Staff Study of Control And Records Procedures For The Administrative Staff, SR Division.

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP60-00538A000100080001-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 4
• Document Creation Date: November 11, 2016
• Document Release Date: September 24, 1997
• Sequence Number: 1
• Publication Date: December 17, 1953
• Content Type: MF

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Date: By:
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Mr106ANAN FIR: Chief,n stretive Staff, SR ivision,
17 ecember 1953
UliJECT
le if[OBLEM.
Staff ? tudy of Control And Records Procedures
For The Administrative Staff, 7R Division*
To stilly existing techniques and procedures for the flow of administra-
tive maerials and make recommendations for establishment of a mini-
mum system of controls and records required to support FR liviaion
administrative matters, with a view toward determining:
a. The appropriate type and number of controls, and
b. To determine the workload currently required for the performance
of such functions.
2. FACTS BARING riv, I ROBLEM.
a. An examination of the currently maintained files and records indi-
cates that such mat.erlals have been controlled, logged, and filed on
the basis of the individual responsible for their origination rather
than by any major subject healing or classification.
b. The control mechanisms and fil:Img procedures currently being employed
do not provide positive assurance of knowledgeability or of specific
location in that control mechanisms are not all inclusive.
c. The secretaries of the Chief and -tputy .;hief snare a combining
responsibility for the processing of administrative materials through-
out the staff and their total man hours average approximately 80 hours
per month to perform these functions.
d. Certain of the procedures examine,1 duri.ng the course of this stilly are
carry-over techniques from predecessors and are realized by the persons
involved to be either 'i:uplicative or unessential as cf current
operations.
e. The following controls, files and records of Administrative materials
were found to be currently maintained by the Administrative Staff:
,l) i'wo file folders of dispatches separated by incoming and out-
going into chronological order by dates of dispatches.
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(2) One 3" x 5" index card file broken down by stations and by incoming
and outgoing dispatches within stations, together with major
subject classifications such as Logistics, Budget, etc.
An incoming and outgoing cable log prepared on Form No. 38-114
together with two file folders; one in chronological sequence
by date containing on one side the confirmation copy returned
by the message center, and on the other side duplicate file
copies of the originating cable which are Utimately transferred
to another file folder.
(3)
(5)
An administrative chronological file by date sequence maintained
within a file folder with duplicate material either maintained
in the master subject file or with specific copies filed within
the personnel file folders of the individuals concerned. A
cross reference file box of 3" x 5" index cards broken dawn by
alhabetical sequence for the greater parts and by mme subject
categories is maintained for location purposes.
In addition to the file folders mentioned above and those main-
tained for each employee within the division, there are maintained
such files as are the generslly accepted practice of subject
record maintenance.
(6) Three additional logs are maintained by the secretary to the Chief.
These are: a Proposed Regulations Log, the 'A Project Log, and
a spec'al log for MINIIIMINIMINIErables. 25X1A2d 1
4.1.?ft.re???..
3. I_CUSI 'N.
a. It has been expressed by the Appuky Chief and reiterated by the persons
involved that certain of the techniques presently employed are carry
overs and 90a to be unessential. It is the desire of the undersigned
to make a matter of record that personnel involved have been cognisant
of these problems and have adopted certain molifications from time to
time. One of the most important factors in the handling of seiminietea-
tive materials is the assurance, insofar as practicable, that all
incoming and outgoing material eas been identified arei can be located.
-vein with the existence of some four loge, this is not provided for
under the current system.
b. The advisability of the maintenance in duplicate of both fia-
an,1 confirmation copies of cables was agreed to be superfluous to the
need.
c. The continuation of the Administrative Chronologj.cal File which is a
duplicate of he materials fled In personnel file folders or subject
files Is considered unnecessary as Is the cross reference 3" x 5" card
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file which, in general, does not perform any specific function which
could net be fulfilled by another means.
14. fin kliFN T .
a. That one conselidated incoming and outgoing log be established which
would contain:
(I) .;a,bles
(2) 1:roposed regte.ations
(3) SR Projects
(4) Administrative material*
It is recommended that personnel materials of Administrative Staff
origin not be included within this log but copies filed directly
in the personnel folders if they are of specific nature or under
a general classification within the subject file.
(5) decause of the nature of the activities and its limited scope, it
is recommended that the iaterial log be maintained 25X1A2d1
as a separate entity.
b. incoming and outgoing dispatches should be contained in two folders,
as heretofor, but the 3" x 5" card file should be rearranged by subject
matter within the station and broken down by incoming and outgoing
material. It is further recommended that this card file be designed
to provide a facility for more than one specific action (See Tab A).
c. it is recommended that an Administrative Ghronological Ticider File be
maintained by subject classification within due dates on those adminis-
trative matters requiring action and be created when the logging entry
is made. See Tab B.) These cards should be destroyed upon completion
of action. This will permit the discontinuance of the currently main-
tamed chronological sequence file and the cross reference 3" x 5" card
file.
d. t is recommended that the outgoing lizionological file of cables be
maintained in date sequence and that the luplieseee check-noire:Joel file
copy be discontinued.
5
ns'Stution of the abcee, recommen'ations should ease the emblem
- 3-,
4FTRET----
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3ontr11ing and filing rr,or_ts within the Alministrativ- ,taff.
No specific time savings ,;an be estimatmd until sufficient actual
experionce resulti.ng from mplAmontation of tiv, proposed recommen?
Ins.
MIS/EMB/law (17 Dec. 1953)
cc ? Signer's copy,/
25X1A9a
Managempnt xaminer
25X1A9a
Assistant L:anagement fficer, d /A
(For 'landestine ,ervices)
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