MONTHLY REPORT OF OPERATIONS FOR THE PERIOD ENDING 31 JANUARY 1953

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP54-00177A000200100011-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 12
• Document Creation Date: December 9, 2016
• Document Release Date: January 11, 2001
• Sequence Number: 11
• Publication Date: February 3, 1953
• Content Type: PERRPT

Approved For Release 2001/ 4-00177A000200100011-9
tecurity Information
OFFICE OF GENERAL SERVICES
' , ! 1a I y REPORT OF OPERATIONS
FROM: Chief, Records Management & Distribution Branch 3 February 1953
TO: Chief, General Services
SUBJECT: Monthly Report of Operations for the period ending 31 January 1953
A. Personnel
Office of Chief
Reds. Mgt. Section
Rcds. Center Section
Mail Control Section
1. No. on leave three days or more:
Records Mgt. Section - 1
Mail Control Section - 6
Records Center Sec. - 2
2. No. on special detail out of office 5 . How long:
Records 14gt. Section - 1 Full month
Records Center Section- 2 Full month
Mail Control, Section- 2 Full month
3. Where: Four men in the Far East for microphotographic work.
One man in Transportation Division as full time courier.
4. No. pending resignation, transfer and/or reassignment:
Records Management Section- 0
Records Center - 1
Mail Control - 13
25X9A2
5. Specific cases on item 4 not in previous reports. None
6. New applicants interviewed Two . Recruited by Personnel None
Recruited by this office Two ,
a~ 2
NO CHANGE in Class. 13
r' DECLASCIr1rD
lass. C 1A'; D TO: TS S C
DDA ht>a~, 4 Apr 77
As.ith: D A pc ?7 ? 3
Date : ______ ky: -.i~
On Duty Vacancies In Process
CONFIDN'
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B. Administration and Problems:
Nail Control Section: A proposed revised courier receipt was
submitted for consideration. The proposed receipt is similar
to the one used by the State Department and, it is believed,
offers several advantages over the present form,
0&M Services has forwarded to us 1500 posters depicting the correct
manner of addressing intra-agency mail, the posters are being
placed in all offices in which mail is being addressed. The
supervisor and assistant supervisor of the Nail Control Section
are making the distribution and at the same time checking on the
service being given and discussing any problems brought to their
attention.
Since the addition of the Alcott Hall stop to the Brief case
schedule, we have been unable to make eight daily trips. Ac-
cordingly, the schedule Baas-been reduced to seven trips daily.
Records Center: The supplemental distribution activity is now
operating on a current basis. All routine requests are filled
within 8 working hours of receipt. The costly and time consuming
practice of referring worn multilith mats to the Printing and
Reproduction Division for the preparation of a limited number of
copies of "out of stock" information reports was discontinued
this month and was made possible by the delivery of the "copy fix"
equipment which vas ordered last August.
Microfilming was completed on the OCD/GR Source Control cards (IBM)
file. There were 16,224 images filmed,
25X1A9a Records Management Section: Mr. an archivist with the National
Archives, has been cleared 1~this ency and will serve as a consultant
25X1A9a on records matters. Mr, met with our Records Management Staff
for indoctrination and discuss on of several current records' problems.
The OCD library has notified the Records Center that approximately
350 cubic feet of material being stored for the library, can now be
destroyed. This material aas microfilmed before being sent to storage.
An examination of the material in question revealed that it is records
material and therefore, can be destroyed only upon approval by congress.
An estimate indicates the cost of microfilming the material-~ould pay
for storage in a Records Center for at least 50 years. These findings
have been reported to the library with a request that they give con-
sideration to the excessive cost of microfilming records when permanent
ret
ti
en
on is not required.
A Personnel Director Memorandum was issued in which the scope and
administration of the Vital Material for that office is outlined.
The memo has dn. attached schedule showing the title of records to
be deposited and the disposal intervals. This type of memo and
schedule is being proposed for issuance by all offices. The schedule
will serve as a guide for necessary "follow-ups" when deposits are not
made on time.
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Security Info?m' ' '
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a
ecor s g
Our analysts are assisting in installing and training the P&
office personnel to operate under the recommended systems. The
recommendations in this report provide for a record maintenance
and disposition program but dos* not touch on records creation,
which concerns the forms, reports and issuances prepared or used
E. Work Improvement Program: Monthly status report attached as appendix C.
'
attached as Appendix A. n
D. Workload Statistics: Attached as Append B.
by an office.
C. Project Status Report: Records Management New.Project Report elc-Y-v
A;C rm 4 , ~'fd s ,
r+ y a s~ .. ~" . , rc -L acre
11 A R A M
na ement survey report ' of the P&SO was completed.
 Appendix A
p =F ease 2001 /03/1 Q 0177A000200100011-9
ieurlty Information
roj.ct l +." hecords i get et Survey of the Office of the Director.
tdo ' procedures and sy stets. for =Ul control and
C.
D.
and disposition.
0 be dote? Project 1.s In process std sold be completed
Jhich comprise the Office of the Director.
iy 1 March..
The offices of the respective Deputy D!
2.
3.
4r
6.
spoisdence Control Procedure-
W7 present procedure
Determine control points
D iop control procedure
ta1a cess " conc re o
Install system
T personnel in its operation
Aged Filing SZ*tsm,.
1. Stop correspondence in present files to
determine subject matters
2. Adopt Aged # 11o emu.
3. Cote a aces concurrances
Ir. iasteli ester
T in persomel in Its operation
Disposition Schedule
1. R vl.*V reference -letivity and determine
the period of time it will be necess:ar., ?
to melntaih the vtrious types of material
In active office space.
E. Whom is it located? Admirtiatratio; Building
F. Why is It nacassary? Correspondence Cbn-trol Procedure-
To urovid s the knowledge as to location of
aatarial received and process; to ineure prompt
sctieps pmt material received.
Agency Film 3yste-
To pride a uatiformc, logical Maus of filing
corresaoz nce and to assume )roper c ocmentati.on
of tho office activities.
ONE#DEN r ILk
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fx9A
T REF(RT j c wy Information
ct 2..53
A.
co
d be p to
he oyste
dare will cover all Incoming
will be applicable to all subject files of
D.
ct is to develop and install, a corrospondcn
a ve all subject files maintained in accordance r
t teratn. eyb jest ratter
2. t t A ncy File Manual
3, Obtain necessary conc=re ices
+. lnata' deem
3. Dv lop contto 1 procedure
4.. t- ain necessary concurrences
5. In system
b. Tr pc raonnel in its o r,aticn
A qtr Filing System.
1. Scan prrospondence in present files to
I. 'Study present procedure
2. teraine control point
Corre ndence Control Froce
Train p soipel in its oration
E. Where is it located?
F.
Installation of the Agency filing Sys
poniknoo control system in PM.
To provide a uniform, logical means of rnizg
rre race;' to assure proper documentation
of the office activities and to facilitate
diatt; in accordance with the c hive
dispositic schedule developed for the office,
Agency ni.ap s
msterUl rec vod and in process; to ins=e
p. actin n do material received
ssaryT CO rrespo adence ontrol procedure..
To provide the knowledge as to location
action initiated- I)ectber 1152
$d e*mpletivn date-- 15 ynrob 1953
eted as of this report 50; %
i o -t is in process
of p sonnel in the use
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{crfit" nn~orma ion
 Appendix A
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_ f +p
N4 PROJECT REPT
iMiIAL
Pre jest 3-53 .. Preparation of a e eprehonsive schedule for the
A.
project is to de lop a retention and disposal sc: edule
of the avert fiscal activities.
Ject in process and should be completed, including
i 1953.
nee. but I
A
0444
J.
Co- troller, Budget and Fiscal Divisions. A schedule for
Finance Division will be prepared at a later date.
be doneI Inventory the records-procure n*aess y outhorlty
krehives and Congress--c?escribe the records and iii teraret
nieral Schedules and disposal schedules ampr d
taws so tax--.t they cart be understood w-rd applied by Office
E. Where is i:t ioctedt
P. Wig Is it e? To Provide coat' u d, orderly ret ant rd disposa
of records at the eve of specific periods.
d - October 1.952
e - l :;'.,.r 1953
- 75%
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9crs4ty Information
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NTA~tA0M00fi0001I-9
IDE
~
1. Records Storage.(all figures in
cubic feet)
(a) Received
(b) Destroyed
(c) Storage Space:
2. Records Reference
(Total)
Records
D#st. Material
Committed
Available
THIS MONTH TO DATE*
32,) 2 792.2
4
6400
2592
3167
641
0,
36
788
6559
(a)` Service Requests 137
(b) Items on Requests 84.6
3. Inter-Agency Reference Service
(a) Requests 4
# The totals in-the "To Date" column will revert to 0 at the end
of each fiscal year and after June 1952, will always reflect the
cumulative totals for the fiscal year of the report.
CONFIDENT tAL
mation
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'$ecuT' Y In .
MONTHLY REPORT RECORDS CENTER
JANUARY 1953
Kppendix B
~,Q-v
formation
14
 "9F EN IAL Appendix B
Approved For Releas.2001/031 ':;(tIA gi 400177PO00200100011-9
MONTHLY REPORT - MAIL CONTROL SECTION
January 1953
THIS MONTH
TO DATE*
1
. Incoming Mails
(a)
Delivery by Post Office
18,526
139,051
(b)
Picked up from Post Office by Courier
2,774
16,610
(c)
Picked up from City by courier
5,561
25,898
(d)
Letters: Reviewed
4,40
40005
Recorded
130
3,224
(e)
Undeliverable (held in Mail Room)
26
244
2. Outgoing Mail:
a
Pick ed up by Post Office
10,523
81,206
(b)
Deposited in Post Office by couriers
7,547
106,949
(c)
City deliveries
7,459
40,663
(d)
Penalty indicia used
CIA
(1)
1,951
16059
25
C1A7b
(2)
_
5,370
38,352
(3) SSU
3
22
(e)
Postage expended
$3,163.96
23,280.67
3.
Courier Se6vice
(a)
Scheduled Trips
950
6, 4942
(b)
Special Trips - within agency
157
553
(1) Delivered. by foot
113
363
(2) Delivered by vehicle
44
190
(c)
Other Agencies
118
609
(d)
Trips outside area
5
28
(1) Total time
57 hrs 30 Min.
213 hrs.25 Mix',
4.
Files Activity:
(aa) C7ieclki.ng courier receipts
21
259
(1) Total time
(b) Request for Administrative Files
7 hrs
10
45 hrs. 30 min
3511
(1) Requests filled
7
105
(2) Requests unfilled
3
39
5. Recruitment:
a Couriers
4
12
(b) Mail Clerks
0
3
(c) Messengers
0
2
6.
Separations:
(a) Couriers
1
10
(b) Mail Clerks
0
1
(c) Messengers
0
1
The figures in this column will revert to 0 at the beginning of each
fiscal year.
f b0ft!,
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Security ~Tnforfon
MONTHLY REPORT-DISTRIBUTION
January 1953
THIS MONTH
TO DATE*
1.
INTELLIGENCE & INFORMATION REPORTS
1952
1953
a. Request for Supplemental Distribution
304
373
1925
b. Intelligence Reports:
Received (Copies 5976)
2115
151
6652
Distributed (Copies 2260)
304
1342
5501
Returned (Copies 879)
207
192
3469
c. Information Reports
Received (Copies 3921)
---
3921
13486
Distributed (Copies 3883)
772
2983
8944
2.
ADMINISTRATIVE ISSUANCES
a. Request for Supplemental Distribution
---
44
360
b. Regulations
(1) Initial Distribution
(Copies 647)
---
1
34
(2) Supplemental Distribution
(Copies 368)
---
23
3788
e. Notices
(1) Initial Distribution
(Copies 28182)
---
15
114
(2) Supplemental Distribution
(Copies 208)
---
83
1489
d. Other
(1) Initial Distribution (Copies 1516)
---
2
10
(2) Supplemental Distribution
(Copies 98)
---
4
374
# 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.
The July through September total of information reports received
is included in the total of Intelligence Reports received.
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 Approved For Release 2001/03/01: CIA-RDP54-00177A000200100011-9
0 J'IUE Ti i.
Security information
F.
Appendix, C
Work I npz' v bent Project #1-53--Rearrange Files & Index Distribution
Material
A. What is it? 4e - an ?e and properly index distri l-Altion m,,a,terial.
B. 'eft to be clone? Work on this project is being clone in
addition to the rogu1sr work and will. be continued as t
and work loads pert it.
C. }moo is it for? When it is completed, it will male the cork cacier
and faster for the personnel,, of the unit.
A United supply of active current intel-
easy and fast :re a: erence. Locations of c]ur; >lus stock stored
in boxes will be noted on the inventory record cards.
igance reports are to be maintained in file cabinets for
Lt located? In the area assigned to upp1en nt< .
L_bution.
o nu} fiber * row and section o: shelves.
Under the p dsast iiystemp-
are located in six different v .ted areas and the
7dex to location is the room nmz bar. Uihan the project
complete, reference to the record card v.4-11 ;ive the
G. !,ate action initiated -. October 1952.
Estia:zr ted corsi letion date .. April 1953
completed as of this report - 7
CONFIDENTIAL
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Work IroeXt Pros
xce? :Co' .c Hers,
rting unbou=nd i .'o ation rep
eet is to str~dghten, a rd rofile unbound 1'or at3On
3r3 indexed olders.
u i it to be dole? As t1e and wca+ftcad of the regular 140rk rite.
;ork iui the supa~1e ent distr1 ut - a. unit
o be doi e, pro r - , ?arked fold rp and quid s re beiA t
t: the reports in.
Tr the ,
rple ft distrittut1cn,
Tinder the present system' reports a in f
but ! ide cards 4x nc t r rovided.
Date actL ci i iti`;!_tees ,r * .~.Y. t r ''A ?
bed c letion date ,. R,TWIi
'DaAllg
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"c-,.6.N
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WAS
Lys ?3!Y5'4f 1; 0Y~7aPa? ii
Work Improvement Project #3-53 - Converting Record. Cards from old to ne'
caDds with a revised eard and to ' " '
to references to them.
R. Were is t to be done? As time and workload of the re
D.
Tye troJec t is to replace the Tansent Stoll
ork permit.
'o make the ,*o& in the sit lem ental distribution
r and . more efficient.
vu led in pro aer order.
be done? The record will be ecr,iee from the cal.?' ci
? Tr the area asslpned to
F.
d as of this report > Jwt rsturt .
tm~liAn
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The control card was revised to provide spe
ition i needed irforr .tior and to provide for sore
c4?'derl7 nd, c :sier tc re se 7ort5nF . he new cards wil3. ~~d
by the office of on In n;.a type of re; ort In order to facilitate
references.
action in1tti
s ordered in December 1952
and delivered J :nnary 1953.
ted completion date - April 1953