PURCHASE OF BOOKS AND PERIODICALS.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP57-00042A000100080022-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 11
• Document Creation Date: November 11, 2016
• Document Release Date: August 27, 1998
• Sequence Number: 22
• Publication Date: November 9, 1949
• Content Type: MF

B C
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9 November 19!1.9 -
Being referred to Executive
for separate action.
MEMORANDUM FOR: Assistant Director for Collection and Dissemination
Chief, Inspection and Security Staff
Budget Officer
Management Officer
Chief, Administrative Staff
Chief, Services Division, Administrative Staff
Chief, Fiscal Division, Administrative Staff
Chief, Special Support Staff
1. Management surveys of the Library, OCD, and the Procurement
Section, Services Division, Administrative Staff, have disclosed that'
the procedures employed in the ordering and purchase of books and peri-
odicals are cumbersome, time-consuming, and expensive.
a. Domestic purchases - Purchase from many dealers, which
entails advertising each book for bid, consumes much time and
manpower in the Library, Services, and Fiscal Divisions*
be Foreign purchases - State Department service is slow
and inadequate. It is practically impossible to account for
Agency moneys expended by the State Department in book purchases.
2e A member of your staff will be appointed to serve on an ad hoc
Committee which will consider the total problem and develop recommendations
together with implementing procedures. In addition to formulating new
approaches to this problem, it is asked that the Committee determine the
feasibility of the following suggestions for improvement of this activity:
a. The procurement and receiving tasks in book purchases
now being performed in Services Division be transferred to the
Library, OCD*
bo The utilization of the newly-designed purchase order as
requisition, purchase order, and receiving instrument.
c. A contract be let for the purchase of books obtainable
in this country. Approximately seventy per cent of purchases
could be handled through such a contract. The invitation to
bid and the contract could specify: mark-up, bonus for per-
formance, number of sources to be searched, the coverage of
the sources, and ability to work within security restrictions.
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25X1A7b
d? Establish a new foreign procurement channel by endowing
a private institution or by seourity-clearing and establishing
contact through a private dealer with foreign purchase connections*
e. The periodical contract being drawn include a provision
for adding and subtracting periodicals as CIA needs change. 25X1A7b
f. Authority be delegated to the overseas stations of the
to purchase their
own foreign books and to maintain their own accountability for
such books*
g. A petty cash fund with a minimum of no less than $30.00
per month be established in the Library for quick open market
purchase of needed books, periodicals, and pamphlets#
he The Agency establish an account with the Government
Printing Office to facilitate telephone ordering and immediate
delivery of Government publications*
i. A policy be established as to length of time orders
should remain open and when steps should be taken to cancel
overdue orders.
3. Chairmanship of the Committee will be vested in the OCD member.
You are requested to forward your nominations for the Committee to the
Assistant Director for Collection and Dissemination, who will be responsi-
ble to report the findings and recommendations of the Committee to the
Executive through the Management Officer. He will also be responsible for
dissolving this ad hoc Committee when corrective action has been accomplished.
The Committee will be required to coordinate with and obtain appropriate con-
ourrenoes from other interested segments of the Agency as recommendations are
developed by the Committee. It is asked that your Committee appointees be
given the authority to act for you in concurring to any decisions reached by
the Committee and have your permission to work with other members of your
staff in implementing Committee suggestionso
waptaln, us
Executive
25X1A9a
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 STANDARD FORM NO. 64
SECRET
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Office Memorandum a UNITED STATES GOVERNMENT
TO Management Officer
FROM Executive Assistant Director, OCD.
SUBJECT: Revision of the CCD Table of Organization.
Ref. A: Memo. from Management office through Assistant Director, OCD, to the
Executive, dated 14 September 1949, Subject: Records Management
Program for CIA.
1. In accordance with the CIA Records Management Program outlined in
Reference A and subsequently approved by the Executive, representatives of
the Management Staff and OCD have re-examined the or;_;anization, position,
and grade requirements of the rxchives Branch, CIA Library. It is believed
that, the duties regtsrod can be accoenlished -vtit'r_out increase in the
Table of Organization for the Library Division, but certain changes in
organizational structure and in types and level. of position will be requ.;.red.
2. The following ovg'anizational changes are recormrended:
a. That the Archives Branch, CIA Librcxy, be designated
as the Records Management Branch, CIA Library, OCD.
b. That the Document Processing Section (formerly the
Information Distribution Section), Top Secret Section, and
t:e Records and Files Section (formerly the A d3einistrative
Records Section) (in keeping with corsion usage) be recon-
stituted. as a branch and renamed the Central Records Branch.
c. That the Records and ?Files Section has added responsibil-
ities as follows:
(1) l ain_tenance of stocks of CIA-produced intelligence
and information reports classified below Top Secret, and
raking supplemental distribution of copies as authorized.
(2) Operation of records storage areas, including a
Records Center and Archives for records of limited need or
enduring value ~jhic'- eventually be offered for transfer
to t=_e National Archives.
the _.~
3. To i.iA.71e~~ena. ~ l;7 ~ ecords ::anager~ ent ~ro~ra^:,: and provide for the
i-. active records storage oi,eration.s, it is requested that the Table of
Organization for the CIA Library be revised as follows:
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a. Records Management Branch
(1) Records Management Officer
(1) . Asst. (Records Management Analyst)
(1) Microfilm Analyst
(2) Records Management Analyst
(1) Records Management Analyst
(1) Secretary
b. Central Records Branch
(1) Chief - (Formerly Chief, IDD)
Document Processing Section
(1)
head - (Formerly Assistant Chief, IDD)
(Present T/O of IDD consisting; of
Processing Section
Distribution Section
Incoming and Dispatch Section)
CAF-13
CAF-12
CAF-11*
CAF-9
C01 -7
CAF-4
*(To be allocated
at CAF-9 pending
classification
CAF-ll*desk audit)
Top Secret Section
(1)
(1)
(2)
Head
Clerk
Clerk
CAF-9 *
CAP-
CAF-4
**(To be allocated
at CAF-7 pend-
ing classifica-
CAP-7 tion desk audit)
CAAF- 5
CAF-4
CAF-4
CAF-4
CAF-3
Records a}d Files Section
Head
Records Center Head
Clerk (current records)
Records Clerk (non-current)
Supplemental Distribution Clerk
Clerk Typist
NEEMbE 25X1 Aga
Attachment A: Brief description of the duties of the proposed
Records Management Branch, CIA Library
Attachment B: Brief descri-otion of the duties of the proposed
records and Files Section, Central records Branch,
CIA Library.
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ATTACI-11. zeNT A: Brief description of the duties of the proposed
Records Management Branch, CIA Library.
1. CAF-13 - CIA Records Officer or Chief, Records Management Division
Job title: Organization and Methods Examiner (Records
Management Officer)
Is es- onsiblle for the development and rr~ llem nt tion of thQ
Records Ian .gement Program in all portions of sheenral Inell~-
gence Agency, both headquarters and field. Defines the scope of
portions of the program and secures agreement of various offices
served as to the manner of implementing the program throughout, the
divergent activities of each office. Develops and secures agree-
ments on policies and procedures for conduct of phases of the
Records Management Program. Serves as the CIA Archivist and as the
CL Liaison with the National Archives. Advises on the development
of procedures for the downgrading of classified documents.
Job title: Organization and Methods Examiner (Records
:'Management Officer)
Serves as full assistant to the Records Administrator, acting
for him in his absence. Is responsible for developing or assisting
in the development of broad programs for the management of records
on an agency-wide basis. Devises means for the implementation of
policies and programs for records management. Conducts major
records management analyses. Develops and conducts training
courses for records analysts and records officers. Establishes
policies and procedures for the operation of the CIA Archives to
preserve records of enduring value and of the Records Center for
the care and, disposal of records having value for a limited period.
3. CAF-13_ - IMiicrofih- Analyst
Job title: Organization and Methods Examiner (Records
!anagevent Analyst)
-Responsible for determination of the need for microfilming
projects throughout CIA to provide: (a) for security of vital
and permanently valuable documents, b for reduction in the costs
and increase in the speed of processixiC documents, and (c) for
reduction of costs of storage of documents. Develops systems and
procedures for microfilming projects including arrangement and
indexing of documents and provides technical advice on the care
of photographic records to insure that all such records are properly
preserved to serve the requirements of future research.
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4. CAF-9 - Records Analyst
Job title: Organization and Methods Examiner (Records
Management Analyst)
Responsible for planning and developing procedures for specific
aspects of the records management program. Concerns himself with
current records management matters including the development of
filing systems, standards for and proper use of filing equipment
and supplies and procedures for the operation of offices of record,
and suggests modifications of procedures which would promote
efficiency in the preparation of records. Makes current records
management surveys. Develops and conducts training courses for
records officers and clerks. Directs and assists in the installa-
tion of revised records systems and procedures.
5. CAF-9 - Records Analyst
Job title: Organization and Methods Examiner (Records
Management Analyst)
Responsible for planning and developing procedures for specific
aspects of the records management program. Concerns himself with
non-current records problems. Develops procedures for the inven-
torying of records and devises necessary control records for the
systematic handling of semiactive and inactive records in the CIA
Archives and Records Center. Conducts records management analyses
to determine the value of file series, to eliminate unnecessary
duplication of files, to suggest modifications of procedures which
would promote efficiency in the preparation of records, and to
develop records retention and desposal schedules and disposal lists
for the reduction of volume of records stored. Conducts researches
in the CIA Archives and Records Center and directs searches in the
National Archives or other records organizations. Gives technical
or professional archival guidance to clerks in the arrangement of
documents and other duties-in the CIA Archives and Records Center.
6. CAT'-7 - Records Analyst
Job title: Organization and Methods Examiner (Records
Management Analyst)
Assists analysts of higher grade in conducting records manage-
ment surveys of all types. Works independently in simpler assign-
ments and on phases of larger assignments. Is responsible for
devising specific procedures to be followed. Assists in the or-
ganizai;ion of files and in the conduct of researches as necessary.
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7. CA -4 - Secretary
Serves as secretary to Division Chief and Assistant Chief.
Performs general. clerical duties for the Division, including
keeping of personnel and property records and maintenance of
necessary files of forms, records surveys, report and working
papers.
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_T':'ACIfl:', iT B: Brief description of the duties of the proposed Records
and Files Section, Information Distribution Branch, OC0
Job title: Records Assistant
Is responsible for the central control of all intera-ency
administrative records and for infra-agency records concerning
major matters of policy and procedure. Develops procedures for
the receipt, recording, filing, use, and dispatch of current
administrative records. Serves as the office of record for the
Director of Central Intelligence, for the executive offices of
the Director, and for records covering policy and major matters
of procedure for Assistant Directors of Offices and Staff Chiefs.
Directs the operations of a CIA Records Center and Archives.
Receives and makes supplemental distributions of all CIA-produced
intelligence reports classified below Top Secret. Receives and
makes supplemental distributions of all CIA administrative
issuances.
2. CAF-5 - Records Center, Head
Operates the CIA Records Center containing all semiactive and
inactive records of value for a limited period, and the CIA
Archives for inactive records of permanent value. Is responsible
for the preparation of necessary control records for the systematic
arrangement and storage of valuable records and of copies of docu-
ments for subsequent distribution. Directs and assists in the work
of segregating and destroying records as directed by the Records
I' fanagement Staff.
CAF-4 - Records Clerk (2)
Perform the routines within the Records Center and Archives
of receipt, recording, arranging, labelling, and packaging of non-
current documents and records. Destroy records as directed.
Direct laborers in handling records coming into, leaving, or re-
arranged within storage areas. Assist records personnel in any
of"'.ce of CIA, on assignment, in arranging records to facilitate
use and eventual retirement.
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4. CAF-4 - Clerk (Current Records) (1)
Perform routines of receipt, recording,'dispatch, and filing
of administrative records of current value. Make searches in files
for documents requested. Segregate non-current records for storage.
Maintain files of indexes. Assist in preparing control records.
5. CAF-4 - Supplemental Distribution Clerk
Job title: Clerk
Responsible for all steps in the control of copies of intel-
ligence or information reports, including receipt, maintenance of
complete inventory records, arranging for filing, filing of infor-
mation reports and the "limited stock" collection of finished
intelligence reports, searching for copies as requested, making
authorized distributions, and directing the disposal of stocks
no longer required.
C6. CAF-3 - Clerk-Typist
Job title: Clerk-Typist
Performs general typing and clerical duties. Types index
cards, records disposal forms, and inventory records.
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I is O'_~lxNDU .T TO: Chief, Coordination, Operations and Pla117 ing Staff
I, e is ;er.,icnt Officer
SUBJZCT: Dissemination and Storage of Basic Intelligence
1. The current survey of the Library has disclosed serious
problems relating to the dissemination and storage of basic intelligence.
2. Three major problems have been identified which require the
assistance of your Staff.
a. CIA ascurned responsibility for the remaining stock of
JAhIS publications. An agreement now exists whereby esc1 of
the for I' C agencies are to store 011e-f"Lftll o th:_S stock.
Iio evrer, their respon ibility is storage only, and if any of
thorn wish further dissemination, they must come to CIA where
the standard suplllemental distribution procedures are employed.
b. Apvroximately 1,100 copies of all basic intelligence
issuance, are wrinted. These include all IT.S studies and all
gazeteero. Anproxir,.atoly 500 copies are retained in sup9lonenta1
stock. In addition, approximately 15 copies are sporadically
returned to CIA within a few months after issuance. This
large stock is causing a serious storage and maintenance problem.
The expense to the Agency in initial printing, in providing
storage space, in returning conies to stock, and in inventorying
the stock periodical1v is considerable.
c. Despite the fact that the functional statements of the
Agency give full cognizance over the dissemination of basic
materials to OCD, this function has been, thus far, exclusively
exercised by Rational Intelligence Survey Division, ORE. The
ORE',,
supplemental distribution cler'.r must ~ report to 14ISD, ~~~,, all
returns of basic intelligence and must obtain permission from
1aISD, OR, for action on all supplemental distribution requests.
3. It is suggested that the Coordinating Staff in conjunction
with OCD and the 1'.NISD, OR,, negotiate with the 1:':C agencies to achieve
the following assistance from the IRE:
a. ? e-determination of act ;ial, ir:i:' e i La'te c uaantita `?ive needs
of each I1 1C agency for curx'c;11t1_y-'7r oc1uced :Oa. sic intelligence.
b. A statement as to the 17.umber of conies of 'basic intelligence
1.s:",Lancer that each Ito agency will require for su;n+:lemental distril:7u-
tion in case of continued p ce and in event of hostilities.
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c. Agreement from each IAC agency to accept, stock, disseminate,
and dispose of the total copies it will need for distribAtion as
set forth in a. and b. above.
d. A determination of the total number of copies of the NIS
and gazeteers which should be initially printed, disseminated,
and stocked.
e. Agreement from the IAC to accept, stock, disseminate,
and dispose of its one-fifth share of JANIS documents.
4. It is also suggested that the Coordinating Staff effect an
agreement between CCD and the National Intelligence Survey Division,
ORE, whereby the assigned functional responsibilities of OCD for
dissemination will be carried out.
25X1A9a
Assistant Director, OCD
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