WEEKLY REPORT FOR WEEK ENDING 17 JUNE 1959 FROM FORMS MANAGEMENT BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900220004-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 19, 2016
• Document Release Date: April 3, 2006
• Sequence Number: 4
• Publication Date: June 17, 1959
• Content Type: REPORT

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Weekly Report for Week-..- Ending 17 June 1959
from
Forms Management Branch
1. Gontributions
a. Tangible
(1) Completed 21 actions requiring the printing of 305,400
copies or sets of blank forms.
(2) Three new and 8 revised forms were approved.
(3) Three forms were obsoleted.
b. Intangible
25X1 (1) Met with to discuss "bad" information
report mats from the EE and FE Divisions. A preliminary
review of the mats indicated need for a one week check of
all mats from these Area Divisions. Facts gathered from
this check should help us more closely identify whether the
problem is old mats poor typing, poor handling etc.
25X1
2. Assignments - Active
a. Agency Chain Envelope
25X1 Approval has been from O/S to proceed with the
procurement of the revised envelope. Specifications are being
prepared and will be processed this week.
25X1 b. Revision of Dispatch Forms
c. Improved Management of Stock Forms
0
0
d. Expedite printing of Information Reports (see b 1 )I
25X1 e. Uniform Information Report
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f. Teletype Dissemination Information Reports and Systems I
g. Elimination of Transmittal Dispatches for Personnel Type Data
25X1 h. New Building Project
i. Thirteen new and 18 revised form
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3. News
on Records Management.
completed the Sixth Institute
are scheduled to attend a lecture on
Specialty Forms given at the National Archives by Mr. J. Owens
on 19 June.
June. We plan to discuss information reports mats. We are
preparing a list of do's and don'ts on preparation and care of
mats. This list will be given to those present at the meeting.
c. Plan to attend a meeting of Reports Officers.of DD/P on 24
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Report For Week Ending 17 June 1 59 from
1. Contributions (Intangible)
25X1 a. Briefedi ORR ARO, on the development, organization,
and functions of the Records Management Staff.
b. Reviewed with I comparison of Commo'a
proposed functional file plan with the Agency Subject-Numeric
system. Concurred in Commo's need for a specialized file plan
for technical and operational material, but did not endorse the
proposal for a classification plan based on the primary numerical
designations in the Agency regulator series.
c. Evaluated an Employee Suggestion on a minor change in correspondence
style standards.
2. Assignments - Active
a. Revision and Reorder of Overnight Storage Boxes.
b. Records Disposition Workshop - All graphics completed and
forwarded to printing plant. Delivery of slides was promised
for Monday, 22 June.
c. DD/P Trainee Program - Developed five practice problems on
reports management for a total of nine. Briefed Mike and Don
on the concept of reports control.
3. Assignments - Inactive
a. Courier Receipt and Chain Envelope.
b. DD/P Records Management Program.
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Weekly Report for Week Ending 17 June 1959
from
RECORDS D.IS'POSITION BRANCH
1. Contributions
a. Intangible
(1) Four members of Records Management Staff
completed training at the Sixth Institute on Records
Management which was conducted by the National Archives and
American University. Each was awarded a Certificate for success-
fully completing the course.
The Class of 4+ students included employees of U.S. Federal
and State Governments, Industry, several Far East countries, and
the Clergy. The Class elected Q of Records Disposition 25X1
The President represented the Class at the Speakers Table
during the graduation exercises and luncheon. Following the Guest
Speaker, David B. Strubinger from the Bureau of Customs, the Class
President delivered a brief talk on the Class generally and an
appreciation of the Institute in particular.
Other luncheon guests included Officials of the U. S. National
Archives and Deans of the American University as well as the
several Records Management specialists who were instructors during
the institute.
Besides the advantages of the formal Records Management training,
other intangible benefits were realized for the Agency from the many
contacts developed among records management instructors and specialists
in other agencies and private industry.
(2) Review of "Functional Filing System" proposed for OC
to ARO for OC. Despite our recommendadtion of the Agency Subject
Numeric Filing System, OC is expected to proceed with development
and installation of their Functional Filing System in which classifi-
cation numbering is based on Agency Regulatory Issuances numbering.
This decision is based on OC's belief that their proposed system
will better fit their correspondence of which the great majority is
reported to be technical rather than administrative. We renewed
our offer to assist 0C with their filing problems and requested
ARO to keep us informed of their progress in standardizing their
files throughout OC.
mmmemorandum which were presented verbally on 15 June by
Staff study converted to a comparative study with transmittal
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(3) OSI/Faint File Installation
0
A return visit to Elint Staff indicses that the filing system
developed by us is working very well. In addition, 25X1
has two (2) cubic feet of material ready for retirement one (11,
additional cubic foot has been destroyed.
(4) 11S assistance was requested by ARO for OTR in up-dating and
revising OTR,system of recording and controlling distribution
of Agency and Office issuances and regulations. Obtained sanples
of forms used by ARO's in OP and OL for these purposes and delivered
25X1 them to ARO/OTR.
2. Assignments
25X1 a. Shelf Filing
OCR IR FE NEA, Shelf Filing
Prepared and forwarded a memo to OL/Space Maintenance
requesting installation of a partition in this area. Also
provided lR with necessary information to enable them to fill
out the requisition for shelving.
OTR/Assessment and Evaluation Staff 25X1
OTR/Operations School/He uarters Traini 25X1
OTR/Intelligence School 25X1
Office of Security/Building 13 25X1
OP/Records and Services Division Test Installation 25X1
00/Contact Division 25X1
NO change from previous report.
b. Records Control Schedules
Executive Registry
Fifty kits for use by students taking OTR/CT course in
Filing are being assembled by OP/IAS Pool. These kits can also
be used in RMS internal training. Contents include:
No change from previous report.
c. Special Projects
Review of Clerical Training in Filing
a. Testbooks - new unclassified HB for Subject Filing
b. New practice and test materials for classifying and
alphabetizing.,,
c. Forms used in filing course.
d. Instructions on "Hou t) Install the Agency Subject-Numeric
Filing System". .
Visual aids (14 color slides) are being prepared by OL/PSD.
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3.
CONFIDENTIAL
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Vital Materials
DD/P Support Staff
No change from pre-vious report.
OSS/RI Archives
all members of OCR,
accompanied last week's trip to the Repository.
discussed generally the DD/I Finished Intelligence collection.
He also inspected the reference library and indicated that it
would not be necessary to obtain additional space before this
year's Operation Alert. Be felt that a change in the type of
shelving now being used will provide more room.
accompanied Mr. Hurley, OCl4 to
A no for the record has been prepared covering
details of this visit.
Microfilming of Vital Materials continues as follows:
OCR/GR - approximately 62% complete.
Security - 75% complete.
I of DD/P also accompanied last week's
trip to the Repository.
1. News
is attending the four-Week course in ?Archives
Administration" given by American University and the National
Archives and Records Service.
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CO F8DENMAL