WEEKLY REPORT - WEEK ENDING 24 MARCH 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000300270007-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 11
• Document Creation Date: December 19, 2016
• Document Release Date: October 12, 2005
• Sequence Number: 7
• Publication Date: March 25, 1954
• Content Type: MEMO

~-
Approved For Release 2005/11/ CIA-2DP70-00211R0QQ390$7-1
R " i'r.r T
Acting Management Officer, MIS
Chief, Records Management Branch
Weekly Report - Week ending 24 March 1954
25 March 1954
S 3MARY OF PROJECTS
Weekly Report - Week ending 17 March 1954 Projects in Process 19
This Week: Projects in Process 19
Added during week: 0
Completed during week; 0
Change 'S
CNTS PROJECTS IN PRO=S
Project 4-76 Records M,sna ent Survey, Medical Office
Draft of report has been prepared on maintenance and disposition
phases of survey. Remaining items concern foxes, reports and
correspondence. Preliminary arrangements were made to complete
these Items. Project approximately 65% complete.
genre
previous report. Project approvim stely 15% complete.
Project 4-78 - Records Nana, meat Surve, Office of General Counsel
Disposition and maintenance p:# have been completed in draft form.
Project approximately 65% complete.
Project 4-79 - Records M ement Survey, ?BID
tal,tion of filing system throughout FBII) is continuing.
eat approximately 57% complete.
Project 4.8E - !MM-vide Mlcr2photoEaphy Survey
No change from previous report.
Project 4-81 - Security Desk Trerys
As a result of a memorandum received from the Security Office
will be necessary to redesign the desk tray without locks.
Approved For Release 2005/11/21 : ~V1k3P70-00211 R000300270007-1
 cFr.
Approved For Release 200511-1121 CIA-RDP70-00211 R000300270007-1
Arran rents ha been mec wit ?t the Supply Division,, Logistics
Office, to proceed with the procurement of 50 trays without
locks on a trial, basis, This will delay the procurement of the
total eati;ted number of trays for Agency use, Project approxi-
85% complete.
Project 4-82 - Handbook for the Subject C. if'ic tion and Filing
. ., c~ ence Records 25X1
Informal concurrences have been obtained from all offices which
submitted co*s ntss . As soon as written concurrences are re-
ceived, the handbook will be ready for resubvisoion to the Regu
lations Control Staff. Project approximately 93% complete.
ect 4--83 - Vital. i atcrisl
additional schedules is continuing. Project approxi-
lete.
Project 4_884, _ iital.. Materials Microfilm Projects
Microfilming of vital materials in OSI and OCD/BR is continuing,
Prolcct 4-85 - FI Tnfortation. Rc ports
....sue..
Twelve record copies and an offset s ter vere pr-e .a ed
Single typin'., utilizin, carbon-coated record paper. This test
proved successful and the results were transmitted to FI. Proj-
ect approximately 25% complete.
Project -86 _ Forms Index
of cards by the Machine Records Division is sproxi-
~i and functional lists can be prepared. Protect epproxi.-
lete .
y 35% Como
omplete. When this operation has been finished, alp.
Records Pans. a rent Proms-rar*,, Lois
No activity, Ve have been requested to discontinue work on this
project by Lo istice Office for approximately two weeks. Project
approximately 10% complete.
Ac uiaition of Certain co
a an..,rsn
vious report,.. Project approximately 25% cem-
Project 1-s L?ff'ice of Comptroller Ties its
No change from previous report. Project approximately 1M, c
plete.
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300270007-1
WE .
 Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300270007-1
Pro eca
w Vital Materials fi 3 k
No activity. Project approxi telY 54, complete.
P eet 4- Records Djs aositioa R. ndboo r
activity. Project approximately 25% complete.
Project 4-q - Corres ndence 'Handbook
Jo activity. Awaiting on cents from the Ae u ations Control
Staff. Project approxtmatety & complete.
?irai Cop, by Port
Preliminary disc=,
the Primtin; a.n
10% complete.
eat approximately 2 complete.
25X1
Disposal schedules, previously prepared in connection with
survey of Contact Division, are now being reviewed by the National
Archives *m Records Service representative sign i to this Agency.
Discusaion:4> were hel*3. vithi
081 a relative to reports and corre p n rc . ;.
These pba .ses of records management will be included in the survey
as soon as a representative from this office has received the
necessary clearance so that we can proceed with the project.
ration. of Regt1ations
A preliminary draft, of ;en+eral regulations pertaining to ree-
ds manazemont to the correspondence and reports mana,ment
phases of the program his been prepare:l.
n this pro rwn continues to increase. Requi-
sitiI for the current week were 28 in couLrast to 24 for the
previous week; number of copies r?;apxes+ nted by these rqquisi 4i,ons
d to 225,200 as compared to 5$,&0o for the previous week
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300270007-1
 SECRET
Approved For Release 2005/11/21 : CIA-RDP70-211R000300270007-1
Deposit of Vital Mater
time required to handle increased cork load
trips to 1Tednesday, Thursday and Friday mornings
vital materials at the Repository requires re
"basis rather than on Thursday and Friday mornin
6. De l..went c if ications of riling Equimnt
National Archives and Rec-
ords Service, to assist in collecting Information pertaining to
the use of certain types of special filing equipment manufactured
by &haw-W alkcr and used in Contact Division/0O, This inf stion
viii be used In connection with the revision of specifications
for tii1 g equ1.p er t now being sponsored by GSA.
We were requested by W.
7. Records Center
Anon& the t Records Center this past week were
25X1 I I Both re impressed
Witb the operations o-. the eco s era the services now
rendered to their respective offices.
doubles the rate of activity as compared to the sere period last
fir.
As of this date, 90 accessioning jobs have been handled.
ears necessary to have two laborers and a truck on
Acs office, through proper channels, for this service t
rate afternoons each week in order to improve the accession-
service of the Center. A proposal will be made to the
25X1
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300270007-1
SE
 Approved For Release 2005/11/21 : CIA-RDP70,Q 211 R000300270007-1
Iftwo"
Report for Week Ending 214 March 1954 from
FORMS MANAGEMENT SECTION
Project 4*.103. Preparation of Final Type Copy by Forms Management
Section.
Project approved 17 March. Discussed with
More detailed discussions were held 23 March wit
Project 1..85. PI Information Reports.
Results of tests of combination record-copy-offset master set have
been gratifying. Twelve record copies and an offset master were
successfully prepared in a single typing, utilizing a carbon coated
back record paper. Test results transmitted to FI for study and
approval.
Project 4-86. Forms Index.
Punching of cards by Machine Records Division, 75% complete.
Project 14-95. Forms Management Handbook.
Chapter 3 is about 5% completed. Development of a savings cost
system for inclusion in the handbook was discussed with 25X1
25X1 will be utilized in development of this system, Ana ys,s
is being ma a of other government agencies efforts, if any, in this
field.
Training Material. Correction of art work has been completed by
Grap tcs ORR. Preparation of slides continues by Printing and
Reproduction Division/L0.
Study of Stocked Forms Supply System. Poster development has been
delayed by priority material required for Budget presentations.
25X1
25X1
d for approval 5 March has still not cleared Mr.
proposals to effect direct initial distributions of forms from GPO
or commercial printers to Building Supply Officers has been sus-
pended pending further study of security aspects involved.
In view of strong objections raised by Logistics,
00 Information Reports.
Special Activities. An equipment showing of the Coxhead Liner
Approved For Release 2005/11/x.1 : CIA-RDP70-00211 R000300270007-1
 Approved For ReIeaSe 2 b M4f 1"
Il_1 RDP7011 R000300270007-1
Siwiary of Individual Forms Actions
No, of Requisitions No, of Copies
New
17
Revisions
1
Reprints
7
Overprints
1
Other Agency
2
Total
213
25X1
Approved For Release 2? 8S/i 121 +
59,5OO
10,, 000
52,, 20O
100,000
3 500
,200
k-'QP70-00211 R000300270007-1
 ONFIDtNr SAL
Approved For Release 2005/11/21 : CIA-RDP70- 211 R000300270007-1
-low
Report for Week Ending 24 March 1954 from
RECORDS SYSTEMS SECTION
Project 4-79
The FBID Survey is continuing. The analysts report that since
the visit of the Administrative Officer to the Records Center
there appears to be no reluctance on the part of any of the
offices to release material for transfer to the Records Center.
The administrative officer has indicated in her discussions
with us that she is very well satisfied with the Records Cen-
ter service and the manner in which the records are being
kept.
Project 4-80 Microphotography Survey, Agency-wide
No activity.
Project 4-81 Security Desk Trays
Following receipt of a memorandum from the Security Office
requesting that the security desk trays be made without locks,
discussions were held with representatives of the Procurement
and Supply Divisions of the Logistics Office to determine the
action necessary in getting trays made without locks. Arrange-
ments were made with the Supply Division to furnish the necessary
funds and initiate the procurement action upon receipt of a
memorandum from this office requesting them to do so. Tentative
arrangements were also made with the Safemaster Company to make
up 50 4" trays with a latch but no lock at $14.00 each. The
50 trays will be used to test the latching device before ordering
the trays in quantity.
Project 4-82 Filing System - Handbook For Standard Agency System
A meeting was held with representatives of the Training Office
who have agreed to give their concurrence to the filing manual
following a discussion of the questions raised in their com-
ments. This leaves only the agreements with Office of
Communications, Office of Personnel, and Inspector General
to be completed prior to resubmittal of the manual to the
Regulations Control Staff.
Project 4-84 Microfilming
Microfilming of vital materials in 0SI and OCD/BR is con-
tinuing.
Project 4-96 Vital Materials Handbook
No activity.
Approved For Release 2005/11/21 : CIA-RDP7O-00211 R000300270007-1
CONFIDtN I JAL
 Approved For R el 0Lji4Z11 IA-RDP70 211 R000300270007-1
25X1 has requested postponement of our discussions
ns a on of the filing system for his office until com-
pletion of the budget hearing ending this week.
Supplies of standard folders and guides have been requisitioned
for storage in the Records Center, and will be used by the analysts
in making file installations throughout the Agency. Our experience
indicates that we cannot depend on sufficient supplies from the
Building Supply Officers. The Building Supply Officers do not
maintain minimum stock levels for use when reordering supplies,
and when they do run out we have found that several days are re-
quired for them to get additional stock from Franconia.
In preparing the last order for the purchase of standard
guides, a mistake was made in the stock number with the result
that guides with straight tabs instead of angular tabs were re-
ceived. This was not detected until the tabs had been distributed
to the Building Supply Officers. The problem was brought to our
attention in obtaining additional guides in FBID, and resulted in
some delay in our work there. However, the vendor was contacted
and agreed to deliver a special order of 1,000 of the proper guides
with 200 being delivered the following day. Efforts are now being
made to return all of the straight cut guides received in error.
In the future all weekly trips to the Repository will be made
in the morning. These trips will be made on Wednesday, Thursday
or Friday on a rotating schedule. The change was made necessary
because of the additional time required to handle the increased
volume of material being deposited.
25X1
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300270007-1
CONFIDEN $ IAL
 Approved For Rel rff~I I L RDP70QQ211 R000300270007-1
Report for Week Ending 24 March 1954 from
RECORDS DISPOSITION SECTION
00 C.
Disposal schedules prepared in connection with the OO/C disposition
study are currently being reviewed by the National Archives and
Records Service. It is anticipated that this review will be com-
pleted and approval recommended to the Congress within the next
week. Concurrently, ction is being taken to developk an instruc-
tion for the , Division This
instruction will constitute the basic tool or carry ng out the
approved records disposal actions.
Logistics 4-91.
This project is being discontinued for a period of 2-3 weeks. The
Logistics Records Officer is currently involved in activities other
than records management.
OSI 4-77-
This project is still being delayed until special clearance is
obtained for the assigned analyst.
Handbook 4-97.
No action.
General consul 4-78.
Disposition and maintenance plans for the records of this office are
completed in draft form. We are waiting to discuss them with Mr.
25X
25X1
25X1
Approved For Releas(" S ID UDP70-00211 R000300270007-1
 gske ut X11 Ui .
Approved For Release 2005/11/21 : CIA-RDP70-0,Q, 11 R000300270007-1
Report for week ending 24 March 1954 from
REPORTS AND CORRESPONDENCE MANAGEMENT SECTION
1. Program Promotion
a. Office of Scientific Intelligence - 25X1
the ARO, to propose conducting reports and correspondence
management programs in OSI. She was enthusiastic about both
programs and stated she would discuss them with the Executive
Officer. Literature was provided to further their knowledge
of reports and correspondence management.
b. Office of Personnel - In connection with our proposal to
assist in revising form and pattern correspondence now used
by the Office of Personnel, arrangements were made for us to
receive samples of their correspondence prepared during Sep-
tember 1953. Reports management was also discussed with Mr.
25X1 d program literature was furnished.
2. Program Publicity - The illustrated prospectus on reports man-
agement is 9 complete. Completion is scheduled for 25 March.
3. Program Regulations - Reviewed he over-all 25X1
regulation on records mans gemen a. a sped c ones on reports
and correspondence management. Revised drafts are now being
typed. These should be completed by 25 March.
4. Writing Standards - Developed additional material to support our
Oarrespondence Management Program. The subjects of "Troublesome
Grammar" (uses of shall and will, should and would) and "Trends
in Official Writing" were covered.
5. Correspondence Handbook, PN 4-98 - No activity pending receipt
of working-level comments.
'A/ I/-99'
6. Office of the Comptroller Reports Management Program Guide - No
activity pending receipt of comments on the proposed program
guide.
25X1
Approved For Release fMtt 4`170-00211 R000300270007-1
 Approved FQ.Release 2 f I!1N fd'JP40; 00211 R000300270007-1
i-" _7715 14W
Report of the RECORDS CENTER for the week ending 23 March 1954
Visitors included personnel from Graphics, FBID, and
the Auditor's Office, and several searchers examined
records in the Center.
As of this date 90 accessioning jobs have been handled.
This rate of activity is about double that of the same
period last year.
A request has been made for the assignment to the Center
of two laborers and a truck on three alternate afternoons
during eack week. Suck an arrangement would greatly
improve the accessioning service of the Center.
Contact is being maintained within regard to 25X1
the staff study of Center operations. The draft copy
is to be examined today by the Chief of the Center.
25X1
1CONFIDENTIAL
Approved For Release 2005/11/21 : CIA-RDP70-00211 R000300270007-1