QUARTERLY REPORT FOR THE RECORDS ADMINISTRATION STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500100025-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: December 19, 2016
• Document Release Date: September 27, 2005
• Sequence Number: 25
• Publication Date: January 1, 1965
• Content Type: REPORT

-7 7 Approved For Rele ,e 2005/41/2~~ : A-RDP70-0021 18000500100025-7
QUARTERLY REPORT FOR THE RECORDS ADMINISTRATION STAFF
January - March 1965
I. ARCHIVES AND RECORDS CENTER
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1. The net records holdings in the Center at the end of March were
83,935 cubic feet.
2. During this quarter the Records Center received 2,836 cubic feet and
eliminated 1-,290 cubic feet. For the third consecutive ionth, the
Records Center destroyed more records than they received.
3. Requests for services on records stored at the Center amounted to
33,131, an increase of about 30% over the previous quarter.
ii. There were 94+ visitors from Headquarters offices including 30 Manage-
ment Trainees.
5. Six Special Deliveries of urgently needed records were made to
Headquarters offices--Office of Security, OCI and DD/P.
completed a special course in Records
Management at American University.
received an Award for a suggestion.
1. Provided the Assistant Archivist for Presidential Libraries with a
listing of 46 separate reports and documents to serve as an index
to materials which are too sensitive to transfer to the Kennedy
Memorial Library.
1. Completed 99 new and 68 revised forms projects; eliminated 29 official
forms.
2. Some significant forms management projects completed were:
a. Designed 11 forms for Office of Communications to be used by field
stations to prepare report on cryptographic material.
b. Designed 4 statistical report forms for Office of Security to be
used by Divisions to report status of cases.
c. Designed new form for OTR for Educational Aid Fund and 3 special
forms for overseas use for same purpose.
d. Disapproved request for a new form for FBID and substituted an
existing form; savings in printing and processing costs of $7000-
e. Completed 3 new forms for OCR as result of survey completed in
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f. Revised 12 forms and designed 1 new form for office of Finance
to conform to new Financial Numbering System.
g. Designed a new form for Procurement Division to be used as a
notice of expiration and renewal request for annual contracts;
this new form eliminates the annual typing of approximately
2000 memorandums and the preparation of about 500 Forms 88
resulting in tangible savings of $897.00 annually.
2 5X1 3? I Icompleted a Forms and Procedures Survey in ORR. Some
of the principal accomplishments were:
a. Prepared 29 new forms; these resulted in part from converting unofficial
to official forms.
b. Replaced 100 Unofficial forms with 23 Official forms. An example
is the use of Form 515, and existing ORR Time and Attendance
Form, to replace 48 different unofficial forms of the same type.
Another example is the use of Form 106, and existing Security
Check Sheet, to replace 6 unofficial versions of the same type of
form.
c. Eliminated the need for reporting time span on annual leave.
d. Eliminated 29 forms which were no longer needed.
e. Made 3 recommendations for a continuing effective Forms Manage-
ment Program in ORR.
IV. RECORDS DISPOSITION
1. Reviewed and approved the following Records Control Schedule:
a. Office of Security, Alien Affairs Staff; changed "indefinite" items
to "definite"; revised 2 items from "Permanent" to "Temporary".
b. Entire schedule for ORR covering 24,130 cubif.feet; only 1Lk% of their
records are permanent. This is most significant in view of the type
of records and the volurne.
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Office of Logistics; schedule covers 21 items and
133 cubic feet. All records are Temporary.
d. FN1SAC/DDS&T
e. Support and Contract Divisions, OSA
F. Office of Finance/Payroll - (one item)
g. Audit Staff - revision of entire schedule will be completed when
Staff moves to Key Building.
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IV. RECORDS DISPOSITION (continued)
h. Collection Guidance Staff; retention period in office changed
from 6 to 5 years.
i. Office of Finance; reduced retention period for 2 files.
VITAL RECORDS
1. Reviewed and approved Vital Records Deposit Schedule for:
25X1 a. DDP/WH=
b. DDS Salary and Wage Division, Security Records Division
c. DDI - OCR Documents Division
2. Assisted the Records Officer for DDS&T in the development of a Vital
Records Deposit Schedule for FIIiSAC and the Special fl telligence Staff.
4I. FILING EQUIPMENT AND SUPPLIES
1. Processed and approved 29 separate projects for specialty filing equipment.
This equipment will be used to replace safes and cabinets, resulting in the
release of 250 pieces of equipment with net savings of. $77,280. In
addition to the monetary savings there were intangible benefits such as
savings in floor space and file space for future growth.
2. Included in the above projects was the installation of a special Power
Shelf File for Graphics Register, OCR. This equipment permits the release
of 11 cabinets, the saving of 21 sq. ft. badly needed floor space and will
permit Quicker file reference.
;3. A joint survey with TSD/DDP and the Space Allocation and Facilities Branch
was started. It appears from a preliminary finding that the use of shelf
filing in the new location for TSD, later this year, will result in the
release of about 100 pieces of filing equipment.
VII. RECORDS MANAGEMENT SURVEY, BR/OCR
25X1 1. At the request of we have undertaken a
Joint Survey with the OCR RO to analyze the procedures in the BR.
This was initiated because BR submittea a requisition for 100 file
cabinets and it was determined that this should not be approved until
a survey was made.
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VIII. MORATORIUM ON FILING EQUIPMENT
1. As a result of the President's Moratorium on the procurement of new
Filing Equipment, the following action was taken:
a. A Headquarters Notice was issued outlining the need to further
eliminate inactive records at Headquarters Offices in the Records
Center.
b. Separate meetings were held with the Records Officers in each of
the Directorates to outline a continuing program to implement the
President's Moratorium.
c. Special Posters were prepared and distributed to Agency Records
Officers and arrangements were made for the ,to be placed on
Official Bulletin Boards. These posters car" attention to the
need to eliminate inactive records.
d. Arrangements were made to have special handouts distributed with
Employee's Salary Check for the April 23rd pay day.
e. Special arrangements were made with Logistics Services Division
to have a Card placed on each table in the Cafeteria calling attention
to the need for Spring Cleanup(Ofiles.
IX. 2 DAY WORKSHOP FOR DDS JOT's
1. At the request of OTR, we presented special serminars on each element
of Records Management to the DDS JOT's on 4-5 February
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1. Discussed the disposition of Confidential Funds Financial Records with
Office of General Counsel. Furnished him with copies of a
Department of Defense Disposal Action approved the by National Archives
and the Congress which may serve as an Agency precedent for th:ls disposition
of similar records.
25X1 2. Recommended that OCR, discuss with the Office of Security the
present confusion in the administration of the security of USSBS records
between CIA, Army and Air Force.
25X1 3? I lattended the CODIB Meeting on 18 March and answered questions
concerning he proposed facility for the storage of USIB records in the new
GSA Records Center at Suitland. Final disuassion of the Staff paper was
postponed for the next meeting pending further coordination with DIA
and within CIA.
25X1 k. Reviewed a revision of HN3 0 (Logistics) and found that standards for
contracts had not been. included to conform to the latest revision in general
schedules. The O/L will see that this is included.
25X1 5. Met with Messrs iI Edwards and 0 Historical Staff to discuss
the identificat ono records of historical interest. The Historical Staff
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