WEEKLY REPORT - WEEK ENDING 14 APRIL 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300270004-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 16
• Document Creation Date: December 19, 2016
• Document Release Date: October 12, 2005
• Sequence Number: 4
• Publication Date: April 14, 1954
• Content Type: MEMO

Approved For Release 2005/11/21: CIA-RDP7 211RQW. , ,027
Chief, Manasemnt Staff
Chief, Records Management Branch
Weekly Report ., Week ending li+ April 1954
'DIVISION
14 April 195
Buxom OF PROJECTS
Weekly Report - Week ending 7 April 1954 Projects in Process 1.9
This Week:
Added during week. 2
Compie ii luring week: 0
Change
This includes inventory of records, devel ent of records control
schedule, records disposal authority, installation of filing system
and schedule for depositing vital Materials.
CTS ADDED DURING WEEK
25X1
Records Survey of Audit Office
,This includes inventory of records, development of records control
schedule, records disposal authority, installation of filing system
and schedule for depositing Vita.l Materials.
Discussion took place with medical Office representative who has just
returned from an extensive field trip. It was tentatively agreed
that .ditio.ai Vital Materials should be deposited and steps will be
taken to proceed with this final phase of the survey. It is expected
that it will be completed by 23 April. Project is approximately 75%
complete.
et -r
CONFIDENTIAL
FILED
Pro ects in Process 21
office of scientific
Project resumed. 163 items covering an estimated 502 linear feet
of records have been identified and listed. Preliminary appraisals
and disposition plans have been wade for each describable item.
Project is approximately 22% complete.
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 Approved For Ree ,L t d1 A-RDP70-Q 11 R000300270004-4
Report for week ending iii April 1954 from
REPORTS AND CORRESPONDENCE MANAGE14ENT PROGRAM
Project I-91 - Review of Records hanagement Program Logistics Office,
Correspon ence Management Phase)
25XlMet with and discussed plans for an
Office-wide correspondence management program. It was tentatively
agreed that we will be furnished reading files from each division.
After informal discussions on this material we will spot check in each
division preparatory to a thorough survey. is very en- 25X1
thusiastic and cooperative. We anticipate a successfTil survey.
Project 4-91 - Office of the Comptroller Reports Management Program
No change from previous report. Project is approximately 10% complete.
Project 4-98 - Correspondence Handbook
Comments on the Handbook from all coordinating elements but the Inspector
General were received from Regulations Control Staff. We also anticipate
comments from the Office of the Director and the Executive Registry. A
card index of these comments is being prepared to facilitate our analysis.
General Information:
a. Employee Suggestions:
(1) No, 801, Procurement of EZERASE Stationery; and 818, Agency-
wide use of Del-E-Tape Typewriter Ribbons and Correction Fluid - Tests
were made of these products and their merits discussed with office
suppliers, and representatives of the General Services Agency, Bureau
of Standards, and the Navy Department.
(2) No. 817, Manifold Carbon Interleaved Dispatch Form - Discussed
25X1this suggestion tirith and examined his report on a proposed
pouch, tram procedure. it is believed that an analysis of this suggestion
will assume the scope of a Management Staff project.
b. Program Promotion:
Our proposal to assist the Office of Personnel with the streamlining of
their form and pattern correspondence is gaining acceptance. Our sug-
gestions for improving a form letter given to us as a "test" were re-
ceived favorably.
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low
c, Standard Agency Correspondex:
Plans to develop an index of routine repetitive internal corres-
pondence were discussed with representatives of OSI and ORR. Both
of these offices have developed pattern memoranda for some of the
more common administrative requests.
25X1
Approved For Release
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d61 A*
 Approved For Release 2015111/21 C l`A- DP70-Q 11 R000300270004-4
Report for week ending iL April 1951 from
FOi3MS MANAGEMENT SECTION
Project 11-85 -? FI Information Reports
Proofs of the dual-master set were received from the printer,
corrected, approved and returned. Specifications are being
written for the combination record copy-offset master set.
Project L-86 - Forms Index
Verification of first run data continues. New items are being
integrated upon approval.
Project L-95 - Forms Management Handbook
No action this week.
Project 4-103 - Preparation of Final-type Copy by Forms Management
ion
No action this week.
Training Material
Material borrowed from the Air Force has been returned.
Study of Stocked Forms Supply System
No action this week.
00 Information Reports
No action - awaiting approval of revised form by 00/C.
25X1
No change in status,.
Clearance for Civilian Contractors
25X1
Flo ee Sug estion #799 - Multiple Copy Carbonless Form Paper
No change in status - awaiting additional information and paper
samples to be furnished by NCR representative.
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 CONFIDENTIAL
Approveor Release 2005/11/21 : CIA-RDP70-E11R000300270004-4
Report is in f ina
85% complete.
s of preparation. Project is approximately
filing system is continuing. Project Is
ev. Office of General Counsel
P r o s ect 4- 0 .. nc - ride 1 E.c oto a :Survey
No change from previous report. Pro sect is approximately 5% complete.
Project 4-8i - Security Desk ''rays
No change from previous report. Project is approximately 85% complete.
4-82 - Handbook for the Sub ect Classification and Filing
No change
es ra._ence R Como - 25X1
previous report. Project is approximately 97% cOmPle'
.es ft
Review of the schedule for the Security Office resulted in a
frequent deposit of records of employee badges issued.
Arrangements were completed with ONE providing for a listing of all
materials originating in other offices Which they considered essential
for emergency use. Arrangements are now being made with the appropri-
ate originating offices to deposit these materials.
A deposit schedule for the Office of the General Counsel has
developed and agreed upon with the Administrative Officer. . As
the signature of the General Counsel is obtained.. the schedule will be
complete.
wProlect is approximately
4_84 - Vital.. Mss teriale Microfilm Prole
Filming of records in OCD
dossier file continues. Project is
approximately 5% complete.
Filming of, the `Personnel Office Vital Materials for this quarter is
has requested that the filming of the remaining .o% be postponed until
19 mil, because of the excessive number of references being amde to
these records.
Filming in 0Sl is approximately 9% co fete and should be completed
by 16 April.
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R: Ar J, NF1t NTIAL
 Approved.or Release 2005/11/2 A=RDP70-0 Q11 R000300270004-4
4-85 - PI Tnfor st~
Proof of revised report farm received from Winter, corrected and
returned for printing. Project to approximately 33% c mplete
Project-4-86 - Forms Index
Nev Items are being added to the Forms Index as necessary. Project
is approximately complete.
Pro,lecti 4-91 Review or Becordr, T,: na re nt Prog am eties
offlee
Mans-
Discussed plans ?4 th Area Records Officer for Correspondence
sent Pror . Plans have. been made to review reading, files from
Div1sion.. Project is approximately 17% complefe.
Pro et 4 9 - Acquisition of Certain Records from the Securities
and Exchange ; cs car.:
No change
plete.
Project 4-
b change fr
vious report. Project is approximately 754 com
ce of Ca ptroller R
previous repor . project is approximately I
Project 4-22 _ Forms Management Handbook
k1Yk YIo?M
No change from previous report. Project is approxi . 1.
piete .
No cam,
pl,e to .
repor 4 . Project is approximately 5% complete.
Records Disposition Handbook
ous report. Project is approximately 2
Pro~eat 4::23 Corr-as irlencc Handbook
the Handboo from all coordinating elewnts but t
I were received from the Re ?.xlations Control Starr.
also anticipate comments from the Office of the Director and the
iiecutive Registry. A card index of these comments is being prepared
to facilitate our analysis. Project is approximately complete.
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 COa 4FIDEN I LAL
Approved r Release 2005/11/21 : CIA-RDP70-00a11R000300270004-4
Tentative plans and specifications for the construction Of the
new Records Center were discussed several times during the weel'
with the architect assigned to I the by Logistics Office --
25X1 I I Teas discussions concerned lighting, general layout
or orrice space and telephone requirements. Also, security aspects
of the. project were discussed vi , . a the Physical
Security Branch, Security Officel an4 the 25X1
arc:hi.tect.
As the result of a request fits lw are contact-
ing the appropriate Records naze::aent people in the Impartments
of the Army, Air Force and Navy, to determine their present inven-
tories of JANIS material.
5 additional groups of records were received during the week,
totaling 95 cu. 't. Accessioning of records continues at the rate
of better than 1 job per day. Total accessions to date - .119.
25X1
quarterly inventory of materials. on deposit in the Repository was
completed and distributed to each office. This inventory is pre-
pared at the end of each calcandar quarter and reflects the materials
which are currently in the Repository.
3. Review of Disposal Schedules - Contact Di-vision/00
Disposal plans developed in connection with the study of the records
of this Office have been submitted to the National Archives for
review. The schedule covering Field, Office records has been ap-
proved. This bas been submitted to Congress.
# Fors M na a nt:
'Where has been little opportunity to work on projects other than the
25 fog required by the Comptroller's Office for use in establish-
ing accounting procedures at Class A field stations. Coordinated
effort on th_- part of representatives from the Regulations Control
Staff, Office of the Comptroller and the Forms Management Staff
rapulltad In completion of this assignment. The 25 forms and
25X1 We been approved and sent to the Printing and Repro-
auction Div sion. 49 requests for new, revised, reprinted or
rprinted farms were received.
5. Correspondence Management:
Fla to develop an index of routine repetitivo internal correspondence
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r(Th JFI flFN ! IAL
 CONFIrCN IAL
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discussed vith representatives of 0SZ a
e offices have developed tatteru memora for some of the
25X1
Attecntts
Project Sheet Audit Office
Project Sheet - FDD
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'nme r*NTIAL
 Approved Foreleasr ?1 1 i_114!ADP70-0021 W00300270004-4
.2A 64i
Report for week ending 14 April 1954 from
REPORTS AND CORRESPONDENCE MANAGEI'JENT PROGRAM
Project 1-91 - Review of Records Management Prograt, Logistics Office,
kuorressonaence
anagement P
ase
25X1Met with and discussed plans for an
Office-:L e corresponence managemen program. It was tentatively
agreed that we will be furnished reading files from each division.
After informal discussions on this material we will spot check in each
division preparatory to a thorough survey. is very en- 25X1
thusiastic and cooperative. We anticipate a successful survey.
Project 4-91 - Office of the Comptroller Reports Management Program
No change from previous report. Project is approximately 10% complete.
Project 4-98 - Correspondence Handbook
Comments on the Handbook from all coordinating elements but the Inspector
General were received from Regulations Control Staff, We also anticipate
comments from the Office of the Director and the Executive Registry. A
card index of these comments is being prepared to facilitate our analysis.
General Information:
a. Employee Suggestions:
(1) No. 801, Procurement of EZERASE Stationery; and 818, Agency-
wide use of Del-E-Tape Typewriter Ribbons and Correction Fluid - Tests
were made of these products and their merits discussed with office
suppliers, and representatives of the General Services Agency, Bureau
of Standards, and the Navy Department.
(2) No. 817, Manifold Qnrbon erleaved Dispatch Form - Discussed
25X1 this suggestion with and examined his report on a proposed
pouchgram procedure. is be ieve that an analysis of this suggestion
will assume the scope of a Management Staff project.
b. Program Promotion:
Our proposal to assist the Office of Personnel with the streamlining of
their form and pattern correspondence is gaining acceptance. Our sug-
gestions for improving a form letter given to us as a "test" were re-
ceived favorably.
Approved For Release 2001M11g00211 R000300270004-4
 -1 NL
Approved For Rele 009ff1122 k:UC A-RDP70-00211jZ000300270004-4
c. Standard Agency Correspondex:
Plans to develop an index of routine repetitive internal corres-
pondence were discussed with representatives of OSI and ORR. Both
of these offices have developed pattern memoranda for some of the
more common administrative requests.
25X1
Management Section
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 pPp' 4+t k 14,5 I ~ ~ ~ ~~~
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low
Report for week ending 14 April 1954 from
FORMS MANAGEMENT SECTION
Project Li-85 FI Information Reports-
Proofs of the dual-master set were received from the printer,
corrected, approved and returned. Specifications are being
written for the combination record copy-offset master set.
Project 4-86 Forms Index
Verification of first run data continues. New items are being
integrated upon approval.
Project 4-95 - Forms Management Handbook
No action this week.
Project 1??103 - Preparation of Final-type Copy Forms Management
Section
No action this week.
Training Material
Material borrowed from the Air Force has been returned.
Study of Stocked Forms Supply System
No action this week.
00 Information Reports
No action - awaiting approval of revised form by OO/C.
25X1
No change in status,.
Clearance for Civilian Contractors
25X1
Employee Suggestion ##799 -Multiple Copy Carbonless Form Paper
No change in status - awaiting additional information and paper
samples to be furnished by NCR representative.
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300270004-4
 CONFIDENItAL
Approved For Release 2005/11/21: CIA-RDP70-00211 R000300270004-4
Report for week ending iI April 1,054 from
RECORDS SYSTEMS SECTION
Project L-76 - Records Management Survey, Medical Office
No action this week, Project is approximately 75% complete,
and will be completed about 23 April. Now awaiting decisions
by medical office personnel regarding the deposit of certain
vital materials in order to complete development of the vital
25X1 materials schedule - has returned from his trip and
states that both he and Dr. Tietjen feel that additional
materials should be deposited, and that he will meet with us
upon completion of the numerous briefing and reports resulting
from his recent field trip.
Project 4-79 - Records Management Survey, FB1D
Installation of the filing system throughout FB]D is continuing.
Project is approximately 65% completed.
Project 4-80 -Agency wide Microphotography Survey
No change from previous report.
Project It-81 - Security Desk Trays
No change from previous report.
Project !-82 - Handbook for the Subject Classification and Filing
of Correspondence Records - 25X1
No change from previous report.
Project I-83 - Vital Materials Deposit Schedules for all Offices
25X1 visited the
repository as week or the purpose of inspecting their vital
materials deposits. Each of these offices recently provided the
repository with filing instructions and were well pleased with the
arrangement of their vital materials,.
25X1
semi-annually, but it was agreed all concerned that quarterly
deposits will be more practical. Each deposit will consist of a
complete file and will authorize the destruction of the previous
deposit.
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-
CONFIDENT-Al-
 Approved For Release 2000 *1.1*l t 70-0021 $,p00300270004-4
ONE has supplied us with a listing of materials originating
in other offices which they consider essential for their use
in an emergency. Arrangements are now being made with the
appropriate offices to schedule the deposit of these reference
materials. This scheduling will permit establishment of a
complete schedule for ONE.
The deposit schedule for the Office of General Counsel has
been developed and agreed upon with the Administrative Officer,
but is still held by that office awaiting the signature of Mr.
Project 4-81 - Vital Materials Microfilm Projects
Filming of the OCD/BR dossier file continues. This project is
approximately 25% completed.
Filming of the Personnel Office vital materials for this quarter
is approximately 60% completed. The Area Records Officer for
Personnel has requested that the filming of the remaining 40%
be postponed until the 19th of April because of the excessive
number of references being made to these records,
Filming in OSI is approximately 98% completed, and should be
completed the 16th of April.
General Information
A representative of Remington-Rand was referred to this office
25X1 by f the Procurement Division/LO to discuss their
stock items which could meet our specifications for standard
folders and guides.
.-Answers were prepared and. forwarded on three Enployee Suggestions.
The inventory of Vital Materials for the quarter ending 31 March 54
has been distributed.
25X
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"At
 Approved For ReleaGON1fl9NUAIRDP70-00211 8000300270004-4
Report for Week Ending 14 April 1954 from
RECORDS DISPOSITION BRANCH
Project 4-77 - Records Management Survey,, Office of Scientific
Intelligence
This project is again progressing in a satisfactory manner.
163 items covering are estimated 502 linear feet of records
have been listed. Preliminary appraisals and disposition
plans have been made for each item.
Project 4-78 - Records Management Survey, Office of General Counsel
Report is prepared and is being submitted for consideration
and approval.
Project 4I.-91 - Records Management Program, Logistics Office
No change from previous report.
Project 4-92 - Acquisition of Records from the Securities and
Exchange Commission
No change from previous report.
Project 4-97 - Records Disposition Handbook
No change from previous report.
Office of Operations, Contact Division
Disposal plans developed in connection with the study of the
records of this Office have been submitted to the National Archives
for review. The schedule has been
approved and submitted to the Congress. Two items on the head-
quarters schedule have been the subject of continuing debate for the
past two weeks. The Archives Analyst that prepared the appraii0al
report was in complete agreement with our proposal. His Chief, how-
ever, is in disagreement.
25X1
25X1
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CONFIDENTIAL
 UUNHLJENT~
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Report of the RECORDS CENTER for the week ending 13 April 1954
Modifications in plans for the new Records Center were discussed
25X1 with here appears to be some concern on the
part that funds allotted for construction may
not be adequate. he eels that alternative plans cutting costs
must be developed. In line with this thinking, the proposed dark
room area has been deleted and incandescent stack lighting is
being adopted rather than fluorescent. Other details discussed
included lay-out of office space and telephone conduits; physical
security factors and physical disposal processes. More details
on these discussions will be submitted in a memo for the record.
25X
Apparently earlier reports on holdings made to
dad not include materials held in bulk storage.
furnishing a statement of their holdings of JANIS material.
Both the Army and Air Force have been contacted in regard to
To date 119 accession transactions have been handled during the
calendar year. This activity continues at the rate of better
than one job per working day.
During this week the following accessions were received:
CCD 23. cubic feet
CC 62
Logistics 1
Co troller 5
DD/P 4
25X
25X1
CONFIDENTIAL
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Standardization of Forms and Procedures, Class A Finance Offices
25X1
Printing and Reproduction Division/LO. 81 man hours were expended
y our staff to complete this priority project. Both forms and
directive were considerably improved as a direct result of our
review.
Summary of Individual Forms Actions
No, of Requisitions
New 33
Revised 9
Reprint 6
Overprint 1
Other Agency -
Total 149
25X1
No, of Copies
203, 225
!7,100
39,000
3,000
292 325
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