ACTIVITY REPORT FOR WEEK ENDING 10 DECEMBER 1953

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900240012-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: May 4, 2006
• Sequence Number: 12
• Publication Date: December 10, 1953
• Content Type: MEMO

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Chief, General Services Office
Chief Records Services Division
Activity Report for Week Ending 10 December 1953
10 December 1953
The following activities which occurred during the 'week through-
out the Division are in addition to those described in the attached
reports on various specific phases of the Records Management Programs
a. The Records Namagement Program Guide vas received and is
being distributed today.
b.
The zommeents on the HandJ00% for the Stfort;:laalification
and Yil.tug of Correspondence Records (HE have 25X1
been received by the Regulations Conteol Ste ell
offices except DD/P and Training. I Iof the Regu 25X1
lotions Control Staff, advises that DD/P indicates that
they probably vill net concur in the Handbook and will dis-
cuss the reasons therefor directly with um. In the meantime
the cements received will be compiled and forwarded to us
during the coming week. We viii then begin to reconcile
the comments and begin discusnions with the offices Vhich
submitted them.
c. We have received an informal request from OCD relative to
our taking over the contents of approximately 47 filing
cabinets or old records, mostly TS material Which concerns
the OSS program. Discussions will, take place with OCD and
arraagements will be made to transfer this material.
Ai. A request has been received from the Acting Personnel
Director that effective 1 January 1954 a Position Control
Register in lieu of the present method of listing T/O's be
compiled for the Office of Communication, Office of Training,
all offices in the DD/I group and all offices in the DD/A
group. Experiments have already been conducted on this new
method of listing T/O's and as soon as we can determine the
additional time required for the new procedure, vs will
notify Personnel as to any special requirements.
It appears necessary to regroup some of the tabulating
machine equipment and probably move some of the heavier units
from Wing B of Curie Hell to Wing A. This is necessary in
order to reduce the noise in Ving B shich has been seriously
effecting production end accuracy of key punching end to per-
mit better utilization of equipment.
f. Clarification was obtained with the Security Office relative
to the designation of a representative from this Division to
work with the General Services Administration in developing
C.
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8.
standards and specifications for certain types of filing
equipment and in connection vith a determination that bas
to be made on the ultimate disposition of National Selective
Service records.
Twenty-two Agency representatives attended the meeting con-
ducted by the Inter-Agency PAcords Administration Conference
at the Notional Archives auditorium on 4 ratcenber. Included
in the group were mothers of our staff and representatives
of a nutber of offices.
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fi
week end
10 December 2953 from
osnliall ISM
brAilLitialitillag21301111/WALISI
The taking of the records inventory has been oompleted,
1070 linear feet of records have been listed,
Plans are currently being made for the development' Of
greens for the laprensent of reference service and nail
handling; plans for the establishment of official filo
stations are well developed,
.0440
The taking of the records inventory hes been completed; 57
describable items and sub-itens have been identified and
listed involving an estimated 470 linear net of reeords.
Preliminary evaluations have been made and the records
control sohedule should be esipleted by the end of the week
Upon completion the schedule will be discussed with nedieal
personnel for the purpose of approving standards developed.
Plane for the improvement of systems should be initiated early
next week,
gelserak Coaniffak
It is planned to inititte the systems and disposition survey
in this office the beginning of next week
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0
1953 from AIECORDS srgrEm. Bwipg
A nem was addreseed to all Area Records Officers suggest..
25X1 tng they initiate a distribution of the courier schedule,
issued as Notice dated 21 October 1953, at the
points *here this information can be used to expedite
mail handling. The notice was originally issued only to
o-fices maintaining Regulation Manuals, which would
normally file them in the manual after circulation, How-
ever, to be of value the information Should be readily
available to all vrsons responsible for dispatching mail.
A memo to all Area Records Officers and a draft of an
accompanying leaflet regarding the use of Security Desk
Treys has been prepared and will be forward to the printer
upon the approval of the Chief, OX).
1441 40erialg
The Area Records Officers for the Office of Intelligence,
Coordination, Medical Office, Communications Office, Execu-
tive Registry and Contact Division of the Office of Operations
visited the Repository this weak, in conjunction with the
Records Management training programs This trip concludes
the orientation programs at the repository, which, from all
indications have proven very beneficial to the progress of
the agency Vital Materials program.
Negotiations are under way to move the OF0 proof.reading
operation out of 114 North Building into space in the base.
ment of Zouth buildtn, now util teed by the GS& engineer.
The engineer would move into Central building. Final de-
cision on this move which would pxmit the continuance
of our filming the BR dews/11.3 should be available in the
next few days when of General services meets with
cttla officials.
Aork has been progressing in the estnbliehment of a Vital
Materials schedule in OVT. January 15, 1954 has been set
as the oomplation date for this schedule..
f, ? n,
r r
I
-
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e personnel in the Offietof Research and Reports
-evaluating their vital material holdinge and turn
hat they hope to deposit additional materials
a few mike. This resulted from the recent trip
o the repository by
Of ORR.
made
mail Control,
Following an inquiry regard a delayin the dispatch of
25X1 an FBID cable, 1 with I I and prosesk?
ed a schedule of messenger pielioup and delivery times to
that Division. This schedule providos for an additional
piekiiup at 3:55 P.R. each day. The sahedulo is Shorn as
follows'
9:30
10:50
17205
The volume of
ward trend for
of the OCD mail
reduce overtime
1:50
3110
3155
4125
ki.p Only for mail to
it shuttle ran
o out on
ii hendlld on Eaturdaye has shown a down-
hill pest several weeks and with the closing
room on saturday we have been able to
reqpivisaents from 7P to 67 hours.
Chief, Records Systems Branch
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Man-
hour
1300
1200
? 11CO
1000
0
F
900
800
700
600
500
?
400
300
200
100
Se
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TI" ITRIBUTTQN CHART
MAIL CONTPOL P.CTION
Sche dul
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Sipe ci
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-4411111ii_
Leave
Deta.il
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' 'aiting
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7 14 21 28 4 11 18 25 2 9
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Report for week ending 10 Deceriber 1953 from FORMS MANAGEMENT BRAMCM
Subsequent tediscussions with the Printing Advisoey
Staff, GSO, the Security Officer, G$0, and representa-
tives of the Security Office, DD/A, concerning Notice
and Executive Order 10501 all standardised
agency forms were reviewed to ascertain which forms
currently boar the classifications "Restricted" and
"Security Information." A visit was then made to the
warehouse byi
0 Logistics. STACKS OI A
GSO, rms
bearing these clasitifications were physically inspected
and determinations made concerning overprinting or
manually correcting stocks.
were then furnished a list of 14 forms to be withdrawn
from stock and overprinted. Action was also taken to
secure overprinting of 3.5 million Information Report
Ren-off sheets used in conjunction with Forms No. 51-4 AA.
The Forms Hanagement Program as proposed for the agency
was discussed in more detail with Helen *ore, ARO,
Comptroller, following her review of AFM 9-1. She
appears to be receptive to all proposed actions.
Final trpe copy of the propored new Information Re-
port which is a consolidation of 3 forms and a pre-
printed back run-off sheet was prepared, photostatic
copies obtained, discussed with Printing Advisory
Staff, GSO, and Printing and Reproduction Division,
080 personnel and then left with the office of pri-
mary interest for further discussions. Reactions of
all concerned to the proposed form were quite favorable.
Numerous discussions concerning sterile forms were
held during the week with DD/P, 050 and Logistics per-
sonnel. As a result a policy memorandum was released
to Logistics setting forth sterility requirements.
Additional discussions were held during the latter
part of the reporting period with personnel from
previously mentioned offices, as well as with
Be-
part2sent of the Air Force and Government Printing
Oftice personnel. On 9 December 1953 an agreement
was concluded with Mr. Robinson of GPO which will
enable the Agency to obtain complete sterility for
its forme where required, with special attention to
GPO markings. Procedures will be developed by GPO
to cross reference plate and job numbers to the
Form number, thus enabling that office to retain and
make readily available plates for reruns. Prior to
, _
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conclusion of this agreement plates on sterile forms
were destroyed and a new change for setup and plate
making was incurred each time such a form was re-
printed.
Current Requests for New, Revised and Reprinted Forms,
No. of Requisitions
Copies
New
4
114,500
kits].
Revisions
1
80,000
1
Reprints
6
82,70
117,250
Grand Total
Request of DD/P for 5,000 copies of Form No. 59-17
was disapproved inasmuch as form is available thin
supply.
As of 10 December 1953 a backlog of 22 requests for
approval of new, revised and reprinted forms existed.
Chief, Forms Management Branch
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ROSSINI VA. tKtly:4 jniormati0111
ort of the !1GO Zift BRAMO for the week ending 10 DeComber 195?
During thie iod the Personnel Office transferred to the
Center 9 cubic feet of official personnel folders and 3 co*
bit, fist ofapllicant files.
Three persons from the Office of the Ccaptroller viSited the
Center and soorcbsti certain files of that Crams nest in
cutody* WO. 'tat, as well as visits of other scerchers*
has again pointed Iv the need far adequate search roan faties*
Flatware now being raim up for the utilisation of space
adjacent to the office* and will be submitted for awroval
shortly*
A copy of a list of records holdings* by organisations* is
attached* A system for ft4istaisting a cumulative volume account
is now being installed so that at owU it sill be possible
to know the holdings of these offices*
Thojob of inventorying distribution
75
terials to now aboWt
0 not yet started the erection of steel shelving*
the lowering of the lights* nor the installation of the space
boater in the NW roon4
No 'word. hoe been received as to what decision has been udO
by the Agency safety officer in respect to the type of braos
it required for the shale
CEHEUVr2E1AICEit
OLLICEOLINE CNIEW
PC 10 I el 14 WV
liECEMED
Chief* Iecar
N77,77U717A1
.Security informatIon:
gii0VOLOO
a-1
V,
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APPENDIX B Week ending 10 December 1953
This Week
Average Week
Last Fiscal Year
1. MIcrofihring
Images filmed - Rotary Camera
Flat-bed Camera
2. Mail Activities
a. Post Office Mail
1,430
1.,253
18,697
9,785
incoming
50146
5,064
Outgoing
9,58
6,537
b.
Postage expended
$896.21
45800.12
c.
Scheduled courier trips
240
240
d.
e.
Special courier tripe
Inter-agency mail by courier
93
55.3
Incoming
1,007
956
f.
Outgoing
Personnel actions:
929
1,313
Recruitments
Separations
1
+No
?
Use of Motor Pool Vehicles
Available
0
SO
Available but delayed
0
Not available
3
Or
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