OUTLINE FOR DISCUSSION WITH OFFICIALS OF OCI RELATIVE TO RECORDS DISPOSITION SURVEY - 21 JUNE 1955

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300040001-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: December 16, 2016
• Document Release Date: August 15, 2005
• Sequence Number: 1
• Publication Date: June 21, 1955
• Content Type: STATEMENT

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"CORDS MANAGEMENT DIVASION
OUTLINE FOR DISCUSSION WITH OFFICIALS OF OCI
RELATIVE TO RECORDS DISPOSITION SURVEY - 21 JUNE 1955
1. Acknowledgement of introduction and preliminary statement
with respect to reason for this meeting today - request by
I
DD/I's office - surveys made throughout the DD/I area.
2. What is records management? - It is the efficient maintenance
of current records, the scheduled disposition of those that
can be destroyed, and the controlling of records before
creation. Records management, therefore, is an effective
tool of the Agency's Records Management Program which
attempts to control and improve records from their birth to
retirement. Records management in this Agency includes
forms management, reports management, correspondence manage-
ment, the Vital Materials Program, and the operation of the
Agency Records Center.
Records management came into being as a result of necessity.
The Federal government creates 7,000,000,000 pieces of paper
annually. Paperwork is costing the government more each year -
$4,000,000,000 in fiscal year 1.954 - more than the entire
Federal budget for 1931. The Hoover Commission Report of
1949 highlighted records problems and one of the significant
results was a legal requirement (Public Law 754) which requires
that the head of each agency do something about its records.
4. This Agency must comply with the Federal Records Act of 1950
the sam a a ley other Agency - the General Counsel's opinion
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- previous discussions with
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5. Industry and government have found that a good records
management program pays dividends:
a. Hoover Commission Report - 1955.
b. Standard Oil Company, Ford Motor Company,
Pacific Telephone Company, and Pan American
Air Lines.
6. Progress made in this Agency:
a. Recent response to the Bureau of the Budget
request for compliance with recommendations of
the Hoover Commission Report on Paperwork Manage-
ment.
b. Development of overall program.
c. Provision of special Records Center - 42,000 cu.
ft., approximately half filled with inactive
records which would require about 2,500 safe cabi-
nets costing the Agency over $600,000.
d. Describe Center and services.
e. Compare cost of keeping records in Center versus office.
7. Progress made in DD/I area:
a. Approximately 30,000 cu. ft.
b. About 8,000 pieces of filing equipment valued at
$1,500,000.
c. Records retired to Center to date, approximately
5,000 cu. ft.
d. Permanent records vary from 5% to a high of 55% which
compares favorably with a Government average of 26% and
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&. As indicated earlier the primary purpose of this meeting today
is to determine when to start a records disposition program
for you. The brochure that I have in my hand on Records Dis-
position outlines briefly some of our experiences to date.
I am sure that while you have special problems to deal with
in your program, the benefits that you will derive will be
comparable to those elsewhere in the Agency. We are here to
help you with your problems. Actually, we will be one of
your employees and
who is here with me today,
will' conduct the survey. He will be assisted by
I have all of the clearances that I
think are required for your area. They have completed
similar surveys in OSI, ORR, ONE and 00. Perhaps it would
be a good idea for to describe to you briefly
exactly how he conducts a records inventory.
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