1961 INVENTORY OF CLANDESTINE SERVICES CLASSIFIED RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000800300048-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 19, 2016
• Document Release Date: May 18, 2006
• Sequence Number: 48
• Publication Date: October 2, 1961
• Content Type: MF

Approved For Release 2006/05/18: CIA-RDP70-00211 R000800300048-7
2 October 1961
RANDUM FOR, Deputy Director Plans
1961 Inventory of Clandestine Services
Classified Records
1. This report is based on a measurement of all of the records
held at headquarters by all components of the Clandestine Services.
The identification and measurement was done by or under the direction
of the various Records Management Officers who followed standard
instructions, a set plan, and a standard format. The approach, there-
fore, was consistent, identification and measurements were reasonably
precise, and the data is sufficiently accurate for all statistical
purposes.
2. Total holdings i n principal categories are shown by the
following table In linear feet by groups of organizational units:
I +.VTTS O P IC i AL
0PERA 1`TIJY-I AL
A.UWIYT LRATT
1 T..9ld '.: *YE0lJ
O AL
C`i FILES
ATIXTITARY 'ICES & MA'3AGERTAL CLA`'~';TF'TED
a tsc. Staffs 20.0
599.3
200.0
), P2.O
1.534.3
Principal Staffs303.0
5099.0
1487.5
705.0
6594.5
Staff Divisions 323.5
329l.P
842.5
767.8
5228.6
area Divisions 2284.7
6619.1
2365.1
2942.1
114211.0
RID 1,019.0
11237.0
528.0
19386.1
TOTAL 695o.2
28.49.
)0'i23-1
4896.9
46936.4
:t,TNCL(DES RID/ARCITTVE:3 RECORDS
3. Further data, comparisons, discussion, and recommendations
relative to general records problems deriving from or depicted by
this inventory are contained in the tabs. The most significant point
which emerges is that, while the Clandestine Services are geared to a
centralized records concept, the official system 5mbraces only 29% of
its documents and 70% of its cards. The virtues of such control as
the official system embodies are indicated by the fact that total
holdings of "official" paper have decreased. On the other band, total
holdings of auxiliary or "unofficial" paper have increased substantially.
This fact argues for control, in some vise, of auxiliary paper and,
since the CS staff elements deal almost exclusively in such paper,
increased attention to basic records management principles by these
elements is strongly indicated. Conversely, it can be stated that RTD
and the Area Divisions are moving Into an era of refinement in techniques,
approaches, and procedures Which will provide for better utilization
and maintenance of official paper.
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 Approved For Release 2006/05/18: CIA-RDP70-00211 R000800300048-7
R. On the score of records disposition, CS headquarters has
held its on, so to speak, in that disposition of records has equalled
receipts during the past four years. Total holdings in 1958 and in
1961 are approximately the same although there are significant varia-
tions in category, type, and location of records. In 1958. 11.3% of
C1 records were at the Records Center. This year, 30.99 are located
there and 69.1% are held in the headquarters buildings. We have moved
15,299 feet of records, or the equivalent of 1,912 four-drawer safes,
out of expensive of. ce space and into cheaper storage.
'a. There are certain other notable characteristics of Cq records,
1961, whic'i stem from an appraisal of the inventory figures by func-
tional type of record. We have over 2 million document control cards
resulting from a plethora of document control systems, and there are
3.b million index cards outside of the RID central index, most of which
lead to operational documents of one kind or another. There are 1#870
feet of personality data (125,000 dossiers) again outside of RID super-
vision and control. The 1,832 feet of chrono files indicates an abiding
lack of faith In the file systems them elves which is farther reflected
in extensive duplication of documents, files, and entire collections
among and between desks, branches, divlsi.ons, staffs, and RID.
6. As a concurrent purpose, this inventory exercise W."8 to accom-
plish the immediate destruction of all the obviously useless accumula-
tions in any and all safes, in part at least, as preparation for the
move to the new building. Debatable materials in the same category
were to be earmarked for later follow up and decision. On the first
count the Divisions were most cooperative. BE turned in 60 safes;
M, 31; ME, 25; FE, 17; and SR and WE, the equivalent of 129 For the
rest, this first-round elimination of the accumulation of years remains
to be done, or convereselyy, we must continue to live with this consider-
abl:residue in the more limited confines of the new space. The neatness
order,, and arrangement of the contents of 0.3 safes in general was not
Impressive. On the physical side, the Pandora's Box effect was all
too prevalent. This alone--the formidable aspect of the contents of
many safs--is an apparent and substantial reason for reluctance to
manage records. ',,Many a clerk loses Interest in records problems when
faces with the records themselves.
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7. The overall perspective of Cs records is one of rampant in-
dividualism tempered by common experience and common problems. The
of:'zclal system is limited in concept and essentially superficial in
its application, leaving many possibilities for the effective use and
iit%lization of oFficial paper untouched. Outside of this system, in the
aux-Ili_ary File area., units and individuals ave obviously proceeded for
-.,,ears according to their on lights In order to Droduce the duplicate.
'i les; numerous, incongruous collections., and the awkward p_ rocediires
with which we now contend. Considering records management, as simple
order and discipline--a place for e-urer-rthing and, everything in its
place---the problem presented by the Clandestine Services has scarcely
been touched. The record, an important toc.l of the profession, is
only somewhat accessible and, in many of its aspects more a hindrance
than a help.
'S. The tabs which follow present the inventory data In various
wavy in an effort to facilitate consideration of the problems which
the statistics pose. Certain general conclusions and recommendations
a II. They are not specific and have not been
.re combined at Tab VI
worked out in detail because this report, after all, represents a
parochial "records" point of view and clearly needs to be considered
in a larger context. 3hould these views be accepted, however, any
particulars required can be readily submitted.
-OD/V`-,Records management Officer
TAM:
T - C9 Records Terminology
TI - Component Totals r Change in Total Troldings, 1960-1961
ITT - CS Records Holdings in Major Categories by Unit
;y - Official C`> Files -- 'Rubject-Project
F Card Indices
- CS R .cords Disposition Activ=ti.es (PY" 195'-FY 1961)
- CS Headquarters Records (Statistics)
V". T- . - Ree?om tlendatiofs
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ORIGINAL DOCUMENT MISSING PAGE(S):
-V vj 274
Approved For Release 2006/05/18: CIA-RDP70-00211 R000800300048-7