FINDINGS OF MANAGEMENT SURVEY TEAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP57-00042A000100070006-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 2
• Document Creation Date: November 11, 2016
• Document Release Date: July 29, 1998
• Sequence Number: 6
• Publication Date: October 12, 1949
• Content Type: STUDY

C 0 P Y
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25X1A9a
12 October 1949
Findings of Management Survey Team
The following five points have been brought to my
attention by the Management Team which completed its sur-
vey of this Division at the end of last week. The thought
of the Team was that these were points upon which we might
act immediately without waiting for the draft of the sur-
vey, in which they would appear.
1. Use of Standard Abbreviations: It was pointed
out that analysts and coders are not using standard abbre-
viations, and there is some question as to what words should
or should not be abbreviated on ICF Cards and IBM Cards. It
was advisable that we come out with a list of the more common
words and precise instructions with respect to abbreviating
them.
2. Typing of Short Lines: It was pointed out that
some analysts are not typing excerpts on multilith masters
when making extractions of five lines or less, but are
pasting or scotch-taping the material on white forms. It
is requested that analysts be advised to use their heads
about this, and bear in mind that all heading entries may
eventually have to be retyped if the clipping method is
used. The fact that we gave five lines as the amount to be
transcribed on masters does not mean that anyone who types
a six or seven etc., line extraction on a master is in
error. It is desirable to get as much information on masters
as possible without causing the analysts to retype lengthy
paragraphs and thereby spend too much of their time doing
clerical duties.
3. Use of Blue Cards for Charge-outs : It was pointed
out that the use of colored cards for charge-outs has
back-fired in the process of making consolidations. Where
one analyst requests that all cards pertaining to what
appears to be "X" installation be pulled, the chances are
that most of them will not be replaced in their original
position, but will be returned to the file and consolidated
under a single firm number. It thereby appears useless to
tag them in their original position as having been temporarily
withdrawn on loan. The best way to take care of cards
pulled for consolidation would therefore seem to be the
transcript sheet or request form. This will be going on all
the time to some extent, but probably never as much as it is
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now during the overall. jobs on the USSR and Yugoslavia.
In the case of the analysts wishing to consolidate smaller
countries, it is probably preferable that the analysts be
given the entire file of cards on that country. In such
cases, the analysts will supply a colored card to surplant
each block of ICF Cards which they are taking over. In all
other cases the colored cards will be used to indicate the
temporary removal of ICF Cards from deck.
4. The Keeping of Logs by Sections: The maintenance
of logs of individual documents by chiefs of analytical
sections appears unnecessary. This office would be interested
to know which sections are keeping them and how often logs
are referred to. It is desirable that all logging by
eliminated insofar as possible.
5. Indexi : The Block Control Sheet should be the
only medium needed for control purposes. In order to
effectuate bookkeeping at the completion of indexing, there
is at present in use an individual production slip which
Management feels should be eliminated. This would leave
the Control Clerk with nothing to support her records. It
is therefore suggested that a carbon copy of the routing
ticket be provided and sent to the Control Clerk at the
completion of indexing to take the place of the present
individual production slip.
The above suggestions appear to be sensible and should
be time-saving to the Register as a whole. I will appreciate
their being put into effect as soon as possible, or receiving
any objections to them in the mind of anyone concerned.
25X1A9a
25X1A9a
(Notes Signed and transmitted b on 12 October 1949.)