PROGRESS ON AGENCY RECORDS MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300140004-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: January 4, 2017
• Document Release Date: September 25, 2006
• Sequence Number: 4
• Publication Date: November 29, 1954
• Content Type: MF

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MEMORANDUM FOR: Deputy Director (Administration)
SUBJECT : Progress on Agency Records Management Program
REFERENCE : Memo to Chief, Management Staff from Chief, Records
Management Division, dated 29 October 1954
1. In accordance with your request the following comments are
submitted regarding the above subject, with particular reference to each
specific element of the records management program as encompassed by the
Chief, Records Management Division:
25x1
In August of 1954 a proposed Forms Indices
was sent to this Office with a request for a review and advice as to the
status of all numbered forms of interest to this Office. A review was
made, obsolete forms were reported, and samples accumulated for future
reference. An Office Instruction regarding forms management and imple-
mentation of a recent, revised "Request for Approval of Forms" (Form No.
30) has been prepared and has been coordinated with the Forms Management
Branch, Management Staff. Up to that time no intensive forms management
program had been undertaken by this Office pending a proposed supplemental
training course in forms management.
Inasmuch as the Logistics Office has headquarters responsi-
bility for budgeting, stocking, procuring and reproducing forms, an Agency
Forms Program is of great interest to this Office.
b. Reports
In April of 1954 meetings were held between representatives
of Management Staff and this Office to discuss the possibility of initi-
ating a Reports Management Program within LO. A plan was proposed by the
Records Management Division, Management Staff, which estimated a required
staffing of 50% of the responsible officer's time for the first six months,
and 25% of his time on a continuing basis. At this time the Logistics
Office was not prepared to undertake this project until the classification
survey and the end-of-fiscal year workload had been completed; nor was this
Office in a position to do so until appropriate positions for the Adminis-
trative Staff were approved and filled. Substantial assistance of the
Management Staff was assured if the Logistics Office was prepared to under-
take this program, but no commitment was made as to an exact time when this
assistance would be forthcoming. On 15 November a representative of the
Management Staff advised that the proffered assistance can now be furnished.
This Office is reluctant to undertake an individual reports
management program until the Management Staff has developed an integrated
program that can be applied Agency-wide, or at least throughout the DD/A
area.
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c. Correspondence
Improvements in correspondence standards and establishment
of uniform procedures for processing correspondence have long been ob-
jectives of this Office. Suggestions and comments regarding a proposed
Agency Correspondence Manual were submitted to the Records Management
Division approximately one year ago. The lack of a current Agency
Correspondence Manual for ready reference by employees hampers the
indoctrination of personnel in correspondence procedures; however, Office
directives concerning preparation of correspondence have been issued;
correspondence is being reviewed to improve standards; and clerical train-
ing is recommended for those employees who do not measure up to the stand-
ards required.
d. Filing Systems
In January of 1952 the Records Management Division surveyed
the filing systems used for general correspondence in the office of the
Chief and. in the Divisions of this Office and recommended the adoption
of a "subject" filing system as drafted in a proposed Agency handbook.
The recommended system was adopted and is currently in-use. This filing
system has not proved satisfactory and Records Management Division has
been so advised. In spite of internal dissatisfaction, this Office has
insisted upon the use of the system on the basis that standardization
throughout the Agency is most desirable, and that in time the prescribed
subjects may be revised to fit Agency needs more precisely.
The Records Management Division recommendation that official
files and background material be maintained at the signing level has been
tried by this Office and found impractical and unsatisfactory. Except
for policy matters, this Office disagrees with this recommendation on the
basis that it is necessary that the preparing echelon maintain the offi-
cial file and background material for reference, continuity of files, and
reconstruction of a transaction at a later date if need be. The location
of the official record and background material is significant since the
length of maintenance and eventual disposition are generally determined by
organizational level.
e. Filing Equipment and Filing Supplies
Agency Notices have been developed by
the Management Staff regarding s?an a iza ono filing supplies and
equipment. This Office recommends the use of these standard items in es-
tablishing new files or revamping e:zisting files. In the course of making
records surveys attention of operating personnel is called to ways and
means of conserving space and filing equipment. This Office does not
monitor all requests for filing supplies and equipment since requests for
non-standard items require justification and concurrence of. the Records
Management Division as specified i 25x1
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f. Vital Materials
For the past year this Office has had an active Vital
Material Program. Beginning 1 January 1954 carbon copies of all Agency
contracts are forwarded to the repository on a current basis, in lieu
of microfilming bulky files at annual intervals. Procedures have been
developed with Machine Records Division for forwarding of IBM records
of stock on hand, in use, and in transit to the repository. A schedule
of vital material of a recurring or continuing nature was issued for the
guidance of LO personnel and. this schedule is currently in the process
of review and revision.
g. Microfilming Standards
Agency Notic Idated 14+ July 195+ requested a
survey and report of all microfilm equipment and microfilm operations
within each Office. This Office submitted a report, including an in-
ventory of equipment in Agency stock and in use in the Printing and
Reproduction Division. Exclusive of the service performed by the Print-
ing and Reproduction Division, actual microfilming operations of this
Office are negligible in view of compliance with the informal policy to
retire records to the Records Center when inactive, rather than to micro-
film and destroy records.
h. Records Scheduling
Physical inventories and surveys of records of Logistics
Office are in progress and drafts of records schedules have been completed
for the following components:
Office of the Chief
Administrative Staff
Security Staff
Planning Staff
TR&P Staff
Transportation Division
Real Estate and Construction Division
Printing and Reproduction Division
Pending completion of surveys of the Procurement and Supply Divisions these
drafts have not been submitted to Records Management Division in accordance
with an expressed desire that the entire Office schedule be completed prior
to coordination. Records scheduling has been integrated with other phases
of the records program of this Office and it has been deemed advisable to
seek the cooperation of the working personnel and instill in them an aware-
nees of the need for properly maintained records to serve their current and
future needs, as well as to facilitate records retirement.
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i. Records Center Operations
In ten months of 1953 Logistics Office retired approximately
119 file drawers of record material. In ten months of 195+ this Office
retired approximately 315 file drawers of record material. In the absence
of a published procedure for processing material to the Records Center,
Logistics Office personnel are being instructed in the proper preparation
and. processing of records for retirement.
2. In addition to the items listed in paragraph 1 above, this Office
considers records management to include responsibility for all phases of
document control and distribution. Progress in these respects is as follows:
a. Correspondence Control
In February of 1953 the Records Management Division surveyed
the Logistics Office system of correspondence logging and control through
use of Form 35-1 "File and Routing, Slip" and recommended some changes in
the application of this system. These recommendations were adopted and
subsequently expanded and revised to provide a continuing control and
eliminate, as far as possible, cumbersome book logging within the Divisions.
This system has proved effective to the point that it has been demonstrated
as a recommended guide to other components of the Agency at the request of
the Records Management Division. Within the past year the control has been
extended to include all dispatches, action cables and Official Personnel
Files received and originated in the Office. Top Secret documents are
similarly controlled within the Office, and the Agency Top Secret Control
Officer concurs in the use of this system.
b. Pseudonyms and Aliases
Pseudonyms and aliases for operational purposes are centrally
obtained and recorded as prescribed id ] The record has recently
been expanded to include the registered pseudonyms of all LO career des-
ignees at headquarters and in the field.
c. Cables
Cables normally received and additional requested cables are
distributed to operating elements within the Office on the basis of assigned
functions. Pseudonyms are removed (cut-out) and true names inserted to
expedite reading and handling by operating personnel.
d. Distribution
Agency Regulation requires the designation of a distri-
bution officer for each office WI TIT prescribed responsibilities. Distribution
schedules have been developed, submitted to the Regulations Control Staff and
periodically revised to meet additional needs and organizational changes. A
system of accountability for issuances received has been established, with
individual copy accountability for "Distribution Controlled" issuances.
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e. Office Directives
The development of Office Instructions and Notices concerning
all phases of records management as outlined above is also considered part
of a records management program. Thirty-two such directives have been
issued since January of 1953. (See Attachment A.)
3. The Absence of Agency Regulations and directives concerning records
management has handicapped this Office in the accomplishment of a records
program. However, it is believed that progress has been made as indicated
by the details in the foregoing paragraphs. Unless it is decided to place
a staff of records analysts within the Office, the basic policy must neces-
sarily be one of providing staff assistance and of guidance of operating
personnel to an understanding of the principles and value of good records
management.
e-- IJPMS A. GARRISO
N
Chief of Logistics
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CONCUR
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