WEEKLY REPORT - WEEK ENDING 10 NOVEMBER 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300240008-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 8
• Document Creation Date: December 19, 2016
• Document Release Date: September 19, 2005
• Sequence Number: 8
• Publication Date: November 10, 1954
• Content Type: MEMO

CONFIDENHAL
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RECORDS MANAGEMEWT
Chief, Management Staff
Chief, Records Management Division
Weekly Report - Week Ending 10 November 1954
10 November 1954
1. Arrangements vere made with the Interim Assignment
Branch to number adhesive tape to be used in connection with
establishing control over the large number of Records Center
cartons to be moved to the new location. As the result of
this assistance and overtime worked on 6 November 1954, wee
have completed approximately 25% of this job. lA,S personnel
will be used in connection with additional unclassified work
in the Records Center where appropriate.
2. A report outlining the accomplishments in connection
with the records management survey in FRID has been com-
pleted, discussed with the Division Chief and the Special
Assistant to the DD/I. This report will be submitted to you
in the next.day or so f or * transmission to the Chief, Office
of Operations. One of the significan' items in connection
with this report is that 2,331 cubic feet of records, the
equivalent of 291 file cabinets, have already been trans-
ferred to the Records Center or destroyed.
3. Discussions were held with Area Records Officers in
the Personnel Office and Security Office on their internal
forms management programs. The Personnel Office is making
significant progress in this area. The Security Office is
just in the process of getting started.
4. As the result of tests conducted in the DDJP area
on a new FI Information Report,, it appears that additional
savings of approximately $6,000 per year will be possible
when this project is completed.
5. Five Agency offices transferred the equivalent of
23 file cabinets of inactive records to the Records Center.
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Report for Week Ending 9 November 1954 from
REPORTS AND CORRESPONDENCE MANAGEt JT BRANCH
ect 4-91 . Review of Records Management Program. Logistics
0.
a. Reports Management No change in program status. The
proposed follow-up with the Chiefs Administrative Staff? LO,
has been deferred because of his illness.
b. Correa ondence Management - The headquarters correspondex
for sting in the Logistics Office is 50% complete, based upon
near completion of rough drafts for each of the approximately
100 proposed index cards. The Office of Training is now review.
ing drafts concerning requests for training. Drafts for review
by the Offices of Personnel? Comptroller, Logistics, and Security
will be forwarded early next week.
Project 4-914 - Office of the Comptroller Reports Management
Pro ram
No change in program status. Project is 23% complete.
Project 4-98 - Correspondence Handbook
No change in project status pending review of the Handbook by
the Chiefs Management Staff. Project is 95% complete.
General Information
a. Program Material - Arrangements were made with printing and
Reproduction D v_ =on for the art work, composing, and printing
of the pamphlets, "Analyzing Reports," and "Correspondence man.
agement." Reproduction time will be from four to five weeks,
be Pro ram Promotion I I conferred 25X1
with e , OTR Management Training Division, on
including recor management subjects in OTR training courses.
Collaboration with OTR in developing training guides was also
discussed. To that end was furnished drafts of our 25X1
proposed pamphlets, "Modern Writing Styles," and "What is
Readability."
co Elaployee Suggestions
No. 979, Signature Marker - Form No. 163, Correspondence Assembly
Reference Tab, which was developed on the basis of this suggestion,
is now in the Agency supply system. A flier publicizing the use
of this tab was developed. It will be disseminated to Agency
clerical personnel through Building Supply Officers.
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d. Glossa of Administrative Terminology - Extraction of terms
from regulations., notices and handbooks is underway.
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Report for `Meek Ending 9 November 1954
RECORDS CENTER BRANCH
Accessioning,
During this week the following accessions were made:
0 0
24 Cubic Feet
Personnel
18
n
it
Comptroller
16
rr
n
rt
Ir
Logistics
DD/P
5
2
n
rr
Sub-total
65 Cubic Feet
Finished Intelligance 123
Total
Total accessions to date - 336
f r? ce
A request from the General Counsel's Office for a memo written in 1942
by an OSS official again highlighted the post war ravishment of the files
of that Agency. The document was not found in the meagre OSS holdings
of the Center nor in the RI Archives. National Archives is now being
requested to search its portion of OSS records. The memo is needed in
defense of a claim against the Government.
General
Messirs. of the Center visited the new
construction uring the week.
Approximately 25% of the master numbering of the cartons in the Center
has been completed in preperation for the move. Good progress is also
being made on the rearranging and inventorying of certain records that
needed it. This has all been done on overtime.
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'CONFIDENTIAL
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Report for Week Ending 8 November 1954 from
FOR MANAGEMENT BRANCH
Project 4-85 - FI Information Reports
I Reports Control Branch, DD/P appears to be receptive
0 our proposal to eliminate the use of yellow-stripe run-off
paper and to use a light green paper instead, with instructions
printed and distributed occasionally on a separate instruction
sheet. Test runs on light green and other papers are being
made by the K Building Reproduction Plant. Project 71% complete.
Project 14-86 - Forms Index
Verifying data and posting records continues. Project 78.7%
complete.
Project 14-95 - Forms Management Handbook
No change from previous report. Project 10% complete.
Project 1e-103 - Preparation of Final-Type Forms Copy by Forms
Management Branch
No change from previous report, Project 11% complete.
Forms Management Poster
The first of a series of posters featuring "Orme the Form,"
captioned "Don't Waste Form has been received and will be
posted throughout Agency buildings in the near future.
Personnel and Security Office's Forms Management Programs
Detailed discussions of the effectiveness of these programs
were held with the Area Records Officers this week. Continued
attention will be devoted the Security Office Program in the
near future.
Summary of Individual Actions
No. of Requisitions No. of Copies
New 5 54, 200
Revised 23 172,200
Reprints 12 90,500
Overprints
Other Government Forms 1 *
a-
341#900
Redesignated 23
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Report for Week Ending 9 November 1954 from
RECORDS DISPOSITION BRANCH
Project 4-77 - Office of Scientific Intelligence
No change from previous report. Project is 99% complete.
Project 4-78 - Office of General Counsel
No change from previous report. Project is 99% complete.
Project 4-97 - Records Disposition Handbook
The Handbook1 is being duplicated prior to coordination with other
units of the Agency.
Project 4-116 - Security Office
No change from previous report. Project is continuing and is 85%
complete.
Project 5-2 - Office of National Estimates
No change from previous report. Project is 99% complete.
Project 5-32 - Office of Research and Reports
As of this date, 186 describable items covering an estimated 1989
linear feet of records have been listed. Project is continuing and
is approximately 25% complete.
Project 5-40 - Office, Chief of Operations
No change from previous report. Project is 75% complete.
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Report for Week Ending 9 November 1954 from
RECORDS SYSTEMS BRANCH
Project 4-80 ? Agen9y-4?ide KicrophotognR!Z S
Project is continuing and is approximately 259 complete.
The analyst assigned to this project is currently working in the
Printing and Reproduction Division of the Logistics Office.
Project 4-81 - Security Desk Trays
No change from previous report. Project is approximately 88%
complete.
Project 4-82 - Filing System - Handbook for the Subject Classification
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No change from previous report. Project is approximately 99% complete.
Project 44 - Vital Materials Deposit Schedules for All Offices
I c#f Lo istics andi of this office 25X1
met tth 0CD/IR to discuss the possible microfilming
of 132 drawers of Industrial Register Dossier material for vital
storage. was requested to document this request for
filming, and also to include a plan for appropriate indexing and
controlling of accretions. dicated that this memorandum25X1
addressed to the Chief, Records Management Division would be written
within the next few days.
A check of pt'ogress of the OCD microfilm plan indicates that they are
now filming all CIA produced intelligence material proposed for
inclusion under the plan. An xtra copy of all such film is made for
deposit as vital material, but no arrangements have yet been made to
supply the necessary index cards, without which the film cannot be ~~.
used.
Project is continuing and is approximately 65% complete.
Project 14-84 - Vital Materials Micorfilm Project
Microfilming of the oCD/BR Dossiers continues. This project is
approximately 64% complete.
In accordance with the established schedule, the semi annual filming
of vital materials in the Security Office was started this week.
The project is approximately 10% complete.
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Project 4 -96 - Vital Materials Handbook
No change from previous report. Project is approximately 12%
complete.
Project 6 - Survey of Cable Reference,* Disposition and Vital
Materials Requirements
This project was listed as being completed last week because the
report was completed. However, we will continue reporting progress
made in connection with the concurrence and approval of effected
offices, and action taken with respect to implementing the recommenda-
tions made. In the past week the report was discussed with Colonel
Cable Secretary who requested some time to consider it before
ca g his concurrence or submitting his comments.
General Information
A memorandum was forwarded to the Logistics Office requesting a
sufficient supply of folders be supplied the Building Supply Officers
in December to provide for setting up files for the coming year. A
tabulation showing the number of folders required by each office was
attached.
Special Assistant for Administration to the DD/I
requested an opportunity to review the report of the Records Nana ement
Survey made in FB]D, previously reported completed under Project -79.
is presently holding the report which will be forwarded
upon return to this office.
The status of the f es of the Office. of the DD/A were discussed
with There has been a complete turn over in personnel
handling the files as well as many of the Assistants he IM/A who
require material from the files. At our suggestion,
welcomed a proposal that an analyst from this office review the-Me--s.
inaugurate any changes that appear to be necessary, and give further
training to the girls using the files.
The comments submitted by various offices regarding the proposed
standardization of a heavy duty folder have been received, and are now
being considered,
At the request of Cable Secretary, we are undertaking
a review of the p preparing receipts for cables with
the objective of developing possible improvements in the present
manual system or of adopting a mechanical method.
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