PROPOSAL FOR ESTABLISHMENT OF AN OCS CARD PUNCH AND BALANCING FACILITY IN KEY BUILDING TO SUPPORT ACCOUNTS DIVISION/OF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP69B00596R000100070012-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: November 16, 2016
• Document Release Date: January 10, 2000
• Sequence Number: 12
• Publication Date: October 4, 1966
• Content Type: MF

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MEMORANDUM FOR: Director of Finance
SUBJECT
A. GENERAL
4 October 1966
DDS&T #492/-66
: Proposal for Establishment of an OCS
Card Punch and Balancing Facility in
Key Building to Support Accounts
Division/OF
1. It is proposed that OCS perform the card punching and
balancing for daily accounting work, Jobs 501, 502. and 515 at
Key Building. These operations are now being performed in
the OCS Computer Center at Headquarters Building.
2. Advantages anticipated by this proposed move are:
a. Communication problems in reconciliation of
errors or in making accounting adjustments will be
eliminated or greatly reduced.
b. The time lag between the preparation of vouchers
for punching and the beginning of the card punch activities
will be reduced, thus providing OCS with a better opportunity
for meeting existing production schedules.
c. Transportation of vouchers between buildings will
be eliminated or greatly reduced, thus providing better
protection against possible loss of documents in transit.
d. Closer coordination of data preparation activities
in OF and OCS will permit better regulation of work flow
and reduction in peak loads.
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25X1A a six-month period, the daily mean average number
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1. Ove
25X1A of cards puchsd for Accounts Division is 3500. It is estimated that
a machine complement of 029 keypunches and 059 verifiers
located in Key Building will be sufficient for this volume.
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Z. Attached is an equipment layout for Rooms 613-613A Key
Building, showing the location of card punch equipment, desk, files,
and table. It will not be necessary to relocate any electrical or
telephone outlets. The machines and furnishings to be installed in
413413A are now located in the OCS Computer Center and will be
moved to Key Building as soon as possible after concurrence in this
memorandum
3. For and proof ist
DCS equipmenthe
ations, a,rr
eighth
none w
responsible S equipment which OCS plans to use.
ents are
C. PERSONNE
1. OCS, x6469. will have overall responsibility
for the operations to be performed in Key Building on Jobs 501. 502,
and 515. a contract employee, will participate
during planning and implementation phases.
Z. will be supervisor in charge of OCS
onnel listed below:
D. OPERATIONS
1. Hours of operation for the OCS activity will be from 0900
to 1730
londay through Friday.
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2. Batches of vouchers will be deli ere the Voucher
Review $ectio. Accounts Division, OF, to the card punch unit
throughout each day as rapidly as they are completed by the
Voucher Review Section.
3. Day-to-day coordint1on of work in process wili be the
responsibility of OF,
or their designated afteraates. will be responsible
for preparation of vouchers for card punching.
will be responsible for card punching, verifying, and balancing
operations. If balancing operations surface the need for adjustments
in vouchers or batch controls, will be responsible
for making such adjuetments.
4. Upon completion of OCS card processing operations, vouchers,
with the exception of those which are for "Total Cards," will be
returned to the Voucher Review Section. The Voucher Review Section
will hold all vouchers in original batches. until completed daily reports
have been returned from OCS. Vouchers from which "Total Cards"
are punched are for the following:
a. Logistics - Mid month
b. Logistics - Month end
c. Vouchered Payroll Zxpenus
d. Unvouchered Payroll Expenses
When these vouchers appear, they will be sent to the OCS Computer
Center to provide necessary information for computer operations.
5. For the present, cards, computer reports, and necessary
vouchers will be transported between Key Building and Headquarters
by OCS courier runs. In the future, other arrangements for courier
functions will be explored in order to gain more effective utilisation
of OCS personnel.
E. SCHEDULES
1. In September 1962, the Finance DiViSiOR and Automatic Data
Processing Division established schedules for picking up processing,
and returning completed reports as follows:
3
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Transaction
Day
Monday
Tuesday
Wednesday
Thursday
Friday
Z. U
et until expos
ROP69600596R000100070012-6
Pick up Last
Batch from OF
1000 Hours Process
Tuesday Wednesday
F. CONCLUSION
Wednesday Thursday
Thursday Friday
Friday Monday
Monday Tuesday
proposal, the above schedules
ace indicates that a revision is
Return Data
and Reports to
OF 1000 Hours
Thursday
Friday
Monday
Tuesday
Wednesday
wtU remain in
In order.
Neither OF nor OCS has been satisfied with data processing
production of the reports desired for accounting purposes. The
principal objective of this proposal is to establish a means by
which OCS can provide improved service to the Accounts Division,
OF. Implementation of this proposal should result in more timely
processing than has been possible in the past.
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Attachment: ais
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Date
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