MONTHLY REPORT OF OPERATIONS FOR THE PERIOD ENDING 31 MARCH 1953

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP54-00177A000200100007-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 10
• Document Creation Date: December 9, 2016
• Document Release Date: January 11, 2001
• Sequence Number: 7
• Publication Date: April 2, 1953
• Content Type: PERRPT

Approved For Release 2001/03/01: CIA-RDP54-0017,ir000200100007-4
OFFICE OF GENERAL
REPORT }yarmation
TO Chief, General Services
FROM : Chief, Records Management & Distribution Branch
SUBJECT: Monthly Report of Operations for the period ending
31 March 1953
2 April 1953
A. Personnel On Duty Vacancies In Process
1. No. on leave three days or more:
Records Mgt. Section- 1
Mail Control Section- 3
Records Center Sec.- 1
25X9A2
2. No. on special detail out of office 2 . How long?
Records Mgt. Section- 1 Full month
Records Center Section- 0
Mail Control Section- 1 Full Month
3. Where: One Records Analyst to Jackson Commission
One man in Transportation Division as full time courier.
No. pending resignation, transfer and/or reassignment:
Records Management Section- 1
Records Center - 1
Mail Control - 16
Specific cases on item 4 not in previous reports
Messenger
25X1A9a
Office of Chief
Rcds. Mgt. Section
Rcds. Center Section
Mail Control Section
. New applicants interviewed 9 Rarrlli+a~7 r., per. ~~., st
Recruited by this office 1
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B. Administration and Problems
$ocuritY Information
Request for Authority to Disposeo
"housekeeping" records of the
Records Max ement Section-A di
FOIAb3b1
pared for the
and Form 115.
been f
ds
d
-
7 -
orwar
ed to
the National Archives. In accordance with an ten' eeme + ,.
t the
a
Nr
UiVnal A1-chives, who has been cleared by this
Agency, will examine the schedule and will call at this office
for review of the samples, if necessary.
25X1A9a
A proposed notice regarding the standardization of filing cabinets
to be stocked is in process. The original draft was approved by
the Logistics Office, but is presently being held up by the Office
of I&S. The Office of I&S objected to the nomenclature used in
describing the caged areas in which standardsti cabinets can be
placed for use in lieu of combination lock cabinets in open areas.
The Office of I&S redrafted the notice, but the result was not
acceptable from our viewpoint. In a subsequent meeting, the notice
was redrafted along the original lines, but to date has not been
forw=arded to us by the Office of I&S.
A Proposed notice re arding the standardization of filing supplies
has also been ffand is now being processed by the Regulations
Contr
l St
ff
o
a
, On the basis of this proposed notice and verbal
25X1A9a clearance from the Logistic Office is now attempting
to procure the residual stock of such supplies held by Office of
price Stabilization. If successful, the cost of the items will be
substantially less than the current schedule price.
Approximately three cabinets of Administration file material h
ave
been forwarded from the -fail Control Section to the Records Center.
,Is a part of the training plan for Records Center staff and the
less experiences records analysts, this material is now being re-
classified and filed in accordance with the system recommended by
this office for adaption throughout the Agency. There are twelve
-persons participating and it is expected that their experience will
be very helpful in getting new Records Officers started on the
Office Records Management Programs which will be outlined to them
in the training program now being developed in collaboration with
the Office of Training. The reclassified material is being set up
as model files for demonstration purposes.
The Records Management Training program, which is being developed
11?ith the Office of Training, is progressing. The Training Office:
is fori.carding letters to outside speakers to confirm informally
agreed-upon speaking dates. . tentative schedule and program have
been established. Agency speakers are now preparing their talks.
It is planned to review the speach material and have rehearsals
with the speakers before the i>rogram gets under way.
CONFIDENTIAL
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 Approved For Release 2001/03/01: CIA-RDP54-00177A000200100007-4
Security lnformallon
Vital Materials: The Area Records Officers of the Office of
Operations and the Office of Procurement were contacted regarding
their inactivity in making deposits. In order that this office
may establish schedules to determine, what and when, deposits ah
should be made by these offices, they were requested to supply
listings, enumerating the various categories of vital materials
in their respective offices, or materials of other offices necessary
to continued operations of these two offices. The reduction in
amount of microfilming was also discussed with these offices and
a follow-up will be made.
Last Thursday, at the request of Hr Area Records Officer 25X1 A9a
25X1A9a for DD/P, Mrs. a records officer for one of the area
offices of DD P, visited the Repository,
The Office of Training has not to this date replied to or made
deposits of vital materials listed in our memorandum of 5 Jan. 153,
Two microfilm readers for use in the repository have been received
from the Recordek Corp. and will be delivered to My Wednesday,
8 .April 1953. 25X1A6a
-licrofilm projects completed in the week ending 1 April 1953:
Office of I&S-
Requested Branch File Number (Investigative cases) 3 reels
Investigative File Index-Reference Section 9 reels
Case Control Cards 1 reel
Pending Case Control Card File 1 reel
Comptroller I s Office
Fiscal (Form CSC-2806) Individual Retirement cards 3 reels
Records Center Section-A tally was made for 11r. - use of all 25X1 A9a
intelligence reports, which were received in the Records Center
from sources other than the Printing and Reproduction Division. A
four week period ending 28I.March, was covered in making the tally.
The handling of such intelligence reports involves considerable
work and the tally should be helpful in identifying individuals
and offices :.rich could be removed from the initial distribution
list.
1;AI l Control Section-Current information indicates that the new
mail trucks should be delivered and the mail racks installed within
the next week. Three couriers have qualified as truck drivers and
two more have been scheduled for tests. A tentative schedule for
the new trucks has been prepared and it is planned to place them in
operation as soon as possible.
coNF~m>~w~
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4 metior
?
5ONrity ~n
There are now six couriers in addition to two supervisors who are
qualified to carry arms. Several more are now qualifying or will
attempt to qualify in the next few weeks. This number of men
qualified in the use of arms has been made necessary because of the
recent requirement that armed couriers stand by in the evening and
on weekends for taking classified material to the homes of the
Director and Deputy Directors. There were no calls for this service
in the past week.
One courier, full time, was required by NSC in the past week.
The three couriers who were cleared by OCI were indoctrinated by
OCI personnel on 3o March and two are now on duty in the jobs
recently transferred to the Mail Control Section TO.
A system for the weekly accounting for couriers' free time is now
being developed. s- that-he figures will be included
as a ?part of the regular weekly statistics in the near future.
Results for the past two weeks indicate that for them couriers,,
there was 7% and 4% free time in these two periods. Contributing
to the lower figure in the second week is the assignment of
couriers to the OCI jobs.
WAY tinA'Mows"
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 Approved For Release 2001/03/01: CIA-RDP54-001777A000200100007-4
See Appendix A-Jan. Report
C. PROJECT ST&TUS REPORT
Project 1-53 - Records 1,11anagezent Survey of the Office
of the Director:
A draft of the completed report has been submitted
to the Chief of GS. Additional copies are available
for submittal to the DDA upon final approval by
the Chief, GS.
Project 2-53 - Installation of the Agency filing system
and correspondence control system in PS&O.
This project is completed and no further report axe
be made unless some problem develops and is revealed
during the periodic follow-uls that are being made.
Project 3-53 - Preparation of a comprehensive schedule
for the disposition of fiscal records.
This project is in process and will require ap-
proximately two weeks to complete. However, work is
temporarily halted as the analyst assigned is now
working on the Regulations for the Branch and on a
talk to be given in the Records Nsnagement Training
program now being develo)ed.
Project 4--5J.- Record Survey of the Office of Operations d
(Project description sheet to be submitted }
later)
An inventory of the record5'of the Index Branch of thel
Contact Division is about completed. This Branch
maintains the largest collection of records in the
Division. Work is temporarily halted while the
analysts work on Records Management Regulations and
a talk for the scheduled Training Program. ! I.
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 J
Q VS (IW I L
Approved For Rele*Tse 2001/03/01: CIA-RDP54-001 A000200100007-4
MONTHLY REPORT - MAIL CONTROL SECTION
March 1953
THIS MONTH
1. Incoming Mail:
TO DATE *
(a)
Delivery by Post Office
18,430
174,563
(b)
Picked up from Post Office by Courier
3,466
23,014
(c)
Picked up from City by Courier
4,862
35,226
(d)
Letters:
Reviewed
6,534
51,401
(e)
Recorded
Undeliverable (Held in Mail Room)
27
309
2. Outgoing Mail:
(a)
Picked up by Post Office
13,12
104,476
(b)
Deposited in Post Office by Courier
10,887
131,840
(c)
City Deliveries
8,546
55,577
25X1A7b
(d)
Penalty Indicia Used
(1) CIA
3,003
21,830
u
6,505
49, 943
(3)
6
32
(e)
Postage expended
$3,544.38
;29,911.19
3. Courier Service:
(a)
Scheduled Trips
1,123
8,5552
(b)
Special Trips -within Agency
281
1,032
(1) Delivered by foot
128
661
(2) Delivered by vehicle
153
421
(c)
Other Agencies
172
(d)
Trips outside area
(1) Total time
6
28 hrs. 10 min.
39
125 hrs. 15 min.
4. F'11d Activity:
(a)
Checking courier receipts
(1) Total time
31
12 hrs 50 min
49
64 hrs 45 min.
(b)
Request for Administrative Files
14
180
(1) Requests filled
10
123
(2) Requests unfilled
4
47
5. Recruitment:
(a)
Couriers
20
(b)
Mail Clerks
4
(c)
Messengers
5
6. Separations:
(a) Couriers
(b) Mail Clerks
(c) Messengers
The A ff0d'f
0 12 ' 20$ / i
JRMf Tia'
T 7 00 004OOGQ7741. year.
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IiOiMM1 PL PO" - !J)T uEtrizora
MARCH 1953
TL JS 1:01,`_1 11'
TO DATE
IflTr LLIGL1;c ~c I1~;.' ORi ATIO1 Rr'PO2~`2S
1952
1953
a. itegaest for Supplencntal Distribution
460
403
2640
b. intelligence Reports:
Received ( Copies5724 )
2929
177/
7029
Distributed ( Copies 1929
478
1316,1
7442
Returned (Copies 1026 )
221
450
4025
co Information Reports
Leceived ( Copies4119 )
??
4119
21023
Distributed ( Copies 2255)
744
1337/
11547
2.
A uitl:i5`1' ATIV~ ~ t :Cy
a.
~cequest for ~:_~p1L nc .tai Distribution
61
476
b.
Re-ulations
(l Initial Distribution
( Copies5410 ) 18 26 64
(2) Supplesental Distribution
Copes 1715) 974 5742
C, Notices
(1) 'Itial istribution
( Cop1es27372 ) 21 9 137
(2) SupT leinental Distribution
( Copies 303 ) 57 1586
d. Other
(1) initial Distribution ( Conies 1374.2) 0 6 20
(2) Supplemental Distribution
( Copies 150 ) 19 404
The totals in the "TO DATE" column will revert to 0 at the enc. of
each fiscal year and, starting arith July 1952, will always reflect
etLaulative totals for the fiscal year of the report. ;
The July th- ou,;gii September total of information report:, received-
is included in the total of intelligence Reports receivea
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 Approved For Release 2001/03/0'F.WJ 4417?7%000200100007-4
IiOI'i'HLX
.,PCJi.tT %cVU9Qi&'a 6 T
MARCH 1953
THIS MONTH
TO DATL*
1.
Records Storage (all figures in
cubic feet)
(a)
(b)
Received
Distroyed
143
1300.2
(c)
Storage Space:
(Total)
116
64oo
186
Records
2950
Dist.Iiaterial
C o.-m.utte d
3150
Avaiable
300
0
2.
Records Reference
(a) Service 'Iequests
(b) Items on Requests
153
1086
570
16
39
3.
Inter-Agency Reference Uervice
(a) 'Requests
6
24
The totals in the %'To Date " coluiiln will revert to at the end
Of each fiscal year and after Jane 1952, will alwa..-s reflect the
cumulative totl.s for the fiscal year of the report.
CONFIDENTIAL
Security Information
Approved For Release 2001/03/01: CIA-RDP54-00177A000200100007-4
 CON? : N
Approved For Release 2001/03 41l,t~ qA&, - , PPB4-00177AO00200100007-4
MICROFILM PROJECTS
MARCH 1953
THIS MONTH
TO DATE
1. Projects Pending
a. Entire Records Group
b. Record Group Accretions
2. Projects in Process and Completed
a. Entire Records Group
(1) In Process 0
`
(2) Completed 7
6
b. Record Groups Accretions
(1) In Process 0
(2) Completed 5
31
c. Images Filmed (Total) 113,584
1,164,869
(1) Rotary Camera 64,286
731,229
(2) Flatbed Camera 49,298
432,740
d. Reels (100 ft.)
(1) In Process 10
(2) To be Reviewed 0
(3) Reviewed 31
877
* The totals in the "TO DATE" column will revert to 0 at the
end of each fiscal year and, starting with July 1952, will always
reflect cumulative totals for the fiscal year of the report.
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See Appendix C Jan. Repot
25X1A9a
E.
Project 1-53 - Rearrange and properly index
material.
distribution
Project completed this month.
Project 2-53 - Refile unbound information reports in
properly indexed folder.
Project 98% completed. A shortage of folders prevented
completion this month.
Project 3-53 - Convertitn to the revised card in the
Intelligence Report inventory control,
file.
Project is 95% completed.
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