RECORDS SURVEY OF RECORDS INTEGRATION STAFF AND WESTERN HEMISPHERE DIVISION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000800350048-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 80
• Document Creation Date: December 19, 2016
• Document Release Date: November 28, 2006
• Sequence Number: 48
• Publication Date: July 21, 1953
• Content Type: MEMO

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Security Information
TO : Chief, FI
FROM : Chief, General Services Office
DATF: 21 July 1953
SDRJFCT: Records Survey of Records Integration Staff and Western Hemisphere
Division
1. There is forwarded herewith ten (10) copies of the
Records Survey conducted by a survey team consisting of
Chiefs Records Management and Distribution Branch, and
Chief, Records Services Division, General
Services Office.
2. As you are aware, this survey was conducted with some
restrictions as to the examination of certain types of communica-
tions and review of actual file material. It is not believed,
however, that these restrictions have in any way deterred the
over-all concept of the survey with respect to an adequate
records program for the DD/P. Our recommendations are sincere
and objective. The savings are estimates only and may increase
or decrease as experience indicates in accomplishing each installa-
tion, should the recommendations be adopted. Qualified representa-
tives of the General Services Office will be available to discuss
the findinps and recommendations with you or your staff at your
convenience.
3. To assist you in an evaluation of the findings and recommen-
dations of the survey, it is recommended that you forward copies
of the survey to each area division and staff activity under DD/P
for review and comment. I believe that the results would be
beneficial in connection with the evaluation of the survey itself
and also of valuable assistance in determining the future direc-
tion of the records program and the requirements of the various
DD/P activities.
It. I want to express my pers,nal gratitude for the splendid
cooperation which you and the personnel of the Western Hemisphere
Division pave in assisting us in the completion of this survey.
? SECRET
Security InformatfoR
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RECORDS MANAGEMENT SURVEY OF
RECORDS INTEGRATION STAFF AND THE
WESTERN HEMISPHERE DIVISION,
FOREIGN INTELLIGENCE
Prepared by
Records Management and
Distribution Branch
General Services Office
July 1953
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TABLE OF CONTENTS
SUM IARY
SECTION I - AUTHORITY FOR THE SURVEI AND THE OBJECTIVES
OF
THE SURVEY 1
EsE
ii
SECTION II - FUNCTIONS, PROCEDURES, ORGANIZATION AND
PERSONNEL 2
28
28
37
41
SECTION III - FINDINGS AND RECCWENDATIONS
Location of Records
Subject Classification of Reports
Consolidation Does Not Mequately Meet
Reference Requirements of Operations
Operational and Administrative Records Are
Not Maintained Under Uniform Filing System..
44
There is No Official File Station in The
Western Hemisphere Division 46
Pouches of Field Documents Are Not Delivered
PrOmptly 49
The Records of The Office of Strategic
Services 51
Summary Memoranda Preparation 53
Mechanical Methods Expedite File References 54
Application And Use of Punched Card Methods 55
Records Management Program For Deputy
Director (Plans) 56
Use of Punched Card Methods by RI 61
Proposed Flow of Field Reports and Communi-
cations From Field Stations to Headquarters
Offices 62
Records Accumulations 63
SECTION IV - IMPLEMENTATION OF RECOMMENDATIONS 66
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Informatiori
SUMMARY
I. (Tril,TrRA I.
Therecommon demoninator of a Records Management Program is the standardization
nf methods and procedures. Basic to the success of a records preeram is the
organizational concept required for the efficient management of records. To he
truly successful in carrying out the program a "blueprint" for it must be prepared
in advance in order to -avoid digression in the establishment of usrlesF and
inefficient procedures and reccrds? For many years, the trend has been toward
the centralization of records because it was felt that the establishment and
observance of standards and actual accomplishment of the disposition of inactive
records could bent 1-,P realized. by this means. However, results have now proved
that this concept had many shortcomines which ultimately defected rather than
served an efficient program. These included duplication of central records by
operating offices, incorrect indexing and classificatien of file by filing
personnel forecasting nrclable reference use, incenvenient location of fiThes for
daily Ise, serious delays in processing incoming and outgoing material, delays
in responding to requests for reference materiel, inability of the centre' facility
to ouickly locate and obtain reference material for users in other activities,
failure of operating office to return files within a reasonable time, the removal
of pertinent papers from the files, and many other problems too numerous to
mention.
Because of these 'actors the theory of centralized files has deteriorated and
now the trend is in the direction of decentralized processing and filing with
contralized control on a staff basis. The staff standardizes the systems and
procedures, end directs, supervises, and surveys complivce with the prescribed
standards.
Tn addition, rapid erowth and increase in volume (14n7 increase from 1040
to .102 in RT) will always lend to the decentralized method of operaton. The
facts found in this survey, and the careful ccnsideretion of the problem has
led us to the sane conclusion, PrIA decentralized files with centralized control
serves as the foundation of the recommendations of this report.
IT.
7TA7nTrrIS
T11_01 importance end value of the Central Index has, apparently, over the past
few years led to the expansion of PT and the addition of functions to that Staff
from time to time as individual problems prose. Undoubtedly, the planning of
certain control and other centralized. functions temporarily solved the problem
when the organization was small, compact, and when to say the least it was
difficult to conceive of the volume and scope of MVP operations, and therefore
difficult to anticipate, comprehend and foresee the complexity of the eventual
records problem. Briefly, the findings of the survey team were:
P. 7nreasonable delay in deliverng incoming pouch material to area divisions.
(7ee Page )]0.)
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B. The processing of incoming and outgoing documents fly RI is ignored by
area divisions and the filing preclassification of documents is not
followed by area divisions. (See Pare 37, paragraph a.)
C. That the reference service of RI is inadequate and cannot be made
adequate under the present system. (See Pages 38 and 39.)
D. That there is a lack of uniformity within pn/P of procedures for indexing,
filing, and maintaining of records, and therefore "prop" records of
miscellaneous varieties have been established. (See Page 37, paragraph a.
and Page 44.)
E. That consolidation in RI of information on a given personality or subject
matter is delayed for long periods thereby necessitating unreasonable
delays in collecting data for reference purposes. (See Pare 41.)
F. That the records personnel and activity is centralized in RT, although
a substantial portion of the records are in WTT and the same is probably
true in other area divisions and staffs.
(. That there is no apparent effort to control the creation of records.
TA"
R. That there
is no standard nor procedure for the disposition of records.
I. That reference material withdrawn from RI is
the operating divisions for extended periods.
J. That OSS records have been withdrawn from RI
is being made to recall or maintain them.
K. That there are needless delays in preparing
to requests for name check information.
L. Briefly it may be said that the present record keeping methods will
eventually lead to an unmanageable problem with definite limitations on the
use and therefore value of accumulated records.
frequently retained by
and no concerted effort
summary memoranda in reply
TIT. RECOtAMENDATTONS
In order to establish and operate a successful records management program
within the DD/P area it is recommended that the following action be taken:
A. Abolish the existing RI Staff.
R. Establish a Records Ssrvices Staff mployees) under the CA/DD/P to
prescribe and maintain uniform systems within DD/P in Washington and in
the field, for the creation, maintenance and disposition of records; to
study existing "prop" records, and standardize on the most useful and
effective types; to determine those records which can be better maintained
by the use of electric accounting machine technique; to select, train
and assign records personnel to area divisions and staffs under DD/P as
well as field stations; and to conduct periodic records surveys; and to
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1 lealtity
SlipertSe the following activities:
25X1
1./
the central indexfacility, consisting of:
(a) An alphabetical index file or personalities and subject matter
on 5xP inch cnrds, Containing summaries of Field Reports.
to maintain
(h) A file of all
by field station.
(c) A complete set of disseminated reports filed numerically by
dissemination number, and cross referenced to Field Reports.
(Note: NI-) administrntive regulation should be ff,tablished that
' files may not he removed from this facility, in order that
refrence material is constantly available)
Feld Reports mainfnined In numerical sequence
ogulatinns and notices to Tr P activities.
distribute
to 25X1
3. to nick up
25X1
and deliver mail b t-Tser, staff and division r f-- i r71 s 31r station).
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L.
duties in connection with the administration and control of code
designations in CTA, inclludinr pseudonyms,,aliasos, cryptcnyms, and
special indicators.
C. rstablish registries (file stations) for each staff and area division
under MVP, Area division registries (approximately employees for WH
25X1 and for each of the other (- area divisions) will:
) to perform
1.. Control and Process incoming and nutgoinr Pouches.
2. Maintain +,1-IP following files:
(a) A signed copy of each pouch manifest.
(h) A copy of operational reports
Pnd
records.
(c) Field Reports riled numerically by field stntion.
(d) dministrtive records.
(e) CaHle rile
(f) 11 C7 file on 5xP cards containing information summarised from
Field Reports.
(r) Top Secret and indicator documents file.
3. Prepare duplicate conies of Cr cards (see paragraph C-2-(f) above.)
for the Central Index Section.
iv
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L. Prepare replys to recuests for r7 information.
5. Maintain 7ital Materials Prociram.
6. Dispose of inactive material to the CIA ocords Center.
7. Internal distribution of mail.
P. That subject to survey of the requirements of staff activities, that
staff reristries (file statirns) (averare ofEkanloyeS each) be established 25X1
for FM, PT, PPT, TSF, ari PDPAdmin. (Anprox]matelY employees - total) 25X1
to:
1. Usintain such filos as are required to be mainteined to be later
determi:ned by survey and study.
2. To act as liaison to the Central Index crctinn.
3. To nairtain the 7i.t1 Material:.
h. To -listr'bute mail intrrrall
5. To dispose of inactive files tn the 'TA
Records renter.
F. Transfer the resPonsibility for mainteininr the CS F Archival material
to the Records Management and Distribution Branch, Records Services Division,
General Services Office.
F. Investirate the possible use of a secure teleautorraph or teletype
circuit for rapid and sPc-,Ire transmission betweon the proposed registries
and the Central Index Section.
(1. The above recommendations represent .iustifiable duplication as the
utilization of records is on an area end a rlobal basis. To eliminate one
in favor of the other would rive rise to those conditions which exist today.
However, according to the crncPnts recommended all of the actual processing,
except duplicate filinr,would be drne in the area division reristrios.
IV. I1,PIFFrTATTr7 PF Tr.TPrimATTrn7
If the above recommendations are adopted, it is recommended. that:
A. A trial installation he made in 77TT Division.
B. That after completion of (A) above, installation be made in a staff
activity.
Co That thereafter a schedule be established for installation in divisions
nd staffs.
P. Personnel of rFr will assist in each installation as required,
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Stturity VtiorrosimOil
It isestimated that the followinr personnel will he reouired to implement
the recommendetions made herein:
WN Division
Other Aren DiviSions - Total
Staff c avtties
Records Services Staff
Total
Present 1".1- Cellinr
Required for this plan
Difference
positions
positions
positions
25X1 The above represents a savinr of Positions et an estimpted averare
25X1 salary of per emplo-ree rr a total of '427,100.
It musk he emphasized that these savinrF are estimates only, and are subject
to review and audit after the instqllation has been completed. Other savinrs
will he realized thrrurh avodinr the purchase of equinment and man hours
saved under the proposed now system. However, all savinrs can he only
accurately de-'.ermined after the installation is complete.
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SECTION I - AUTHORITY FOR THE SURVEY AND THE OBJECTIVES
OF THE SURVEY
Authority. At a meeting on 9 September 1952 conducted jointly by
Ekeentive Secretariat, DD/P and
Chief, General Servioes Office, it was mutually agreed
that a team of General Services personnel would examine present
DWI' Registry procedures and make recormendations as appropriate
for the improvement of procedural efficiency and service. A subse-
quent agreement with Chief, Foreign Intelligence,
laroadened the scope of this assignment to include similar examination
in the activities of the 7estern Hemisphere Division.
2. Objectives. The Records Management survey team from the General Serv-
ices Office was generally guided by the original authority as stated above.
However, with the addition of the "festern Hemisphere Division to the survey,
there was a broadening of objectives to include the evaluation of other
records management techniques. This included an examination into the use
and location of records and records facilities and, to some extent, a
preliminary evaluation of records created and collected by the Western
Hemisphere Division. As a consequence the primary objective was concerned
with the overall records management program.
3. Adtivities. The activities of the survey team included, the following:
a. Review of Records Integration Staff procedures;
b. Review of WHD mail and records procedures;
c. Review of selected documents maintained in the TU file room;
d. Review of selected documents maintained in WHD;
e. The taking of an inventory of the records accumulation in BHD
(an inventory of WHD records maintained In RI was furnished
the survey team by tl)e Chief, RI);
f. Conferences and discussions with Division and RI personnel:
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SECTION II FUNCTIONS, PROCEDURES, ORGANIZATION
AND PERSONNEL
1. Records Integration Staff
Functions
a. Provide facilities for the centralized processing, collation,
integration, maintenance, and operational servicing of all
reports, correspondence, communications and information pro-
duced or received by the DD/P offices.
b. Receive and dispatch all reports, correspondence, communications
(except those transmitted electrically), and information, as
well as other types of materials for the offices under the DD/r.
c. Receive and dispatch all incoming and outgoing pouch mail for
entire CIA.
d. Establish and operate required analytical and processin7 pro-
cedures.
e. Develop and maintain CIA cryptic reference system.
f. Maintain the DD/P Top Secret accounting system.
6. Maintain and operato a central registry.
h. Prepare summary memorandum replies to name check requests re-
ceived from other CIA office and government agencies.
i. Administer the CIA vital documents and records management pro-
grams within the DD/P organization.
j. Train headquarters and field personnel in RI records techniques
and procedures.
Organization and Personnel
There follows on Page5 a chart'showing the organizational structure,
the distribution of personnel by sections, and the classification grades.
Procedures
The general procedures for processing documents throughout the various
organizational units of the Records and Integration Staff are shown on the flow
charts on Pages - 6-11
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Procedures pertinent to each or7anizationa1 flit of JJ are shown with
statement of the functIons of tie respective or7anization to which they
pertain, beginnin on Tags 4,
Peronnel
Number of Positions, Office of Chief
?3?
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Security informatiort
2.
Functions
a. Administer and control the initial issuance of all code desig-
nations in CIA.
b. Develop pseudonyms, aliases, cryptopyms, digraphs, and special
indicators used by agents and staff personnel for the divisions
and staff offices of CIA.
c. Assign pseudonyms, aliases, non-sensitive cryptonyms and special
indicators to CIA offices.
d. Maintain central cryptic reference records.
e. Coordinate non-sensitive cryptic reference files in other offices
and foreign divisions With those of RI.
C. Coordinate all symbols used by DD/P staffs and divisions for
correspondence numbering and recording systems.
g. Enforce all CIA and DD/P cryptic reference regulations and report
infractions to proper authorities.
Procedures
a, The cryptic reference file consists of approximately 35,000 cards
and is maintained in the following manner:
1. Blue cards indicating real names of individuals, organiz-
ations, and projects.
2. White cards indicating aliases, pseudonyms or suptonyms.
3. Salmon card when true identity is not known in Cryptic
Reference Staff (only alias, cryptonym or pseudonym is
known).
b. Cards of identity are not maintained on highly sensitive or covert
operations, agents and contacts. In such cases, the cards of iden-
tity are maintained in the interested foreign division. For the
25X1 777e of controlling these exceptions, the
assigns digraphs to the various operational segments. The
digraphs must always become a prefix to the code word used by the
division.
c. This card file is also maintained by the Signal Center. It is under.-
stood that this file is complete in all detail.
Personnel
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DOMESTIC
RECEIPT
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SECURITY INFORMATION
RECORDS INTEGRATION STAFF
A FLOW CHART OF INCOMING DOCUMENTS
I. INDICATOR AND
HEADQUARTERS OTHER SENSITIVE OPERATIONAL. '94P ERS
2. CaliblUNICAT S -SPECIFICALLY ADDRESSED
au MIN all UM
0 MI MS Ma SI OM Ma MN INN 11.1 as In Ea we ma usi
ANALYSIS
CLASSiFCAT:ON
AND CO:NG
C lART
NUMBERING
TYPING
INDEXING
FOREIGN DIVISION
OR
STAFF
FOREIGN
RECEIPT
TOP SECRET
COMPLETE
PROCESSING
FILES
REPROCESSING
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Security !decreed*:At
3.
Functions
a. Xeep a record of the distribution of all documents for circulation
in the DD/P complex.
b. Receive and initially route all domestic material.
c. Dispatch all domestic material.
d. Provide messenger service.
Procedures,
a. With few exceptions (Top Secret and specifically addressed communi,
cations) this section opens, indicates initial routing, prepares
cover sheets and assigns serial numbers to all domestic material
for circulation and action in the DD/P complex. Logs are mein,
? tained for the serialization of documents and reflect the source
of the material, i.e0 documents received from the Department of
State are assigned serial numbers preceded by the symbol DST;
those from the Federal Bureau of Investigation are assigned the
symbol DFB, etc.
b. The record of the distribution of all material, domestic and pouch,
is exercised through the use of the seventh copy of Form 35-33_,
Abstract File Slip. The classification code and field symbol is
placed on this form by instruction from the In
addition, the initial designation is indicated on the body ofi the
form and is filed alphabetically by field station or source symbol,
numerically thereunder. If additional routing is determined neces-
sary by the various geographical and functional divisions, it is so
indicated and returned to the for con-
trol purposes and to be dispatched to the additional indicated re-
cipients. By consulting this file of control cards, it is possible
to locate any document in circulation after its receipt in RI and
prior to its delivery in the file room. When the material is re-
turned for filing, the control card is destroyed.
c. Domestic material leaving the office is handled by this section.
Courier receipts are prepared by the office originating the material;
25X1 the is responsible for its safe delivery
to the CIA courier for delivery to the appropriate agency. The
material is checked for attachments, security considerations, etc.
Personnel
Numbers of Positions, Receipt and Delivery Section
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Functions
25X1 The is responsible for the receipt and dis-
patch of all pouch material between headquarters and the field.
Procedures
Receipt
a. The pouch is opened upon receipt and its contents checked against
an accompanying manifest. If all items listed are accounted for,
a copy of the manifest is signed, dated and returned to the field
station. A second copy is maintained in this section and the third
copy is attached to the material covered and sent to the Analysis
Section.
b. Top Secret documents, indicator material, Kapok and other material
for special handling is removed from the pouch prior to trans-
25X1 mittal to the Top Secret documents are delivered
unopened to the Kapok and other specials
are delivered without normal processing to the addressee.
Dipatch
a. In carrying out this fun-CTIFinTtwo logs are maintained: (1) con-
secutively assigned serial numbers for identifying individeel
items in a pouch, and (2) consecutively assigned serial numbers for
identifying pouches. Divisions are assigned serial numbers for iden-
tifying specific document h as required and as needed. Control.is
exercised by this section.
b. In addition to the mechanical preparation of material for dispatch,
some editing is performed. This process generally involves the
assurance that security requirements have been properly adhered to
and that the number of copies and attachments are as specified.
c. The requirement that pouch manifests be signed and returned is?
strictly enforced. In the event that a signed manifest is not re-
turned promptly, the interested division is notified of the apparent
delay and follow-up action is taken.
Personnel
Number of Positions,
e13-
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5.
Functions
Security Information
This section provides for centralized review and initial processing
of all reports, correspondence, communications and information produced
or received by the DD/F organization.
Piocedures
a. Ekcept for material that is labeled for special handling, docu-
ments are completely processed prior to delivery to action desks,
which action provides for the preclassification of incoming ma-
terial.
b. The classification plan is basically geographic-numerical in that
all subject matter is segregated by geographic areas and that
numbers are used to represent subject matter categories within the
various areas. Also, names of individuals may be the subject of
reports and other documents. In this event, a number is used to
represent the subject rather than the direct use of the name.
C. The case book furnished each analyst is divided in the following
manner:
1. A list of world countries with their numerical repre-
sentatives, which constitutes the primary category for
coding documents.
2. A list of eight broad categories with their
numerical representatives, which constitutes the second-
ary category.
3. A listing of files in use that fall into am y one of the
eight categories listed in (2) and rules for opening new
files in these breakdowns; their numerical representatives
constitute the tertiary category and are referred to as
case fileso
4. Finally, documents placed in a file are given a serial
number, which number is used in servicing operations.
d. 'Using the procedure described above a document processed in RI would
be coded in the following manner:
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25X1 The number represents the country the number repre-
sents the broad category "Communist and/or Soviet Activities";
25X1 the number represents the designa file "Communist Ac-
tivities in the Federal District of which is one of marry
25X1 case files; and the number represen s e serial number of a
specific document in a specific case file.
e. In coding documents preparatory to their placement in the files,
the analyst studies the document to determine its subject matter
content and ferther determines the most appropriate case files in
which the document should be placed. Codes are placed on the docue.
ments in accordance with this determination. Following this pro-
cess, the various finding aids are indicated through the use of
colored pencils and generally constitute cross-references and ine
dex cards that are filed in the Master Index. Pertinent descrip-
tive detail of documents is also marked and is used in preparing
the Abstract File Slips (Form 35-31).
f. The placement of papers in the personality (201) files involves
the assignment of a number for each such dossier prepared. For
this purpose, the analyst maintains a list or log of numbers pree
viously used and each new dossier receives the next consecutive
number. An index card is placed in the Master Index for reference
15-expose8.
g. Cover sheets are prepared in this section. On this paper is
placed the routing, the title of the document and its code.
he In carrying out the classification function, the analysts are
assigned to specific geographical divisions and process only ma-
terial specific to that division. Analysts are .constantly in con-
tact with their area desks and, without this guidance, the classi-
fication and indexing of documents would be extremely difficat.
Personnel
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6.
Functiong.
Serialization completes the technical phase of preclassification and
is performed in this section. This section receives in and out documents
from the Analysis Section and assigns symbols and serial numbers to docu-
ments. Receives and processes copies of disseminations and keeps a numer-
ical log of them.
Procedures
a. The file of Abstract File Slips, Form 35-31, is maintained here
and is used to determine the number of items previously serial-
ized. When a document is processed, the next unused number is
assigned.
b. Two files of Abstract File Slips are maintained. One is arranged
alphabetically by source symbol and numerically thereunder; the
other is arranged by RI code.
Personnel
Number of Fositions,
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7.
Functiops
This section is responsible for preparing all finding aids indicated
by the analysts.
Prppedures
a. Typists are or7anized on a geographical division basis for the
performance of this task.
b. The Abstract File Slip, Form 35-31, is prepared here and is dis-
tributed as follows:
1. The first and second copies are sent to the Numbering
Section.
2. Four copies are attached to the document when forwarded
to the area divisions.
3. The seventh copy is sent to the Receipt and Delivery
Section.
c. Cross-references and name index cards are also prepared in this
section. Cross-references are sent to the file room; name index
cards are sent to the and
the documents are sent to the appropriate division with Form 35-31
attached.
Personnel
25X1 Number of Positions,
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8,
Functions
It is the function of this section to maintain and service the follow-
ing types of documents physically located in RI:
a. Subject Matter Files (Country) - This file generally consists of
correspondence, field reports, CS reports and related and support-
ing documents. It is arranged in accordance with the basic geo-
graphic-numeric-serialization plan in use in RI.
b. International Files (200 Series) - This material is the same as
the above except that it is international in scope and is used to
maintain papers in this category that are not specific to any one
country.
c. 201 Files - This file consists of field reports, CSDB reports, re-
lated and supporting documents which pertain to personalities in
which the office has some particular interest, and retired agent
files. The material is filed in individual dossiers which are
consecutively numbered.
d. General (100 Series) - This file consists of correspondence and re-
lated papers dealing with, or originating in the United States.
Procedure
a. General Handling of Material - Ilhen record material is received in
the file room, it is checked to assure that it is completely proc-
essed. If further processing has been indicated by operations,
the material is forwarded to the appropriate section in RL Mit-
tonal ready for filing is placed in a pending file. This activity
organizes the material in numerical order and facilitates placement.
b. Servicing RI Documents - To request and obtain a document from RI
files it is necessary to know the file number of the document re-
quested. It may be obtained by the following methods:
1. Searching the Abstract File Cards maintained in the Number-
ing Section.
2. Searching the Master Index to obtain the key to r)erson-
alities and subject files.
3. Searching the cards maintained in the Receipt and Delivery
section if the material is still in circulation.
0. Charge-Out System - This system involves the use of the legal size
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card of pasteboard stock equipped with a small pocket. In this
pocket is inserted a duplicate copy of a charge-out form. This
combination replaces the document removed from the files. The
original copy of the charge-out form is filed at the charge desk.
Both are cleared upon the return of a document.
Personnel
Number of Positions,
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Security Informatiort
9.
Functions
It is the function of this section to reprocess documents, and in such
a manner that more adequately meets the needs of operating officials, i.e.
change the classification from a subject category to a personality (201)
category. Requests for such actions are generally initiated by the foreign
divisions and is performed after action has been taken on documents and are
ready for filing or have been filed.
Prooedures
a. Any change or alteration in classification involves the re-doing or
modifying of the tasks performed by the Analysis, Numbering and
Typing Sections. Specifically, a change in the classification of
a document involves the following:
1. Actually changing the code of each page of the document on
which it was placed in the first instance.
2. Replace or modify the two Abstract File Slips held in the
Numbering Section and prepare a new Abstract File Slip
(201).
3. Change all name index cards placed in the Master Index.
4. Change all cross-references and other.finding aids.
b. Reprocessing involves two specific categories:
1. Retired Agent Files - This material was originally classi-
fied as noperational' and appropriately coded in this
category. The entire category is processed on a restricted
basis in RI because of its sensitive nature. As sensitive
projects and/or agents become inactive or less sensitive,
the documents are forwarded to RI by the foreign division
for complete processing.
2. Consolidation of Material and References on Personalities
that are of Particular Interest to the Office - This action
involves searching the Master Index to determine all refer-
ences, withdraw the referenced documents and reprocess
them. In some cases, entire documents are placed in the
newly prepared dossier. In other cases, duplicate copies
are made. In still other cases, the pertinent information
is extracted or simple reference made to a document.
Personnel
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10.
Functions
It is the function of this section to maintain and service the Master
Name Index. It is also responsible for preparing replies to requests for
name check information.
Procedures
a.
b.
The Master Index consists of 3 x 5 cards arranged alphabetically
by subject, individual, and organization. This index provides
reference to record material processed by RI. Cards are actually
prepared by the upon instructions from th(
or by the typists in the upon in-
struction from those analysts.
The preparation of correspondence is an auxiliary operation to the
primary function of RI. Requests for information an personalities
o inate in the Ins ction and Security Office/CIA, Department of
Federal Bureau of Investigation,
an or Federal departments. The oper-
a ion nvo ves searc ng the Master Index for references, the re-
moval of the referenced documents from the files, and the prepar-
ation of memoranda giving the pertinent information contained in
the documents. Generally, only derogatory information is requested
and furnished; the Office of Inspection and Security, however, re-
quests and is furnished complete biographical information. Memor-
anda prepared are reviewed by foreign divisions which involves
minor editing and to guard against the inclusion of sensitive in-
formation and sources.
Personnel
Number of Positions,
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Functions
This section is responsible for processing and maintaining Top Secret
documents for the DD/P.
Procedures
.411
a. Material is logged and handled in conformance with CIA security
regulations.
b. The analysis, numbering, and filing of documents is performed in
essentially the Same manner as they are performed in those respec?
tive sections.
c. Name index cards are prepared and filed in the Master Index.
d. Abstract File Slips are prepared and filed in the
and cross?reference forms are prepared and placed in the appropri?
ate file indicating that the material is held by the
Personnel
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12.
Functions
It is the responsibility of this section to maintain and service
record material in its custody. Generally, this material was created or
collected by the Office of Strategic Services and consists of some of the
records of the business offices of that predecessor agency, some field
station files and, to a lesser extent, some substantive records.
Procedures
a. The material is catalogued, serialized and name index cards pre?
pared upon receipt. The principle user of this material is the
25X1 of RI in the performance of
the name check function.
b. There is an estimated 5,000 cu. ft. (16,500 Archives boxes) of
records currently maintained by the section.
Personnel
25X1 Number of Positions,
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15.
Functions
It is the responsibility of this section to reduce to film all paper
records which come under the criteria of the CIA Vital Documents and Records
Management Program.
?41
Procedures
It is the responsibility of the various segments of the Clandestine
Services to determine records and materials that are vital to their operations;
the actual processing of the material is accomplished by the
Vital materials are generally received from division files,
processed, and then returned to the appropriate division.
Personnel
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security Information
16.
Functions
This section is responsible for the initial and supplemental distri?
bution of all MVP and CIA regulations, notices and other issuances within
Clandestine Services.
The Publications Control Officer, DD/P?Admin. furnishes a check list
to this section for the distribution of all Published material. '41
Personnel
Number of Position
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17. Western Hemisphere Division
Functions
a. This division is responsible for administering the foreign intelli-
gence function in the Western Hemisphere of the world. Placed at
strategic points in the area are field stations continuously ex-
plaiting covert sources for information of an economic, political,
military and scientific nature and personalities associated with
these subjects. Ws information is transmitted to headquarters
in field reports, These reports are rewritten at the division level
and disseminated to other segments of the CIA and to other agencies
of the Federal Government.
b. The information contained in these reports that pertains to person-
alities is of extreme value to the division and other segments of
Clandestine Services in carrying out their functional activities.
It is used extensively for evaluating personnel that have potential
or real value in the collection effort; it is used extensively in
planning and mounting operations; and it is used in counter-espionage
activities. In addition, it is used to prepare Summary memoranda
in reply to requests for name checks from other segments of CIA
and other Federal Agencies.
c. Because it is necessary to employ people to collect this information,
to put it in the hands of appropriate users and to safeguard it;
because it is necessary to furnish these people with facilities,
supplies And working space and because these people have to be com-
pensated for their services, there is created as a result of this
collection effort, different types of papers. These papers gener-
ally may be classified as administrative in character.- They are
specific to the Western Hemisphere Division and are of little or
no value to other segments of Clandestine Services.
d. Another type of paper record is created as a result of this collect-
ion effort that is generally referred to as being operational in
character. The line of demarcation between these papers and adminis-
trative papers is not clear out. They do, however, reflect the
plans, actions and results of the collection effort and CE and PP
activities in addition to documenting the activities of individual
agents and/Or projects. Their use in carrying out current oper-
ations is almost totally confined to the Western Hemisphere Divis-
ion; there is only a minor degree of use of some of these papers
by other divisions and staff offices.
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Ormnization
The organization of the division consists of four operating branches
which correspond to various geographical areas in the 7/estern Hemisphere,
and an administration and lo;-,istics staff.
Procedurep
a. Aside from the mail room, there is no organized records facility
in the division. The mail operation consists of two people with
facilities for handling "in and out" communications. The Pbstract
File Slips constitute a log of inc-ming pouch documents. The
pouch manifest is used as a log of outgoin,, documents. In addition,
there are maintained logs of "in and out" cables, Top secret and
other classified material.
b. In the absence of formal instructions and guidance, record keeping
practices do not follow a compleely uniform pattern in the
various branches of the division. The general procedures are
shown in charts on Pages 6-11 . Operational case files (PI,
FI, agents and/or projects), Field Reports files and Disseminated
Reports files are maintained at the appropriate area desk. Oper-
ational subjects files (policy matters, project reviews, country
plans, etc.) are usually maintained by the Branch Chief's secre-
tary. Support records are maintained in the Administrative Office.
c. Records keeping and index preparation is an incidental function in
the division. It is jointly performed by the case officers,
secretaries and clerical personnel as time permits.
j'ereonnel
The total authorized strength is
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SECTION III - FINDINGS AND RECOMMENDATIONS
FINDING NO. 1 - LOCATION OF RECORDS"
The centralization of all records, regardless of the practical needs
of offices that use them, has led to duplicate records keeping and incom-
plete files.
a. Duplicate Record Keeping - The survey team established an esti-
mated records holding in the WHD of 246 linear feet of adminis-
trative, operational, and reports files. The Chief, RI, reported
that there was in his custody 153.82 linear feet of the same
types of WHD records.
b. Incomplete Files -When copies of the same papers taremaintained
at more than one location, there is created a competitive force
that demands exclusive possession. These demands may be legiti-
mate or manufactured. Whatever the reason, it results in incom-
plate files. There is submitted on Pages 31 through 35 the descrip-
tive content of an administrative case file that was handed to the
survey team by an employee in the RI file room as being typical
of such files maintained in RI. This file contains 99 letters of
transmittal and 52 cover sheets which constitutes over 50% of the
papers in the folder. The remaining material appears to possess
only ephemeral value? It is so devoid of information that no
reasonable action could be taken by consulting it. Page 36 show
the contents of an operational case file (agent or project) main-
tained in WHD. It also bhow s the incompleteness of the same file
in RI. These papers were not actually observed in RI, but the ab-
sence of their code is indication that the papers were not processed
by RI and therefore not maintained in the central facility.
These two cases clearly show the incompleteness of some RI files.
To take action based upon complete background material, it would
be necessary to consult division files.
Comment
On the other hand, there was no evidence of incompleteness in the
reports files. The WHD maintains a complete set of their field
reports and disseminated reports. Current methods and procedures
would, preclude the withholding of, this information from RI files.
The following quotation was taken from the textbook "Records Man-
agement and Filing Operations" by Margaret K. Odell, Research
Analyst, Indexing and Filing Methods Systems Division of Remington
Rand, Inc. and Earl P. Strong, Professor of Management and Director,
Business Management Service of the College of Commerce and Business
Administration of the University of Illinois: "To allay some of
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the confusion that generally accompanies an explanation and
description of centralized and decentralized files, it should be
noted that originally decentralized files under departmental control
were generally used. Later, centralized files become the accepted
plan. At present the trend is to decentralize files but to central-
ize the control under a records administrator and not under depart-
ment managers, because of -
1. The increased operating costs caused by waiting for
delivery of records from a central file location.
2. The maintenance in the departments of the most active
records or duplicate copies of records sent to the
records department.
3, The inability of inexperienced records administrators
and records department personnel to keep records in-
dexed and filed to meet the user's needs and the chang-
ing operating conditions.
Alert organizations are rapidly recognizing the advantages of cen-
tralized control over decentralized files and are placing all rec-
ords under a records administrator. This plan premises much for
the future."
b. Operational Records - These papers are created in carrying out
operational activities; the creating division is the primary user
of the information contained in them; and the division, either by
pbysical possession or procedural instructions, controls any ad-
ditional use of the papers. Operational records are maintained in,
RI in sealed envelopes and cannot be used without the permission
of the creating division. Limiting the handling of this sensitive
category of records to the minimum number of people most adequately
meets security requirements.
CQ Administrative Records - These papers are also specific to the
Division creating theme They have little or no value to other
foreign divisions or staff offices.
d. Field and Disseminated Reports - The information contained in these
reports is used most extensively by the collecting division. How-
ever, it is also used extensively by other divisions and senior
staff offices. in Clandestine Services.
Recommendations 1, 2, 3 and 4
1. That operational records be maintained only in the division file
station as proposed in Recommendation No. 10 Page 47.
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That administrative records be maintained only in the division file
station as proposed in Recommendation No. 10, page Ata,
-That copies of field and dissemination reports from all divisions
be maintained in the central MVP file station.
4. That copies of field and dissemination reports for the creating
division be maintained in the division file station as proposed in
Recommendation No. 10, page 47.
To accept the above recommendations is simple acceptance of a princi-
plc of administrative efficiency that provides for the maintenance of rec-
ords at a location that will provide maximum utilization and security, and
a minimum of duplication. From the viewpoint of the users of information
contained in F1 documents, such a situation already exists. To be absolutely
certain of complete information on operational and administrative activities,
division files must be consulted. Complete information contained in field
and disseminated reports is available from RI files. The above recommendations,
then, merely recognize that which already exists. They eliminate duplication
that is of questionable valuee
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The contents, in numbered sequence, of documents maintained in an
administrative file examined by survey team.
1 - Cross reference
2- a a
3- "
4- aVt
5 "' tt tt
6-
7 - Transmittal
8 - Cover Sheet
9 -.Transmittal
10 - Transmittal
11 - Cover Sheet
12 - Transmittal
13 - Second Copy of 12
14 -Memo - Station to Station
15 - An empty 8 x 10i manila envelope
16 - Cover Sheet
17 -Request for a handbook
18 - Second copy of 17
19 - Cover Sheet
20 - Transmittal
21 - Transmittal
22 - Transmittal
23 - Transmittal
24 - Transmittal
25 - Cover Sheet
26 - Copy of Memo - Station to Station
2? - Cover Sheet
28 - Cover Sheet with 8 x *manila folder containing newspaper clippings
29 - Cover Sheet
30 - Transmittal
31 - Second copy of 30
32 - Copy of two line memo - Station to Station
36 - Copy of six line memo - Station to Station
37 - TrPmfaittal
38 - Transmittal
39 - Transmittal
40 - Empty 8 x 10i- manila folder
41 - Transmittal
42 - Transmittal
43 - Transmittal
44 -Cover Sheet
45 - Transmittal
46 - Cover Sheet
47 - Cover Sheet
48 - Transmittal
49 - Cover Sheet
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50 - Transmittal
51 - Second copy of 50
52 -.Transmittal
53 - Transmittal
54 Copy of Memo - Station to Station
55 - Copy of One line memo - Station to Station
56 - Transmittal
57 -.Empty 8 x 10i manila folder
58 - Cover Sheet
59 - Transmittal
60 - Cover Sheet
62. - Transmittal
62 - Second copy of 61
63 - Cover Sheet
64 - Cover Sheet
65 - Transmittal
66 - Transmittal
67 -Cover Sheet
68 - Transmittal
69 - Second copy of 68
70 - Copy of two line memos - Station to Station
71 - Copy of one line MGM - Station to Station
72 - Transmittal
73 - Transmittal
74 - Transmittal
75 - Copy of four line memo - Station to Station
76 - Transmittal
77 - Copy of MOM ???? Station to Station
78 - Transmittal
79 - Transmittal
80 - Transmittal
81 - Copy of memo - Station to Station
82 - Copy of request for info -.Station to Station
83 - Cover Sheet
84 - Cover Sheet
85 - Transmittal
86 - Second copy of 85
87 - Transmittal
88 - Transmittal
89 - Transmittal
90 - Transmittal
91 - Transmittal
92 - Transmittal
93 - Second copy of 92
94 - Copy of memo - Station to Station
95 - Cover Sheet
96 - Transmittal
97 - Transmittal
98 - Cover Sheet
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99 - Transmittal
100 - Cover Sheet
101 - Cover Sheet
102 - Transmittal
103 - Second copy of 102
1014 - Transmittal
105 - Copy of memo - Station to Statical.
106 - Copy of memo - Station to Station
107 - Transmittal
108 - Copy of memo - Station to Station
109 - Transmittal
110 - Copy of report - Station to Station
UI - Copy of three page report - Station to Station
112 - Transmittal
3.1,3 - Copy of memo - Station to Station
114 - Copy of memo - Station to Station
3.3.5 - Copy of memo - Station to Station
116 - Copy of memo - Station to Station
117 - Copy of memo - Station to Station
118 - Transmittal
119 - Transmittal
120 - Transmittal
121 - Depty 8 x 10$1 manila envelope
122 - Copy of memo - Station to Station
123 - Cover Sheet
124 - Cover Sheet
125 - Transmittal
126 - Copy of Army Report
127 - Copy of Army Report
128 - Copy of Army Report
129 - Copy of Army Report
130 - Copy of Arm Report
131 - Copy of Amy Report
132 - Copy of Army Report
133 - Copy of Army Report
1314 - Copy of Army Report
135 - Copy of Army Report
136 - Copy of Army Report
137 - Copy of Army Report
138 - Copy of Army Report
139 - Cover Sheet
1140 - Transmittal
1141 - Cover Sheet
1/42 - Transmittal
1443 - Second copy of 1142
1144 - Transmittal
3.145 - Cover Sheet
1146 - Transmittal
117 - Cover Sheet
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148 -
1149 -
150 -
151 -
152 -
153 -
15.4 -
155 -
156 -
157 -
158 -
159 -
160 -
161 -
162 -
163 -
164 -
166 -
167 -
168 -
169 -
170 -
170 -
171 -
171 -
172 -
173 -
173 -
174 -
175 -
176 -
177 -
178 -
179 -
180 -
181 -
182 -
183 -
184 -
185 -
186 .
187 -
188 -
189 -
190 -
191 -
192 -
193 -
194 -
195 -
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Transmittal
Cover Sheet
Transmittal
Second copy of 151
Cover Sheet
Transmittal
Cover Sheet
Transmittal
TS Cross Reference
Cover Sheet
Cover Sheet
Transmittal
Cover Sheet
Empty 8 x 10i manila
Cover Sheet
Transmittal
Second copy of 163
Copy of memo - Station
Copy of memo - Station
Copy of memo - Station
Transmittal
Copy of memo - Station
Transmittal
Cagy of memo - Station
Copy of memo - Station
Copy of memo - Station
Transmittal
Copy of memo - Station
Transmittal
Empty 8 x 10i envelope
Copy of memo - Station
Cover Sheet
Cover Sheet
Transmittal
Cover Sheet
EMpty folder
Cover Sheet
Transmittal
Second copy of 183
Cover Sheet
Transmittal
Second copy of 186
Transmittal
Transmittal
Copy of memo - Station
Copy of memo - Station
Copy of memo - Station
Copy of memo - Station
Transmittal
Transmittal
folder
to Station
to Station
to Station
to Station
to Station
to Station
to Station
to Station
to Station
to Station
to Station
to Station
to Station
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196 - Copy of memo - Station to Station
197 - Transmittal
198 - Empty 8 x 10- folder
199 - Cover Sheet
200 - Transmittal
201 - Cover Sheet
202 - Cover Sheet
203 - Transmittal
204 - Second copy of 203
205 - Transmittal
206 - Copy of memo - Station to Station
207 -Transmittal
208 - Transmittal
209 - Transmittal
210 - Copy of memo - Station to Station
211 - Copy of memo - Station to Station
213 - Copy of memo - Station to Station
214 - Copy of memo - Station to Station
215 -.Empty 8 x 10i folder
216 - Copy of memo - Station to Station
217 - Cover Sheet
218 - Copy of memo - Station to Station
219 - Cover Sheet
220 - Transmittal
221 - Cover Sheet
222 - Transmittal
223 - Second copy of 222
224 - Cover Sheet
225 - Empty folder
226 - Cover Sheet
227 - Transmittal
228 -.Transmittal
229 - Cover Sheet
230 - Empty folder
231 - Cover Sheet
232 - Transmittal
233 - Second of 233
234 - Copy of memo - Station to Station
235 - Copy of memo - Station to Station
236 - Copy of memo - Station to Station
237 - Copy of memo - Station to station
238 - Transmittal
239 - Tranbibittal
240 - Transmittal
241 - Transmittal
242 - Empty folder
243 - Cover Sheet
244 - Copy of memo - Station to Station
245 - Cover Sheet
246 - Copy of memo - Station To Station
ea
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FLNDING NO. 2 - SUBJECT CLASSIPICATICN OF REPORTS
Classification and Coding
a. .The present system of classifying reports by impersonal subject
matter requires the assignment of a series ofcode numbers as
explained on pages 14 and 15 . These code numbers are in addition to
the report number which already appeared on it when received in RT.
This complex system prohibits operating officials from making direct
reference to the information they most frequently want - that is,
data by personalities. This subjective classification of reports,
therefore, seems to be useless to the operating personnel who need
this information. Operating officials are interested in information
pertaining to personalities appearing in field reports. Primary
processing in RI provides that these reports be grouped and filed in
accordance with their impersonal subject matter content. This
processing and grouping serves only to decrease the availability of
information needed by operations. Consequently, administrators and
operating officials are creating and maintaining "prep" records that
permit them to carry out their functional activities with an aver
lessening degree of dependence upon the central records facility,
the Records Integration Staff.
The following facts are supporting evidence that such grouping
and cede assignment is not necessary and does not meet the reference
requirements of the operating offices: .
1. An estimated 3,000 requests for documents from division and
staff personnel ,rere studied by the survey team. Without
exception, each and every request was for information pertain-
ing to personalities.
2. This statement appears in an 0 & M survey report dated 11
April 1952. "At present, most OSO documents are filed in
folders by general subject and bound at the top with Acco
fasteners. Folders may be an inch or so thick and contain
an average of probably 50 documents each. This method of
filing was originally based on the expectation that requests
would be received for subject files rather than for
Individual documents. This has not proved to be the case."
(The survey team only generally agrees with this statement.
It is the observation of the team that requestors are
interested in specific personalities appearing in a report
which generally constitutes only a small segment of it.)
3. W1D Branch Chiefs, Deputy Chiefs, and operations officers
questioned on their reference requirements, indicated that
they were primarily concerned with information on
personalities.
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b. Retarded Reference Service
1. On 71 January 1953 the RI file roan had in its possession
unfilled requests for 2,994 documents from 120 customers.
The oldest of these requests was dated 5 November 1952. The
Assistant Chief of the section indicated that there was
nothing unusual about the backlog.
.2. The previously mentioned 0 & If report indicated a backlog
of 2,000 unfilled requests for documents that would be eliminated
with the procurement of additional personnel, which apparently
has not been corrected.
30 During the course of the survey of the 1.111D, operations officers
, referred to the constant frustration experienced ia getting
documents from RI file room; the need to go to the Consolidation
Section to review documents that are being reprocessed; the need
to go to the Service and Correspondence Section to review
documents that are withdrawn for the preparation of summary
memoranda; and the need to go to other area divisions to review
documents that are an loan.
4. There is shown an Pages39and 40 the results of three specific
searches which illustrate the same frustration experienced in
filling requests for documents.
co Division Props - The records inventory taken by the survey team,
indicates that an estimated 78 linear feet of prop records are lo-
cated in the WEID. Summary information pertaining to the person-
alities and organizations appearing in source documents is being
maintained on 3 x 5 or 5 x 8 cards, and in some cases, in loose leaf
notebooks. The information maintained in this form is constantly
used in carrying out operations. To deprive the case officers of this
valuable record would seriously affect their operations. In facts
if present records keeping methods and procedures are continued in
effect, the volume of such records will have to be increased if a
reasonable degree of operating efficiency is to be maintained.
Comment
Detailed name indices prepared on these reports refer directly to spec-
ific numbered documents (field number and dissemination number as well as RI
code number). This is a logical procedure. It is just as logical to con-
clude that these series of reports can be filed more easily and found more
easily if maintained in a simple numerical sequence.
Recommendation Noo 5
5. That the subject classification of field and disseminated reports be
discontinued. Instead, these reports should be arranged and filed in
simple numerical sequence according to their source code and number
or disseminated number. Redommendations 1, 2, 3 and 4 describe where
such records should be kept?
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Details Of Three Searches For Documents In The RI File Room
(21 January, 1953)
1. A request from EE Division for 21 docu ents re 1 personality:
a. 1 hour was consumed in the search.
b. 12 documents were produced by direct searc1-i.
c. I referenced document could not be located --
no clue as to its location could be determined.
d. 4 documents were permanently withdrawn by the
creating division -- the customers would have to
call at that division to review the material.
e. 4 documents were on loan and therefore not avail-
able at this time.
2. A request from SE Division for 24 documents re 7 personalities:
a. 1 hour and 5 minutes was consumed in the search.
b. 7 documents were located by direct search.
c. 10 documents were on loan to RI/CO for reprocess-
ing since 24 November 1952.
d. 1 referenced document could not be located --
no clue as to its location could be determined.
e. 2 documents had been withdrawn permanently by
the creating division -- the customer would have
to call at that division to review the material.
f. 4 documents were on loan and therefore not avail-
able at this time.
3. Request from EE Division for 8 documents rel personality:
a. 28 minutes were consumed in the search.
b. 2 documents were located by direct search.
c. 2 documents were permanently withdrawn by the
creating division -- the customer would have to
call at that division to roview the material.
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d. 1 document was charged to RI/CO for additional
processing since 3 December 1952.
e. 3 documents were on loan and therefore not avail-
able at this time.
The file clerk indicated that there was nothing unusual about the
results of these searches.
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FINDING NO.) - CONSOLIDATION DOM NOT ADEQUATELX MEET REFERENCE REQUIRta
NEWS OF OPERATIONS
Present procedures for the processing of field reports prorvide for
their classification by subject matter content, as tescribOd in detail
on page 37 and further discussed in Finding No. 4., page Ilk A,t some
later date, many of these same reports are reprocessed and grouped on a
personality basis. This secondaxy processing (consolidation) involves the
remaval of document from subject files to personality files. It requires
changing the code on each paper, replacing or modifying the two Abstract
25X1 File Slips held in the and the changing of all finding
aids. This procedure is discussed in detail on page 20 It is also shown
in graphic form on page U0 This secondary processing partially accomplishes
at the later date that which was not accomplished initially in meeting ;
the reference requirements of operating officials.
Comment
a0 lb meet the reference requirements of operating, officials, there is
involved the collection of information on personalities and organiz-
ations on a continuing basis so that it can be produced promptly*
b. The index card maintained in the main GE index refers to information
on personalities contained in reports. The withdrawal and searching
of basic documents to obtain bits of information is time consilming
and directly affects the efficiency of operational activities*
1. The addition of a simple subject line to the present index 'card
would result in a dftided improvement in reference service.
Such addition would identify information in a report and
contribute to tailor-made searches.
2.? A second alternative would be the addition on the subject line
of the index card, mammy or pertinent information from the
source document. It is understood that such information
would lessen the need for withdrawal of some basic documents
from the files which' would result in further improvement
of reference service.
30 A third alternative would be the addition of complete informs,
tine to the index cards. Considering that a large volume of
? information in reports pertaining to personalities cbnsists
of single lines or brief paragraphs, this suggestion deserves
serious consideration. The file itself could be modified to
include folders to house extensive collections of cards or
even to include specific papers when such papers pertain only
to a eingle individual. This alternative could be developed
to such .a degree that on3,y'rare searches would go beyond the
CE file to basic. documents.
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c. The latter alternative has these specific advantages:
1. It would provide the most effective and efficient reference
service. The collection of information on cards would repre-
sent complete information on a personality. Searches would be
direct thereby relieving the necessity of going to an in-
dex to determine the location of documents, which is an indirect
method.
2, The collection of information pertaining to personalities
woAd be accomplished on a current and continuing basis.
This procedure would preclude the necessity of the con-
solidation of papers at some later date.
3. The transposing of complete information from reports to
cards could be accomplished by less experienced and lower
grade personnel.
The preparation of semmary memoranda would be performed
more efficiently. A similar advantae would accrue to all
operational activities dependent upon information contained
in field reports.
5. Information collected and maintained on CE cards will be
used extensively throughout Clandestine Services. For this
reason, it appears appropriate to maintain the file at more
than one location. There is involved the problem of duplicating
card stock. Various methods were investigated. An Office size
ozalid machine and process appears most appropriate. The origi-
nal investment would be approximately $1200.00. However, con-
sidering original investment cost of card stock, operators time,
depreciation and other miscellaneous items, 5 x C! cards can be
duplicated for approximately i each. This report was duplicated
by the ozalid process and except that the CB cards would be on
heavier stock, they would appear in the same print and style as
this report.
d. Suggested process for duplicating CF cards.
Recommendation No. 6
6. That the delayed consolidation of information and references on per-
sonalities be discontinued, and the procedure proposed in Recom-
mendation No. 7 be adopted.
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A Recommendation No. 7
7. That a CE information file he established for the collection of in-
, formation on personalities. This information should be collected
and maintained in the following manner:
a. A card should be prepared upon initial receipt of information
in the divisions and that subsequent entries be addad on a
continuing basis.
b. The cards should be prepared conourrently..with the prepar-
ation of the disseminated, upon receipt.
e, Duplicate sets of cards should be maintained in the DDP
25X1 and in the division file station.
d. The process for duplication of CE card by the ozalid
method as described on pageashould be used.
Recommendation No, 8
8. That the CE information file graduall7, replace the present main Name
Index. In the interim period, reference would be made to both the
newly established CE file and the main index. No new material would
be added to the latter index. It would be permitted to "wither on
the vine".
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FINDING NO. 4 OPERATIONAL AND ADMINISTRATIVE RECORDS ARE NOT MAINTAINED .
UNDER UNIFORM FILING SYSTEM
? Operational and adftinistrative records are being prbeessed and maintained
under different methods and procedures in the WHD and RI.- In addition, vari-
ances in methods Were observed in the different branches within the WED.
In RI, operational records are coded into the sixth category (oper-
ational) in case files such as "agents and informants in
which are general subject files.
b. In the-WED,i operational case files (papers specific to agents and/Or
projects) are established for each agent or project. In these
dossiers are maintained all papers that pertain to the Agent or
project.
c. Also, in the WHD, operational subject files are established for main-
taining papers that are not specific to agents or projects and per-
tain to the broadest aspects of operational activities. The follow-
ing folder, designations are representative of the manner in which
these papers are maintained in the division: project reviews, status
reports, quarterly reviews, strategic plans, country plans, training
surveys and studies, newsletters and memoranda to field stations,
defeetors? transition plans, etc.
Comment
a. Operational papers are created and maintained in all segments of
Clandestine Services. They represent the' most valuable documentary
records Observed by the survey team. Theserecords.contain the .
recorded experience of preaent_administrators and operating officials
in carrying out the functional ilativities of Foreign Intelligence.
This experience can be made available to future administrators only
. through the paper record.. It is extremely important, therefore,
that these papers be maintained under standardmethods and procedures
throughout Clandestine Services. Benefits will accrue to present,:
as well as future administratora, through such standardization.,
b. :Administrative papers are similarly created and maintained throughout
:Clandestine Services, and although they do not possess generally the
extreme Valdes of operational papers, are sufficiently similarin
'character to lend themselves to standardization of methods and pro-
cedures for their maintenance.
O.: There has been developed for general use throughout the CIA,Aa-:file
-manual that appears to be applicable for processing and maintaining
Clandestine Services operational and administrative records., The
:system described in the Manual provides for the simple- grouping of'
records by their subject matter content. Its adoption to Specific
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Areas can be accomplished in a relatively short period of time with
a mintmum of inconvenience to operations. The training of personnel
in its use can be accomplished in a matter of hours.
ReQgramen4gtion No. 9
9. That operational and administrative records be maintained in accord-
ance with the Agency File Manual which is now in process for formal
concurrence. It has been discussed with representatives of the DDAD
the DD/I, the DD/A, the Office of Communications and the Office of
Training.
NOTE: Operational papers pertaining to agents and/Or projects appear.
to be arranged logically and appropriately in the WHD. They Should
continue to be maintained in this mariner.
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FINDING NO. 5 - THERE IS NO OFFICIAL FILE STATION IN THE WESTERN HEMISPHERE
DIVISION
In the Western Hemisphere Division, two employees are' responsible for
the-,reoeiptand dispatch of division documents. Otherwise, there is no organ,
ized,records facility (official file station) in the division. There is, how-
everi axvestimated 248 linear feet of records being maintained in the division.
..0qapment
24 It appears logical that the following functions could be performed
effectively and efficiently by a division records facility:
a. Classify, file and service all operational material created
and collected by the division,
b. Classify, file and service all administrative material
-created and collected by the division.
o. Maintain a file of all division field and dissemination
reports.
d. Prepare-andmaintain a name index to these reports (the in-
dex should be in the form of information cards - for the
, details of this recommendation, see the establishment of a
CE card file).
e. Supply the central facility with copies Of these CE cards'
on a current and continuing basis.
.f. The receipt and dispatch of all pouch and domestic communi-
cations and documents.
g. The operation of an internal messenger service that will pro-
vide prompt pick-up and delivery of all papers in the divi-
sion.
2. Based upon the work load of March 1953, shown on Page 44 it is esti-
mated that the following staff would be needed to operate the official
file station:
Flpetion
No. .0f eveg
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The number and type of personnel recommended is based upon the
follorin factors:
a. That the personnel surrested above for correspondence
preparation, Top recret control, and classification and
coding, be crouod and trained to porter:A each of these
functions on an inter-char?e basis. It is estimated that
each of these !obs will provide only part-tire employment
and that this interchange will prevent over-staffing and
provide continuous serv.ce during leaves of absence, etc.:
. That one of the indexing clerks will mechanically d'Iplicate
the information cards to be provided the central facility;
c. Tlat field reports and disseminations will be filed chrono-
lo-ically by their respective numbers;
That the Agency File Ilanual system be adopted for classify-
and codin- s,b!ect natter documents as described in
Recommendation No. 9. It mold be the sale system developed
for classifying similar documents in Clandestine Services,
regardless of location;
25X1 e. That the employees now assigned to the division mail
room be assigned to the now facility and that VO slots
be transferred from the Records Inter-ration Staff.
Note: This staff and discussion is based upon the assumption that
all division records will be maintained in the division facility. It
is quite possible that experience will prove that certain case files
can be maintained more appropriately at the area des',. Yah such a
development, the number of personnel needed in the division facility
will lessen.
Recommendation No. 10
10. That an official file station be established in the 7UD to carry out
the functions outlined on Page 46 This same recommendation apt,ears
to be applicable to other foreign divisions and senior staff offices.
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Documents Handled By WHD
MONTHLY
IN OUT
- March 1953 25X1
DAILY
IN OUT
Pouches, Field
1568
1972
71
90
Cables
589
3)32
26
15
Pouches, Domestic
106
4
Headquarters, Intra-Agency
550*
25
*Estimated by the survey teat and employees of the mail room.
The information in this tabulation was taken from pouch manifests, cable
logs, TS logs and logs of material from State, FBI, etc.
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FINDING NO. 6 POUCHES OF FIELD DOCUMENTS ARE NOT DELIVERED PROMPTLY
25X1
The prompt delivery of documents to action desks is not now. being accom?
plished. A check made in March 1953 revealed that documents received in the'
RI I were delivered to the WHD Mail room an average of four days,: :
later. Factors contributing to this delay are:
a. The opening of pouches in the RI
b. Mail control procedures that require
Abstract File Slip (Form 35-31).
co The pre?classification of documents.
the preparation of the
25X1
Comment
1. With few exceptions, pouch documents prepared at headquarters are
for the attention of the division's own field stations. Similarly,
pouch documents prepared in the field are for the attention of the
parent division at headquarters.
2. The manifest that accompanies all pouches is a complete listing of
all documents contained therein. It is a record of material sent
and, when properly certified, is a record of material received. It
can also be used as a record of the distribution of incoming papers,
by having the recipient of pouch items initial or sign the manifest
opposite those items delivered to him. The signed manifest would be
maintained in the file station. The use of the manifest in this
manner precludes the need for the preparation of the Abstract File
Slip (Form 35-31) for keeping track of the distribution of documents
and would remove another source of delay. Two copies of the Ab?
stract File Slip are used currently to keep track of serial numbers
in the subject classification of documents. With the acceptance of
the recommendation eliminating the subject classification of field
reports, there no longer exists the need for these two copies.
Note: Mail control procedures normally accompanying the use of
multiple copy forms such as the Abstract File Slip, require that
action on incoming documents be accomplished in a specified period of
time ?and that the incoming document and the subsequent action papers
be returned to the files in the same specified period of time. The
absence of such requirements indicates the lack of need for true con?
trol procedures.
Because it is difficult for analysts to forecast action to be taken
on documents, it is generally conceded that pre?classification is
accompanied with errors in classification; that because of these po?
tential and real errors, there is need for SOMB follow?up after
action to determine the accuracy of the original decision. The
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?
performs this follow-up. It is difficult to
determine the extent of their total effort involved in this activity
because their primary function (consolidation of papers on person-
alities after action) also involves changes in classification. It
is difficult because there is no basis for determinine %hat which
was changed by design and that which was charred because of errors.
The acceptance of the findings and recommendation for the establish-
ment of a CE information file would preclude the need for consoli-
dation. rith such acce-tance, serious censideretion should be elven
to the possible elimination of the pre-classificat'on of documents.
Analysts can make wise decisions only after action has been directed
or taken by administrators and operatine officials. Aad when classi-
fication and coding is nerformed.after action, there is no need for
follow-up and change in classification. Actually, there is no need
to classify until documents are ready for filing.
Recommendation Nb,
11. That field pouches for the attention of the ','leatern -Hemisphere Div-
ision be: deliveredto their file station unopened and that outgoing
pouches be prepared for dispatch in the same facility.
Recomeendation No, 12
12. That In the absence of an apparent need for true mail control pro-
cedures, the pouch manifest be used in lieu of the Abstract File .ip,
to record the internal distribution of documents. This function
should be performed by the Area Division Filo Station.
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FIND/NG NO. 7 ? THE RECORDS OF THE OFFICE OF STRATEGIC SERVICES
The records of the predecessor agency, the Office--of-Strategic Services,.
are scattered throughout the CIA and are not coMpletely;identifiedand seg1'e.7.
gated from other CIA records.
There is an estimated 5,000 linear feet of OSS records noW*in;the
.cus?
tody of the RI archives section located in the R & S Building, some of which .
are being incorporated into current files. Various survey teams of the Rec?
ords Management and Distribution Branch, General Services. Officevhave lo?
cated and identified OSS records in several offices of the Agency. Still other
offices have transferred small accumulations to the Agency Records Center for
storage.
Comment
1. This finding is not totally the responsibility of the DD/P, as the
OSS archives was originally set up to maintain the records of those
offices that had been liquidated. Some offices were never liqui?
dated, consequently some records were never turned over to the
archival agency. The problem is Agency?wide in scope.
2. The Federal Records Act of 1950 and the Records Disposal Act of
19430 as amended 6 July 1945, is specific in the requirement that:
(a) "The bead of each Federal Agency shall cause to be made and
preserved records containing adequate and proper documentation of
the organization, fnpations, policies, decisions0 procedures and
essential transactions of the agency designed to furnish the infor?
mation necessary to protect the legal and financial rights of the
Government and of persons directly affected:by the agencylS activi?
ties." and (b) "The head of each Federal Agency.shAll establish
such safeguards against the removal or.lossof:recordseS:be'shall
determine to be necessary and as may be required by regulations of
the Administrator."
3. Because the records of the predecessor agency have properly and
legally come into the possession of the CIA, the,moral and legal re
sponsibility.for the protection of these records ,becomes the re?
sponsibility of CIA. An archival principle of.long.standing that
has naturally become a principle of records xenagementTequires.that
the integrity of a record series not be destroyed. Such integrity.
involves the original ailbangement of the recordswhich,is an ex? -
pression of the planning and procedural requii0entsg"f.,,the'adminis?
trators of the agency. It is also an expression it the manner in
which records were collected, used and maintaine4.1.This,principle
of archival management has been and continues to be violated through
the incorporation of OSS records into current files.
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4. Records are maintained and some are preserved because they have
potential and real value to administrators and operating officials.
The records of the OSS are rightfully being made available to present
officials of the Agency so that these officials may take advantage of
the experiences and information gathered by the predecessor agency.
However, every known safeguard Should be taken to preserve the
record and the integrity of the record of the Office of Strategic Services.
Recommendation No. 13
It is recommended that all OSS records be collected and moved to the
Agency's Record Center. This action should be taken as promptly as
possible with one consideration for efficient utilization and management.
The following action would then be taken by the General Services Office.
a. Prepare and issue an agency notice requesting all offices to
identify and inventory all OSS records in their possession. Fro];
these inventories will be prepared detailed series descriptions.
b. Upon concurrence with appropriately interested officials, authority
will be obtained from the National Archives and Congress for the
destruction of those records that have, or will have become useless
after a specified number of years.
c. The remaining evidentiary records would be appropriately preserved
among the agency's archives.
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FINDING NO. 8 -.SUMMARY MEMORANDICFREFARATION
The preparation in RI of summary .memoranda in reply..,t0 requests -for:
name check information is cumbersome and costly.
Comment
Thirty-six intelligence analysts and four typists in the Correspondence:
and Service Section are responsible for the preparationof,gammary memoranda.
The specific steps that are involved in this process areasfolloWs:
1. Searching the Name Index to determine all references.
2. Withdraw the referenced documents from the files and prepare in
draft form, the summary memoranda- on the basis of available infor-
mation.
3. Submit this rough draft to the appropriate division for editing, which
may involve the exclusion of certain sensitive material or the in-
clusion of pertinent material available to the division that is not
available to RI personnel.
4. Return to RI for preparation of finished memoranda.
The monthly activity report of the Records Integration St reveals that
an average of 295 memos are prepared each month. Charging.the employees
previously mentioned and using an average of 22 working days per month, each
employee is producing a single memo in approximateTy.3 Working. days. There are
two reasons for this low productivity: (a) the difficultyin.:Obtaining refer-
enced documents and. (b) the preparation of tbe draft memo.. prior
the professional help and guidance of division personnel.:
With the establishment of a file station in the diviPienvIt appears that
this fUnction could be performed more effectively and efficiently if initiated
(for instructional purposes)by the area desks And comPletely:aCcoMplished-hy
- r -
an employee.in-the:Division file room. _
Recommendation No, 14_
25X1
1. The survey team strongly feels that summary memoranda replies to
nameobeck.information should be prepared under the .general guidance
of the division case officers. The clericalApit,involved in preparing
the reply should be performed by personnel assigned to the divisionL
, 7 '
file station.
It is our understanding that a staff office .of DD :novexercises:.same.
types of centralized control over the coordination and final:clearanceor''
name check requests. Such coordination control would he Continued under the
proposed system.
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FINDING NO. 9MECHANICAL METHODS EXPO:ME FILE REFERENCES
Considerable tithe is required in making searches through fileswhich
are hoUsed?in-Several different physical locations in one or more buildings.
Comment.
? Maltr:40ietnment agencies and private businesses use various mechanical
methods..toeXpedite-references'to files which ea:met be housed in such a
manner-thatthey are available to all those who need them.
Recommendation lo.- 15
' That the use of such methods as Telautograph, Teletype, or other
mechanical processes be investigated for adoption in expediting references
between various organizational units. Such mechanical methods must
provide for secure transmission of messages.
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FINDING NO. 10 APPLICATION AND USE OF PUNCHED CARD METHODS
It was determined by persons in the Organization and Methods Service
who. made the staff study of the Records integration Staff, OSO? in March 19520
that punehed'card methods were applicable to the Crypto-PseudocControl file,
This report indlcated that these methods would be used as soon as policy do-
termination had been made as to the feasibility of merging the OSO and OPO by
Crypto-?Pseudw.files, which at that time were maintained separately.
:COMment
The Crypto-Pseudo file, representing the combined OSO and OPC records,
25X1 consists of approximately cards. Essentially there are three files:
a. Blue cards indicating real names;
b. White cards indicating aliases, pseudonyms or cryptonyms;
e. Selmon cards indicating when true identity is not known to
Cryptic Reference Staff.
This requires the typing of three separate cards and sorting them alpha-
betically and inserting them in the appropriate files. The use of the punched
card method would permit mechanical reproduction of as many additional cards
as is necessary once the basic information has been established in a single
card. Consequently, from a basic card, additional cards can be reproduced by
the punched card method at the rate of approximately 40,000 per day. This is
considerably faster that the time required to type cards under the present
method. In addition, once a card has been established, lists can be prepared
in accordance with any desired arrangement at a rate of approximately 60,000
item per day. This, too, is considerably faster than typing.
Recommendttion No, 16
That arrangements be made to convert the Crypto-Pseudo file from the
present 3x5 cards to punched cards. The General Services Office will be glad
to assist in the development of this project.
The Crypto -Pseudo file should be maintained by the DDP Central file
station. '
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FINDING NO. 11 RECORDS MANAGEMENT PROGRAM FOR DEPUTY DIRECTOR (PLANS)
The Chief, Records Integration Division, 71, is responsible for over-all
adminiatration of the DD/P records management program, as outlined in
Comment
The stated objectives of the program for DD/P in the above referred to
regulation include the following:
1.. Identification and preservation of records with permanent
value.
2. Identification of vital materials and their movement to the
Repository for safe keeping.
3. Disposal of non-record material.
4. Promotion and records utilization through the improvement
and standardization of filing processes, systems, equipment
and procedures.
5. Retirement of non-current records.
6, Development and application of microfilm techniques and
projects in relation to the vital documents program and
maximum utilization of space.
Establishment of a medium through which Senior :taff and
Area Division Records Officers may receive advice and assist-
ance in matters relating to records and their administration,
-both in headquarters and field stations.
The extent to which this program has been carried out for DD/P seems
-to be limited to the RI Division. Persons in the WH Division with whom we
discussed this subject, did not seem to be generally aware of a records
management program and there was no evidence of a specific project along
the lines indicated in the stated objectives except in relationship to Vita
materials.
2X1
. The primary efforts of the .RI with respect to carrying out azecorde
management program within the division appear to be, largely in the vita]
materialf:Area. An active vital materials program is -Under way and regular
dep6444.,areipeing made A tabulation showing the fre4ueneYE14'ttoi'9f
deposits Mado for the DD/P area, between 1 July 1952 and 30 Juno 1953 is
shOwiC:6*.fiage 58. A review of this tabulation indicates:that-:109kreels 'of
,
microfilm and 1,923 packages of documents have been..diposited. - Discussion
withrthe Chief of RI indicates that they are now making efforts to 'substitute
documents for:microfilm where possible,
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The development of records disposition schedules and disposal lists are
one of the major objectives of a records management program. As of this date,
the Cnief, RI, indicates that two such schedules and lists have been prepared.
These cover a relatively small percentage of the total records holdings in the
DD/P area. Inventories of records are now being taken, however, in all of the
area divisions and a substantinl number of schedules and lists should result
bathervaarfuturefromtheactivttTinthisPhase'of records management.
The retirement of inactive records from valuable o'fice space to less
expensive Records Center apace is another importat objective of any records
management program. The Agency Records Center has received only one pequest
to take over inactive records. This was for a few rolls of film.
Recommendation No. 17
17. It is recommended that:-
a. An active records management pro am be established for
the entire DD/P area to incl,de the following major
act'vities:
1. Records creation control; creating adequate
records for documentary purposes and preventing
the creation of unnecessary records;
2. Records maintenance control; establishing
uniform procedures and systems for maintaining
current and semi-current records;
3. Records disposition control; including retire-
ment, preservation and disposal of records.
b. A minimum staff of four analysts, one GS-13 and three
G8-120 be established to carry out these functions. The
Gs-13 analyst would be the records administrator for
Clandestine Services and be responsible for the develop-
ment of standards for the creation, maintenance and
disposition of records. In addition, this employee
would be responsible for a,suring that the records program
of Clandestine Services conforms with that of the AgencyQ
c. This staff report directly to the Chief of Administration'
for DD/P.
The suggested responsibilities for the Records Management Staff,
DD/P, all'e shown on pages
? i
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59 and 60.
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DD/P VITAL MATERIALS PROGRAM
Rate of Deposit ? 1 July 1952 thru 30 June 1953
MONTH
July, 1952
August
September
October
November
December
January, 1953
February
March
April
May
June
PACKAGES OF DOCUMENTS
22
389
6
203
447
109
90
104
116
138
126
173
MICAMTIMIEEELE/
112
12
104
GUI
132
26
76
169
231
232
1,923
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SUGGESTED RESPONSIBILITIES OF THE DD/P RECORDS MANAGEMENT STAFF
I. Records Creation
A. Creation of necessary records to provide adequate documenta?
tion including the:
1. Designation of official record copies of correspondence
and documents.
2. The control and limitation on the number of copies of
documents created.
B. Correspondence management, including instructions Lor
preparation and utilization of form letters, pattern
paragraphs, etc.
C. Forms management, including design of forms for maximum use
and adequacy of the form records; limitation of number of
forms and number of copies of forms. Determine at the time
6 form-is created, the ultimate disposition of the form
record.
D. Reports management, including adequate reporting, elimination
of unessential oppies of reports, elimination of obsolete
reports and unessential filing of reports.
II. Records Maintenance
A. Determine proper organization of records to provide maximum
utilization and security, including the establishment of:
1. Centralized record facilities and/or
2. Decentralized record facilities.
B. Establish and maintain a uniform system for classifying and
filing records.
Cr. Develop standards and control the methods and procedures used
in processing and filing all records, either centralized or
decentralized.
D. Provide finding media to insure that efficient reference
service is available and furnished.
E. Maintain a current master inventory of accumulated records
of the office, including their types, locations and volume.
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Security Informatiott
F. Periodically sarvey and inspect records activities.
G. Establish control procedures Borreceiving, recording and
routing incoming communications.
H. Establish control procedures for clearance and dispatch of
outgoing oommunications.
I. Provide for the identification and orderly depcedt of
Vital Materials.
J. Control the use of filing equipment and supplies.
III. Records Disposition
A. Provide for the storage, preservation, protection and
servicing of semi-active or inactive records.
B. Evaluate records for administrative, legal, research,
or other use.
C. Periodically survey records in order to remove inactive
ones and plan for their retirement or disposal.
D. Develop office records retention and disposal schedules.
E. Secure any necessary clearance of proposed disposal of
records.
F. Develop and submit, through the
25X1 lists and schedules requesting
authority from the National Archives and Congress for the
disposal of records as they outlive their usefulness.
G. Develop and execute procedures for the disposal of records
in accordance with established practices and authority granted.
H. Insure the proper application of disposal authority.
I. Maintain adequate data to furnish information and reports on
records disposal.
J. Control the application of microphotography to reports.
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FINDING MI.. 1 USE OF PUNCHED CARD METHODS BY RI
Efforts have been made by RI to convert some of their existing'mannal
processes to electrical accounting machine methods.
Comment
. , .
? .-Some time ago, the RI staff requested. .the General
Services.- Office, to furnish them with a record of all names in the PerSonnel
Stettin punched ea:I'd:file, established and maintained for the purPose of pre-
paring Personnel reports and statistics for the Personnel Office... This file
consists Of the games of applicants and employees Of the 'Agency.
25X1 aice then, the has been furnishing RI each Month?
a card for all new applicants, new employees, and changes in emloyeest names.
This is done mechanically 1-1. using the psrwonnel statue card which ts pre-
pared from personnel tre_nsact':ons as they occur.
The information in the Personnel Status card consists of name, date of
birth, a code to indicate employee or applicant, and an indication as to the
office assigned for new employees.
At least two divisions (EB and FE) and one staff office of FI have request-
25X1 id the assietanee of the in determining whether they can
develop 'a system for furnishing these divisions and offices with: a.rsystem which
would permit the establishment and maintenance of certain data by .;?punched card
method.. These requests have come directly from the offices concerned. They
indicate a.:need:'on the part ,of these offices to have such information available
to them for. their everyday needs.
Earlier findings and Comments indicated the existence of so-called wpropit
records In the WILD. These requests for assistance to develop a 'system by
punched. card -..methods further substantiates the findings, comments and recommenda-
tions: pii6r:- earlier in this report with respect to the needs of ;.operating divisions.
-
Recormiendatien Net la
. ?
recommended,It is
however, that continued effcirt# be,:inede.to:,,sed if
punehedi,Card' methods are applicable to any other records:Ineopittprocess in RI
orq.-:**64gliQut-the FX. This function should be performed .1*.the4ecords Manage-
ment t-Off as sOggeeted in Recommendation No. lg. -
25X1
?
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PROPOSED FUN OF FIEID REPORTS
STATE DEPT. OR
FID STATION OTHER GOVT. AGENCY
Ca*RIVICATIO1 FROK
mu) STATE-023 TO a:0Q
1
AGENCY COURIER
cENTRAt
RECO) FACILITY
Tt
hietatpel
44..&CPteloi?
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Ont._
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Co,
f 711;e
-ere' 141-4114,
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Security Information
FINDING No. 13 - RECORDS ACCUMUL'TION
The total volume of records in DD/P is not known. in inventory is now
being made in the area divisions, by DD/i' personnel and when that is cotapleted,
there should be an indication of the cu rent records holdings. The exact num-
ber of records in RI likewise is not known. The Chief, RI, recently stated
that as of December 19520 RI had control over 1,0280312 papers under the CIA
system. There follows a tabulution showin . the number of documents filed by
RI for the years 1950, 1951 and 1952.
Year Number of Documents
1950 2140688
1951 313,957
1952
Total 1,097,507
Work report data are not available to show the records accumulated or
filed prior to 1950. The above data, however, indicates that there has been
a constant increase in documents filed since 1950. A comparison of the num-
ber filed in 1952 with 1950 indicates an increase of over 160'1, in work load.
The number of documents filed in 3952 (56,862) required the equivalent
of 47 5-drawer file cabinets. If these records were housed in inexpensive
letter-size steel cabinets, they would cost :3,430; if they were filed in safe-
type cabinets, the equipment would cost 1.11,219. The total value of pll
filing equipment in RI, as of 6 July 1953, is shown below:
Type Number Estimated Value
Five-drawer (Non-lock; non-safe) 438 $ 31,974.00
Four-drawer (safes) 195 ? 46,548.45
Gard files (3x5) 213 ?3,004.00
Total 1101,52%45
Comment
If the Tate of Frowth continues on the basis of 1952 experience,
the Investment in tilinr, equipment at the end of ten Years would be approxi-
mately $200,000.
The tabulation on the following page dhows the rate of growth of they
Main Index between 1947 and 30 June 1953. The average rate of increase has
amounted to approximately 900,000 items per year. This index consists of
names of personalities and impersonal things, and is recorded on 3x5 cards.
The above data also indicates the large and constant growth of records in
Rip
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Papers are the tools of administrators and operating officials. Come
possess long time values and Should be maintained for a like period of time.
Others possess only transitory value and should be eliratnated rather quickly
in acco-da,,-e with their true value. Finding No. 11 Indicated that only
two records disposal schedules had been prepared to date for a relatively
small percentage si? DD/P records.
In the absence of a well developed plan for the retirement of records
that are no longer needed to carry out day to day activities, there is a
continued increase in space and equipment needed to house the records and an
inCrease in the number of personnel needed to service the records. With
Such increases, the records become more unnam.Reable each year. Consequently,
it is essential that an active records management procram be established as
proposed in "Recommendation No. 17.
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RATE OF,GROWTH OF INDEX (aLcoRDs INTEGRATION)
FOR THE PERIOD 1947 MU 30 JUNE 1953
Number of Items
,Periocl
1947
1 Jan. '48
30 June '48
1 Jan. '49
30 June '49
550,000
981,000
1,421,000
1,843,000
2,274,000
1 Jan. '50
2,706,000
30 June '50
2,890,000
1 Jan. '51
3,323,000
30 June '51
3,818,000
1.Jan. '52
4,206,000
30 June
4,640,000
1 Jan. '53
5,200,000
30 June '53
5.M0.000
TOTAL 39,661,000
Not
This file contains names of personalities and names of
impersonal things, such as organizations; approximately
95
of the filo pertains to nersonalitics.
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Inform4444
SIM ION IV - IITLIMITTTAT ION OF RECOn: aiDAT IONS
Because this report is based solely upon the relationship of records
and records practices in the Records Integration Aaff and the 'estern
Hemisphere Division, the implementation of the recommendations included in
it might appear to be limited to this relationship. It would be smins, how-
ever, not to speculate that there is s definite relationship between the
records and the use of the records created and maintained in Senior Staff
Offices and other Area Divisions. nore specific relationships must certainly
exist between records maintained in field stations and the parent Area Divisions
afheadquarters. And except that recosd content is different or there exists
some variance in specific activities in other Area Divisions, the findings per-
taining to the 7estern Hemisphere nisvislon should be applicable generally to other
Area Divisions. The implementation, therefore, of any recomrendations contained
in this report should he accomplished only with due consider tion for the records
maintained in other Area Divisions, staff Offices and field stst'ons. Only with
such consideration will there evslve an eff'sctive and efficient records manage-
ment prosram in Clandestine rsrvTces.
It is suggested that the following steps be taken to implement the maJor
recomsendations in this report:
1. The initial step in this implementation would be the establishment
of an Official File rtation in the lelstern Hemisphere Division.
Following such establishment and gradual testing and installation of
techniques and methods recomsended in this report, there would evolve
standards for records practices that could be applied generally to
all segments of Clandestine Cervices. In addition, this facility mould
offer the initial ground for the training of personnel, which experience
would be used for the establishment of similar facilities and operations
in other Divisions and Staffs.
2. If the recommendation for the establishment of an official records
facility in the Vestern Hemisphere Division is acceptable, such
acceptance would lead to the transfer of certain functions to the
Divisions and staffs that are being performed currently by the
Records Integration staff. This transfer would result in an immediate
reduction in the number of personnel needed in RI. It appears
logical, then, that the facilities in the Divisions and Staff
Offices would be staffed by surplus RI personnel. An estimate of
the Divisions and staff of fices personnel requirements is as follows:
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Security inforrnation
25X1 Divisions -F7- Total personnel computed on the basis that
25X1 F---employees would be needed to staff the
UR Division and that the work load of the
25X1 other avisions is approximately double.
25X1
25X1
25X1
Staff Offices -
average of
offices i.e.,
Administration.
employees for each of the 25X1
25X1
3. With the establishment of fully staffed Official File
Stations in the Divisions and staff offices the reduced
Central Facility would consist of the following functions
along with an estimated nudber of personnel to perform these
functions:
25X1 a. L (kproximatelyElemployees) to
maintain the central index facility, consisting of:
(1) An alphabetical index file of personalities and subject
matter on 5 x 8 inch cards, containing summaries of
Field Reports.
(2) A file of all Field Reports maintained in numerical
sequence by field station.
A complete set of disseminated reports filed numerically
by dissemination number, and cross referenced to Field
Reports. (Note: An administrative regulation should be
established that files may not be removed from this
facility in order that reference material is constantly
available.)
(3)
25X1
25X1
b.
(Approximately employees)
25X1
to distribute regulations and notices to DD/P activities.
25X1
c.
(Approximately employees) to
25X1
pick up and deliver mail between staff and division registries
(file station).
25X1
d.
(Approximately employees) to per
25X1
foriaduties in connection with the administration and control
of code designations in CIA, including pseudonyms, aliases,
oryptonyms, and special indicators.
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The recapitulation of the personnel requirements for the staffing of
records facilities under the proposed reogranization is as follows
CRGA I4 IZAT I ON PERS ON/TEL
Records Staff
Area Divisions
Staff Offices
Total Required
As a result of the reorganization, the change in authorized strength
is as follows
Present Authorized Strength
Recommended
Positions eliminnted
25X1 The Positions eliminated is the estimated minimum savings that
would result from the implementation of recommendations contained in this
report. However, such savings are of secondary importance to the functional
responsibilities of Foreign Intelligence. The accessibility of the recorded
experience and information collected by FI is of primary importance. A
greatly improved reference service that will facilitate operations is a teak
that must be faced promptly by the administrators of the Foreign Intelligence
Group. The recommendations in this report should contribute toward that
Improvement.
It must be understood that no function of RI will be discontinued as
of a specific date. Generally, present records accumulations must be main-
tained and serviced in accordance with present procedures and methods. New
records accumulations will be arranged and serviced in accordance with the
neWly developed systems. The reassignment of personnel, and the install-
ation of new procedures will be gradually accomplished and in such a manner
that 11111 not interfere with operations.
The qualified personnel of the Records Management and Distribution
Branch, General Services Office, will be made available to assist in carry-
ing out any acceptable recommendations.
25X1
25X1
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aocuruy onrormarion
4.50'
RECORDS MANAGEMENT PROGRAM
PREPARED
Records
General
Central
SURVEY REPORT
OF THE
REC cuts INTEGRATION STAFF
AND
1,TESTERN HEMISPHERE DIVISION
BY:
Management a Distribution Branch
Services Office
Intelligence Agency
SLRET
Approved For Release 2009/01/16: CIA-RDP70-00211R000800350048-2
Approved For Release 2009/01/16: CIA-RDP70-00211R000800350048-2
Seriurity hnfOr
SECRL
Security l'
ApprovedFor Release 2009/01/16: CIA-RDP70-00211R000800350048-2