ARCHIVES, HISTORY, AND RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83-00764R000400030009-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 9
• Document Creation Date: December 15, 2016
• Document Release Date: December 4, 2003
• Sequence Number: 9
• Content Type: MF

Approved For Ree.se 2003/12/09: CIA-RDP83-0076480000300097
MEMORANDUM FOR . Deputy Director for Intelligence
Deputy Director for Plans
Deputy Director for Science & Technology
Deputy Director for Support
SUBJECT Archives, Historym and Records
1. Considerable study and discussion has taken place of the
Agency Historical Program, and the Records Management and
Archives Programs. This memorandum will outline a basic approach
to the interrelationship of these three subjects in-an effort to improve
the Agency's performance in all these fields.
2. In essence, the three subjects all record our experience to
make it available for future use as required. This use includes file
searches for current operational support, briefing and training new
personnel, answering press or Congressional questions as to the
Agency's role in earlier events; etc. The problem is to design a
system which will satisfactorily answer the needs of the future in
these fields with a minimum expenditure of man hours and funds at
present. In these days o~ declining personnel ceilings, we obviously
cannot dedicate large amounts of current manpower to making imme-
diately available detailed answers to all contingent questions. On the
other hand, some records have direct value to future operations and
certainly our need to handle press or' Congressional questions warns us
of the need to devote an appropriate effort in this direction.
3. In our approach to this problem in this internally compart-
mented Agency, it is essential to decentralize much of the responsibil-
ity and most of the actual effort. At the same time, this decentraliza-
tion needs to be matched by a reporting system which will indicate the
degree to which minimum standards are met by all units, and a mecha-
nism by which units can profit by interchange of experience and by shar-
ing solutions.
4. In our analysis, we must clearly recognize different kinds of
records material and the different purposes we expect them to serve.
Some of our records are important basic reference tools, e. g. , CI, files.
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;:~, ~;;i. c), the A,;cncy piartiCjpation in any (,r,(;
anti\'ity. 1i1w'1'C will lie occa;;1Gn;; also when i;cri:,iti'/ity:hill
roc;uirc that any analytical review of an operation 1 e con-
ducted in a most restricted fashion. This will apply to many
Clandestine Services histories. Priority will be given to
establishing the basic Agency history'of the more prominent
operations and activities in which the Agency has been engaged,
c. g. , Cuban Missile Crisis, Bay of Pigs, War in Vietnam,,
War in Laos, Congo Operations, U-2 Operations, etc. , with
particular attention to lessons derived from these experiences
and establishing a convenient method of immediate response
to public or congressional inquiries on these prominent events.
Histories will in the future depend upon the Annual Reports; for
much raw material and identification of key documents through
the Archives Program. The Agency Historian will be an ex-officio
member of the Records Management. Board, will report directly
to the Executive Director, and will work in close coordination
with the Agency Archivist ,end the Agency Records Management
Officer.
6. Interim Period.
In many areas it will be essential to produce one-time reports
to cover the years from 1965 (or the most recent history) to the current
Annual Report. This will be undertaken by each unit identified to submit
future Annual Reports. In those situations in which an over-all Agency
history to be produced will cover the period in question, a separate Annual
Report need not be developed, (e. g. , the War in Laos, the War in Vietnam),
as the necessary chronicle and Archives can be developed at the same time
as the analytical history. In other cases, however, a one-time effort to
catch up to the current annual report system will be necessary and this
\ will be undertaken by the unit in question. This activity will be er-
vised by the Agency Historian and Archivist.
W. E. Colby
Executive Director-Comptroller
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MEMORANDUM FOR: Deputy Director for Plans
SUBJECT Comments on the Executive Director-
Comptroller's Memorandum, undated,
Subject: Archives, History, and
Records
1. The following are the main points in
Mr.Colby's memorandum which affect the CS historical
program, together with comment on each point:
a. Office or organizational histories
are no longer to be the main focus of the
Agency historical program.
Comment: This is in accordance with the views
of the CS Historical Board. The total listing
of published CS'histories shows a preponderance
of non-organizational studies. Area divisions,
however, tend to focus on station histories and
find them most useful. The CS should continue
efforts to complete work under way on OPC, OSO,
and DDP histories. Of the staffs and divisions,
SB, AF, WH, and CCS have published or completed
drafts of their overall histories. Most of .
the major station histories are only partially
written or not started. We would need a judgment
from the CSHB and the DDP as to which, if any,
of the uncompleted staff, division and major
stations histories should be continued in the
program. We continue to believe that, where
divisions, such as AF, WH and FE, are inclined
to continue preparation of station histories
without an additional T/O or budget, they should
be encouraged to do so.
b. Future histories will cover major
Agency activity and analyze the contributions
of various Agency elements to overall Agency
operations. Thus: The Cuban Missile Crisis,
The Bay of Pigs, The Vietnam War, The War in.
Laos, Congo Operations and U-2 Operations.
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25X1 C
Continent : Of the titles cited above, NPIC
has published a paper on the Cuban missile
crisis; WH, 0 and DDS/OL have published
papers on the Bay of Pigs; FE, 0 TSD,
and DDS/OL have published twenty some odd
papers on various aspects of the Vietnam war
)ublished what is
very goo paper on U-2 operations.
More comprehensive Agency papers on these and
other major operational programs might in some
instances be useful but in others would not
appear to be justified.
c. Some histories will involve a single
element of the Agency. Analytical reviews of
highly sensitive operations will be conducted
in a most restricted fashion. This will apply
to many CS histories.
Comment: The DDS is involved in practically
every CS operational program of any size or
significance. Communications, Finance, Logistics,
and Training most frequently provide support.
Histories prepared and controlled by the DDS
often describe CS operations in detail. The
statement that "reviews of highly sensitive
operations will be conducted in a most restrict-
ed fashion:" presumably means that access will
be appropriately controlled, and that the CS
will continue to exercise control over sensitive CS
information.
d. In the future there will be an emphasis
on annual reports to provide chronicles of
Agency activity. The PPB and the deputy directors
will formulate and direct the reporting procedure.
Comment: We see no problem here. It would be
useful, however, to know which units are to be
called on to submit these annual reports, and
what they will cover.
25X1
25X1 C
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e. Catch-up histories will be written
bringing unit chronicles up to the beginning
of the annual reporting system. The Agency
historian and the Agency archivist will super-
vist the filling in of these gaps in unit
historical records.
Comment: Does this mean direct and detailed
involvement of the Chief, CIA Historical Staff
in the management of the CS historical program,
as during the past two years? If so, the in-
cumbent should be carefully chosen and bring to
the position a good understanding of CIA and
CS structures, policies, and problems, in
addition to scholarly qualifications.
f. The histories will serve to provide a
convenient method of immediate response to
public or congressional queries.
Comment: This has always been among the potential
and intended uses of the histories, when such
use is properly cleared and authorized. From
the CS point of view, however, it is secondary
to other intended uses. The CS historical papers
are primarily intended (1) to brief CIA and CS
management and operational personnel; (2) for
use in training CS operations officers; and
(3) for other miscellaneous uses within the CS
and, as appropriate, within the Agency as a
whole. The concept that the papers are primarily
a source of information for answers to public
and congressional queries would severely inhibit
the preparation of CS histories and would result
in the dilution of significant information from
the drafts submitted for publication.
2. There are several other points which will
probably be clarified in due course. Who will determine
the.content and scheduling of the continuing CS historical
program? Who will pass on the acceptability of draft
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histories and other historical papers for inclusion
in the CSHP series? How will access to consolidated
analytical papers be controlled to protect sensitive
CS information? Who will determine what information
is to be released to members of Congress, and to the
press? To what extent will we be able to rehire
annuitants to write histories, etc.?
25X1A9A
Executive Secretary
CS Historical Board
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