DDS BRIEFING ON RECORDS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500050012-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 26
• Document Creation Date: December 16, 2016
• Document Release Date: July 14, 2005
• Sequence Number: 12
• Publication Date: February 14, 1966
• Content Type: BRIEF

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`debt' Ys Erased
With $0.00 Check
..gin. ?~..?, ry
ST. LOUIS, Feb. 1$ (AP)
A St. Louis insurance
agent sent a check for
$0.00 to a San Francisco
automobile insurance com-
pany today to try to stop
a computer from hound-
ing some of his clients.
Jerome V. Toohey said
the insurance company's
computer had been send-
ing ills - for $0.00 to Mr.
and Mrs. John F. 'Gornati,
claiming that is what they
owe to complete a pre-
mium payment.
The Gornatis received a
bill yesterday in a r k e d
fipal notice" and saying
their policy would be ter-
,rdn if they did not
.fiini m ediately. So
1Qo ey sent the check.
14 February 1966
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DDS Briefing on Records Management, 14 February 1966
I am glad to have this opportunity to tell you about the Agency Records
Management Program.
Records have received a lot of attention from top management since
1949 when the Hoover Commission first dealt with this subject. A Second
Hoover Commission in 1955 created even more interest. More receltly,
Congressman Olsen has expressed his concern about the large amount of paperwork
employers are required to complete for the Federal Government. President
Johnson has also indicated his interest. On two occasions he has reminded
the Cabinet of the necessity to eliminate needless paperwork. In February
1965, the President declared a Moratorium on the Purchase of Filing
Equipment.
As one of the top officials in the Agency, you are interested in
effective management. Records Management is you7,,program too and its proper
use will improve efficiency.
14
As a taxpaper, you pay a part of the cost of keeping records. /
The rate of growth for records in the Agency is increasing year by
We have 18 feet of records per employee as contrasted to 2.6
for the rest of the Federal Government and 3. for Industry.
. .. ' f...lLa,,`. fax , . f ~".
These are some. of the reasons you should be interested in your
ILLEGIB
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WHAT IS RECORDS MANAGEMENT?
Records Management is a specialized profession dealing with the
problems and practices of Paperwork. Originally, primary concern was with
Disposition and the arrangement of paper. As a result, a negative and
narrow view predominated. Now we concern ourselves with all eeords of
Paperwork including Punch (Ards, Magnetic Tape and Reproduction 7rocesses.
Records Management is not concerned soley with bits and pieces of
paper--it dells with the entire life cycle from Creation to Creamation.
Records Managemen, is emerging as a recognized profession and there
are now 3 professional Societies: AREA, ARMA, SAA
Industry now depends upon the professional records manager to
solve its paperwork problems. (See article from the Wall Street Journal).
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WHY DO YOU NEED RECORDS MANAGEMENT?
First - It saves Manpower==I estimate more than $7 Million are required
to maintain our records. By clearing out NR:tr~.,.~IA records no longer
Second - To save space--we require over 2-G00 square feet of office space
Third - To Control Growth --We create about Two Hundred Million pieces
of paper per pp--year--equivalent to 12,500 safes. One Agency office created
28,6~s pieces in a year. We also collect a lot of paper--Oix Million
pieces last year.
Fourth - To comply with the Law--The Federal Records Act prescribes
standards to follow.
F 'f, l - To Protect important records. --Those needed to reconstruct
operations after loss from natural disaster or enemy action.
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WHO IS RESPONSIBLE FOR RECORDS MANAGEMENT?
The 81st Congress enacted PL 7511, Federal Records Act.'in 1950.
The Administrator of GSA prescribes regulations and standards
I'
and audits Agency Programs. He operates Federal Records Centers
Heads of each Agency are required by law to establish a program.
Our General Counsel re-quires us to comply with this law.
The Director has responsibility to establish a program. Our
authority is in
This Regulation shows the responsibility of each Deputy Director and
the CIA Records Administration Officer.
The CIA Records Administration Officer issues standards, guides,
gives advice and conducts the Agency Program.
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Lf-
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ELEMENTS INCLUDED IN RECORDS ADMININSTRATION
We are concerned with the managing of records in all phases--
while they are being made; while they are being used and in their final
stages of preservation or destruction. Specifically, these three phases:
CREATION - Forms, Reports and Correspondence
USE - Filing'Systems, Filing Equipment, Filing Supplies, Vital Records
DIS,UOSITION - Records Inventories, Records Control Schedules,
Archives and Records Center Operations
Let's look at each of these elements of records administration and
see how they can help operations.
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This is a continuous Cost Reduction Program. Forms are probably
the most widely used type of records. A lot of them are printed each
year for Agency use. This chart (Handout) shows the number of copies printed,
annually, since 1952. Last year almost 53 million copies were printed.
Our activity in Forms Management is concerned with these things:
1. NEW AND REVISED FORMS -- we review those that are prepared by
Records Officers and sent to us for approval. We prepare specifi-
cations on these and see that they are properly printed and distributed.
We also prepare forms for Agency offices--we design them, prepare printing
specifications and see that they are properly distributed.
2. GOOD DESIGN- One of our primary concerns in Forms Management is
with good design. Good design saves time and permits the form to
be filled in easily, manually or mechanically. (Illustration:
Domestic Travel Order).
3. C RRFr'P SIZE - The correct size is important. The form must fit
standard office machines and filing equipment. (Illustration:
Form 88).
4. QBSOLF ORMS - We are also concerned with eliminating obsolete
forms. Those that have outlived their usefullness. About 2200
of these have been taken out of the supply channels.
5. SURVEYS
a. OCR
1. 36 Forms revised and developed
2. 24 Forms eliminated
3. Procedures changed on logging.
4. Procedures changed on Routing.
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b. MEDICAL
1. 23 new or revised forms completed.
2. 12 forms eliminated
3. Procedures changes eliminating 2,000 file cards, annully.
a
c. ORR
1. Eliminated 100 Bootleg forms and substituted 23 official forms
2. Eliminated 29 Obsolete forms
3. Changed Procedures for Time Clerks
4. Changed Method of Printing
d. OFFICE OF SECURITY
1. Created and Revised - W forms
2. Obsoleted - 15 forms and destroyed 67,000 copies of these
forms.
3. Discontinued the use of 40# paper for forms - substituted
26# or 32# paper which is
~ 4 1" filing space per M.
4. Recommended the purc
5.00 cheaper per M and save)/fa
eliminate each card being hand feted i t pewriter.
5. Combined 61 bootleg forms (used in case processing) into
12 form letters.
6. Eliminated the printing by O/S of their own forms
(official and bootleg forms) by having them sent to
Printing Services Division
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1. Five dispatches were prepared on the flex-
owriter.
2. Each of the five dispatches were prepared in
feminine, masculine or the personal "you" de-
pending on the person it was addressed to.
3. Four of the dispatches were 2 pages in length.
4. Each dispatch consisted of Original and 9
copies (this meant adding 6 letterex sheets to
the Dispatch form)
5. Each dispatch was individually signed by D/OP
or his designee.
6. Usual mechanics of the Dispatch w ` used:
dispatch No., releasing officers signatures,
and etc.
7. Time spent on each dispatch was 35 - 45 minutes.
SAVINGS: Time - 31-41 minutes per form
1. Five preprinted memorandums.
2. All memorandums printed in the personal
form of "you".
3. All five memorandums were re-worked and
re-worded to fit on one page.
4. All five were made up in Original and 3
copies (pre-collated with carbon)
5. Signature (pseudo) of D/OP was preprinted
on Form.
6. Taken out of the realm of the Dispatches,
forms can be sent O/S by merely listing on
the Pouch Manifest.
7. Time spent on each form about 4 minutes to
enter name, a deadline date and log on
Pouch Manifest.
Filing & Paper - 6 sheets of paper on the 1 page Dispatches
16 sheets of paper on the 2 page Dispatches
Routing - for signature of D/OP, and releasing officers on each form
Equipment - Flexowriter, and 15 paper tapes
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Guides and Standards have been developed and issued to Component
---------------
Records Officers. We have also recommended training for them where
appropriate.
FUTURE PROGRAM
1. Eliminate Bootleg Forms - Probably 10-20,000.
2. Control New and Revised
3. Eliminate Obsolete
4+. Surveys and Systems
We spent about $273,000 last year to print forms. This represents
only apparent cost. The real cost is in processing, filing, reference
work and finally, disposal. Industry and Government estimate that the
cost of processing forms is 20 time printing costs. On this basis, our
forms last year cost almost
6 Million. So here is an area where potential
Savings are great. This chart shows annual savings.
Today we have 2,417 officials forms. They are for Agency-wide use
and they concern almost every conceivable function in Headquarters and
throughout the world.
This chart shows the distribution of forms by Component- i.e., the
Office of Primary Interest.
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REPORTS MANAGEMENT
Why should be be concerned with Reports.
1. They create about 12 million pieces of paper per year. These
are Administrative Reports.
2. Reports are costly--we estimate about $30,Million last year for them.
3. Very little has been done in this area.
We made cue surveys in 1956 in DDI and DDS Areas and found that about
60% of all reports were internal--they did not cross major organizational
lines.
These surveys resulted in estimated savings of $25,000.
Computers producet a lot of reports. A Computer can turn out a
100 cu. ft. per day, contrasted an inch a day by typewriter.
Some effort is being made now by OL and Communications to control
reports. OTTR also has done some work. For instance, in October our
Directtr of Training eliminated 3 copies of training reports just by changing
routing.
We have issued Guides and Standards for offices to use in establishing
their own programs. We do not have Staff time available to assist them.
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This is an area to where we have done very little. We are concerned,
however, with standard practices for uniformity in correspondence,
improvement in quality and lower costs.
Some of the results are:
limited use of Form Letters
Wide use of Letterex and verL_exten 've use of a new procedure
using Speedletter.
Speedletter is being used to good advantage by Contacts, OL, FBIS,
Security and NPIC. Her is how it works:: (Describe by reading from
Handout).
In the future, we should continue our efforts to reduce the volume of
Correspondence from the present more than 8 million -pieces a near and
reduce costs from an estimated $3.50 Lerletter. In addition, we should
see what we can do to control the volume of 73,000 sheets of paper per
workday Y Cables.
The Correspondence Handbook should be up-dated.
Probably the advice in this field is to limit the preparation of
copies and delegate authority.
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Correspondence
Need for a standardized_correspondence_handbook_to give ___
wide circulation to accepted principles, practices and procedures.
Introduction of Speed Letter, Self Mailers,, the Memorandum
OF 10 and Form Letters have helped to expedite correspondence in
the Agency. Greater use of form letters is advocated.
Too many copies are being made -- either on the typewriter
or on copying machines. These fill up the pipe lines, increase
costs, are filed when they could be destroyed or eliminated
altogether. A good file copy is sufficient.
A current trend is toward NCR or carbonless forms. While
they am cost more they do make the typist's job easier--no carbons
to insert and destroy.
Combination of the courier receipt and log operations has
expedited handling of mail.
Standardization of envelopes and folders reduced storage
costs, procurement costs and speeds up handling of mail.
A good example bf a combination of these practices is the
Form 1709,~used in 0/Logistics. This is a form letter, on NCR paper,
goes outside the Agency, can be used in a window en lope, and is a
self-mailer. A simple but expeditious contact between Logistics
and a vendor. The Library in OCR also finds wide use for self
mailers.
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 VIRAL RECORDS
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This program is concerned with identifying records essential for
continued operations inthe event of an emergency or for the reconstruction
of our records i~the event they are lost or destroyed through natural sources.
Vital Records Deposit Schedule have been prepared for all offices.
Our Vital Records amounted to 3.3% of total holdings. This compares
favorably with the suggested 2-5% recommended by the NRMC.
In the future, we should be concerned with revision of our schedules
to conform to current conditions. In addition, we should conduct tests to
determine the adaquacy of relocated records.
Consider the possible use of the GSA
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STAT
STAT
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SYSTEMS-EQUIPMENT
In this area of our program we are concerned with the arrangement of
papers to that they can be easily found, the storage of paper in space
saving equipment and the use of the proper kinds of supplies.
I. Uniform Filing System - Subject-Numeric
1. WHAT TECHNIQUES DO WE USE?
a. Office of Training Orientation Program for new agency
Employees.
b. Records Administration Staff conducts File System
Workshop
2. ISSUE GUIDES AND STANDARDS.
a. Handbook for Subject Filing.
b. Guides instructing persons in method of converting from
present system to agency approved Subject-Numeric system.
c. Provide standard labels and guides for use in approved
uniform system.
3. WHAT RESULTS DO WE HAVE?
a. Adoption of system permits for ease in classifying filing,
finding and ultimate disposition of materials.
b. This uniform system permits for rotation of personnel.
c. Effects economies in purchasing filing equipment and supplies.
ter.....-,.e......,... M,,
Folders, guides, labels, etc., have been standardized.
Subject-Numeric throughout the Agency.
4. WHAT DO WE NEED TO DO?
a. Urge all Records Officers in all major components and offices
to install the Subject-Numeric system.
b. Remind the Records Officers of our File System Workshop.
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II. Equipment and Supplies
Standard filing equipment is outlined in this handbook we
issued several years ago. It provides that the following standard
equipment and supplies will be carried in our supply system:
1. SAFES AND CABINETS - six types instead of 17 in 1952.
2. FILE FOLDERS - Nine types instead of 54 in 1952.
All standard equipment can be issued with:the approval of the
component records officers.
All special equipment requires the approval of the Component
Records Officer and the Records Administration Staff.
Here are some of the specialty type items we are concerned with:
1. SHELF FILING - Approximately 85 different installations -
Savings about $410,000
2. MECHANIZED EQUIPMENT - Use of surplus Time Magazine Card-
Veyer Files for Punch Cards.
We obtained 12 for cost of transportation - $1049.
Ca~-~
The market value : $41, 000. Ida