NPIC SENIOR STAFF CONFERENCE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500050017-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 19
• Document Creation Date: December 16, 2016
• Document Release Date: July 14, 2005
• Sequence Number: 17
• Publication Date: June 11, 1965
• Content Type: REPORT

A
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11 dune 1965
7/C
Al
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Good morning.
I am grateful for thOopportunity to meet and talk with you, the Senior
officials of NPIC .
I want to talk with you about what is probably the most unromantic subject
in the World--Paperwork--Records Management.
The Hoover Commission in 19+9 and again in 1955 dealt with Paperwork
Management at great length--and more recently, President Johnson on several
occasions reminded his Cabinet to eliminate needless paperwork, In addition,
the President has declared a Moratorium on the Purchase of Filing Equipment.
4e I take justifiable pride in the reputation that we, in CIA, have one
of the best Records Management Programs in the Federal Government. This
recognition is attributed primarily to the fact that our program includes all
of the recognized elements of a professional Records Management Program in o -
w intergrated system to cope with all related paperwork problems. As a
result, Records Management has already saved thie-Age=y over 134 Million
Dollars. /
Your organization is relatively new--your Program is changing and expanding--
you, therefore, have not had the opportunity to participate to the extent
that most of the CIA has in the savings realized' y records management.
Now you have this opportunity and you can use Records Management as an
effective tool in administration. It will pay you dividends in the same way
that the rest of the Agency has profited from its use.
A week ago yesterday, at
invitation,
25X1
two members of my staff and I discussed Records Management with a selected
group of about 50 of your employees. I believe they were impressed with the
potential results that can be obtained from a good Records Management Program
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and they want you to feel the same way. So asked me to give 25X1
you, in half an hour this morning the highlights of our hour presentation
last week. This is comparable to the experience of the Mosquito who landed
in a Nudist Camp and said: "There is so much to cover I don't know where to
start".
WHY SHCULD YOU BE INTERESTED IN RECORDS MANAGEMENT
First - because as l o NPIC's top officials you are interested inrthe
effective and efficient operations of the Programs that you have been given
responsibility to manage. Each one of you is responsible for creating,
storing, using and disposing of your records; therefore, you should be
concerned with their proper management. As a tax payer you help pay for the
cost of maintaining these records.
Second - the rate of growth
Another reason why you should be interested in Records Management is
that I understand there may be some expansion of your program. When this
occurs you will need more people and more space. You probably are not
STAT
STAT
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hurting for space now but the plans you are now developing can create a
serious space problem quickly--so now is the time to get your records
program organized and going. If you wait too long you will find that people
and paper cannot occupy the same space. Let's profit by the experience we
had with the CIA Headquarters Building.
Let's spend a few minutes now to see
WHAT IS RECORDS MANAGEMENT
WHY DO WE HAVE RECORDS MANAGEZ'1M
HOW RECORDS MANAGEMENT CAN HELP YOU AND
WHAT YOU NEED TO DO
WHAT IS RECORDS MANAGEMENT
Records Management is a specialized profession which deals with the
problems and practices of Paperwork. Originally, Records Management was
primarily concerned with the disposition phases of records; also it was
concerned with the arrangement of paper. As a result, of these 2 limited
considerations a negative and narrow view of records management predominated.
Now we have a positive viewpoint which includes paperwork, punch cards,
magnetic and paper tapes, and your photographic products.
Records Management is emerging as a recognized profession. There are
now 3 professional societies--AREA--ARMA.--SAA. Both Government and Industry
depend upon the professional records manager to solve their paperwork
problems. (See Article from Wall Street Journal). You have a professional
I o help solve your records management problems.
Basically, Records Management is a Management Improvement Program. Its
objective is economy in office operations. President Johnson has included
Paperwork Management in his Budget message to the Congress.
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Records Management does not deal solely with,,bits and pieces.-it is
concerned with the entire life cycle of records mew from Creation to
Cremation.
WHY DO YOU NEED RECORDS MANAGEMENT?
I believe that Records Management can be a real asset to you in the
day-to-day operation of your organization. Properly used it will do these
things:
Save Manpower--Clearing out records that are no longer needed for
daily use reduces filing and finding time. Therefore, the time of
personnel needed to service an accumulation of paper can be reduced
and used for other purposes. As a result, money can be saved and
used elsewhere. I estimate that more than $' Million are required to
maintain CIA records.
Save Space - CIA records require about 200,000-iquare feet of office
Eliminating unneeded records saves space. You might not need this space
now but you probably will later.
To Control Growth - CIA creates paper at the rate of about 200 million
pieces a year--this is equal to 12,500 safes. We also collect a lot--
over 6 million pieces last year.
To Comply with Law - The Federal Records Act prescribes certain
standards to follow.
To Protect Important Records - This phase of Records Management is concerned
with the identification and dispersal of those records which you would need to
reconstruct your operation in the event that your current papers were destroyed
as a result of natural disaster or from enemy action.
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WHO IS RESPONSIBLE FOR RECORDS MANAGEMENT
The Federal Records Act enacted by the 81st Congress in 1950 gives
responsibility for Government-wide administration to the Administrator of
GSA. The Administrator publishes regulations and standards and audits
Agency Programs. He also operates all Federal Records Centers and the
National Archives.
The Head of each Agency is required by this law to maintain a records
management program in accordance with GSA standards. Our General Counsel
says we must comply with the law too.
Each Deputy Director has been given the responsibility to establish
a program as outlined in our Regulations. I am responsible for Agency-wide
operations of the Program.
In managing records we must be concerned with them in all phases--
While they are bang made; while they are being used; and in their final
stages of destruction or preserva- ion;.,. Spec~jfica?,lly, we are concerned with
them in these 3 phases--Creation--Use=-Disposition.
Let's take a look at each of these elements and see how they are used.
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FORMS MANAGEMENT
Forms are probably the most widely used type of records. A form is
easier to prepare than a letter, a report or any other type of media used
to transfer information. The ease with which a Form can be prepared is the
cause therefore for the creation and distribution of many unnecessary pieces
of paper. Forms, however, can serve as a vehicle in a continuous cost re-
duction program./-Properly managed, forms save money, manpower, and materials.
Our savings have been ov6r $700,000.
Unnecessary supplies and copies of forms create problems of storage,
warehousing and supply. Unnecessary items on a form cause confusion in their
preparation. 1) We are continually trying to eliminate unnecessary forms. Our
efforts have been successful and we have eliminated more than 2,000 official
forms ,Ift .
Good design of forms saves time. Good design permits the forms to be
filled in easily by hand or typewriter (Domestic Travel Order form).
Proper size of the form is important. It must be designed to fit
standardized filing equipment and office machines. (Illustration of O/L
forms). Sometimes the color of a form is most important--not only to catch
the eye but to serve as a routing media . '
Today, we have-2103 official Agency forms.
that we have designed are for Agency-wide use and they concern almost every
..'e. +. o
conceivable function}:;,, These should be considered first before a new one is
prepared.
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An example of an Office not taking our advice.
Two of our most widely used forms were designed to fit a long-carriage
typewriter. WHY? No one considered the size of the form, just the data
that was needed or data they thought they needed. The Forms were printed
(costing well over $10,000) and then a little error was discovered by the
originating office, the forms were too wide to fit in normal typewriter
carriages. So what, you say, "Let them get wide-carriage typewriters."
Just consider the cost to furnish long carriage typewriters AROUND THE WORLD.
The agency, of course, does not stock long carriage typewriters which meant
we would have to go out and buy them and ship them.
Finally, the problem was solved, the forms were re-designed, printed, and
re-distributed around the world. But at what expense? Well, the most
IMMIK obvious one was the destruction of forms costing more than $10,000.
A form was designed and specifications written by FMB, these were both
approved by the originating office. One million continuous forms were
printed and delivery was made to the using office. What happened? They
thought the form was going to be printed on pink paper (of course remember
they approved the specifications which called for white paper) and Pink
paper they wanted. To eliminate reprinting the entire job, arrangements
were made to run the forms on a color-verter and color the front side pink.
Now you say,"the problem was licked" everybody happy. OH NO, the final phase of
processing of this form was to microfilm it and pink paper did not microfilm well.
You know what happened, these forms were also scrapped and re-ordered on white
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An example of an office not knowing the processing of its own form.
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/v r-A, 11 h,
Apeacy forms cause about 43 million cep?es to be created every year.
I The
cost of printing y forms last year was $247,580. These are the apparent
costs. The hidden costs are those concerned with processing, filing, and
later disposition of them. Both Industry and Government use a factor of 20
times printing costs to show the actual cost. Last year the total cost of
printing and processing CIA forms was almost $5 Million. I don't know what
your costs are but they are probably high.
I believe you$ sav came significant,tQo vhe this phase of your
n
program gets under way.
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 REPORTS A rrovEedd'NT r Release 2005/07/25 : CIA-RDP70-00211 R000500050017-2
Reports serve 2 primary objectives--First, they convey information
to management for control purposes. Second, they furnish other offices
information necessary to carry on day-to-day work. The objectives of
Reports Management are to eliminate reports that are no longer needed,
consolidate those which overlap and duplicate one another, and eliminate
the distribution of non-essential copies.
th s should be an' element in ?y _pragM T-just
on't think that
Zt
for the sake o aving it. Repo t a lot of money. I have seen some
reports programs whi re so cumbersome that they actually annoyed everybody
in the or nation. Reports;-haWver, are essential as a management tool and
whew(properly used they are most valuable.
I-s eet? therefore, that6Z prepaz Reports Management Program should
be concerned with analyzing existing reports, ir--need,
determining whether the cost of preparation is justified, seeing if they ar
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pry __ ?+aa ann 'n1 e time oiv and if they are aee.
Reports create a lot of paper,, Last year they created about 12 million
CZA
pieces for W and cost us about 30 Million dollars.
We have not done as mew' in Reports Management as I think we should. I
am convinced, however that we must get busy. The increased use of ADP equipment
and Computers makes it too easy to ask for a report.
know that
can produce about a 100 cu. ft. of paper a day in
contrast to about an inch a day by typewriter.
There are some benefits to be gained--we did a.s Survey several years
ago and came up with a saving of $25,000 for an investment of about $500 in
time.
STAT
STAT
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CORRESPONDENCE
Correspondence is a neglected phase of Records Management. Many out-
going pieces of mail and interoffice memos are hard to understand and require
additional correspondence. Many times letters and memos are too long-resulting
in extra cost. Routine correspondence in many instances is reviewed at too
high a level and an unnecessary paperwork burden is placed on Executives.
In Correspondence Management we are primarily concerned with standard
practices for the preparation of all kinds of correspondence so that we can
get quality work at lower costs.
We have developed an Agency-wide Correspondence Handbook. A revised
copy is being coordinated. Mr. Lundal's secretary is using
this new Handbook as a guide to the manual she is developing for your use. x
One of the best ways to economize in the Correspondence area is to use
Form andOCIMMe--Letters. I don't like form letters any better than anyone else
but the well designed and properly organized form letter is acceptable and it
is used in Industry to a greater extent than in Government. We use a modi-
fication of a form letter, the Speedletter. It really has caught on in the
Agency and is saving a lot of time and money. (Illustrate) C!1..
Limit 'the number of copies that you prepare in letters and memos. Don't
make-an extra one just in case. They are too hard to get rid of. I understand
that one product of our orientation last week is a limitation on the preparation
of copies.
Probably the best idea that I could give you in Correspondence Management
is to delegate authority to the proper level for preparation, review and
signature. This is where much time is wasted and many unnecessary reviews occur.
CoWff ts2A~'9h1'/~5mIRbI ,1 Igb6~5'i'2in CIA at
a cost of about 20 million dollars.
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BECOMS
This Program is concerned with identifying records which are essential
for
gem - ? operations in the event of an emergency or for
J" re-construction in the event that the Headquarters offices ,er eliminated
by enemy attack. A vital records program should not be Just a scheme to select
paper and put it in a deep freeze'-'Just in case." It can be a catalyst to the
development of an entire management information system.
We use Vital Records Deposit Schedules as a primary medium to identify
these papers. A... this point I want to emphasize that papers that we selector-j
are current papers, not historical/ice inactive you have an active Vital
years ago. I believe that some improvement can be made in it. For instanr%P_
~ ~.P (.,.3?3e'~,. .i..,?F~ ~ ./fix " ,