WEEKLY REPORT - WEEK ENDING 15 SEPTEMBER 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300250007-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: September 26, 2005
• Sequence Number: 7
• Publication Date: September 16, 1954
• Content Type: MEMO

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Chief , ' aagement Staff
Chief , Records Management Division
RETURNtTO
RECORDS MANAGEMENT DIVISION
16 September 1954
weekly Report - Week Ending 15 September 1954
1. A review of all forms used by the Foreign Broadcast
motion Division is being made in connection with the records
s
T ? .-+V -
__CD____ -
substantial reduction in the number of fors will be accomplished
This week eleven different forms used for logging purposes were con-
solidated into one form and fifteen two-page form letters were re-
vised to eliminate the second page ec letely and to reduce the
number to eleven.
2. New personnel in the Medical Office were trained in the
filing system which was installed for them some time ago.
3. All co eats on the proposed Correspondence Handbook
have been resolved and it is being retyped in final for a for sub-
mission to Regulations Control Staff.
4. As the result of a meeting with representatives of the
Security Office and Logistics Office, the order for additional
safe cabinets gill include specifications necessary for making
them suitable for filing all types of mterial.
5. '# ree members of our staff attended the l8th Awl Meeting
of the Society of American Archivists at Williamsburg, Virginia ..
6. At the request of Special Assistant to 25X1
the Assistant Director for Research at eports, we have submitted
a list of persons on our staff to be considered for the position
of Area Records Officer in that organization.
25X'
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Report for Week Ending 15 September 1954 from
REPORTS AND CORRESPONDENCE MANAGEMENT BRANCH
25X1
Project 4-91 - Review of Records Management Program, Logistics
ce
a. Re its Mans, ement 25X1
Sts, repor ed a date for launching the reports survey
cannot be estimated until either his workload decreases or the
approved billet to provide him with an assistant is filled.
He feels that the need for a reports management program is
great enough to risk launching the survey under present personnel
b. Correa ondence Mans, ment - Development of the correspondex
of administrative requests and reports is continuing. Sample
pattern memorandums and a chart index to the various requests
and reports were submitted to the Employee Services Division and
the Counseling Branch of the Personnel Office, for their review
and inclusion of additional data.
Project 4-94 Office of the Comptroller Reports Management Program
No change in program status. Project is 23% complete.
Project 4-98 - Correspondence Handbook
Agreement was reached with the Director's secretary on all
recommendations which evolved from a review of the Handbook by
secretaries to the Deputy Directors.
Verification of the Top Secret control procedure described in the
Handbook disclosed that certain statements and terms did not
conform with those being included in proposed Security handbooks
and regulations. These differences have been resolved.
With completion of the above coordination we do not anticipate any
further delay in getting the Handbook to Regulations Control for
authentication.
General Information
25X1
a. Completed and submitted ford review the following
b. In anticipation of re-entering the field of writing improvement,
rewrote the following guides: "Tips to Dictators," "Verbosity," and
"Vulgarisms."
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ties,
pamphlets:
"Correspondence Management"
"Modern Writing Styles"
"What is Readability?"
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AMP,
25X1
(1) Since records management embraces every aspect of paperwork,
and paperwork is inherent in almost every operation, a records
management program can be expected to be proportionally as large
as the agency it serves. The ultimate staff required to administer
the program on a continuing basis therefore can be readily deter-
mined. Such a staff should be provided at the outset of the
program.
(2) The cost of a records management survey is recovered
the moment top management is convinced that a continuing records
management program is needed.
(3) Avoid tracking down details which are too fine to be
drawn into conclusions.
(4+) Survey reports written by analysts in the Federal service
should have the same eye appeal as those generally prepared by'
private consultants.
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Report for Week Ending 15 September 1954 From
FORMS MANAGEMENT BRANCH
Project 4-79 - Records Management Survey, FBID
The functionalization phase of the survey has been completed.
The consolidation and analysis phase is now being developed.
Several important consolidations have taken place and been
agreed to by FBID. One resulted in the consolidation of 11
logs into a single log and 15 form letters consisting of 2
pages each into 11 forms of one page each. Project is 50%
complete.
Project 4-85 - FI Information Reports
No significant action since last week's report. Project is
47% complete.
Project 4-86 - Forms Index
Coordination on the Index has been obtained from
25X1 and OCD. Two forms were reported
as obsolete by OCD- Project is 75% complete.
Project 4-95 - Forms Management Handbook
No change from previous report. Project is 4% complete.
Project 4-103 - Preparation of Final-Type Forms Copy by Forms
nageeme t Branch
No change from. previous report. Project is 10% complete.
Individual and Group Information Report Evaluation Forms
Additional changes in the forms are being finally coordinated
by the office of primary interest.
Clearance for Civilian Contractor
25X
25X1
Forms Management Briefing
Continued action is being taken to develop instructional slides
and informational booklets. Material is being worked on by
Graphics/ORR and the Printing and Reproduction plant.
Hoover Commission
25X1 A substantial portion of time this past week has been
spent on initial contacts with officials of the Departments of
State and Justice, with additional contacts scheduled during this
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and the coming week in the individual bureaus of the Department
of Justice and with officials of the Department of Agriculture.
25X1
planned to conduct individual surveys within the Justice Depar -
ment of the Bureau of Immigration and Naturalization, the Office
of Alien Property, the Bureau of Prisons, and the Federal Bureau
of Investigation. The State Department survey has not developed
to such an extent as to presently forecast its scope.
Miscellaneous Activity
25X
the annual meeting of Society or r can Archivists a
Williamsburg, Virginia, on 12-13 September.
Summary of Individual Actions
New
2
Revisions
7
Reprints
2
Overprints
-
Other Govt. Forms
3
Totals
IT
Redesignated
6
25X1
10,000
58,500
14,000
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Report For Week Ending 14 September 1954
RECORDS CENTER BRANCH
Accessioning
During this week the following accessionswere made:
Personnel
OCD
OSI
Comptroller
14 Cubic Feet
6 < if
3 IT if
if It
Total 24 Cubic Feet
Total Accessions to date - 265.
The Chief of the Records Center attended the 18th annual meeting of the
Society of American Archivists at Williamsburg, Va., September 12 thru
14. Papers read at the meeting will be reprinted in the American
Archivist during the coming year. The following comments on the meeting
may be of general interest:
a. The general theme of the meeting, presented by both the Archivist
and the Asst. Archivist, was the role of the Records Administrator and
the Archivist in the field of records management. Stress was placed on
their interdependence, and the Archivist flatly stated there would be
no parting of the ways.
b. Christopher Crittenden, North Carolina Department of Archives
and History described the State Records Center at RalQQgh, N.C. A two
'tory building costing $300,000 was recently erected for the Center
operation. At the present time the Center occupies only the second story-
an area of 18,000 sq. ft. There are now 16,000 cubic feet of records in
custody from various agencies of the State government. The concept of
a Records Center at the State level, physically separate from the State
Archives i$ a new one to this writer. He stressed that Records Manage-
ment and Archives were in the same shop.
a. Yr. Richard Ruddell of the Ford MDtor bompany discussed recent
developments in the management of municipal records. Because of his
position on the Committee for Municipal Records of the Society of American
Archivists he has been frequently consulted in regard to local government
records problems. His report indicated that a very strorl records manage-
ment movement is underway at the municipal and county government level.
New York City was mentioned as one of the many presently undergoing a
records survey. He stimulated considerable interest in this field by
stating that a certain mid-western county had hired a records management
consultant to establish a program in 39 weeks for $27,000.
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Report for Week Ending 15 September 1954 from
RECORDS SYSTaIS BRANCH
Project 4-79 - Records Management Survey, FBII3
Project is continuing and is approximately 97% complete,
An analysis of the forms used by the Division is continuing. In
the past week approval has been obtained for the consolidation
of 11 forms into one, and 15 two page forms into 11 one page forms.
Project 4-80 - Agency--Wide Microphotography Survey
Project is continuing and is approximately 12% complete.
All questionnaires have been returned. Certain apparent
inconsistencies and incomplete items are now being reconciled
and on the spot reviews are being initiated to ascertain the
validity of the projects reported.
Project 4-81 - Security Desk Trays
No change from previous report. Project approximately 87% complete.
Project-4-82 - Filing System - Handbook for the Subjpct ss f c on
and. Filing of Correspondence Records, F '-25X1
No change from previous report. Project approximately 97% complete.
Project 4-83 Vital Materials Deposit Schedules for All Offices
Project is continuing and is approximately 60% complete.
The listing of vital materials and deposit schedule was received
from the Office of the Comptroller. However, all the different
material is listed by code. An effort is now being made to obtain
proper description of this material which will be useful to this
office in eliminating duplicate deposits of similar material by
other offices.
Project 4-84 - Vital Materials Microfilm Project
Microfilming of the OCD/BR dossiers continues. This project is
approximately 56% complete.
Project 4-96 - Vital Materials Handbook
No change from previous report. Project approximately 11% cnmplete.
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In a meeting with representatives of the Training Office a tentative
decision was reached to provide for the deposit of operational vital
materials of the Training Office at one of their field training
stations, It was also decided that a certain limited volume of policy
and administrative material would be deposited in the regular Agency
repository. The decision not to include the operational material
in the regular Agency repository was based on a memorandum from.
Colonel White instructing the Training Office to establish emergency
quarters at the other station.
At a meeting with representatives of Security, Logistics and Records
Management Division it was agreed that the order now pending for
additional safes would include the inside drawPtspecifications
requested by this office, and that the specifications would be
offered for our concurrence before released.
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Report for Week Ending 15 September 19511 from
RECORDS DISPOSITION BRANCH
Project 4-77 - Office of Scientific Intelligence
A disposal schedule has been prepared for the records of this
office not covered by existing standards and will be submitted
promptly to the National Archives for approval at the next
session of Congress. Approximately 157 items on the records
control schedule have been reviewed and approved for immediate
application. Project is 99% complete.
Project 4-78 - Office of General Counsel
No change from previous report. An analyst of this office will
25X1 contact OGO this week in regard to the overall
approval of the Records Management Program in that Office.
Project is 99% complete.
Project-4-79 - Foreign Broadcast Information Division
No change from previous report. Project is 99% complete.
Project 4-97 - Records Disposition Handbook
The proposed Handbook has been submitted for approval to publish.
Project is 75% complete.
Project 4-116 Security Office
No change from previous report. Project is 85% complete.
Project 5-2 - Office of National Estimates
No change from previous report. Project is 85% complete.
Project 5-32 - Office of Research and Reports
109 describable items covering an estimated 665 linear feet of
records have been listed. Project is 8% complete.
Project 5-40 - Office of Chief of Operations
No change from previous report. Project is 75% complete.
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General Information
1, An analyst of this branch has been to the Medical Office and
instructed several new personnel in the application of the filing
system set up for that Office.
25X1
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