QUARTERLY REPORT FOR THE RECORDS ADMINISTRATION STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500100005-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 19, 2016
• Document Release Date: September 27, 2005
• Sequence Number: 5
• Publication Date: August 10, 1964
• Content Type: REPORT

RAQ Copy
Records Management
Reports 1-4-3
Approved For Release 2005/14/24 CIA=RDP70-00211 R000500100005-9
Reviewed and approved revisions to the following Vital Records
Deposit Schedules:
Office of Security - Security Records Division.
Office of Communications -- Sigint Programs Staff, Middle East,
and Asia Divisions.
Office of Personnel Statistical Reporting Division, Mobilization
and ilitary Personnel Division, Personnel Recruitment Division,
Salary and Wage Division, and Office of the Director.
2. Reviewed and approved a m v Vital Records Deposit Schedule for the
Africa Division, Office of Communications.
Presented Vital Records Workshops in April and June to the Records
i .nagement Seminar at tional Archives and Records Services, GSA.
nded the Vital Records Deposit Schedule of OCR to effect the transfer
the Redic Stations Branch to the Elint Staff, DD/SIB.
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1. Completed 43 new and 38 revised forms.
2. Some of the significant forms projects cossleted were;
Converted the Information Reports of 00/Contact to the new system.
A savings of $80oo in printing costs was realized.
b. Combined two forms used by the Office of Communications, into I fo
by eliminating the continuation whic
in printing is $582.
h rarely w
as used. Yearly sav
c. Eliminated 2 pages of the Activity R
eport prep
ared by Administrative
Officer, DD/S&Pt by designing a form
and printi
ng. 2 sides. Savings in
t time and printing is about $1
50.
d. Designed a Pouch Security Violation
notice for
RID Analysts to notir
desk personnel tsf pouch violations d
etected.
This form will be attach-
ed to the dispatch and, forwarded to
the action
desk.
Approved For Release 2005/11/21 : CIA,:QP70-00211 R000500100005-9
JAR` F FR RT FOR THE RECORDS A RISTRATICN Ste'
+d a'r J
 Approved For Release 2005/11/21: CIA-RDP70-00211 R000500100005-9
e. Dessigned. a Schedule of '?ravel Payments for the Office of Personnel
to be used on a limited basis for recruiting
certain applicants for which the Agency pays invite travel expenses.
Workeed with the Office of Personnel on the revision of the Personnel
History Statement. This revised edition will make the fog more -
patible with the current and continuing activities in the area of
qualifications analysis, particularly those which utilize the cce titer
for analysis and identification of the Agency's human resources
Designed for the Office of Security a Special Alert Instruction: to
be used by Night Security Officers on special projects.
:edures in the small field stations. Designed 2 finance forms for co-
with DDB'S to discuss simplifying administrative pro-
ordination only.
Approved 18 proofs, material samples, and/or advance copies on forms
printed o *m erically.
16 new and 17 revised forms .
of the significant form projects co feted were:
Designed for DT a Training Report - .language. Previously this form
was a legal size bootleg form, but was redesigned to a letter size.
Also was muds to align other Training Reports used.
b. Designed a physical examination form to be used for
by the $edical Staff.
As a result of an employee suggestion a Tube Routing and Cover Sheet
designed for the Cable Secretariat. This form will be used as a
wrapper for material sent through the Pneumatic Tube System. Although
this form was designed primarily for transmittal, of cables it m7 also
be used for sending other documents and should encourage the use of
the tube systeees.
Created 4 code sheets for Central Cover Staff to be used to gather
tatus en individuals from the various Divisions and then
used as an input to sad3lnes to correct and update machine runs.
3. Red the Shipping Category on 3 forms changed from Categ II - Con-
fidential Pouch to Ditegory I th3assified Air or See Cargo. ft le
involves +5,000 sheets of paper which are shipped overseas each year.
savings is $300 per year.
Approved For Release 2005/1
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 Approved For Release 2005/11121 : CIA=RDP70-00211 R000500100005-9
III. RECORDS DLWOSMON
ewed and approved revisions to the following Ree
dulea:
Office of Training - Field schedule for fiscal and finance
b. Office of Security - interrogation Division. Revision provides for
disposition of case files after 35 years. Previoly no disposition
had been authorized.
c. Office of Research and Reports entire office being, reviewed.
2. Prepared a memo to all Records Management Officers for their annual records
report.
Reviewed and approved revisions to the following Records Control Schedules:
a. Office of Personnel - 2 Divisions
b. Office of Special Actiitiees - Material Division
c. Office of the Director - Executive Registry
d. Office of Central Reference - Diogtaphie Register. Revision provides
for a 5 year review provision for dossier files. Previously this bad
been an indefinite it.
e. Office of Finance - Monetary Division.
f. Foreign intelligence - drafted a schedule revision permitting the
destruction of abstract file cards now being held in the Center.
2. Not with the Deputy Archivist at National Archives to discuss the dis-
posal of Central Cover Staff case files.
1. Reviewed and approved revisions to the following Records Control Schedules:
a. Office of C mic ations - Sig .nt Program Staff, Middle East, and
Asia Division.
Office of Personnel - Personnel Recruitment Divisionn, and Statistical
v elease 2005/11/21 : CIA-RDP70-00211 R000500100005-9
 Approved For Release 2005/11'/24 IbFA Ab17.'b0211 R000500100005-9
discontinued for 4 months at their request,
V. TOM M&NAGERM W0WXMP
A 2 how' Forms Workshop specif ica y tailored for the lee
iven to Viers of the US. The workshop consists of many of the items
Recce Officer needs to know in order to do a good forms job in his
ampone!nt.
Work-4hops have been scheduled for each of the major components beginning
VI. PAP J( XUROM W1 SURMj 00/C
1. Final report submitted to Executive Officer, 00/C,
2. Nineteen recommendations concerning reorganization, cleanup campaign, use
of shelf filing, real nt of space, personnel utilization and revised
procedures. Tangible savings of approximately $4500 will result with the
adoption of acme rec?aamendations and a reduction in overtime and backlog.
We have been notified that Contact Division has established a Task Force
to consider these proposals.
VII. S!ST AND Fnm EQUZPwNT AND
1. Prepared a requisition for the I torical Staff to procure 5 - 5 tier
Conserv-A-File steel shelving welded units and 3 - 3 tier units.
2. Collection Guidance Staff has converted (4 feet of records from safes to
shelving in their new secure area. They are returning to stock 8 safes
worth VT f 3"
fined a sufficient number of book shelving to replace wooden glass
front sectional bookcases neat being used in the Office of Logistics,
Supply Division, This results in a savings of $570.
A savings of approximately $4,000 was realized by using surplus shelves
and oI~s@~/ : tlAlTteld F3~fl 5-9
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5. Approved a requisition for ORR for 302 Diebold-Add-A- elf letter size
units amounting to $9W.
s on 30 June 1964 amounted to 82,078. Pbr the Fiscal
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of the Center.
Year the net increase was 1605 cubic feet, the lowest in the history
of an urgently needed document was nade to the
WIT. ARCHM5 AND RRCOBDB CENTER OP TIO
the Histories. Staff was at the Center for
doing research on CIA and predeassora records.
A transfer of 3 cubic feet of Project records from CIA to
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DIA was arranged by IA. These records have been trans-
ferred to the Federal Records tinter. at the request of DIA. DIA also
requested that CIA retain certain Vital Records at the center.
rs fret the Cff e e iof Security were given a tour and briefing
barest in security protection given the records at the
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CS11 assisted the center in pulli
ogether e A va or 3 publications.
01M, assisted the center in pulling
Archival Copy of ONE reports.
8. The Records Administration Officer and Security Officer from IT,
visited the Center to see if physical security. features of the building
would permit the retirement of some super-sensitive records.
1. Transferred the following material to the library:
a. Foreign Radio Broadcast Reports on Far East and Latin America.
b. Radio Pre gsnda Report on Havana'wresponse to the death of
President Kennedy.
c. Daily Report World Reaction and Press fiction to death of
President Kennedy.
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In addition, the tenter bad 77 other visitors from various offices.
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d. Press information on Cuba.
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9.
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1.0.
1 will be transferred when ricrof il>a is
rogram covering changes necessitated in the field of
introduction of high speed coMputera.
Job training in Records Administration was given to
anal Archives. Speakers were from industry and government. It
attended a 3 day Sympos
of Automaxtion, sponsored by the Forms gement Council
the new , fWit, by me rs of this staff.
security inspection of the Federal Records Center vas msde by Messrs.
of the Office of security. The
purpose of this inspection was to determine the feasibility of transferring
finishes intelligence docents, primarily , tb the l facility bemuse
of a lee of space in our tenter.
records officers were given a conducted tour of
lsnd I attended the Annual Conference of Records Executives
er, Alextndria.
and Administrators in Now York. The impact of computers on records
as one of the topics of principal concern at the Conference.
1 Conference of Federal Records Officers sponsored
n tel., Gaitheresburg, W. The overall objet-
de lop a system for irmluating feederal records management
rograms. Guidelines and I luations Factors were developed. It is ex-
petted that the Agencies will use these to audit their agency programs and
made the report of .it awalUble GSA.
tended 2 meetings of Federal Records Offi
Thirty-eight Agency Records ? ff cers attended a meeting addressed by
The Office of Logistics Records Officer was instrumental in Sati
agreement from the Procurement Division to destroy cubic feet
at the Center. This significant disposition action wns largely res
for the small net growth of records in the month of Jug
successfully ecae fete d. a
:versity.
(( ll
cc; R 4 P&ERI ~ l CI RO~P7 -00211 R000500100005-9
ism Reilly, National Archives. Subject was "Office E u nt
Gadgets - It
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25',X1 DDS/RAO/FMBI [s (3 Aug ' 64)