QUARTERLY REPORT FOR THE RECORDS ADMINISTRATION STAFF 1 APRIL - 30 JUNE 1966

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R001000130003-5
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 5
• Document Creation Date: December 23, 2016
• Document Release Date: January 14, 2014
• Sequence Number: 3
• Publication Date: April 1, 1966
• Content Type: REPORT

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QUARTERLY REPORT FOR THE RECORDS ADMINISTRATION STAFF
1 April - 30 June 1966
I. RECORDS DISPOSITION
1. Reviewed and approved the following Records Control Schedules:
a. The first official schedule covering all records for the Office
of Communications was complete; the schedule covers 4299 cubic feet of
records.
b. Complete revision of schedule for OCR/DD; disposition instructions
generally improved.
c. Three new schedules for two new organizational units of the Office
of Finance and the GAO site audit records.
d. FI/D/DDP - added a new item to schedule.
e. Assistant Director/OCR - one item on schedule.
f. Compensation and Tax Division; schedule covers 252 cubic feet - of
which only 1 cubic foot is permanent.
g. OCR - disagreed with proposal for permanent retention of Source cards;
approved transfer from Library to Records Center with provision that OCR
and RAS conduct joint survey to evaluate need for long term betention.
h. OCI - advised them on retention of records for LDX Communications
Center and approved of item in schedule to cover them.
i. OCR - disagreed with proposed disposition instructions for Industrial
Register records.
j. FID/DDP - revision of item concerning sensitive records held for CI
and WE/DDP.
k. Discussed with DDP/RMO the types of program management records which
should be retained and gave them written guides to follow.
II. VITAL RECORDS
1. Approved Vital Record Deposit Schedules for WH/DDP; Monetary Division/OF;
Special Program Staff/Commo; Personnel Operations Division.
2. Presented a Vital Workshop at the National Archives to selected Federal
Officials, as a part of the GSA Records Management Seminar.
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III. NATIONAL ARCHIVES LIAISON
IV. RECORDS CENTER OPERATIONS
1. Receipts 3,587 cubic feet; eliminated 2,611 cubic feet; net growth
976 cubic feet. On 30 June there were 87,705 cubic feet in the Records
Center.
2. Reference service was furnished for 32,415 items; an average of 514 per
work day.
3. 101 persons from Headquarters offices visited the Records'Center; these
included one group of 29 Career Trainees and one group of 25 from DDP.
4. The Office of Security completed an inspection of the physical sercurity,q
aspects of the Records Center and submitted a report on their survey to the
DDS.
STAT
1. Messrs
V. TRAINING AND
PERSONNEL
attended the International Conference
of Archivists
at the State Department in
May and the testimonial luncheon
sponsored
for them by the Federal Records
Officers.
STAT
2. Messrs
attended the
Conference of the Association of
STAT
Records
3.
Boiling
4.
Executives and Administrators at
I attended the Fifth Annual Conference
Springs, Pa., on 1-3 June 1966.
Atlantic City in June.
of Federal Records Officers at
and several Agency records officers
attended
the Source Data
Automation Symposium
sponsored by the GSA.
STAT
5.
a new member of the RAS, completed the Paperwork
Management
course at American
University
and received a grade of "B". .
STAT
In
addition,
completed bpecialized
training at GSA and elsewhere
covering
Forms Analysis and Design; NCR special
exhibit on carbonless paper;
DDP "Walnut" briefing; and an orientation
of Government Printing Office;
STAT
additional specialized, training will be
scheduled for later; it will be
to help familiarize him with all phases
ingerspersed with on-the-job assignments
of records management.
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STAT
VI. OFFICE OF RECORD SURVEY
A joint survey is being made with Agency Records Officers to identify
the official agency records by organizational element and to establish
"official file stations." The survey has started in the DDS area.
VII. DISPOSITION OF FINANCIAL RECORDS
Held discussions with Office of General Counsel, to
determine proper approach to the disposition of Agency financial records.
The Office of the General Counsel proposes to make an approach to the
Congressional Committee that handles the Agency appropriations.
VIII. FILING SYSTEMS, EQUIPMENT AED SUPPLIES
1. Arranged for Acme Visible Co., to demonstrate an Electrofile Selector
to ten TSD officials to help solve a filing problem for them.
2. Arranged for representatives of Lundia, Myers and Swain to demonstrate
a new concept in records storage, called "Full Space". This is a Swedish invention
used in European countries for 30 years but relatively new in the United
States. This equipment rolls on metal rails on the floor and since the
sections can be rolled together "accordion fashion" considerable floor space
is saved.
The exhibit was held in the Magazine Building and 89 agency personnel saw
it. One installation has been completed in EPIC and 2 others are in process
in Communications and DDS&T. RID is also seriously considering this equipment
to house the "201" files.
3. Made arrangements for representatives of NPIC, OCR and OTR to see a new
type shelf file with sliding doors. These 3 organizations have ordered this
type of equipment which provide more space, improve security over conventional
shelf file and will improve office appearance.
4. Arranged for the demonstration of a shredding machine to help solve a
records disposal problem in ORD/DDS&T.
5. Representatives of Logistics and OBI saw a demonstration of a.new lettering
typewriter for use on drawings.
6. Reviewed and approved 58 separate requirements for specialty type filing
equipment. This equipment will result in more efficient use of file space, more
efficient filing and finding of records and an over-all reduction in the
expenditures for filing equipment.
7. One requisition for 8 safes from WE/DDP was cancelled after we requested
justification from them; this represented the avoidance of spending S296.
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VIII. FILING SYSTEMS, EQUIPMENT AND SUPPLIES (continued)
8. As a result of discussions with the Chief, Logistics Services Division and the
Executive Officer of Logistics a tighter control on the purchase of safes
and other types of filing equipment will be accomplished. One immediate
result was the cancellation of a purchase order by the Executive Officer for
Logistics for 18 safes and 6 filing cabinets costing $10,020.
9. Three filing equipment manufacturers, (Diebold, Mosler and Supreme
Steel) have loaned us specialty filing equipment for a limited time to
show to Agency Records Officers. The exhibit equipment is located in
Room 702 of the Magazine Building.
]_.)._,9,x_e_d_the_Agency approximately $1000 by using excess shelving stored
by Office of Logistics.
11. We did not concur in a requisition for a Power Shelf File submitted by
the Office of Security. The proposed equipment would cost $7193 or $1.50
per filing inch as contrasted to equipment costing 28 cents per filing inch
that we suggested; a net savings of $5860.
12. We disagreed with an OCR requirement for 20 Card File Cabinets for the
Biographic Register because they have not retired their inactive records;
this non-concurrence action of ours avoided the expetditure of $3100.
IX. SURVEYS
1. TSD/DDP requested us to undertake a paperwork management survey. It
began on 17 May and will be concerned with all phases of records management.
A process chart showing the steps required to complete action requests has
been finished and submitted with suggestions for improvement of procedures.
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2. Dr. Tietjen requested me to see if an unsophisticated management infor-
mation system can be developed which will readily tell him what agency personnel
is subject to limited overseas assignments from a physical impairment view-
point. As soon as Dr. Tietjen can resolve a basic policy viewpoint with DDP
I will proceed with the study.
I have already obtained basic data from the Addressograph Company and
have gotten some valuable information from the State Department Medical
Officer and his Staff.
X. FORMS MANAGEMENT
1. Completed the necessary actions for 43 new, and 68 revised forms which
will result in the production of 1,373,899 pieces of paper.
2. Twenty-four official forms were eliminated and 245,000 copies were destroyed.
3. ,Workedith the Legislative Counsel in the development of a new form -
Employee Confidential Statement of Employment and Financial Interest -- which
is a part of a new rekulation.
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X. FORMS MANAGEMENT (continued)
4. Designed a new 5 part form for Communications to process Periodic Step
Increases for overseas personnel; this will replace memorandums. There is
a possibility that DDP can use this too.
5. Revised 6 forms for Office of Finance for new fiscal year requirements.
6. Approved the proofs, material samples and advance copies for 43 forms
printed by commercial printers or the GPO.
7. Revised the Intelligence Information Cable and Continuation Sheet for
lateral field cables.
8. Designed a Collection Action Routing Sheet for Collection Guidance Staff.
9. Designed 3 new forms for Collection Guidance Staff.
10. Designed 4 new forms for TSD.
11. Designed 2 memorandum type forms for Office of Personnel to use in the
Retirement and Disability System; reduced memos from 2 pages to one by using
smaller type and rewording.
12. Completed the revision of 3 forms used by Office of Security for Safe
Repairs and Safe Combinations.
13. Disapproved Forms 53, LA and IA-1 received from commercial printer
because of their failure to follow specifications; cost of forms $3330.
14. Personal History Statement improperly printed by GPO; part of form had
to cut off to eliminate "GPO" identification. Had the Chief, PSD advise the
GPO in writing that they must follow our specifications.
15. Designed a form forOffice of Logistics to make a survey of Agency type-
writers; DDP has objected to the survey.
16. Testing of 7 forms for Optical Character Recognition to be used in the
"Chives" project completed.
17. Completed the Crypotograph Inventory Form for Commo.
STAT 18.
a new member of the Staff, completed one new and two revised
forms; these were his first productive efforts in the forms program.
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