REVIEW OF FORMS PRODUCTION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP72-00450R000100100024-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 3
• Document Creation Date: December 20, 2016
• Document Release Date: July 14, 2000
• Sequence Number: 24
• Publication Date: June 4, 1968
• Content Type: MF

AB Copy
Approved For Release 2007/10/23 : CIA-RDP72-0045OR000100100024-4
4 dune 1968
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MEMORANDUM FOR: Mr. j'4~- 1I
Printing Requirements and Equipment Survey Team
1. Your inquiry as to any possible excessive production of Agency
forms touches a few problem areas in which our Forms Management Program
is concerned and has only a limited influence:
a. Requests to produce copies of any new forms are channeled
through this office and as part of the review process we include
questions as to copies needed in the operation and the total
production requested. We frequently reduce or increase the print-
ing order to provide a supply of forms that will last 12 to 18
months. Unfortunately, from that point on this Staff has no con-
trol over production. The requester can return to Printing Services
for whatever reprints he may desire. We are not consulted again
until the form is revised. (As you may note on the attached sta-
tistics there are three to five times as many reprints as there are
new requests or revisions). We feel all forms requests should
channel through this Staff and we have requested such a procedure
be established. Such a recommendation by your Committee would be
in line with forms management as we see it here. In our last
budget we requested additional personnel for this control and for
an increased effort in correspondence and reports management con-
trols.
b. The second problem area is the "homemade" or "bootleg"
forms produced on office copy machines, dittos, and in the
Printing Services. Such forms production is incalculable.
We estimate there are 5 to 10 bootleg forms for every one of the
2,700 official forms. Many bootleg forms are small tests or of
little volume and should not become part of the official forms
system. But, many require much personnel and office time to
create, produce, store, and distribute. Even worse these bootleg
efforts are of marginal quality and frequently consume an excess
of time whenever they are used, We have requested tighter con-
trol in Printing Services Division on all requests to print forms.
Likewise internal office reproduction should be controlled by
component Records Management Officers.
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Approved For Release 2007/10/23 : CIA-RDP72-00450R000100100024-4
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c. In0 are stored the supply of "stock" forms
used in more than one office and distributed through the
Building Supply Rooms. Most of these stock forms are the
heavy volume items of hundreds of thousands of copies per year.
Close control by Office of Logistics is maintained over stock
levels. New forms and revisions are coordinated with us and
the Office of Primary Interest. On revisions we arrange to have
old supplies used before the new is issued. Occasionally an
organizational or procedural change obsoletes some forms which
must then be destroyed. The problem here is the casualness and
sometimes indifference with which a change or revision is initi-
ated and orders given to dispose of thousands df forms. We
recommend against this where appropriate and feasible but we have
no authority to override Such operating requirements.
2, In light of the foregoing circumstances I can respond tg your
question by the following:
The present Forms Management Program does limit and control
initial production of new and revised forms but should have similar
controls over subsequent reprint production, as well as over non-
official temporary forms, and the obsoleting of certain existing
forms. The exact magnitude of the excesses in forms production is
unknown because it is outside the purview of today's forms control.
The Records Management Officer in each component of the Agency
should have greater responsibility for the forms produced in his
component and should be required to exercise greater control over
their creation and reproduction. All forms printing requests should
require the approval of the Central Forms Management Staff or the
component Records Management Officer.
Distribution:
Orig - addressee
1 - RAB File
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DDS/SSS/RAB/ fa3 (I+ June 68)
GBNFIaEN FhSt
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