QUARTERLY REPORT FOR THE RECORDS ADMINISTRATION STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500100012-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 5
• Document Creation Date: December 19, 2016
• Document Release Date: September 27, 2005
• Sequence Number: 12
• Publication Date: September 30, 1965
• Content Type: REPORT

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(JARTERLY REPORT FOR TES RECORDS ADMINISTRATION STAFF
1 July - 30 September 1965
1. Completed 55 new and 69 revised forms, eliminated 5 unofficial
forms, which were responsible for the creation of 39,650 pieces of
paper.
2. Here are some of the most significant Forms Management projects
completed during this quarter:
a. Saved $95 by using three Department of Army forms in lieu of
having new agency forms developed.
b. Developed a new form to be used by OBPAM in connection with
the agency cost-reduction program.
c. Saved $432 by combining four forms into one for use by the
cartographic division of ORR.
d. Saved $3500 by realigning the format for the contact services
information report to make it conform to the DDP information report.
This saving pertains primarily to the printing of these two informa-
tion reports.
e. DesJxed a four-part form for the Office of Security which
eliminates the individual typing of four separate memorandums.
Savings from this new form will be reported after it has been in
use.
f. Converted two unofficial forms to official forms for the Office
of Training.
g. Arranged for a commercial printer to replace 75,000 sets of
faulty forms at no cost to the agency.
h. Approved the proofs and the materials samples on 19 forms to
be printed by commercial printers or the government Printing Office.
II. RECORDS DISPOSITION
1. Reviewed and approved the following records controls schedules:
a. Office of Communications - four new schedules for three staffs
and one branch.
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b. RID/DDP - revised two items; reduced the retention period on
one item from 60 to 20 years.
c. Office of Finance - new schedule for one branch.
d. Office of Personnel - revised schedule for qualifications and
analysis branch.
e. OTR - revised one item to permit the transfer of student records
to the records center.
f. Collaborated with OCI in a complete revision of their schedule.
g. Reviewed a proposed schedule for Physical Security Division and
returned It to them for changes in disposition instructions; their
proposed dates of disposition were too conservative.
h. Worked with Contact Office in developing an
inventory and a new records control schedule.
i. 0SI - reviewed an entirely new schedule which provided for changes
in 13 items. Five of these provide for disposition of records one
year earlier than previously, and three items eliminated the transfer
of records to the Records Center and provide for their disposition
in headquarters.
J. Reviewed a proposed schedule for the executive staff of the
Office of Security and returned it to them for changes in disposition
instructions. Their suggested dates of destruction were too long
in most instances.
k. Office of Logistics/Logistics Service Division - revision of their
entire schedule.
1. ERR - schedule revised to show the transfer of 18,060 cubic feet
of records to OBI to conform to the transfer of functions from 0RR
to them.
2. and I discussed the status of actions pending on GAO
clearance of unaudited financial records with 25X1
of the Office of General Counila. It appears that an impass had been
reached in the informal negotiations between the GAO and CIA for the
orderly disposition of our finan ia1 records. These representatives of
the Office of the General Councq"believe that the audit and clearance
system used by the Department of the Army should be studied for possible
application to our problem. Copies of the regulations of the Department
of the Army have been obtained and we will now proceed to develop a
suggested program to solve the problem of the proper preservation and
disposition of agency financial records.
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3. Efforts are being made to eliminate approximately 200 cubic feet of
men randuwcopies of CBS payrolls now in our Records Center. According
to general schedules, the original payroll records have to be retained
for 67 years. We have only recently ben abb. ,to determine that the
original copies of 05S records were in Records Center under GAO
control. We are trying now to match_ mpl+a of the payrolls in our
Records Center with those from the`Records Center in St. Louis.
If this can be done, we can eliminate about 200 cubic feet now in our
center.
1+. I Icoordinated the disposal of certain COS records held
by the a.ion Archives with the Executive Officer of SSU.
5. I I coordinated a request for agency concurrence in the
restitution of captured German records held by the National Archives.
No official objection was raised, and we concurred in the return of
these records to Germany.
III. NPIC RECORDS MANAGEMENT PROGRAM
1. We were requested to assist in the completion of records control
schedules. NPIC expects to expand substantially, and they were criticised
by an inspection report on the lack of a complete records management program.
As a result, there is considerable emphasis now on completing records
inventory and schedules by December 1965. Dave assiped to
assist their records officer.
of this staff presented three filing workshops.
3. worked with the development of a new
correspondence handbook for NP C .
IV. FILING SYSTEM, EQUIPMENT, AND SUPPLIES
1. The Office of Logistics has advised us that last fiscal year there
were 301 four-drawer safes turned in by agency offices for reissue. This
is the first time that the Office of Logistics has received more safes
from agency offices than they issued to them. This condition results
substantially from the conversion of conventional filing equipment and
methods to shelf filing. In addition, increased records disposition
accounts for a substantial portion of it.
2. We concurred in an action by the Office of Logistics to declare 100
four-drawer safe cabinets surplus to the needs of the agency. These safes
were valued at $L9,000 by the Office of Logistics. Hovever, their replace-
ment on today's market would require the expenditure of approximately
*54..000. We are developing data on the experience of the agency in
potential need for filing equipment and hope that we can suggest to
Logistics a reduction in their present stock level of 250 four-drawer
safes.
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3. Approved a requisition for a two-drawer specialI nd-A-Flex file
cabinet for &mestic Contact Services.
4. Approved requisitions for an addition to existing shelf-file
installations for FBIS and FE/DDP.
5. worked With OCR, in developing special
plans for the relocation of files in headquarters building for the
giogs hic $egister and SR/OCR.
V. VITAL RECORDS
1. Presented tqo vital records workshops to the GSA sponsored Records
Management seminars at the National Archives.
2. Approved vital records deposit schedules for:
a. Office of Personnel/POD
b. 0RR - revision of entire schedule
c. Office of Communications - telecommunications staff
d. DD681J.' - special intelligence staff
VI. RECORD. MANAG T SURVEY, 0C8
completed two object-uric file installations.
2. The survey has been temporarily hated awaiting assistance from the
0CS designated RAO to complete the inventories and records control
schedules.
VII. RECORDS MANAGENWT SURVEY SSA/DD$
1. completed the survey. Some of the significant accomplish-
ments ur ng the survey were development of a records control schedule,
a file guide, training of employees in nertx:ling system, the elimination
of approximately six feet of records, and the physical transfer of the
files to the DDS registry.
VIII. ARCHIVE AND RECORD CENT E(
1. Received 4178 cubic feet of inactive records from headquarters
offices and destroyed 1914 cubic feet. The net growth for this period
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was 2,26k cubic feet. There were 85,123 cubic feet of records on hand
in the Center on 30 September 1965.
2. Reference services furnished agency offices amounted to 28,562
items, an average of +6 references each workday.
3. There were 62 visitors to the Records Center from agency headquarters
offices and other agencies.
1. Two new RAO's were appointed -
08I;
0
2. resigned from the staff to return to her home in Iowa
to be married and to live in Detroit, Michigan.
3. The following members of this staff and the Archives and Records
Center attended the first Paperwork Management Awards dinner sponsored
by the Administrative Management Society at the Shoreham Hotel on
28 September:
In addition,
O R, attended.
Office of Security, and
(5)
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