WEEKLY REPORT OF OPERATIONS FOR THE PERIOD ENDING 19 NOVEMBER 1953

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000900240023-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 8
• Document Creation Date: December 19, 2016
• Document Release Date: May 4, 2006
• Sequence Number: 23
• Publication Date: November 20, 1953
• Content Type: MEMO

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Chief, General Services Office
Chief, Records Services Division
Weekly Report of Operations for the period ending
19 November 1953
/14445
-November 1953
1. The attached weekly reports reflect activities with
respect to various segments of the Records Management Program
for the current week. In addition to the progress report in
each one of these phases of the program, I would like to make
the following general observations:
a. During this past week, arrangements have been made
to .conduct surveys in the Office of General Counsel and the
Medical Office. These surveys will start on the 23rd and 30th
of this month respectively. In addition, surveys are also
planned for the Personnel Office and the Office of Comptroller.
b. We continue to receive good reports throughout the
Agency from those persons who attended the training program in
, Vital Materials. There are still several office representatives
who were unable to participate in the training program for Vital
Materials. We plan to have a special seseion for them in the
near future.
c. Mt. Herbert Angel of the National Archives and
Records Service called me this week with respect to a circular
issued by the Administrator of the General Services Administration,
requesting certain information from all Government agencies with
respect to microfilming operations. Mbr.Angel feels that this
Agency should comply with the intent of this circular. The circu-
lar was not sent to this Agency because GSA. felt that the one
that they had sent to the National Security Council would cover
CIA also. The NBC has reported to GSA but did not reflect any
information with respect to CIA. Consequently, we may expect
to receive this circular in the next few days with s request that
it be completed.
d. Mt. Angel also discussed with me the need for this
.Agency to have continued reference to the National Selective
Service records at Headquarters and throughout the United States.
Previous correspondence between the DD/A dated 4/21/53 and the
Director of Security dated 6/17/53, indicated continued need for
the maintenance of these records to serve Agency-purposes.
Mt. Angel will communicate with us later with respect to the con-
tinued need of Selective Service records.
2. Listed below is the current Table of Organization for the
Division with regard to total no:113er of personnel:
On Duty Vacancies
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rt for meek ending 19 November 1953 from REC OMISMS BRANCH
Office of Operatione - The survey of FWD was started
SM will cover the entire field of records eanagement.
It is anticipated that it will result in the establish-
ment et a complete program for thet Dielelon. The
inselYSts are currently 'involved in Inventoreing the
records and filine eqeiptent it the office of the admieis-
trative starf.
s Office - The training of the personnel who will
opnra'Jx, the Logistics Office files for the
offje of the Chief has bnen started. A review of the files
and mail control nroerae has eleo been initiated. Our first
impression is that the dissatiefeetion with the files, indi-
cated in discussions with the i'4T. ...lecordis Officer, hes been
due entirely to Improper mentenenee ;,7n:7. training.
Security Office - eepresentstives of this office !met with
1 Area Reece-din Officer, and a Security Office
file supervisor, to dioceses the use of standard filing
supplies in one of the lareer file operations of that office.
!attitude reees to ba entirely sympathetic with
our objectives arid we belitve that he will 'ne 'Isle to accOme
plish something in Letting these operating people to couvert
to the standard items. To assist' iss *well so other
Area Records Offi:ers in this job of eciline the need for and
advantages of using standard supplies, we are developing
material which it. Is anticipated cu n be listributed with d
nemorandum to all Area Records Off'icees.
Off - A survey for the purpose
o s e su for tne records of this
office was completed and a proloa0 sleptIon of the Agena.y
manual vas prepared for their considerPtior, Tt Is anticipated
that this adaption of the manual, and the covering memorandum
will be'eandecarried tol land a discussion of the
proposal will be held at that time.
Vital Materials - In the future, more frequent deposits of
1C vital materiale d1l be ?raviously, quarterly de-
posits vere made, but recent diecussions have resulted in the
estehlishing of a schedule cal/tee for bi-veekly deposits.
Discuasiont were held eith persons responsible for the vital
materiels in OSI, Physics and Bleetrorics Division, regarding
the scheduling 2f vital materials deposits. Filming of Soviet
and Satellite Research Institute PIlrs, amounting to approxi-
mately 7 dravers, was started thie week.
It is anticipated that eithin the next wceh we will be able
to continue micratilminz of the BR dossiers. ' 'bag
aesered.u tt,T-Jt e ould set up eperationa in Room 110 of
r
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North Building as soon as GPO vacates. Although this filming
operation has been inactive for three weeks because of the physical
move of BR, BR analysts have been sereenine the dossiers and it wn
foun that an estimated 3.,) to ho i of the files will not bevrt be
filmed. The part of heilles which are ro,., to be filmed sr cases
to be transferred to the Department of Ster.
Control - The Mail Control Section was experiencing difficulty
IFTMEFTErspecial requests for courier service from the Machine
lecords Branch and Payroll Branch. This occurred because the re-
quests were not coordinated within each of the Branches.
25X1 of Machine Records and lof Payroll have now reported
that steps have been tiEto coordinate future requests.
A study has been made of the need for coordinating the requests
for special courier service received from points throughout the
Agency. It was found that the majority Of requests for special
service is channeled through and received from the various Branch
Registries. There are, however, a few requests received direct
from AD offices. The conclusion vas that no additional coordinating
of requests for special service will be necessary.
On 18 November 1953, of RI Staff phoned the Nail Control
Section to request that an armed courier be provided to acsompany
one of their employees to and from the Nollabird Depot, Baltimore,
Maryland. Be stated that this run would be made once a day and
would terminate in approximately 2 weeks, dependent upon the volume
of material. L Was tentatively agreed to supply a courier
for this run. I lis not certain When the run would start,
but that he would call this office well in advance.
The ramp connecting Curie Ball and I I has been opened. Effective
17 November 1953, the messengers located In Curie Ball began servic-
ing both Curie Ball and This eliminates the stop for the
mail trucks at
Chief, Records Bysients *tramIs
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Report formeedgendiag 19 Novelber 1553 from RECORDS DISPOSITION BRUM
Section 9 of the EXeeutive Order titled "Safeguarding Official
Information in the Interests of the Defense of the United
States" and effective 15 December 1953, contains the following:
1:1Tosal and Destruction: Documentary record aaterial
or received by a. department or agency in connection
vith transaction of public business and preserved as evi-
dence of the organization, functions policies operatiOns,
decisions, procedures or other activities of any 'depart-
ment or agency of the Govarnment, or because of the infor-
mational value of the aati contained therein, may be de-
stroyed only in accordance with the act of dilly 7 1943,
C. 192, 57 Stat. 380, as amended, U.S.C. 366-350.
Non-record classified material, consisting of extra
copies and duplicates including shorthand notes, pre-
liminary drafts, used carbon paper, and other material of
similar temporary nature may be destroyed, under pro-
cedures established by the Lea4 of the department or.
agency which meet the following requirements, as soma as
it has served its purpose.
(a) Methods of Destruction: Classified defense
material &all be Metroyed by burning in the presence of
an appropriate official or by other methods authorized by
the bead of any agency provided the resulting destruction
is equally complete.
(b) Records of Destruction: Appropriate accounta-
bility records mainTaIEF1757-16; department or agency
shall reflect the destructi'm of classified defense
material."
Referenced Act is the Records Disposal Act of 1943 as amended in
1945. This order tends to strengthen disposition activities as
it pertains to classified documents and vill certainly involve
rewriting and placing greater emphasis on Agency Regulation
ecor I apos on
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Report for week ending 19 November 1953 from FORMS MANAGIMEr IAMB
I. Continuing Projects.
1. Phased master plan for the Agency-wide Form
Management Program. No developments this week - still
being studied by
2. Development and issuance of memorandum to Area
Records Officers regarding preprinting of secrrity class-
ifications on forme, Decision was reached that such
memoranda to Area Records Officers will be identified
in a series by branch of origin. Thus this memo will
bear designation FM-2 on bottom right side of page.
3, Memo 10M-1 outlining generally the Agency's
Forms Management Program has been rewritten and is under-
going final coordination, prior to publication.
4. Records Management Handbookl 1 Additional
discussions with have resulted in agreement
concerning his submission of proposed modifications to the
subjects "Report.* and *Communications.* Consideration is
being given to recommending a modification of "Records* as
well. Additional discussione will be required.
5. I IRecords
Services Division, I Ifrom the
Printing and Reproduction Division attended on 17 November
1953 an equipment demonstration of the new Coxhead Conposo-
matic DS.1 machine at the Sheraton-Carlton Rotel. Mr.
Printing Advisory Staffs General Services Offices
Graphics Branch OR who
were also scheduled were forced to cancel for business
reasons. Demonstration was quite effective and was of con-,
siderable interest to attendees. Literature on the machine
and the new Coxhead-Liner was obtained and is being cir-
culated to interested individuals. A Class of 36 Navy
Forms Management Trainees attended the showing at 5100 P.M.
Navy is currently conducting two week classes for its field
Forms Management personnel.
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II. RewProjlecta,
1, Itmployee Suggestion #378 concerning reduction
of width of certain Information Reports. This and a
previous suggestion had been under consideration since
1951. It ims decided to take positive action to reduce
the width ?mage size) of. all inforeatios reports from
q_ to 8 inches to facilitate carding operations by IC
consumers. ThisleetionAtill tie in and require close
coordination with a_printing management project of Mr.
Ultimate revision of all information reports
is now contemplated, with reduction in size, redesign,
rewriting of printing specifications, elimination of pre-
printed run-off sheets in two colors of ink, etc. as bade
goals.
2. Initial contact And establishment of liaison with
Area 'Records Officers.. To date the following Area Records
Of tic era have been contacted I Comptroller,
25X1 'personnel* I CS/FI/RI and
DW/FI/RI.
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III. Current Reefuests For New Revised and Reprinted ?
forme.
No of Requisitions
NFM 2
RIS IONS 9
RFPRINTS 59
OBSOLETE FORM 2
Copies
5,100 Total
145,700
1.44"*"6-?? li
Grand Total
3 Request for new forms disapproved and approved forms
substituted,
Chief, Forms Management Branch
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Report for week ending 19 Novelber 1953 from
REPORTS AND CORRESPONDENCE MANAOEUNT BRANCH
L. PROJECTS IN PROGRESS
I. Office of a trailer arts Mena ement Pro ram
Met with he Com ro er's 0 Lice to discuss
proposed Program Guide, was briefed on the hand..
book's contents and our reasons for including the listing of
exemptions and a tentative timetable for installing the Program.
Review of the handbook at the Deputy Comptroller's level should
be completed this week.
2. The Central Intelitaence Agency Correa ondence Handbook
Completed revisions to one page of tart and two exhiita of tfii
Handbook* and inserted the revised printed pages into coptei of
the Handbook which were previously assembled by Reproduction.
Provided 65 copies for forwarding to Regulations Control Staff.
3. The Writer's Guide Spade work on this project is
progressing. A recent meeting with Nissl 'General Serv-
ices Office* provided excellent material and re-established our
conviction that the Agency stands to gain much from our Progral6
Additional pertinent material has been collected from other
agencies whose correspondence Lianagement programs are proving
effective. The plan for developing and presenting the Guide has
been completed* including plans for distributing promotional
material.
I/. COMPLETFX PROJECTS
1. Completed a review of the proposed Handbook for the
Subject Classification and Filing of Correspondence Recan.
From this review and discussions Wirh Messrs.'
developed recommendations on three primary subject classifica?
tions which affect the filirg of material on Reports and Cox..
respondence Management Programs.
2. Developed and submitted to the Chief* Reccrds Services
Division* a listing of Reports Management Program phases on which
progress information is desirable. A general recommendation on
progress reports from Area Records Officers was also proffered.
Chief* Reports and Correspondence
Management Branch
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1. Microfilming
Images filmed-Rotary Camera
Flat-bed Camera
This Week
Average Week
Last Fiscal Year
18,697
3,326 9,785
2. Records Center-(all figures in cubic feet)
Records received for processing
and storage 41
References to record material 77
Records material destroyed 0
Supplemental Distribution Center
a. New material for stock:
Information Reports
Intelligence Reports
b. Supplemental Distribution:
Information Reports
Intelligence Reports
Notices
Regulations
Others
c. Initial Distribution:
Notices
Regulations
Others
4. Mail Activities
a. Post Office Mail
Incoming
Outgoing
b. Postage expended
c. Scheduled Courier trips
d. Special Courier trips
e. Inter-agency mail by Courier
Incoming
Outgoing
f. Personnel actions:
Recruitments
Separations
g. Use of Motor Pool Vehicles
Available
Available but derayed
Not Available
178
1,174
624
64
145
513
306
245
191
7
14
34
o
9
3
1.7
.5
6,456 5,064
3,973 8,537
$ 889.01 $ 800.12
240 240
86 55.3
1,095
1,355
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