QUARTERLY REPORT - RECORDS ADMINISTRATION STAFF JULY, AUGUST AND SEPTEMBER 1966

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R001000130001-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 7
• Document Creation Date: December 23, 2016
• Document Release Date: January 14, 2014
• Sequence Number: 1
• Publication Date: July 1, 1966
• Content Type: REPORT

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STAT
QUARTERLY REPORT - RECORDS ADMINISTRATION STAFF
July, August and September 1966
I FORMS MANAGEMENT -
1. Completed design and/or approval of 56 new and 63 revised official
agency forms.
2. Eliminated 28 official forms.
Rectlgt 1-4-3
Quarterly
3. Approved 5 new and 2 revised official forms for OPPB preparation
of 5 year budget on a priority basis.
4. Designed a 51 page Check Sheet to be used by engineers
to determine use of mechanical equipment.
5. Designed Check Sheet for Sovmat for 'Foreign Equipment Directory.
6. Prepared a Supplement to the Personal History Statement to be used
for marriages; this requires 2 pages instead of 17 page PHS.
7. Form 2290 revised to improve format and to permit Contact Services
to get more data on a page.
8. Revised 5 forms for Commo for cryptographic purposes.
9. Reviewed and approved proofs, material samples or advance copies
for 60 forms.
10. Designed Passport Data Form for TSD.
11. Surveyed forms in Collection Guidance Staff and eliminated 13
involving 25,000 pieces of paper.
12. Designed anew computer use form for OCS which eliminates 3 others
used for similar purposes.
13.
14. Converted six "bootleg" forms used by Printing Services to official
agency forms.
15. Revised OBI Transmittal List to eliminate one copy involving 5,000
pieces of paper.
16. Revised 2 forms for Central Cover Staff
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STAT I FORMS MANAGEMENT -
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17. Designed a new Document Control form for Commo; used a new one
time carbon paper - "ETC".
18. Designed 8 new forms for Commo; five of which are for Computer
Input purposes.
19. Assigned,to various forms management activities on an "on-the-job"
type training program. Activities concerned revisions of forms
from OCR, DDP and Office of Personnel.
II RECORDS DISPOSITION -
1. Reviewed and approved revision of entire Records Control Schedule
for Cable Secretariat.
2. Met with Records Officers in AF/DDP; OBI and Cable Secretariat
regarding special problems on records disposition and revision of
Records Control Schedules.
4.
Negotiated formal agreement between DIA, National Archives and CIA
providing for the future administration of USSBS records by DIA.
This resolves a jurisdictional dispute of 20 years duration.
5. Reviewed 12 different jobs of DDP operational records in the Center
to determine ultimate disposition.
6. Prepared revised Records Control Schedule for TSD; 96% temporary
records.
7. Prepared revised Records Control Schedule for Supply Division,
OTR/ISO.
8. Reviewed and approved revised Records Control Schedule for OSI
covering 2,936 cubic feet of records; of which only 92 feet are
permanent.
III VITAL RECORDS -
1. Approved Vital Records Deposit Schedule for Cable Secretariat.
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STAT IV SURVEYS -
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1. Completed survey of functions, procedures of the Authentication
Branch/TSD/DDP. Accomplishments consisted of preparation of
Records Control Schedule; 12 recommendations concerning procedures,
files, reports, forms and related areas of records management.
Adoption of these proposals will result in tangible savings of
S5,708 and numerous intangible benefits.
2. Began survey of records, forms and procedures in SAVA at request
of
SI-AT V FILING EQUIPMENT AND SUPPLIES -
1. Worked with representative of Watson Manufacturing Company.to
develope a special piece of equipment to house briefing borards
and charts for ORD.
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2. Prepared Comparative Data Sheet on Special Filing Equipment to
show -; cost; space required; description and other data required.
to evaluate requirements submitted by operating offices.
3. Obtained surplus shelf file equipment for use by OBI to store maps
in Vital Records releasing 22 five drawer file 50X1
cabinets for Agency-wide use. This represents cost aVoidancepf
$750.
4. Assisted OSI in obtaining safe without paperwork.
5. Approved requirement for special saedng equipment for DDS&T.
6. Approved Commo requirement for special file folders - Veridex.
7. Approved requisition for 7 Space Finder Cabinets for NPIC.
8. Approved requirement for 30 safes for overseas use in FE areas.
9. Disapproved NPIC request for six 5-drawer cabinets costing S315.
10. Disapproved 0/L purchase order for 30 file cabinets costing 1,650.,,
VI MISCELLANEOUS -
1.
made arrangements with FDD to have a translation made
from French to Russian of the Resolutions, Recommendations and
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Wishes of the Extraordinary International Archives Congress. This
was for the Archivist of the United States, Dr. Robert Bahmer.
2. Twenty Agency officials attended the Second Paperwork Management
Award Dinner sponsored by the American Management Society at the
Shoreham Hotel, 28 September.
3 Made presentation on records management at the Support Services
Review, Trends and Highlights Conference
4. Held a meeting of 35 Agency Records Officers on 16bSeptember to
discuss a number of topics of interest.
5.
Accompanied Mr. Thomas Pugliese, Chief, Records Manaement at Atomic
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6. Arranged for Messrs. Brentlinger and Elliott of GSA to be briefed
on the Agency Intellofax System by OCR.
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Chief, Records Administration Staff
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SUPPLEMENT TO QUARTERLY REPORT - RECORDS ADMINISTRATION STAFF
July, August and September 1966
VII ARCHIVES AND RECORDS CENTER OPERATIONS
1. Received 14-,o88 cubic feet of records from Agency offies;
eliminated 1,957 cubic feet of records from the'Center.
2. On 30 September there were 90,324 cubic feet of records in
the Center, representing 84.7% of its capacity.
3. Reference services completed for headquarters offices amounted
to 29,618 items, an average of 502 per work day.
4. There were 74 visitors to the Center on official business in
connection with inactive or vital records problems.
5. As a result of rearrangement of records storage space the
total capacity of the Center was increased by 3,390 cubic
feet, making the total capacity, 106,650 cubic feet.
Chief, Records Administration Staff
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