REPORT FOR WEEK ENDING 11 SEPTEMBER 1957 FROM FORMS MANAGEMENT BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900070057-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 5
• Document Creation Date: December 23, 2016
• Document Release Date: August 13, 2012
• Sequence Number: 57
• Publication Date: September 11, 1957
• Content Type: REPORT

Declassified in Part - Sanitized Copy Approved for Release 2012/08/13: CIA-RDP70-00211 R000900070057-2
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Report for Week Ending 11 September 1957
from
FORMS MANAGEMENT BRANCH
1. Contributions
a. Tangible
Completed 39 actions requiring the printing of 795,200 copies or
sets of blank forms. This represents an increase of 19 actions with
an increase of 521,550 copies as compared to last week.
(2) Six new and fifteen revised forms were approved.
(3) Developed for the Security Staff, Office of Logistics an eight
page form titled, "Industrial Security Inspection Check List."
By redesign and standardization was able to reduce its number
of pages from eleven to 8 thus saving 1500 pages on overall
quantity ordered of the original printing. This savings with
the consequent savings in file space, will multiply with each
subsequent reprinting of this form.
(4) The revised edition of Form No. 240, "Courier Receipt and Log
Record" has been forwarded to Logistics for procurement. This
is a four part carbon interleaved form designed for use in the new
messenger window envelope presently being procured. It is estimated
that savings amounting to $90,000 annually will acct1 a through
the use of this form.
(5)
completed the Forms Quantity Study. In FY 57 we procured
22,764,961 copies or sets of forms. However this figure was not
completely meaningful as a unit of procurement was treated the
same, whether a single card or cut sheet, a six-part set, or a master
form from which 100 run-off copies may later be produced. When
considering only multiple-part form sets plus cards, cut sheets,
etc. the production figure increased to 39,524,638. This would
require 2,470 safe cabinets @ $352. Total cost to house $869,792.
When we included figures on run-off copies obtained from ditto and
offset masters, quantities and costs went up to 154,220,148 form
copies, 9,638 safes and a total cost of equipment of $3,392,567.
This presupposes of course that all copies are filed which they
are not. Not all of these copies are filed here. These figures
include all forms used by or sent to the field; also all copies
sent to other government agencies, allied governments, contractors,
private individuals, etc.
b. Intangible
The status of the continuing survey of 273 forms in the new numbering
system which have not been ordered within the past18 months
currently ref1 is that 86 are active and that 27 are obsolete.
(2) The collection phase of the Forms Survey being conducted in
Administrative Building Printing Plant is approximately 80%
complete. Of the forms surveyed 18% were Government Printing
Office forms and the balance,or 82%, were declared "bootleg".
CONFIDENTIAL
Declassified in Part - Sanitized Copy Approved for Release 2012/08/13: CIA-RDP70-00211 R000900070057-2
 Declassified in Part - Sanitized Copy Approved for Release 2012/08/13: CIA-RDP70-00211 R000900070057-2
'. s
2: Assignments h~F~DETl~
a. Active
(1) Revision of Dispatch Forms. Proposed revisions discussed 6 Set. 57
25X1 with Messrs DD/P; later with 25X1
OC. n I loo a over comments from Dl)/Y, ,
25X1 Logistics and the Comptroller re the tests and agreed on a course
of action. The form has been redrafted and and I 25X1
will discuss later this week.
(2) Eight new and four revised forms
(3) Six Employee Suggestions are currently requiring evaluation.
3. News
Material samples submitted by McGregor Carbon Forms Co. on Form la,.were tested,
found unsatisfactory and were rejected. Because the other bidder's price was
too high, the Procurement Review Committee rejected both bids. PD/OL has
readvertised. New bids are to close Thursday. To increase possible competi-
tion, meet back order needs and to prevent exhaustion of stocks of continuation
sheets the new invitations are for 25,000 sets, la and 20,000 sets la-1..-A
serious situation exists here, mainly because we lack a single source of
supply contract on reproducible systems-type forms. It has been over 2
months since FMB approved the la for procurement and a contract still has not
been awarded. In the meantime, stocks of the'la are exhausted and the informa-
tion reporting activity of the Agency is being seriously hampered. RC/RQM
25X1 25X1 have been kept informed of the situation and are
quite concerned. in fact, contemplates discussing the deteriorated
25X1 procurement situation with sometime this week. also 25X1
expressed dissatisfaction with the present procurement methods yesterday on
receiving samples of NCR paper for test (Form 1007) which the low bidder,
McGregor Carbon Forms Co., had forwarded interleaved with smudge sheets to
protect the paper. Several previous jobs made by this same manufacturer have
been unsatisfactory due to poor quality paper, pressure smudging from cutting,
etc. Efforts to obtain replacement or an adjustment in price have so far
been unsuccessful. This form 1007 has been in the mill for 90 days and printing
still hasn't started: 25X1
CONFIDENTIAL ;1
Declassified in Part - Sanitized Copy Approved for Release 2012/08/13: CIA-RDP70-00211 R000900070057-2
 Declassified in Part - Sanitized Copy Approved for Release 2012/08/13: CIA-RDP70-00211 R000900070057-2
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Report for Week Ending 11 September 1957
from
PROJECTS STAFF
25X1 maintenance problem
discussing proposed VM schedule revisions with OP personnel. 25X1
25X1 Decision on whether or not the Biographic Profile (Form 1200) will be
deposited must await return. If decision is affirmative,
we will propose that, because of their sensitivit these forms be sent
to the Repository in sealed envelopes to relieve of a file 25X1
1. Assignments Active
a. Reports Management Regulation and Handbook - Redrafted the regulation.
Proofread the handbook typed by the Interim Assignment Branch. There
were errors on about 50% of the 32 pages. 25X1
b. Personnel-Type VM - Completed first draft of the staff paper, including
a majority of the enclosures. Their completion will require additional
research and further discussions with officials responsible for creating
personnel-type vital records. suggested we discuss the study 25X1
with the Chief, RI, to determine DD /P interest. 25X1
On the basis of discussions between the ARO for 25X1
Personnel, it was agreed that we would furnish the ARO with a memorandum
citing categories of deposits which might be eliminated to streamline the
c. OSI Files Installations - Messrs) (RMS) 125X1
(OSI) discussed the satisfactory results of installing a su jec -
numeric system in 17 offices, and the need for training OSI personnel
in the system. Also discussed was a possible request that we install
the system in the remaining 6 branches of the Fundamental Science Div.
Chief OSI/FSD will determine this. ~~ 25X1
d. Window-Pocket Reuseable Envelope and Four-Part Courier Receipt -
Contract has been let for the envelope; printing requisition for the
courier receipt has gone forward. Flier and "Support Bulletin" article
is being developed to promote use of the new envelope.
Requisition Review - Reviewed 5 requisitions for filing equipment L~
and supplies. Returned one requisition for 600 classifiles (Remington
Rand) to OL for further justification. 25X1
BR Shelf File - Installation of equipment complete except for work
stations, due 17 September. 25X1
Finance Division, Office of the Comptroller Registry Floor Space//`
layout - Reviewed Floor Plan with Miss ARO,who has 25X1
suggested one modification. Acceptability pending review by Finance
Declassified in Part - Sanitized Copy Approved for Release 2012/08/13: CIA-RDP70-00211 R000900070057-2
 Declassified in Part - Sanitized Copy Approved for Release 2012/08/13: CIA-RDP70-00211 R000900070057-2
2. Projects Inactive
a. CI/OA Floor Space and Equipment Survey
b. IR Shelf File Project
c. OS Shelf File Project
3. News
be made at the next meeting, Friday the 13th
a. Attended the first meeting of the Working Committee to develop the
U. S. Government Correspondence manual. Subcommittee assignments will
b. Q ARO/OCR, is conducting a reappraisal of all internal reporting
in OCR. Our offer of assistance was appreciated, he stated, but not
needed intitally.
c. Follow-up of the revised injury reporting system which involves the
Safety Officer, the Head Nurse, and Casualty Affairs Branch, disclosed
that the NCR window envelope reporting form is very satisfactor
It went into effect the first of this month. 25X1
d. Discussed s e d chap es in the Administrative Procedures lecture
series with OTR. It was mutually felt that as long as
the classes are made up largely of DD/P personnel, we should discontinue
covering the subject-numeric filing system. Accordingly, I plan to
revise my talk for this coming Thursday. It will cover instead, %
Clues to Better Record Keeping".
OP Records Room, pertaining to a special typewriter.
e. Referred to Business Machines Service a request from assistance for
f. Located and arranged for delivery, 3 portable desk trays to
Training.
Declassified in Part - Sanitized Copy Approved for Release 2012/08/13: CIA-RDP70-00211 R000900070057-2
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!F1 ENTQAE
Report for Week End g 11 September 1957
from
RECORDS DISPOSITION BRANCH
0
1. Assignments: (Active)
a. Project 6-4+0 - Office of Central Reference
No change from previous report. Project is 99% complete.
b. Project 6-95 - Office of Personnel
The revised schedule for Personnel Assignment Division is being typed
to reflect changes which have occurred in that Division.
A review was conducted in the Position Evaluation Division during the
-past week. There have been organizational changes in this Division which
resulted in one Branch being absorbed by another and a new Branch being
created.
Due to many personnel changes in the Office, draft copies of the revised
schedule will be sent out for review and coordination. Project is 55%
complete.
25X1 c. Project 6-101 - RI/DDP
No change fromprevious report. Project is 90% complete.
0
d. Project 8-9 - General Counsel
No change from previous report. Project is 30% complete.
e. Project 8-16 - Office of Scientific Intelligence
Changes to the schedule have'been coordinated with OSI and revised pages
submitted to us. Transmittal letter is being prepared and the approved
schedule will be forwarded to OSI this week. Project is $5% complete.
f. Listings are being prepared which will contain discriptions of all per-
manent records covered in the records control schedules. The listings
will reflect the type of records and the organizational component respon-
sible for creating and maintaining them.
2. Assignments: (Inactive)
Project 6-90 - Commercial Staff
Declassified in Part - Sanitized Copy Approved for Release 2012/08/13: CIA-RDP70-00211 R000900070057-2