REPORT FOR WEEK ENDING 11 MARCH 1959 FROM FORMS MANAGEMENT STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900220058-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 8
• Document Creation Date: December 19, 2016
• Document Release Date: April 3, 2006
• Sequence Number: 58
• Publication Date: March 11, 1959
• Content Type: REPORT

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Report for Week Ending 11 March 1959
from
FORMS MANAGEiVTT STAFF
25X1
25X1
25X1
(2) Five new and three revised arias were approved.
(3) Eighteen forms were made obsolete.
(4) Five and one-half inches of records were destroyed.
b. Intangible
(1) Mr. Finnegan of the Union Envelope Co., Richmond, Va.,
met with Logistics; Cable 25X1
Secretariat; Securityaad 25X1
RMS., to discuss changes in the present
Chain Envelope System. After discussing the problem, it
was agreed iir. Finnegan would present samples of what
his factory can do, along with prices and specifications
for their design.
(a) The American Envelope Co., Chicago, has been con-
tacted on this matter by telephone. They also, will
submit samples of their capabilities.
(b) It appears the liaison utilization of Contact/00 is
going to ay off with a greatly improved envelope.
(2) Efforts are being made, in connection with the "Information
Reports", Forms lb and lc, to reduce the number of copies
in the sets from 9 to 7, or possibly. 6 parts.
RG I/RC, is holding a meeting on 11 Karch with all Area
Division Reports Officers to determine the copy require-
ments for Headquarters. This will greatly influence the
overall copy requirements in the set.
(3) In connection with the common "Information Report" format,
reviewed Army's (ACSI) final-type forms copy, specifications
and draft of memorandum of justification for its procurement.
A number of corrections were made and my further services
were volunteered, if needed. Army should be using the
common format on a world-wide basis on or before 1 July
1. Contributions
a. Tangible
() Completed 21 actions requiring the printing of 133,450
copies or sets of blank forms.
1959?
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(4+) At. I Irequest, a preliminary examination was
made of all Agency forms in order to pen point those used
in personnel administration. We found after examining
our index of 2043 forms that:
(a) Seven hundred, 34+% of all controlled Agency forms,
are used in personnel administration.
(b) Seventeen forms, two of which are bootleg, are knozm
to be used in the administration of the Career Service
Program.
(c) Primary responsibility for the 700 forms are divided
among:
Office
No. of Forms for Which
Responsible
Training
80
OCR
3
ORR
9
OSI
1
OO/C
.1
00/FBID
11
DDS
2
Security
141
Personnel
213
It 4l 1,0, 32
Audit Staff
General Counsel
Comptroller
Medical Staff
DD/P
(d)
is sending
1
4
128
76
1+0
(5) A meeting was held with representatives of the Office of
Communications during which minor problems were resolved
in connection with the pending revision of the "Travel
Order". This form has now been approved by the DDI, DDP,
OF, Office of Comptroller, OL and OC.
(6) Developed for ORR a "Chart Control Record`', Form No. 1602,
for recording holdings by "Number" and "Country" of two
specific series of charts received through automatic
distribution and specific orders. Three different patterns;
16 sheet, 24 sheet and 25 sheet are received. This form will
be used for recording all patterns which come in both
annotated and unannotated versions. Records of unannotated
versions.will be maintained on the front of the forms and
annotated versions will be maintained on the back.
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(7) Prior to 1953, many Agency forms, though unclassified
in their blank state, were preprinted with classifications
applicable to completed documents. In the fall of 1953,
325, 32% of all Agency forms, were so classified and were
`a nor e e ame sec s in printing,
storing and handling as completed documents. This in-
creased requirements for safes, vaults, etc., and caused
inconveniences to personnel handling these forms.
(a) Since 1953, every effort has been made to limit the
number of preclassified blank forms by questioning the
validity of all proposed classifications and deleting,
whenever possible, any classified information from the
form and substituting sterilized data. As a work
saving measure, determination is then made as to the
ultimate classification of the majority of the filled in
forms and the forms are then preclassified SECRET
(When Filled Tai) or CONFIDENTIAL ([Then Filled In).
This action lets users handle the blank forms as
UNCLASSIFIED. This common sense approach to a troubling
security problem has sharply reduced requirements for
secure blank forms storage facilities with substantial
savings in safe and vault costs. At the present time,
only 20-0. 9f0 of the Agency forms are preclassifie
when _blank. D P is responsible for o half of these
(102) while DD/I has 35, DDS has 60 and other components
such as Cable Secretary, have 3-
(b) Efforts are presently being directed toward further
improving this situation by enlisting the support of
Area Records Officers and the Office of Security.
0
2. Assignments - Active
(1) Nine new and 16 revised forms are pending.
(2) Five Employee Suggestions are being evaluated.
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Report for I-leek Ending 11 March 1959
from
RECORDS DISPOSITION BRANCH
1. Contributions
None
2. Assignments
25X1 a. Filing Equipment
Personnel/Contract Personnel Division
A vaulted area has been made available to this office,
and additional information on Rol-Dex file equipment has been re-
quested. Information compiled and fonrarded.
OCR/Library
Recommended substituting file equipment,
$180. for microfilm cabinets, (2) $295. Recommendation accepted
and equipment has been ordered.
OO/FDD Translation Index
During survey of records in this area, the ARO indicated
she was ready to discuss equipment for these records. These
cards (over 200,000) are housed in 7 - 3x5 card safes in a
vaulted area, and are widely separated due to a floor space
problem. Recommended replacing the 7 safes, $3,031 with 7 -
20 drawer 3 x 5 card cabinets, $735. that would house present
holdings, allow for expansion, and condense these records into
and found the necessary amount and type in stock.,, Recommendation
accepted and requisitions now being prepared.
Personnel/RSD
one area. Personally checked with on this equipment 25X1
No change.
Security/Building 13
No change.
EE Division/DDP
No change.
00/Contact Division
No change.
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b. Records Systems
Special Planning Assistant/DDS
II
Records Control Schedule and Vital Materials Schedule have
been approved and transmittal letter prepared for appropriate
signatures.
c. Records Schedules
OO/FDD
et al).
Initial survey of FDD records was completed. Revision of the
schedule continues.
No change.
d. Special Projects
Review of Clerical Training in Filing
No change from previous report.
Survey of Support Staff records, DD/P
Survey continues in FE.
Inventory and Evaluation of OSS Records in RI Archives.
Preliminary arrangements completed. Survey will start
16 March.
25X1 3. Vital Materials
A revised Vital Materials Deposit Schedule for the Office of the
Comptroller has been received. This schedule includes, ain a separate
category, records that cover the Vital financial requirements of National
Security Council. In addition, this new schedule includes microfilm
project numbers for the Employee Retirement Record cards and the Employee
Beneficiary Designee records of NSC employees. These will be deposited
by the Office of the Comptroller. ,
The microfilming of Vital Materials in the Office of Personnel has
been completed. Microfilming of the OCR/GR master photo file has been
stopped temporarily due to camera difficulty. It is estimated that this
project will be grounded about a week pending the receipt of a part from
Rochester, New York. 0 Printing and Reproduction has informed us
that priority is being given to the procurement of this part.
-2-
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25X1 A meeting as held with ARO for OSI, to establish
the microfilming requirements of Vital Materials in all Staffs and
Divisions in OSI. This information will assist us in developing, with
25X1 the help of Printing and Reproduction, the VM microfilming
schedule for is calendar year.
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report for
Week Ending Wednesday, 11 March 1959
CONTRIBUTIONS
Completed Survey of Agency's Unused Safes and submitted final report.
Tangible contributions reported by Area Records Officers include:
Lt safes found surplus and returned to Logistics stock
5 safes found unneeded and transferredttn offices within component
$3,942 is value placed on unnepdedtequipment uncovered by this Survey
Intangible benefits include:
Increased awarness and improvement of proper equipment utilization
Found and advised AR-is of several misuses of Forms No. 108 and 109
Found a dozen bootleg forms in use. Reported to FMB for correction.
ARO's expressed appreciation and approval of the Survey
ARO'S recommend an annual Survey along with Equipment Inventory.
ASSIGNMENTS
ACTIVE
Audit of FDD Files
Completed drafts for 20 items of revised schedule. (12 to go)
File Cleanup Campaign
Drafted additional notes for handout booklet.
INACTIVE
Sorting Equipment Booklet
Service Calls Processed by Records Center
Special DD/P Files Project
Revision of
Analyst Files Project
TRAINING
External Training --- 3 hours
American University Class in Office Management.
Assisted at RecordsmManagement booth at "County Fair." (2 hrs Wed 11 Mar)
Obtained catalogues from Amer. Univ. on Summer Training in Records Mgt.
1\
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Report for Week Ending 11 March 1959
from
25X1 b. Classified for Physical Security Division, the
policy on destroying logs after one year, as established
25X1 by n 1955.
a. Courier Receipt and Chain Envelope. Requests for the
supplemental instructions on these mail control items
are still being received, indicating increased interest
in the use.
b. Graphics Register Film Index
c. Overnight Storage Box - Three models developed by TSS
are to be inspected this Friday.
d. DD/P Records Management Training Program - Statistics on
the Agency Records Management Program are being developed
for graphic presentation in the course.
1. Contributions - Intangible
a. With manned the RMS presentation of yesterday's
Support Services Exhibit. About 25 persons were briefed.
Thirty-eight Program pamphlets were handed out.
c. Briefed FBID, on the overall Program, and
directed his study assignment.
2. Assignments - Active
e. Revision of RMS Position Descriptions -
Both are "in the right direction," but required
rewriting for compatability. The description for Records
Maintenance and Disposition has been rewritten.
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Reviewed the two "generalist" positions for Forms Management
and Records Maintenance and Disposition, written by Mr.