SUMMARY OF MANAGEMENT SURVEY OF OCD

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP51-00049A000100020001-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 5
• Document Creation Date: November 11, 2016
• Document Release Date: August 26, 1998
• Sequence Number: 1
• Publication Date: September 24, 1947
• Content Type: SUMMARY

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SUGARY OF MANAGEMENT SURVEY OF CCD
Upon the request of the Deputy Assistant Director, CCD, a management
Branch survey of the Office of Collection and Dissemination was initiated
on 27 June 1947. The operations, procedures, and administration of CCD
were examined in detail to permit isolation of problems which are impeding
operations and to provide constructive assistance in mitigating such prob-
lems.
FINDINGS
1. The survey disclosed that, throughout OCD, personnel at all echelons
displayed genuine interest in their work and a desire to augment ODD's con-
tribution to the national intelligence effort.
2. A number of shortcomings in administration and operation became apparent.
a. Policy has not been clearly defined for several important activities:
Intra-CIA procurement of intelligence information
Departmental reading panels vs. centralized CIA reading panel
OCD dissemination of OSO intelligence information
CCD dissemination of - and Documents Branch intelligence F 0IAb3 b1
information
OCD dissemination to non-IAB agencies
Security controls to be exercised by OCD on CIA intelligence
materials
b. Functions assigned 0CD by functional statement of 1 July 1947 have
not been completely implemented. Discrepancies exist between functional
assignments and activities performed within OCD branches. In addition, 0CD
has assumed activities not within its basic charter or functional jurisdic-
tion. (See EXHIBIT I. Tab A)
o. While all members of OCD1s staff carry heavy workloads, often nec-
essitating overtime work, the tangible production of 0CD does not reflect
the effort expended. (See EXHIBIT II0 Tab D)
d. OCD personnel, with the possible exception of Dissemination Branch
Readers, appear uninformed of CIA in general and of OCD activities. Lines
of communications for the continuous interchange of information on CCD
activities are faulty.
e. Fully developed informal working-level relationships with offices
of CIA and IAB agencies do not exist except in the procurement activity,
where excellent relationships have been established. The lack of this
type of coordination hampers OCD performance. Dre.c tea,
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(1) No program exists for indoctrinating requestors on the
techniques of preparing Collection Requests. Over fifty
percent of all requests received are incorrectly or inade-
quately prepared.
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(2) The services now available in the Reference Center, biW, are
not recognized or utilized.
(3) Progress toward effecting third agency review of direct diss-
emination is retarded.
(4) CCD surveys often prove valueless in that they are not geared
to the total CIA program. (See EXHIBIT I. Tab B)
f. The majority of procedures employed by CCD in performing its day-to-
day collection and dissemination activity are cumbersome, time consuming,
and overly detailed. They also require duplications',unnecessary handlings,
excessive inspections, numerous controls, and useless records. (See EXHIBIT
II, Tabs A,B,C, & EXHIBIT III, Tab A)
g. The lack of organized reference data about intelligence requirements
.and collection capabilities has hindered the intelligence specialists in
performing their daily assignments and has not permitted maximum productivity.
h. Time employed in staff studies, statistical reports, and analyses
is not commensurate with gains derived by OCD. (See EXHIBIT I, Tab B)
3. The above shortcomings, to a large extent, are the result of onerous
operations created by misconceptions and oversights in the administration
of OCD.
a. Work programs to achieve long-term and short-term objectives have
not been defined. Concentration on the day-to-day workload has impeded
the development of programs of a long-range or continuing nature.
b. Work assignments to the professional staff of CCD have not been
planned to permit organization and budgeting of staff time and effort.
Ad hoc work assignments do not provide for maximum utilization of individual
skills and abilities, nor for the specialization desired.
c. The present organization, while established on a general functional
basis, does not provide for functional allocation and specialization, does
not group activities by procedures employed, and does not provide for cen-
tralized CCD staff service.
d. OCD operates under a system of checks and balances. Each product
of one branch is reviewed by another branch. This limits the responsibility
of the initiating branch and subjects every action to revocation by another
branch. It imposes a layer of review between the responsible branches and
the Assistant Director, CCD, who should be the immediate reviewing officer.
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e. Operating responsibility is not placed with appropriate supervisors.
This lack of delegation of authority:
(1) Burdens the supervisor with routine details and curtails
his areas of administration discretion.
(2) Encumbers the procedures with unnecessary handlings, trans-
mittals, and inspections.
(3) Confuses the workers in regard to line of command.
f. Failures in existing procedures have been remedied by super-imposing
"expedite" procedures, which in circumventing the normal flow, continuously
weakens the normal procedure and increases the workload. No attempt is made
to examine the faulty procedure and correct it. Procedures are introduced
on an ad hoc basis before all relevant problems have been resolved.
g. The overall OCD staffing pattern is deficient in two respects:
(1) Designation of too many key positions
(2) Little or no provision for lower-grade professional trainee
positions
REC OMMENDATI ONS
1. Functions should be restated as set forth in EXHIBIT IV, Tab A
2. OCD should be reorganized and staff realigned as set forth in EXHIBIT IV,
Tab B,
3. All procedures and forms employed by OCD should be re-examined:
a. EXHIBIT V presents recommended procedure and auxiliary forms for
Collection Request flow.
b. EXHIBIT VI recommends procedures for:
(1) Adequacy and Timeliness Check
(2) Status Check
(3) Use of Coupon Route Slip
(4) No Collection Action Necessary
c, The present procedure for the dissemination of spontaneously received
intelligence materials by the Dissemination Branch is excellent and should
remain unchanged. (See EXHIBIT III, Tab B)
d. The present procedure for controlling administrative mail in the
Dissemination Branch should be drastically simplified. (See EXHIBIT III,
Tab C)
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4. The functions assigned to OCD should be interpreted into specific work
plans for the operating segments of the Office. Care should be taken to pro-
vide specific work assignments and schedules for the studies and analysis
activities. These plans should be initially coordinated with overall CIA
work programs. All personnel of OCD should be informed of the content of
such plans.
5. Arrangements should be made with the Executive for Inspection and Securi-
ty to define OCD's responsibility in regard to security controls required for
intelligence materials,
6. All office, branch, and division procedures, instructions and project
assignment memoranda should be issued by the Administrative Staff, OCD.
The Administrative Staff should review these issuances for need, duplica-
tions, and contradictions. This review should result in procedural coordina-
tion and should lessen the number of issuances.
7. The indoctrination program of the Dissemination Branch for acquainting
its employees with CIA, IAB and OCD functions and programs should be extended
to embrace all 0CD professional personnel. In addition, professional personnel
should be kept currently informed of major changes taking place within CIA
and IAB and of status of OCD activities by circulating all reports, studies,
assignments and significant memoranda.
8. Each branch of OCD should fill at least one of its top supervisory
positions with a CIA employee rather than key personnel.
9. Immediate steps should be taken to provide within the Reference Center,ArM
Q"a guide and index of Federal government requirements. This guide should
provide information by subject designation, collection sources, geographic
applicability, requesting agency(s) and its security clearance, related
collection requests with extent of satisfaction and supplier of the requested
information. The needs of all OCD branches, ORE, and other parts of CIA
should be considered to provide for maximum utilization of the guide. OCD
should develop procedures for the continuous transmission of pertinent infor-
mation to the Reference Centermaw.
10. The classification of requirements set firth in Internal Operating Proce-
dure Memorandum number 2b should be discontinued. This classification is of
doubtful value and confuses the procedure. Also, it has prompted COD to dis-
courage requests of a general nature.
11. The collection study of overt field collection capabilities should be
implemented to the fullest.
12. Provision should be made in the OCD work program for determining the
collection potential of IAB and non-IAB agencies. Findings should be coor-
dinated with the Reference Center,,
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13. Provision should be made in the Collection Branch, OCD for a training
program to provide specific instruction to CIA-IAB researchers regarding
the techniques of requesting intelligence materials via the Collection Re-
quest. (Form 60-1)
14. Recommendations for the handling of intra-CIA procurement of intelligence
material should be developed by OCD and presented to the appropriate CIA
offices for review and concurrence.
15. All needed administrative support should be given to the establishment
of a centralized CIA reading panel. This mechanism will be a major factor
in resolving the problems of inter-departmental dissemination of intelligence
material and third agency review.
16. Greater consideration should be given to providing ways and means of
implementing a continuing reproduction service on intelligence materials to
all IAB agencies.
17. OCD's proposal to reduce all requirements to Collection Requests and
to match all spontaneous material to specific Collection Requests should be
discarded as it would slow down the service and would greatly increase the
workload.
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