DRAFT, REVISED REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500070005-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: December 16, 2016
• Document Release Date: July 14, 2005
• Sequence Number: 5
• Publication Date: January 1, 1963
• Content Type: REPORT

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1. FORMS MANAGEMENT
Developed 287 (282 Agency) new forms, improved 218 existing
forms and made 96 (87 Agency) forms obsolete. This was the second
highest number of new and revised Agency forms processed by the
Forms Staff since inception of the CIA Forms Program.
2. RECORDS DISPOSITION
Developed a new schedule for a headquarters office involving
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38 cu. ft. of records. Assisted 8 component Records Officers in
revising Records Control Schedules covering 13,776 cu. ft. of
3. RECORDS CENTER
Total accessions amounted to 14,827 Cu. ft. This is equivelant
to the volume of more than 1,853 safes having a replacement value of
4. VITAL RECORDS
Conducted a special survey and reported.to the Deputy Directors
on the status of their Vital Records Programs during the October 1962 Crisis.
Presented 8 Workshops on Vital Records to representatives of other
Government Agencies, representatives of private industry and foreign
governments at the Government-wide Records Management Seminar,
sponsored by the National Archives and Records Service, GSA.
Made a trip to the GSA Vital Depository
STAT
Determined that CIA could use the facility for some of its Vital Records.
Approved new Vital Records Schedules for 3 offices. Approved re-
vised schedules for 16 offices.
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5. SURVEY OF THE SIGNAL CENTER. ARCHIVES, OFFICE OF CONMIJNICATIONS
Conducted a comprehensive survey of the organization, functions
and procedures of the Signal Center Archives, Office of communications.
Included among the accomplishments and adopted recommendations which
will result in savings of over $159,000 were: (a) Transfer of the
Signal Center Archives from the Office of Communications to the Office
of the Director, (b)' Service cable reference requests from hard copy
instead of microfilm, (c) Removed unnecessary restrictions on cables
for CE/RI/DDP analysts, (d) Got exception from tearing up over j million
classified cables each year, (e) Saved from 720 to 1500 man hours each
year by having cable requests serviced by Agency mail.
6. SURVEY OF MEDICAL STAFF PAPERWORK
Among the adopted recommendations were: (a) A proposal for pro-
curement of 10 motorized file units to lessen a critical space problem.
Gained 26% in filing space with this action, (b) Improvement of two
forms with a marked increase in efficiency of related operations, (c)
Relocation of an appointment clerk to improve flow of work, (d) Transfer
of X-Ray files out of central files into area of the Technicians who
use them.
7. SURVEY OF ORGANIZATION FUNCTIONS AND PROCEDURES OF THE WH
REGISTRY/DDP
Completed survey proposing seven changes affecting work distri-
bution, personnel assignments and procedures. Typical::af improvements
were: (a) Discontinued logging of 1+1,000 cables each year, (b) Cables
are being distributed through the TUBE, precluding need for pickups and
deliveries. Tangible savings from proposals amount to over $0,000
in overtime and equipment each year.
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8. SURVEY OF THE RECORDS SYSTF AND MAIL AND FILE OPERATIONS OF
THE EKECU`IVE REGISTRY, OFFICE OF DIRECTOR
Bix recommendations were made relating to procedures, filing
systems, manpower requirements, personnel turnover and records dis-
position. Included was a recommendation to hire for the Executive
Registry, older people with experience who have achieved and accepted
their level of competence. This proposal made to curtail rapid turnover
of personnel in the Registry. Also recommended that a standard operating
policy be established in the Registry.
9. SURVEY OF FILES IN BUILDING SECUMITY BRANCH
Conducted a review of the existing file systems. Screened all
correspondence for 1962; eliminated all extra copies in files; classi-
.fied all correspondence in accordance with the Agency Subject-Numeric
system and generally left the files in up-to-date efficient order. In
addition, trained the office personnel in keeping more efficient files.
10. STUDY OF THE OPERATING PROCEDURES OF THE DDR REGISTRY
Proposed procedural changes to eliminate duplicate mail controls;
to expedite delivery of important sensitive documents to action desks;
substitution of one control form for another which alone saved ,1.000
each year in typing time. In addition, prepared a records control
schedule and established a Subject-Numeric filing system for the
Operations Staff of DDR.
11. SURVEY OF THE CASE PROCESSING FILES OF OFFICE OF SECURITY
Completed a survey of the Security Case processing forms.
Over 270 forms were analyzed. Of 22 specific proposals 16 were
adopted and 1+ are under study. Among the adopted recommendations
were: Make two (2) GS-3 Clerks available for other duties by improving
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forms and procedures; discontinue practice of OS Reproduction
Branch printing forms. This change allows reproduction to do the
work it was set up to do; by combining two forms into one, precluded
need to handle and file 1+5,000 sheets of paper; arrange for manufacturer
to replace over $1+00 worth of forms of which OS was not aware of its
recourse to reparation; save $1,000 by having forms printed on lesser
weight paper. Total tangible savings $16,500.
12. TRAINING
Many members of the Records Administration Staff completed
special training at American University and the General Services
Administra'Ijon.
13. PUBLICATION
Two Handbooks, Records Disposition and Forms Management were
submitted for coordination to the Regulations Control Staff. A
handbook on Correspondence is being prepared.
14. SECURE AREAS
Inspected ten requests for secure areas. Four of the 10
inspections resulted in savings of $30,625 by.conversion to non-safe
type filing equipment. Three of the 10 inspections also saved 187 sg/f` .
of floor space.
15. SPECIAL FILING EQUIPMENT
Arranged for the identification of surplus filing equipment and
took Agency Records Officers to see this equipment. Incomplete figures
show at least $22,000 worth of surplus equipment put back to use in
the Agency.
Arranged thru GSA to get $30,000 worth of motorized files free
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SENDER WILL CHECK CLASSIFICATION TOP A
L
CONFIDENTIA
CENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
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