cubic feet of
the DDA total. Clearly, the extent of vital record holdings varies amon
Agency components, and the trend seems to be toward electronic records. -
The Agency since its inception has maintained a Vital Records Program,
but the adequacy of this program has varied through the years. One reason
for this uneven record is that Agency managers, like those in other
organizations, naturally tend to focus their attention and their resources
on current operating requirements rather than on eventualities that may
never occur.
Another reason is that people do not like to think about the threat of
nuclear war, which in the past has been emphasized as the primary purpose
for maintaining vital records. Moreover, perceptions of nuclear warfare
often tend to produce feelings of futility and hopelessness rather than
thoughts of survival and reconstruction.
For these reasons, it is useful to consider the two main requirements
for vital records in separate but related terms. This approach also is
helpful in that different collections of records are involved. Additional
considerations include storage locations, media and equipment requirements,
and practice exercises to determine their suitability.
As of 31 March 1983, Agency vital record holdings totaled) (cubic 25X1
N-1 '
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VVIII IV!_I11 I IM.
DISASTER SUPPORT RECORDS
If the records in Agency offices are damaged in disasters such as
fires, floods, plumbing breaks, or civil disturbances, or if access to
offices is denied for an extended period, backup records are needed to
sustain the following areas of Agency operation:
a. General management, to carry out assigned missions and
functions;
b. Intelligence collection, analysis, and production;
c. Financial obligations (money owed to and by the
Agency, including payroll);
d. Contractual obligations (services and products owed to
the Agency);
e. Employee entitlements (such as retirement and
insurance benefits, awards due, etc.).
Records from appropriate categories should be selected for each Agency
component. The selection should be complete enough to enable a person
relatively new to a job to carry it out, but must be limited to a number
that is practical to maintain and update on a continuing basis. The types
and number of records vary according to component functions.
NATIONAL EMERGENCY RECORDS
The records selected for use during national emergencies should
emphasize intelligence collection, analysis, command and control. They
should be compact and readily transportable. They also should be easily and
rapidly updatable.l
Not all Agency offices are directly involved in national emergency
functions. Therefore, a separate collection of relocatable vital records
should be set aside only from the holdings of participating components.
STORAGE LOCATIONS
Agency vital records currently are stored in the Vital Records
Depository at the Agency Archives and Records Center. This location is
well-suited to provide disaster support records. It is distant enough to be
isolated from local disasters, 77
se enough for relatively convenient
updating and use of the records
It is not adequate, however, for national emergency records. The
Center is not hardened, and a nuclear attack in the Washington, DC, area
probably would destroy this facility. Therefore, a more remote, hardened
IflN 1. E L
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Building and maintaining a new facility for national emergency vital
records, however, would be an expensive project. The chances of budget
approval might be improved if the facility served multiple functions or
multiple agencies.
Multi-functional use might include providing a backup computer
processing capability for Headquarters. By using computer systems
compatible with those in the Ruffing Center, this national emergency center
could take over computer operations in case of hardware failure at
Headquarters. To the extent this capability also could be used in peacetime
for batch processing of routine jobs over high-capacity communications
lines, some of the cost involved in building a new facility might be offset
by a reduced need for Headquarters space.
Multi-agency use would include sharing the facility (and its cost) with
other Intelligence Community agencies
MEDIA AND EQUIPMENT
Vital records are drawn from operations throughout the Agency that use
information in many different forms, including paper copies, microforms, and
magnetic disks and tapes. In order to make use of non-paper records,
specialized equipment is required and must be included in off-site storage
and relocation plans. Alternatively, non-paper records may be converted to
paper form.
Factors in considering conversion to paper include:
a. Whether further processing is necessary to make use of
the information in the records;
b. Whether non-paper records are required for ease of
update or transport;
c. The cost of conversion versus equipment purchase and
maintenance;
d. The need to provide current software as well as
hardware to process computer records;
e. The availability and reliability of equipment and
power sources under critical or extended emergency
conditions.
At the present time, the Archives and Records Center does not have the
capability to process or retrieve information from the magnetic tapes in the
Vital Records Depository. Thus, although it provides safe storage for vital
computer tapes, the Center cannot provide for their use if access to
Headquarters computers is denied.
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CONflLNLL1L
If a new emergency facility is built and includes computer processing
capability, it could be used for disaster support records as welthe
national emergency records. If a new facility is not provided, however,
uipment installed in order
e
h
q
ave
Archives and Records Center would need to
erations at Headquarters.
o
p
to provide full backup support for computer
There is also a need for the Center to have a separate archival storage
system for electronic records. Currently, one of the most promising
technological developments in this area is the optical storage disc. If
effective, off-the-shelf optical data disc systems become available, they
may also provide a capability to retrieve vital information under disaster
or emergency conditions.
PRACTICE EXERCISES
Vital records cannot serve their intended purpose without established
procedures and trained employees to use them. Currently, the Agency is
deficient in both areas. The only way to test the adequacy of vital records
and of the facility housing them is to use them under simulated emergency
conditions.
The Agency in the past has held practice exercises using its vital
records, but it has not done so for many years. Many private businesses run
regular exercises and find them valuable not only for contingency purposes,
but also because they provide an opportunity for employees and managers from
different offices to better understand each other's roles and methods of
operation.
REVITALIZING VITAL RECORDS
The Office of Information Services (OIS) is responsible for the Agency
vital records program. It carries out this responsibility in conjunction
with Directorate and component Records Management Officers. OIS provides
central guidance and advice, but must rely on component officials to support
vital records activities.
During the past year, the records management officers of most
components have reviewed their vital record holdings to ensure they are
current. The next step is to determine what additional records are required.
Like other Agency records, the Agency's vital record requirements must
be established through development of component vital records schedules and
their approval by the Agency Records Management Officer, OIS. These
schedules identify the records, their form, and their frequency of deposit.
Most of the existing vital records schedules have not been updated recently,
and the schedules overall do not properly reflect current organizational
structure. A necessary first step in revitalizing this program is to
develop new schedules.
CON
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Developing vital record requirements, however, requires extensive
analysis and coordination. Identifying functions that must be sustained
during disaster or emergency conditions and assigning personnel to carry out
and practice these functions is necessarily a management responsibility in
each Directorate. It requires that officers throughout the Agency expend
considerable time and effort that otherwise could be devoted to important
current activities. To be successful, therefore, a vital records program
must have senior management support throughout the Agency.
. In addition, the identification of vital records for national
emergencies must relate directly to the emergency plans of the Agency and
the Intelligence Community. This requires that the emergency plans include
vital record requirements and that the personnel selecting the records be
familiar with the plans.
OIS maintains contact with the National Intelligence Emergency Support
Office (NIESO), Intelligence Community Staff, and intends to establish
liaison with Agency emergency planning officials in the Planning Staff,
Office of the Executive Director. This will enable it to coordinate
Agency-wide requirements for vital records and an alternative storage site
with Agency emergency planning.
OIS need not wait until new emergency plans are developed, however, to
begin improving the Agency's Vital Records Program. Disaster support
requirements can be considered independently from emergency plans, although
work done in each area will contribute to the other. In particular, backup
records supporting Agency rights and obligations (financial, contractual,
and employee) need to be maintained under all circumstances.
To a great extent, Agency rights and obligations are supported by
records of DDA Offices (and the office of Personnel). Therefore, OIS plans
to begin by reviewing vital record requirements with DDA components. This
will include determining the extent to which backup records already are
provided for by the dispersion of copies through Agency component and
contractor files. It will also include updating DDA Vital Records Schedules
and continuing our review of alternatives for handling various forms of
records at the Archives and Records Center. Progress in the latter area
will be supported by work planned in OIS's ADP Records Management Program.
To the extent emergency plans can be determined, national emergency
records may be included as well. Once experience has been gained by
revitalizing DDA vital record holdings, OIS can work with the other
Directorates and the DCI Area on an individual basis to establish an overall
program for the Agency. Even with senior management support and a priority
assigned to the effort, the entire revitalization phase could take up to two
years to complete. Once completed, the program could be maintained on a
current basis through practice exercises and regular updating of vital
records schedules.
D ENT I AL
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