REPORT FOR WEEK ENDING 18 FEBRUARY 1959 FROM FORMS MANAGEMENT BRANCH

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900220064-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 8
• Document Creation Date: December 19, 2016
• Document Release Date: April 3, 2006
• Sequence Number: 64
• Publication Date: February 18, 1959
• Content Type: REPORT

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Report for WeeK?Ending 18 February 1959
from
FORMS MANAGEMENT BRANCH
1. Contributions
a. Tangible
(1) Completed 26 actions requiring the printing of 259,610
copies or sets of blank forms.
(2) Six new and 9 revised forms were approved.
(3) Twelve forms were obsoleted.
(4) Fourteen inches of material in the Brahch safes has been
destro d providing additonal needed filing space.
b. Intangible
(1) The Printing Services Requisition, Form No. 70, has been
revised. Among the improvements are provisions for a 200% increase in
the "Remarks" space and a window envelope area for Plant
employees, sending return copies back to customers. This
latter design feature should preclude some 20,000 clerical
25X1 actions each year.
(2) As a resultreprint action and the incidental review of
Shipping Category, Form No. 1223, titled, "Schedule of
Property Costs, Issued, in Use and Returned to Stock" has been
changed from Category II to Category I. This is another of
those cases in which the preclassification of the form was not
sufficient to justify the more restrictive shipping category.
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(3) It has been suggested to the DD/P, 25X1
that a new two part specialty e rm e use in lieu
ofj"bootleg" and 4 approved forms. The new form, if adopted, will
not only provide for a more expeditious operation, but will also
increase its accuracy. 25X1
(4) Working with the Budget and Finance Branch, Office of Logistics,
developed Form No. 1585, titled, "Allocation Control Record".
This form, which is to be 11" x 14" and printed both sides on
61t# white ledger, was designed for use in Walcott Taylor
Sectional Post Binders. It will provide the Office of Logistics
with a control device, by each fiscal year, of unallotted
allocated funds. This form will also provide a source of data
for a "Summary Funds Report" prepared monthly for Office of
Logistics management purposes.
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(5) Revision covering Form No. 144a, titled, "Personal Resume",
has been forwarded to the Printing Services Division for
printing subject to the approval of acceptable proofs. The
principal changes involved in the revision are; a. Addition
of space for the lidtin'g of relatives employed by Government
Agencies, b. Provision for space to indicate whether or
not High School diploma has been received by an applicant,
and, c. Securing of "reasons" for leaving previous positions
of employment. This revision also eliminates the previous
requirement for the attached blank page (50% of the paper)
used as a continuation sheet. I I.
(6) In cooperation with the Supply Division, Office of Logistics,
developed Form No. 1583, titled, "Receiving Discrepancy
Report", as a 4 part NCR form. From a procedural standpoint,
this form will be initiated by the ReceivingUnit, Washington
Depot and will provide expeditious notification to, and
follow-up action with, the Procurement Division on all matters
involving receiving discrepancies on purchased materials.
This new form, aside from providing positive control on
every receiving discrepancy, will eliminate the following:
(a) Card file in the Receiving Unit
(b) Two "bootleg" forms.
(c) Preparation of additional memoranda.
(This project was handled by Mr.
2. Assignments - Active
0
(1) Ten new and 23 revisons are pending.
(2) Eight Employee Suggestions.
(3) The survey of all forms not ordered for 18 months or more
is continuing. The results to date are as folows:
Forms Surveyed
Active
Obsolete
Pending
Old Numbers (CIA)
36
12
New Numbers (CIA)
200
4+9
251i
Other Agency
151
30
76
Grand Total
37
91
330
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Survey Sheets indicate:
(a) Eight forms to be obsoleted when stock is exhausted.
(b) Many forms to be revised now or then later reordered.
(Several will eventually be combined).
(c) Monthly usage revised on many.
(d) Several instances of sample copies of forms obtained
for our files.
3. News
s handling this project).
a. Attended the follow-up meeting of the GSA Region 3, Forms
Improvement Workshop. Initial results are quite encouraging.
b. Obtained from Bill Harris, Program Development Group, NARS,
GSA, scripts, slides, flannel-board, cards, kits and related
Forms Improvement Workshop materials.. Arrangements are being
made to obtain additional needed materials and to rewrite
scripts to include material with a CIA flavor preparatory to
putting on the DD/P Training Program.
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Report r Records Disposition Branch
for 4ek ending 18 February 1959
1. Contributions
Audit of the Records Management Program in Medical Staff is
complete. As a result of the survey the records control schedule
was revised, six series of files were set up for the current year
with two more yet to be done; 28 cubic feet of records were retired
to the Records Center and 7 cubic feet were destroyed; the logging
system was converted from log sheets (Form 311) to 3x5 courier and
receipt log (Form 240); one 4-drawer safe was released from the area
and 2 Kardex safes are slated to be removed as excess equipment- *a
10-drawer card cabinet was installed in the file room to enable the
clerks to consolidate 4 separate series of index cards; personnel
in all the divisions made some effort to reduce files within their
custody, all are anxious to bring the files on as current a basis
as possible and have pledged renewed cooperation in this effort.
New personnel was briefed on the records. management programs.,
particularly Mr. who replaced on the
2. Assignments
25X1 a. Filing Equipment
Personnel/Records Services Division
No change from previous report
00/Contact Division /
No change from pre ous report
Security
No change ?rom previous report VIII,
EE Division/DDP
No change from previous report
OO/FDD
No change from previous report
Personnel/Contract Personnel Division
No change from previous report
b. Records Systems
Subject-Numeric Files in OP
No change from previous report
Special Planning Assistant/DDS 0
No change from previous report
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c. Records Schedules
OCR
With assistance from
i Dep
uty Chief, OCR/LC
D,
completed revised description o certa
in requirements f
iles.
Continued work on comparison of retention periods for certain
requirements files in various Agency offices.
d. Special Projects
Review of Clerical Training in Filing
No change from previous report
presented office layouts to the
O&M Staff for their approval and made final arrangements for
moving this week-end.
25X1 3. Vital Materials
Deposit Schedule. The new schedule will include four principal
file categories and 43 secondary subjects which will be assigned
code numbers. These will appear on the deposit slips, availability
registers, file guide cards and folders, as well as the schedule.
The coding, new schedule and revised filing method will correct a
deficiency reported by FBID representative during last year's
Operation Alert.
Meeting was held with to revise the FBID
A check with I O/Comptroller, on a question of
resulted in the approved destruction of normal pay cards and
roster cards last deposited in June 1958. is revising
her VM Schedule and will delete several items.
0
obsolescence of certain payroll date raised by
ARO/OSI, called to say that
deposits before this year's Operation Alert. I reviewed
the annual VM Inventory and authorized the withdrawal of a significant
amount of obsolete materials.
is very interested in the OSI VM program and anxious to view OSI
she would like to accompany me to the repository on 3 March.
25X1 I Logistics/Printing Services Division, requested us to
provide him with a revised VM microfilming schedule and the periodic
revisions in order that he may have advance notice of filming commit-
ments. The increased microfilming requirements in OCR may necessitate
temporary postponement of filming in Logistics and Security Offices.
25X1 I DD/P/RI accompanied last week's
trip to the repository to deposit and to withdraw vital materials.
25X1 Since assumed the DD/P VM program trips to the repository
are more frequent.
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n t I/
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25X1 I Management Staff, accompanied last week's trip
to check on the 3M reader-reproducer machines and inspect the
microfilm.
Microfilming of vital materials in OCR/OR continues. This
project is approximately 22% complete.
Five members of ORR/Map Division visited.the repository last
week to work on the map collection.
A meeting was held with OCI, to
scuss the assignment of responsibility for depositin finished
intelligence with special classifications. I I recommended
that OCR/SR be responsible for these deposits, however., I feel
that the responsibility should be with OCI since 0CI handles the
dissemination of this type of material. The products of four
4. News
25X1 I met with 0 ARO/OS to
discuss the feasibility of using IBM punch cards as indexes for
the investigative dossiers. A tentative meeting is planned for
25X1 next week between Chief, Security Records Division
25X1 and to explore further the possibility of using the system.
by
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All members of the staff attended the Management Staff.lecture
on Friday on "New Developments in Business Machines."
An audit of the records disposition program in FDD begins today.
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report for
Week Ending Wednesday, 18 February 1959
CONTRIBUTIONS
None.
ASST GNMENTS
Service Calls Processed by Records Center
Final Report being reviewed by prior to meeting with26Me
Special DD/P Files Project
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Continued studying Records Control Schedules and methods.
Audit of FDD Records Control Sehedule
Studied and analyzed all 74 items in FDD's Records Control Schedule.
Instructed b on auditing in FDD area.
w i l l sup and establish teams and time schedules*
and I will go to FDD with Rita Tues-Fri, 24-27 Feb.)
File Cleanup Campaign
25X1 Talked with about Art Work. Left him 4 poster, booklet & trademark.
Quick, good ac on result from chat. All but booklet back in 3 days.
Started draft of SB article based on Readers Digest report of Cleanups.
Unused Safes
Started drafting final overalreport to close project.
Suggestion No. 59-225
Suggester proposes weekly campaign to salvage office equipment, supplies &2gRgn
I completed evaluation that suggestion did NOT duplicate our File Cleanup
Campaign, but-it did not offer anything not already known.and used by the
government and'our Agency. Fran typed & sent reply. signed by
Management St4ff Training Program. -- 12 hours
IBM movie on EDP principles and n Agency EDP-systems: 25X'1
Sorting Eq
Revision o
Analyst Files Project
TRAINING
External Training 3 hours
American University graduate course "Office Management nd Control" (Tue.17F~
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as Started lisol JfOiLdt~ent--reading office literature and reports.
Jotting a note on the list takes but a few seconds ~ti& )? this list
may or maw not reveal something worthwhile, after a:.few months of note taking*
b. Saw the Einstein letter to FDR suggesting the-"Atomic Bomb (in Library book)
Sent copy of letter to JKL proposing she use it in a Support Bulletin
article on the Suggestion Awards Program. 'Hope you don't mind.
I mark this up as good will or Management Family relations.
c. Last Summer when 1first learned about ARO's and our dealings wdth them
I took a look at Fran's list of the current ARO's .
For my unused safes and equipment inventory projects I copied the ARO list.
My list r rearranged according to the three major components.
I typed it and gave a carbon copy to Fran. I made no suggestions., merely
said it was an extra copy she could have if she'd like.
On Aed.'l8 Feb an updated copy of list in my format was distributed to
all hands. I think it was well received.
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