REPORT FOR WEEK ENDING 29 MAY 1957 FROM PROJECTS STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900060009-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: December 19, 2016
• Document Release Date: April 3, 2006
• Sequence Number: 9
• Publication Date: May 29, 1957
• Content Type: REPORT

Approved For Release 200
Report for Week Ending 29 May 1957
from
PROJECTS STAFF
1. Contributions
a. Developed an improved injury reporting system and obtained agreement
to its adoption from the~CYiief, Casualty Affairs Branch, the Chief,
Nurse, and the CIA Safety Officer.. In addition to providing the
~, safety officer with more accurate and timely data, the revised pro-
cedure will eliminate ~+0 hours from the compilation of each semi-
annual report for the DD~S,'and will eliminate a monthl summar
of on-the-job injuries prepared by the Medical Staff. 25X1
b. Met with (0&M Staff) and members of Machine Records
Division to agree on which MRD jobs should be considered "reports"
with respect to the current study on MRD workload. It was agreed
that any machine run transmitted from MRD to another component would
be considered a report.
c. Reviewed proposed Q discussed reporting requirements~ with
Real E tate and Construction Division, and assigned reports control
symbol~omestic Real Property Report. The streamlining of reports
on property accountability is another evidence of reports management
activity in the Office of Logistics
d. Evaluated Employee Suggestion 3032 and recommended that the Office
of Security determine the adequacy of various methods of attaching
Security Check Sheets to safes
e. Assisted in developing a filing system for the office
of Personnel. This o fice was confronted with the problem of filing
~/ Flex-d-Writer tapes for Agency personnel. Since the tapes are not
to be filed in one of the official personnel folders a method of
maintaining the tapes in a filing cabinet was mandatory. The Shaw
Walker Company recently announced a method of filing short lengths
of tapes in 6 dr, non safe, cross file equipment. This filing
cabinet was selected since an insert is available that fits into
each drawer providing fili,-n= ~space for more than 18,000 tape jackets
in each 6 drawer cabinet.I~
f. Completed the Office of Security shelf filing proposal. A call
>>-from 'ndicated no immediate action will be taken on
+.hc r,rnTnca ?+ }~ca r~i r~ axnraae hi G arnrP~i Ati nn f nr rn~r a~~i ~tan~P .
0
2. Assignments Active
a. Support Workload at Small Stations - Staff paper was reviewed by
0 ce o e A- Discussion of the paper is
sc e u e with of that office. In 25X1
study for initial review in the DD~P area.
Approved For Relea~~~006/d;5/~4 :CIA-RDI~70-002118000900060009-6
25X1
25X1
 Approved For Release 2006/05~~'i'r , -R[~P70-002118000900060009-6
b. VM Study - Met with representatives of the Offices of Training
an~Personnel to review progress on plans to deposit personnel-
type records in the Repository. OTR tentatively plans to use
two locations for added insurance against loss of vital records.
In view of the findings during the last "Exercise", recommended
that members of this staff discuss such a proposal with the
Deputy Director of Training, and if necessary, with the Emergency
Planning Group. Briefing of Office of Personnel, 25X1
has been delayed because of pressure o projects and his brief
period of TDY. Fact finding and documentation and review of
reference material is continuing. 25X1
c. VM Microfilming - Microfilming continues in OSI, ORR, Medical
25X1
S of , an ecurity. The resignation of one microphotographer
will slow progress on this project until a replacement is obtained
vis on
e j Requisition Review - With reviewed 5 equipment requisi- 25X1
ions. a ime required to perform this project has decreased
appreciablq during the past two weeks. I presume the buying
"
"
sp8lee
with FY 1957 Funds has peaked. It is significant that
onl ieces of equipment were involved in the 5 requisitions.
/?f. BR Shelf File - Attended two meetings with the Remington Rand
~/ Corp. wai~?ing sam les of a specialized. charge out folder from
Remington Rand.
g. OL, Stock Control Shelf File - Commenced work on this project.
installation may be added.
Pre m nary e a s in ca a that OL is retiring about 200 linear
feet of closed voucher files, establishing a staging area in which
voucher files may be stored for 6 months prior to transfer to the
Records Center and that efforts are being made to maintain
current voucher files in about 150 linear feet. Currently we are
proposing to install one double faced section of shelving for test
purposes. At a later date the shelving required to complete the
3. Maj?~. projects Inactive -There have been no new developments concerning
e IR e f Fi ing Project or Work Reporting System Project. 25X1
4. News
a. Attended the third meeting of the DD~I VM Committee. Present
were representatives from 00, OCR, OSI, and ORR. OBI and ONE
were not represented. Principal points discussed were format
for the annual DD~I VM Report, the Library Reference Collection,
and the Intelligence Publications Collection.
Approved 'F~r Re`le'ase 2006/05/24: CAA-RDP70-002118000900060009-6
 Approved For Release 2006/05/24: CIA-RDP70-002118000900060009-6
~,; .
It appears that emphasis will be placed on a review of depositing
criteria by all DD~I Offices. This should result in a more selective
and current collection. Attempts ~ri 11 be made to establish retention
periods for many IPI materials, as well as intellofax cards, other OCR
b. Accompanied of the Office
on visits to the Records Center and VM Repository
of Personnel
25X1
25X1
Approved For Release 2006/b~~~~: GIA=RQP7Q-ir0211 8000900060009-6
 Approved For Release 2006/05/24: CIA-RDP70-002118000900060009-6
Report for Week Ending 29 ~Y 1957
from
RECORDS DISPOSITION BRANCH
Contributions:
a. Project 6-88 - Office of Logisties~
The Records Control Schedule was approved by the Records Management
Staff and transmitted to the ARO~Comptroller. A list of recommenda-
tions were forwarded together with a request for an immediate report
on the volume of records covered by the schedule. The ARO has requested
assistance from us in establishing this volume in order to meet a
requested deadline of June 15.
Assignments:
Project 60-40 - Office of Central Reference
0
Schedule has been given to the AD~CR for review and concurrence. Survey
report is being prepared. Project is 88% complete.
Project 6-81 - Office of Logistics
0
The appraisal report prepared by National Archives for certain records
of the Office was approved by the Office of Security. The report has been
returned to National Archives for review and submission to Congress.
The Records Management Survey of the Stock Management and Requirements
Section has been completed. A report of accomplishments and recommenda-
tions, and, a filing and records control procedure will be forwarded to
the Section through the Chief, Supply Division. All recommendations,
and the filing and records control procedures were accepted by the Section.
b. Reviewed 29 cubic feet of records at the Records Center with 25X1
ARO~RR for evaluation. Five cubic feet are to be retained permanen y;
eight cubic feet are to be offered to the Air Force; and 16 cubic feet
are to be destroyed.
c. Office of the Comptroller
Suggestions Awards Staff
0
0
The Chief of the Section has requested assistance in establishing a
records keeping system which would facilitate the operations of the
Awards program. met with members of that Staff to
discuss the various p ases o the records program that may be involved.
25X1 A meetin was held with Office of Personnel Officials consisting of Messrs
and attended by 25X1
of the Management Staff. A review of the Records Control Schedule
25X1 for the Office of Personnel was agreed upon and the project will begin Monday
June 3.
.' ~`i ; . '. r1 ~
Approved For Release-2(#OG/0~/24 : CIQ'=RDP70-002118000900060009-6
 Approved For Release 2006/05/24: CIA-RDP70-002118000900060009-6
~:~' I iJi,il~ L~ ~'t~_~,,~ .. ~~J~~'~,
News continued
ARO~SI, is in process of gathering information for their
annua. ecor s isposition Report. In addition, revised schedules are being
prepared for our review. In this revision a test is being made to determine
applicability of general type schedules for OSI which will reduce the total
number of items by 80?~a. Also this would be big help to the Records Center
in that item numbers would be consistent year after year.
Shelving requirements for the Records Center addition are being developed.
Consideration is being given to the most economical storage of odd sized
material.
Physical transfer of Japanese meterological records to the Weather Bureau was
completed on Monday, May 20.
~~~~,~u~~!~
...~ -
Approved For Release 2065/05/24 ~ CIA-RDP70-002118000900060009-6
 Approved For
~~~.iCIA-RDP70-002118000900060009-6
~~a
Report For Week Eliding 28 May 1957
From
Records Center
During this week the following accessions were made:
PERS
18 Cu. Ft.
OL
22
OCR
OS I
2
6
Sub-Total: Cu. Ft.
Finished Intelligence 57 "
Total: 105 Cu. Ft.
Map Negatives 653 Cu. Ft.
Records Holdings 22,322
Distribution Material Holdings 10,320
"
Total: 33,295 Cu. F't.
Distribution Material Disposed of at Center
12 Cu. Ft.
Distribution Material Transferred from Center
21 " "
Records Disposed of at Center
5 "
Records Transferred from Center
7 "
~
Accessioning
+5 Cu . r't .
Because of the increased need of shelving space for records, 222
cubic feet of records from the Controller's Office were transferred
into their "Grilled Area". It is anticipated that the shelving
space for records, Area C and Ia will become exhausted by 1 July.
To releave this situation shelving will be installed in the aisles
of Area C .
The activity on returns of intelligence material has shown a
noticable increase. There were 7 cubic feet received from OCR
and 3 cubic feet received from FDD. Tn accordance with the
disposition schedules for supplemental material, seven cubic
feet were destroyed.
Disposal
The disposal problem is still unsolved and no immediate relief is
in sight. The situation is becoming more critical because of the
plans to install shelving in the aisles where the disposal material
is now located. At the present time there is 1095 cubic feet_of i
this material.
t~~{,
~~
Approved For Release ~2~06/05/24: CIA-RDP7~-002118000900060009-6
 - Approved For Release 2006/05/24: CIA-RDP70-002118000900060009-6
~~~G~~a ~~~~~~ ~~.
Disposal - Continued
In accordance with existing records control schedules, the Center
has 1608 cubic feet of archival type records in custody. This
figure does not include the archival type records from Comptroller,
Logistics and OCR because their records have not been identified
or the schedule is not completed. Included in these records are
198 cubic feet of Top Secret records.
Chief, ecords Center
Approved For Release 2006/05/24: CIA-RDP70-002118000900060009-6
 Approved For Release 2006/05/24 :CIA-RDP70-002118000900060009-6
[~~ ~~I`,fl5'A
~oUU~~~,~~~~~ ~.
~8`S '
The following figures indicate the space utilization by operating
component within the Center:
Operating Component
Available
Utilized
Total
Supplemental Distribution
2,120
9,7gO
11,910
DD/P
2,096
6,63+
8,730
DD/S
39~ ~~
7, x+66
7, 860
DD/S (Compt.Grilled Area)
33~+
1~+6
x+80
DD/I
339 ~
6, x+71
6, 810
DD/I (Grilled Area)
1,616
2,16}+
3,780
DCI
37
23
60
Asap Negative
610
980
1,580
TOTAL ~
7, 5~+6
33, 61~+
/+l, 220
~,,.
~ ~~ ~~~6~n~~ ~ ~a~m
Approved For Release--2006/05/24 :CIA-RDP70-002118000900060009-6
 :; Approved For Releajse ~,~~[~~=;!:; f2DP70-002118000900060009-6
.,
_ ~ait~n Sufi?\r ~ ~~?.:~~
Report for Week Ending 29 ~y 1957
from
FORMS MANAGEMENT BRANCH
a . Tan ible
(1~ Completed twenty-two actions requiring the printing of
202,600 copies or sets of blank forms. This represents
an increase of nine actions involving 213,900 copies
compared to last week.
(2) Two new and eight revised forms were approved. Three forms
were made obsolete .
b. Intangible
(1) Completed the evaluation of Suggestion No. 3060
(2) Completed a study of issues made by OL~Supply and NEA~Log on
Information Reports, Form No. lb and lc. This information to
be used in connection with a report to be submitted"the Chief,
Management Staff.
(3) Prepared comprehensive memorandum to the Chief, Supply Division
on the subject of "Budgeting Funds for Procurement of Forms".
(Please note that copy of this memorandum which is self
explanatory is attached.
(4) Approved proofs on Form 800. Smudge Proof Black Hecto Master for
up to 100 copies. Improved form by adding at top of form legend
regarding removal and replacement of smudge sheet. This will
prevent some errors caused by failure to remove the smudge sheet
before starting to type or to replace when finished to prevent
smudging during handling.
2. Assignments:
a. Active
1 Revision of "Request for Approval of Form"
2 Evaluation of four Employee Suggestions
3 Making an analysis of new Mail Control forms to be used in SR.
~+ Thirteen neta and eight revised forms. (Thirty-eight reprints are
currently being processed.)
(5) Numerous other projects previously reported.
3. News:
visited the Vital Materials Repository and Records Center 23 May 1957.
of this Branch and 25X1
of Communications, visite the Washington Office of
Diebold Inc. and inspected the "Elevator" f ilex and other filing equipment.
The visit resulted in the Office of Communications procuring one of the
App~~~~;~?,~~I~e 2?06/05/24: CIA-RD~70-002118000900060009-~