REVISION OF SUPPLY CATALOG ON AGENCY FORMS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500130018-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: December 16, 2016
• Document Release Date: August 10, 2005
• Sequence Number: 18
• Publication Date: April 9, 1962
• Content Type: MF

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Approved For Release 2005/0
: Revision of Supply Catalog on Agency Forms
1. Frequent use of our Forms Supply Catalog (FSC Group 75 -
General (7) - Class 7530) prompts me to suggest up-dating the
catalog and consolidating Af the stock and non-stock sections for
easier and quicker reference.
2. This proposed consolidation can take place very easily
with the addition of an HOPI Column" in the Stocked Forms Section.
That column will then make this section useful Agency-wide, rather
than merely in the Office of Logistics. Each Agency Records Officer
should consider and refer to forms of other offices when coordinating
and redesigning or consolidating his own office forms. At present
every Records Officer must make an extra call to Logistics or, Forms
Management to find the OPI on many forms in question. This delays
every effort to reduce phone traffic and the total number of duplicate
forms in existence.
3. Such a consolidation of the two sections would provide a list
of every Agency form in consecutive order thus eliminating the need
to look in two places concerning a form. Personally, I've done this
too many times. I regret that dozens of other Records Officers must
go thru the same useless delay. No great change is needed. Those
forms with a stock number are stock forms; those without are
obviously non-stock.
4. The sections in the front and the back of the catalog are three
more places to be checked to answer a question on some old forms.
It seems to me that we need one complete list from number 1 up to
1900 (or whatever the top number is today). Such a list would be a
complete, up-to-date roster of all active and obsolete forms thus
providing the entire Agency with an authoritative document for disposing
of thousands of cubic feet of obsolete, useless forms that are cluttering
Approved For Release 2005/08/16 : CIA-RDP70-00211 R000500130018-2
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Approved For Release 2005/08/16
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hundreds of desks, safes, and shelves. Clerks and professionals are
hesitant to dispose of "official looking" forms and are not able to search
thru several cross references to determine whether or not they are
obsolete. Most certainly the existing sections on obsolete or revised
forms should be reviewed, up-dated, and inaccurate entries removed.
5. It also seems that the page VI caution concerning Offset Masters
should be expanded to instruct Supply Room personnel to "never issue
such masters over three years old" and also to grant them authority to
destroy such old items without any further referral.
6. Since Area Records Officers are expected to assume more
responsibility for forms, the instructions should include an explanation
of the OPI numbers code and an OPI should be listed for every form.
7. Without intending this to happen, the foregoing seems to have
grown to a sizable recommendation. I'm sure that many others will
echo these ideas and probably they have been presented before. I have
no criticism of the catalog. I merely notice,thru my own frequent uses
a reference activity being done Agency-wide that could be greatly reduced
by a different format. Simultaneously the new format would have, a
tremendous secondary benefit in every Agency office without exception.
It would provide a vehicle for every clerk to clean out many obsolete
forms without taking the time of office officials or records professionals
or of calling Logistics or of merely returning junk paper to the Building
Supply for them to check and take proper action.
8. The proposal has sufficient potential benefit for the Agency to
more than justify the effort the catalog revision would require. I do
hope you and your forms Staff agree with this idea. If I can help in
accomplishing this, please call on me.
25X1
Records Managemen icer
Office of Security
Approved For Release 2005/08/16: CIf7x~Q1;100500130018-2
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