PROPOSED REPORTS MANAGEMENT PROGRAM GUIDE PROCEDURES AND RESPONSIBILITIES FOR INSTALLING AND OPERATING A REPORTS MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-00453A000100030003-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 50
• Document Creation Date: December 23, 2016
• Document Release Date: November 20, 2013
• Sequence Number: 3
• Publication Date: January 1, 1954
• Content Type: MISC

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STAT
CONFI
PROPOSED
_REPORTS MANAGEMENT PROGRAM GUIDE
. PROCEDURES AND RESPONSIBILITIES
FOR INSTALLING AND OPERATING A.
- REPORTS MANAGEMENT PROGRAM
FEWER REPORTS - BETTER REPORTS - AT LESS COST
JANUARY 19511
NTIAL
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About this booklet and reports management...
This booklet is a copy of the proposed "Reports Management Program
Gulden written for the Office of the Comptroller, Copies are being
made available to other interested parties since, it describes the
essentials of any reports management program.
9riefly, the fundamentals of installing and operating a program are:
INSTALLEIG TEE PROGRAM
1. The rts Inventory This This inventory is the program's foun-
dation0 It provides material for an initial analysis of reports
and the establishment of records for continuing the program. Each
reporting requirement is described on a data sheet. In addition,
it is desirable to attach specimen copies of the report, copies of
pertinent directives or instructions and other descriptive material.
2. The Initial Analysis of Reports . The most opportune time for
this analysis IS during he Inveritory, It is logical that while a
person at the "grass roots" level is describing a reporting require-
ment he should be considering recommendations for its improvement.
Recommendations can be stated on the inventory data sheet.
3. rvie of the Initial Analysis. This review ensures that at-
tentlei7EF7V(RT'UT-UF7E17515-W-End reconnendations of those who
conduct the initial analysis. It can be performed by an individual
or a group. 10egardless? the person or persons responsible should
be qualified to evaluate and act upon the recommendations. It is
proposed that a reports review panel perform this function for the
Office of the Comptroller. This panel will be composed of a chair.
man representing the Corptroller, the Area Records Officer serving
as recorder, a menber of the Management Improvement Staff as an
advisor, and representatives of the various Staffs or Dsione whose
reports are under review.
14., Establishment of rts Records . Case folders and reference
files o e e cen i on each reporting requirement
to provide a basis for continuing the program. Material for these
records will result from the inventory, analysis, and review of
reports.
CONITNUING THE PROGRAM
1. Review of New orRevised Re orting Requirements . Each new or
revis reporeng requeremen s o a screen.. or necessity prior
to its ebtablishmento This review can be accomplished at a component
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chiefes love], by a reports reviek panel, or by an Area Records
Officer, depending upon the nature of the report and the degree
of review desired.
2. Periodic Reports Review . Each reporting requirement should
be re.examined affeasf annually to ensure that its continuance
is fully justified 'These reviews may be staggered throughout
the year to distribute the workload. The re.evaluation process
can be similar to that used to analyze the reports initially
during the installation phase. That is, the operating people
examine their reporting requirements and submit recomendations
to a review body for action.
It is important to note that an annual review is adequate only
if conditions remain stable. Howevor, programs on 'which infermation is reported may accelerate or decelerate rapidly!, changes
in organization take place, and new forces or trends come into
bearing. Under such conditions reports should be continually
appraised to ensure that they are economically serving the pur-
poses for which they Imre established.
The fundamentals outlined above can be applied in one degree or
another to managing the reports of any component, regardless of
its size, organization, or functions. A staff member will be
pleased to discuss your reportinp nroblems and haw reports manage-
.ment can solve them. Call STAT
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FOREWORD
Reporting systems are necessary. However, which of the
reporting requirements in each system are essential in
every respect? Which can be revised in terms of re-
ductions in scope or frequency, improved formats, simpli-
fied procedures, better content, and other improvements?
Which should be eliminated entirely? Moreover, should
certain proposed reporting requirements be instituted if
the information can be obtained from existing sources.
These questions introduce us to the objective of our
Reports Management Program. In briefs a continuing review
of reporting requirements to result in fewer reports,
better reports, at a saving in manpower and materials.
Accomplishing this objective depends upon a continuing
appraisal of reports at their "grass roots" level. You,
the operating personnel, can do much to provide manage-
ment with recommendations from that perspective. Frank,
constructive criticism for the improvement of this Office's
reports, and the Program in general, will always be wel-
comed
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CONTENTS
PAGE
Section I GENERAL
Paragraph 1. Objectives 1
Paragraph 2. Definitions 1
Paragraph 3. Program Scope 2
Section II INSTALLING THE PROGRAM
Paragraph 1. Responsibilities 2
Paragraph 2. Procedures
a. Conducting the Inventory 3
b. Individual Analysis of Reports
c. Submission of Material to'the
Area Records Officer 5
di Review of Reports by the Reports
Review Panel 6
e. Compilation of an Accomplishment
Report 6
Section III OPERATING THE PROGRAM
Paragraph 1. Responsibilities 7
Paragraph 2, Area Records Officeris Reports Records 8
Paragraph 3. Procedure for Securing Approval of
Reporting Requirements Originated within
the Office of the Comptroller
a. Category of Reports Requiring Approval 10
b. Submission of Requests for Approval 11
c. Review of Requests by Staff or Division
Chief 11
d. Review of Request by the Area Records
'Officer and the Reports Review Panel 11
e. Notification of Action Taken on Requests 12
Paragraph 4. Procedure for Scheduling and Conducting
Periodic Reappraisals of Reports
a. Scheduling Reappraisals 12
b. Inaugurating Reappraisals by the Area
Records Officer 13
c, Analysis of Reports by Operating Personnel
and Submission of Material to the Area
Records Officer 13
d. Review of Reports by the Reports Review
Panel 13
Paragraph 5. Submission of Reports Material to the Area
Rc?rdsQgficer 14
COgIEWATZIALNF
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Section I. GENERAL
1. Objectives.
a. In inaugurating a Reports Management Program, our Office has five
objectives:
(1) Eliminate and prevent unnecessary reporting.
(2) Insure that necessary reports supply adequate data and that
realistic reporting intervals are established.
(3) Insure that reporting forms, instructions, and .procedures for
necessary reports are clear and complete, and provide simple correct meth-
ods of reporting.
(L) Provide management with the types of reports which will better
enable it to carry out its assigned functions.
(5)
Provide a central point of information on reports.
b. To inaugurate the Reports Management Program, two initial steps
must be taken: (1) Accurately inventory those reports encompassed by the
Program's scope, and (2) review these reports to determine whereby improve-
ments can be initially effected. Accomplishing objective (1) will provide
the Area Records Officer with material needed to establish information and
analysis files on reports under his cognizance. Objective (2) makes possible
an initial twofold analysis of each report inventoried, i.e., an analysis
from the standpoint of offices requiring reports as well as a review in con-
sideration of those offices which prepare and submit reports. Requiring
offices will be expected to review their reporting requirements for possible
improvements and to justify the need for each report; preparing offices will
be given an opportunity to recommend such improvements as reductions in the
scope or frequency of reports, consolidations, procedural improvements, de-
sign of reports forms, etc.
2. Definitions.
a. Administrative or Management Report - Any written narrative, tabular,
punch card, or graphic information transmitted from one organizational
element to another for the purpose of providing administrative or management
control of operations.
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b. Recurring Report - Either a periodic report which conveys essen-
tially the same type of information regularly at prescribed intervals, or
a situation report which is prepared upon each occurrence of an event of
certain prescribed characteristics.
c. Required Report (Incoming Report) - A report which a particular
organizational element requires from one or more other elements. The report
is an incoming report to the office which requires it.
d. Prepared Report (Outgoing Report) - A report which a particular
organizational element prepares at the request of another element. The
report is an outgoing report from the office which prepares it.
3. Program Scope. Appendix A lists those reports and documents exempted
from the Reports Management Program. The Program will therefore encompass
all other administrative and management reports submitted between elements of
the Comptroller's Office and: (1) Other components of the Office, (2) other
components of Headquarters, (3) any continental or field station, or (4) any
organization (Federal or private) outside CIA. Etphasis is placed on managing
recurring reports. However, this does not preclude screening requirements for
one-time reports, if by such examination unnecessary reporting can be prevented.
Section II. INSTALLING THE PROGRAM
1. Responsibilities.
a. Area Records Officer.
(1) . Advise operating personnel on the method of conducting the initial
inventory and analysis of reports.
(2) Ensure that inventories and analyses are completed according to
schedule.
(3) Collect inventory and analysis material from operating personnel
and assist the Chairman of the Reports Review Panel with the development of
meeting agenda.
(4)
(5)
Serve as recorder of the Reports Review Panel.
Notify Panel members of meetings.
(6) Compile the report of accomplishment described? in Section
Paragraph 2e.
b. Operating Personnel.
11(k16 01444/1 assemble the material required in_conducting the
reports inventory.' f-"0.(0.9
aSS
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(2) Perform an initial analysis of each report under their pur-
view, using Forms T-1 and T-2 (Appendices C and 1D) to record their find-
ings and recommendations.
(3) Serve on the Reports Review Panel as requested.
c. Reports Review Panel Members." Review each report inventoried, apply-
ing the same criteria used by.operating personnel during their preliminary
analyses of reports. It is emphasized that the review of a report will not
be considered complete until disposition of the report is agreed upon by all
voting members of the Panel. Reporting requirements on which full agreement
cannot be reached shall be forwarded to the Deputy.Comptroller for resolu-
tion.
d. Reports Advisory Staff, General Services Office.
(1) Assist the Area Records Officer and personnel at the working
level conducting the inventory and analysis of reports.
(2) Serve on the Reports Review Panel in a non-voting-advisory
capacity.
.(3) Provide liaison between the Reports Review Panel and organiza-
tional elements outside-the:Office of the Comptroller, when'reports con-
cerning other elements are being reviewed.
2. Procedures.
a. Conducting the Inventory - The responsibility for taking a complete
and accurate reports inventory rests with operating personnel who have the
most detailed knowledge of the organizational element's reporting require-
ments. Personnel in this category shall take the following action for each
required or prepared report under their cognizance:
(1) Required Reports.
(a) Complete an original and one copy of Required Reports
Analysis Sheets Form T-1 (Appendix C).
(b) To the original of each Form T-1 attach one copy of the
directive (or directives) requiring the report and one sample copy of the
report.
(2) Prepared Re2orts.
(a) Complete an original and one copy of Prepared Reports
Analysis Sheet, Form T-2 (Appendix D).
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(b) To the original of each Form T-2 attach one copy of the
directive (or directives) requiring the report and one sample copy of the
report or report form, if this material can be readily obtained without un-
due reproduction costs.
NOTE: The importance of taking a complete and accurate inventory
cannot be overemphasized. Completed Forms T-1 and T-2, and accom-
panying material, will not only provide the Reports Review Panel
with a basis for its review, but also will constitute basic material
for the establishment of information and analysis files by the Area
Records Officer. Persons conducting the inventory are therefore .
urged to assemble the required material as completely and accurately
as possible to increase its value to the Panel and the Area Records
Officer.
b. Individual Analysis of Reports - Concurrently with taking the inven-
tory, operating personnel shall analyze each report under their purview.
Forms T-1 and T-2 contain questions establishing criteria by which required
and prepared reports shall be evaluated. Appendix B provides a further
guide for analyzing required reports. To apply these criteria, operating
personnel should perform as a minimum the following analyses for the type
of report indicated:
ACTION
(1) Examine all related reports for
evidence of duplication.
(2) Review a series of reports to deter..
mine if information reported reflects
changes of such significance to justify
the reporting frequency, or whether situa-
tion reports could be summarized.
(3) Determine the number of times the
preparing office was unable to meet the
due date for the report. What overtime
was required?
(14) Question what actions were taken on the
basis of information reported. Was full
utilization made of the information? Is are-
action being taken at all, or is information
being gathered because "it's nice to know,"
or because some day there may be a use for it.
0 0 1 0 6 9 8 9 1
REQUITED PREPARED
REPORTS REPORTS
X X
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ACTION
REQUIRED - PREPARED
REPORTS REPORTS
(5) Examine reports in light of super-
vision or inspections which have been
(or could be) performed. Would such
supervision or inspection serve the same
purpose as the report now being submitted? X X
(6) Examine copies of reports for
adequacy of form or format. Has sufficient
space been provided for "fill in?" If the
report is on a printed form can it be sub-
mitted without a transmittal letter? Does
the weight of paper used in preparing the
report prevent the typing of legible copies?
If copies are duplicated, does the prepara-
tion of masters (stencils, ditto, etc.)
require considerable typing of headings and
hand ruling of columns? If so, perhaps a
preprinted master should be used.
X
(7) Consider the records and procedures
used to prepare the report. Are files
arranged in such a manner that data can be
readily extracted? Do fiscal and other
accounting records contain control totals
so that the accuracy of detailed data can be
checked? Is it possible to carry fiscal or
other accounting data on a cumulative basis
to eliminate last minute workloads? For
historical, progress, and other documentary-
type reporting, is a brief running record
of significant events and accomplishments
maintained to avoid trying to "think back"
over a period? Could machine tabulation
procedures be used to prepare the report? X X
(8) Are directives which require the report
adequate with respect to the criteria out-
lined in Appendix B. X X
Personnel analyzing reports shall record their findings on the original and
copy of each Form T-1 and T-2 used in taking the inventory. Be thorough in
your analysis, accurate in stating your appraisal. Fully justify the need
for each required report; do not hesitate to make recommendations on reports
you prepare.
c. Submission of Material to the Area Records Officer. Upon completing
their analyses, personnel assigned the responsibility for examining reports
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shall submit completed Forms T-1 and T-2, together with supporting material,
?to the Area Records Officer. This material should be forwarded approximately
five working days prior to the date the Reports Review Panel is scheduled to
review the reports of a particular organizational element.
d. Review of Reports by the Reports Review Panel.
(1) The Reports Review Panel shall convene as necessary to review
each report inventoried and analyzed. During these reviews the same criteria
applied by the working-level analysts shall govern the Panel's approval of a
report. If Panel members consider it necessary, they may request persons who
analyzed reports to appear before the Panel to provide additional information
or to justify more fully the need for a required report.
(2) As reviews are completed, the Panel should develop recommendations
on each report susceptible to cancellation, reduction in scope or frequency,
format revision, procedural improvement, etc. Recommendations on reports which
are prepared for submission outside this Office shall be developed in memoran-
dum form for the signature of the Comptroller. Recommendations for improv-
ing or cancelling reports which organizational elements of this Office require
will be transmitted by memoranda to cognizant divisions or branches. Target
dates should be established for accomplishing recommendations or further
studies which cannot be effected immediately.
(3) The Area Records Officer shall attend each Panel meeting to
serve as recorder. In this capacity he will assist Panel members with
their review while concurrently recording findings and accomplishments. It
is anticipated that this procedure will provide the Area Records Officer
with material for establishing Reports Management Program records and compil-
ing an accomplishment report, while relieving Panel members of administra-
tive burden.
e. Compilation of an Accomplishment Report - Upon completion of reviews
by the Panel, the Area Records Officer will collect material (case studies,
analysis sheets, etc.) on each report reviewed. From this material he shall
compile the following data for submission to the Comptroller by 29 January
1954:
(1) The number of required reports inventoried at the beginning
of the review.
(2)
(3)
(4)
The number of required reports cancelled during the review.
The number of required reports added during the review.
The number of required reports remaining after the review.
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A
(5) The number of required reports revised during the review to
afford improvements in terms of simplification, reduction of frequency, etc.
(6) The annual man-hour savings resulting from the cancellation and
improvement of required reports.
(7) The number of prepared reports inventoried and reviewed.
(8) The estimated annual man-hour savings that would result if the
Reports Review Panel's recommendations on prepared reports were found accept-
able to organizational elements outside the Office of the Comptroller which
require the reports.
(9) A brief on those recommendations which cannot be placed into
effect immediately, with estimated target dates for their accomplishment.
Section III. OPERATING THE PROGRAM
1. Responsibilities.
a. Area Records Officer.
(1) Establish and maintain for each report encompassed by the
Program those records described in Paragraph 2 of this Section.
(2) Employ the use of a follow-up system similar to that described
in Paragraph 2b of this Section to provide for a periodic analysis and
review of each report required or prepared by this Office.
(3) Assist operating personnel with their scheduled periodic re-
appraisal of reports.
04) Assist the Reports Review Panel Chairman with the development
of meeting schedules and agenda.
(5) Serve as a permanent member of the Reports Review Panel in the
capacity of recorder.
(6) Notify Panel members of scheduled meetings.
(7) Confer with Reports Management Staff, General Services Office,
on matters which cannot be resolved at the Area Records Officer's level.
(8) Compile Program accomplishment reports as requested.
(9) Develop and disseminate Program publicity.
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b. Operating Personnel.
(1) In accordance with Paragraph 3 of this Section clear all
directives originated within the Office of the Comptroller which either
institute a new reporting requirement or prescribe revisions to one in exist-
ence.
(2) Forward to the Area Records Officer a copy of each approved
directive and supporting material that institutes, cancels, or modifies either
a required or prepared report of the type encompassed by this Program.
(3) Conduct a periodic working-level reappraisal of reports as
scheduled by the Area Records Officer.
(h) Serve in a permanent or temporary capacity as members of the
Reports Review Panel upon request of the Comptroller or the Panel Chairman.
c. Reports Review Panel.
(1) Convene periodically to review those reports reappraised at the
working level.
(2) Convene as necessary to approve directives originated in the
Office of the Comptroller which either institute a new reporting requirement
or prescribe revisions to one in existence.
d. Reports Advisory Staff, General Services Office.
(1) Assist personnel in the Office of the Comptroller whose
responsibilities are set forth in this Guide.
(2) Serve on the Reports Review Panel in a non-voting advisory
capacity when requested.
(3) Provide liaison between the Office of the Comptroller and other
CIA organizational elements when reports concerning these other elements
are being studied.
2. Area Records Officer's Reports Records.
a. Case Files.
(1) The Area Records Officer shall establish and maintain a folder
on each required or prepared report encompassed by the Program. Material
collected during the initial reports inventory and review described in Sec-
tion II will constitute a basis for establishing these files. Thereafter,
additional case folders shall be established as new reporting requirements
are instituted, Existing case files will be kept current or cancelled
as changes occur in the reporting requirements they document.
001009891 rt# 003SS .
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(2) To the extent possible, case folders should fully document the
history and current status of a report. The file on each report should
therefore contain the following in the Order indicated:
(a) A specimen copy of the report (if available) or a sample
of the report form.
(b) A copy of each directive requiring the report, and if
available, instructions for the report's preparation.
(c) Related papers such as source records, procedures, analyses,
surveys, memoranda, etc. pertaining to the report.
(d) Forms T-1, Required Reports Analysis Sheet; T-2, Prepared
Reports Analysis Sheet; or T-30 Request for Approval of a New or Revised
Reporting Requirement (Appendix E) 1 as appropriate.
(3) The label of each folder should contain the title of the report
and a subject-numeric file index taken from the Handbook for the Subject
Classification and Filing of Correspondence Records, Report
titles should be stated with a key functional word first, in order that the
case folder may be readily identified. For example, "Monthly Report of Per
Diem Allowances" would be stated "Per Diem Allowances; Monthly Report of."
It follows that "Per Diem Allowances" is a more precise key than "Monthly
Report of" since many monthly reports exist. A completed folder label for
the report used in the above example would appear as follows:
PER DIEM ALLOWANCES; ACCOUNTING 2-1
MONTHLY REPORT OF PER DIEM
The Handbook for the Subject Classification and Filing of Correspondence
Records provides further information on the preparation of case folders and
their filing arrangement.
b. Renorts Follow-up File. The successful continuance of a Reports
Management Program is based in part upon a periodic post audit of each report-
ing requirement encompassed by the Program. As a means of scheduling these
reviews, the Area Records Officer shall maintain a follow-up card on each
report. It is recommended that plain 5? x 8" or 3" x 9' cards be used. ?Each
card should bear the report title, the subject numeric file index, and the
date upon which a reappraisal of the report will be instituted. The card file
should be indexed by month, and within each monthly breakdown arranged accord-
ing to the scheduled reappraisal date. Cards for a current month may be
separated by daily guides numbered from 1 through 31, if the number of reports
to be reviewed justifies this arrangement.
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c. Alphabetical Cross-file. The Area Records Officer may desire to
maintain an alphabetical index of those reports under his cognizance. It is
recommended that a plain 511 x,8" or 3" x 511 card be used for each report.
Each card should reflect the report's title (stated with a key functional
word first) and the subject-numeric file index. Additional information may
be kept 'on these cards; however, extensive posting to them is discouraged since
case folders should fully document each report.
d. Accomplishment Records. To be in a position to report Program accom-
plishment and to develop Program publicity, the Area Records Officer should
draft briefs on major accomplishments)and projects or surveys being under-
taken. Moreover, a record of the following actions should be maintained:
(1) The number of proposed reports:
(a) Received and approved.
(b) Developed and approved.
(c) Disapproved.
(2) The number of reports revised:
(a) ,To provide more adequate data.
(b) To reduce paperwork.
(c) For miscellaneous changes.
(3) The number of existing reports cancelled.
(4) The number of report directives developed or revised.
(5) The current reports inventory by:
(a) Prepared reports.
(b) Required reports.
3. Procedure for Securing Approval of Reporting Requirements Originated
within the Office of the Comptroller.
a. Category of Reports Requiring Approval.
(1) For purposes of approving new reporting requirements or revisions
to those in existence, reports required by organizational elements of the
Office of the Comptroller can be divided into three groups:
(a) Those that are required from CIA organizational elements
outside the Office of the Comptroller.
(b) Those that cut across division or staff lines
ed by a division or staff from another division or staff).
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(i.e.,
el,q103S9
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(c) Those that are required by an organizational element within
a staff or division from other elements within the same staff or division.
b. Submission of Requests for Approval.
(1) Reporting requirements falling within categories (a) and (b) above
shall be approved only by the Reports Review Panel. Category (c) reporting
requirements shall be approved by the chiefs of divisions or staffs. To
secure an approval, personnel shall submit the following material to either
the Reports Review Panel Chairman (through the Area Records Officer), or the
chief of their division or staff, as appropriate:
(a) An original and one copy of Form T-3, Request for Approval
of a New or Revised Reporting Requirement (Appendix E).
(b) An original and one copy (in draft form) of the directive
which proposes the reporting requirement.
(c) Any supporting material which will assist approving officials
with their review.
c. Review of Requests by Staff or Division Chief - Upon receipt of a
request, staff or division chiefs shall thoroughly, review the reporting
requirement to ensure that every aspect is justified. It is recommended that
during this review officials apply the criteria for analyzing reports out-
lined in Appendix B and Section II of this Guide. If necessary, the
reviewing official should confer with the originator of the reporting require-
ment, as well as with representatives of those offices which will be requir-
ed to submit the report. Assistance can also be obtained from the Area
Records Officer and the material maintained in his files.
d. Review of Requests by the Area Records Officer and the Reports
Review Panel.
(1) Requests directed to the Reports Review Panel for approval shall
be subjected to a preliminary analysis by the Area Records Officer. From an
examination of his files, he shall determine whether the proposed reporting
requirement duplicates any portion of an existing report. Moreover, he
shall analyze the proposal to ensure that the requirement meets every criteria
for a sound reporting system. The Area Records Officer shall note his find-
ings and recommendations and forward all material pertaining to the report to
the Chairman of the Reports Review Panel.
(2) ,Upon receipt of a request from the Area Records Officer, the
Chairman shall convene permanent panel members, the Area Records Officer,
and representatives of organizational elements vitally concerned with the
proposed reporting requirement. The latter will serve as temporary voting
members. A thorough review of the proposal will be performed in view of the
CONFIDENTIAL
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findings and recommendations of the Area Records Officer and facts presented
by other Panel members. It is emphasized that the review will not be
considered complete until disposition of the proposed reporting requirement
is agreed upon by all voting members. Reporting requirements on which complete
agreement cannot be reached shall be forwarded to the Deputy Comptroller for
resolution.
e. Notification of Action Taken on Requests - Upon completion of a
review, the chief of a division or staff, or the Reports Review Panel Chair-
man, as appropriate, shall record his decision on the original and copy of
Form T-3. The copy of Form T-3 together with all material originally sub-
mitted, shall be returned to the originator of theproposed reporting re-
quirement. The original of Form T-3 shall be forwarded to the Area Records
Officer.
4. Procedure for Scheduling and Conducting Periodic Reappraisals of
Reports. '
a. Scheduling Reappraisals.
(1) To be effective, a Reports Management Program must provide not
only for the review of new reporting requirements prior to their establish-
ment, but also for scheduled periodic reappraisal of reports in existence.
Programs on which information is reported accelerate or decelerate; changes
in organizations take place; new forces and trends take effect; etc. There-
fore, a periodic re-evaluation of reporting systems is essential to ensure
that reports are serving the purposes for which they were instituted.
(2) It is difficult to set forth in specific terms the frequency for
reappraising individual reporting requirements, or several requirements
constituting a reporting system. However, intervals between these reviews
shall not exceed the following periods:
(a) Six months after the institution of a new reporting require-
ment, or a major revision to one in existence, originated within the Office.
of the Comptroller.
(b) Twelve months after the first post audit prescribed by (a)
above.
.(c) Twelve months for all other required or prepared reports
encompassed by the Program. .
(3) The Area Records Officer shall be responsible for maintaining a
follow-up file (See Paragraph 2b of this Section) on each report, to ensure
that reappraisals are undertaken according to a realistic and effective
schedule. In scheduling these reviews, the Area Records Officer should
consider three factors: (a) The need for a re-evaluation based upon changing
TqcsA ,(9, the desirability of appraising reports by functional groups
U0Onsq
U 4/ 1
Ifito6460
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CONFIDENTIAL
under some circumstances; and (c) the desirability of staggering reviews
throughout the year for an even distribution of workload. When in doubt
about establishing a schedule the Area Records Officer should always confer
with the Chairman of the Reports Review Panel or representatives of offices
concerned with a report.
NOTE: It is emphasized that reappraisal schedules shall be
established for required as well as prepared reports. Only in
this manner can we provide for a twofold analysis of reports
from the standpoint of problems at both levels - -the requiring
office and the preparing office.
b. Inaugurating Reappraisals by the Area Records Officer - Scheduled
reappraisals shall be accomplished on an individual basis by the same
method used to analyze and review the entire inventory of reports during the
installation phase of the Program. To inaugurate a reappraisal, the Area
Records Officer shall take the following action (or actions) appropriate to
the type of report being examined:
(1) Using an original and one copy of Form Memo T-4 (Appendix F),
forward three blank copies of Form T-1 or T-2 to each organizational element
concerned with either requiring or preparing the report.
(2) Submit Form Memo T-5 (Appendix G) in duplicate to each CIA
organizational element outside the Office of the Comptroller which submits
the report to an element within this office.
c. Analysis of Reports by Operating Personnel and Submission of Material
to the Area Records Officer - Upon receipt of a Form Memo T-4, operating
personnel shall conduct a thorough analysis of the report. To avoid repeti-
tion, attention is invited to Paragraph 2b of Section II, and Appendix B,
which provide guidance for analyzing reports. At the completion of their,
analyses, operating personnel shall forward an original and one copy of com-
pleted Forms T-1 or T-20 together with supporting material, to the Area
Records Officer. The reverse of Form Memo T-4 may be used for this purpose.
d. Review of Reports by the Reports Review Panel.
(1) On the basis of material submitted by operating personnel, the
Area Records Officer shall develop an agenda for the review of reports by
the Reports Review Panel. The Reports Review Panel shall convene as
necessary to review each report emi analyzed. During these reviews the same
criteria applied by the working-level analysts shall govern the Panel's
approval of a report. If Panel members consider it necessary, they may
request persons ifho analyzed reports to appear before them to provide
additional information or to justify more fully the need for a required report.
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CONFIDENTIAL
(2) As reviews are completed, the Panel should develop recommenda-
tions on each report susceptible to cancellation, reduction in scope or
frequency, format revision, procedural improvement, etc. Recommendations on
reports which are prepared for submission outside this Office shall be
developed in memorandum form for the signature of the Comptroller. Recom-
mendations for improving or cancelling reports which organizational elements
of this Office require will be transmitted by memoranda to cognizant divisions
or branches. Target dates should be established for accomplishing recommenda-
tions or further studies which cannot be effected immediately.
(3) The Area Records Officer shall attend each Panel meeting to
serve as recorder. In this capacity he will assist Panel members with
their review while recording findings and accomplishments. It is antic-
ipate that this procedure will provide the Area Records Officer with material
for maintaining Reports Management Program records while relieving Committee
members of administrative burden.
5. Submission of Reports Material to the Area Records Officer. The success-
ful ,continuance of our Reports Management Program depends to a major degree
upon the adequacy of the Area Records Officer's records. It is therefore
incumbent upon each person responsible for a reporting requirement to forward
to the Area Records Officer a copy of any correspondence changing the status
of a report. In addition, they should forward specimen copies of revised
reports or report forms, and any revisions to former instructions for prepar-
ing the report. This material is desired each time one of the following
actions occur:
a. Upon the issuance of a directive for an approved new or revised
reporting requirement originated within the Office of the Comptroller.
b. Upon the receipt of a new or revised reporting requirement from a
source outside the Office of the Comptroller.
C. Upon the cancellation of any reporting requirement.
001 069891
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CONFIDENTIAL
TYPES OF REPORTS EXEMPTED FROM THE
REPORTS MANAGEMENT PROGRAM
1. Reports -providing for the eollections production, and dissemi-
nation of intelligence.
2. Reports of inspection prepared by inspectors general.,
3. Official reports of audit, survey, or investigation byadminis-
trative bodies appointed for that purpose.
4. Formal reports of official,proceedings of formally constituted
judicial or administrative bodies appointed for that purpose.
5; Formal reports of findings, recommendations, or actions pre-
pared by special committees or boards appointed to inquire into and
report on a particular matter. However, recurring reports initiated
by such committees or boards to obtain data required for their work
are not exempt under this provision.
6.- Comments and/Or concurrences as part of routine clearance of
proposed actions, requisitions, or publications.
Che-time recommendations, suggestions, or evaluations as to
plans, policies, or procedures, and official employee or beneficial
suggestions.
8. Replies to requests for suggeited,agenda for meetings.
9, Inter-agency budget requirements:
a. The annual budget estimate or request for funds required
by law, This exemption does not include periodic collections of
data used to develop or supplement budget estimates or fund requests.
b. .,Reports upon apportionment and allocation of appropriate&
funds, '
APPENDIX A
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CONFIDENTIAL
TYPES OF REPORTS EXEMPTED FROM THE.
REPORTS MANAGEMENT PROGRAM (CONT.)
10. The following operating documents:
Affidavits
Agreements
Announcements
Applications or requests
Authorizations
Bids -
Bills
Bills of lading
Certifications
Claims
Contracts and initial
allied papers
Depositions
Guarantees
Identification
Leases
Liens
Oaths of office
Payrolls
Permits
Performance bonds
Receipts
Receiving-and-inspection forms
Requisitions .
Sales slii3s
Shipping orders
Specifications
Statements of witnesses
This exemption covers only the actual operating decUtents
themselves. Reports concerning progress in preparing, numbers
processed, etc., are not exempt.'
0 0 1 0 6 9 8 9
-2-
CONFIDENTIAL
P90(.400
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GUIDE F0R,ANALY2ING REUIRED REPORTS
Persons assigned the responsibility for analyzing reports required by
their organizational element should determine first that .the overall
need for the report is fully juStified. Consider the following
questions:
1. Does the report and individual items therein duplicate existing
'reports or items in other reports?
2. Is the information required by your office appropriate to its
assigned functions, responsibilities, and authority?
3. Is the information required by your office actually and actively
used as a bdsis for actions, plans, or decisions, and do these uses
fully justify the cost required to prepare the report?
4. Is information reported in more detail, submitted more frequently,
or given wider distribution than is necessary to serve the purposes
for which the report was established?
5. Does the need for the report result from an organizational or pro-
cedural problem which should be corrected, rather than reported?
6. Is the report designed to serve a purpose which could be accomplish-
ed more effectively some other way, such as through direct supervision
or inspection?
Once it has been determined that there is a valid need for the report,
and each item therein, consideration should be given to the following:
1. Reporting Frequency. The reporting frequency must be consistent
with the frequency with which you utilize the information reported.
More frequent reporting is not justifiable.
2. Due Date. The date a report is due in your office should, if
possible, be one convenient to the reporting activity. Whenever pos-
sible, end-of-month, end-of-quarter, and end-of-year reporting should
be avoided since reporting workloads are heaviest at these times. More-
over, due dates should be based on working days, not calendar days.
APPENDIX B
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GUIDE FOR ANALYZING REQUIRED REPORTS Cont.)
3. Use of a Form. Consideration should be given to requiring that
the report be submitted on a standardized form.. A form offers these
advantages:
a. Reports submitted on forms are considerably easier to prepare
than letter-type reports.
b. Standard presentation of information enables you, the recip-
ient to locate items in the report more readily.
c. Instructions for preparation and submission of the report can
be placed on the form for ready reference.
d. Forms are not always subject to the same mail and file proc-
essing as letter-type material. They can be pre-addressed thereby
eliminating the need for transmittal letters.
4. Report Directive. Consideration should be given to the adequacy?
of directives requiring reports. Remember the proportion: "The al-
la of a report coming into an office is directly proportional to the
quality of the directive requiring its submission." Consider these
?
points:
a. PROVIDING A
SINGLE SOURCE
OF INSTRUCTIONS -
b. PURPOSE
AND USE
Cancel all previous directives which
required the report, incorporating
necessary past instructions in the
new directive as an aid to personnel
preparing reports.
State clearly the purposes or uses of
the data being collected. The office
which prepares the report needs to
know the purposes and uses to (1)
assure that the data reported will
accomplish the objectives intended, and
(2) make more accurate decisions in
doubtful cases.
REPORT Indicate the correct title of the report
TITLE for later identification. Titles should
be descriptive of contents.
001069891
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GUIDE FOR ANALYZING' REWIRM REPORTS Cont.)
d. DUE DATE
OF REPORT
e? PERIOD OR
SITUATION
COVERM
f. FIRST SUHMISSION
OF THE REPORT
g. TERAINATION
OF REPORT
h.
PREPARING
ACTIVITIES
DISTRIBUTIONi.
FORMAT (IF NO
FORM IS PR)VIDED)
Ice USE OF
FORM
Specify the date on which the report
is to arrive at its destination. For
situation reports, specify how soon
the report must be received after occur-
rence of the event. Establish a due
date for a recurring report which allows
the reporting workload to be more even-
ly distributed by the offices preparing
and receiving the report.
Specify the period of time, las of'
date, or precise situation to be cover-
ed by the report. If data from several
different reports are to be correlated,
assure that the periods covered in these
reports are comparable.
Specify when the requirement becomes '
effective, such as the date that the
first recurring report is to he receiv=
ed, or the first period to be covered.
For a temporary report, specify exactly
when it is to be discontinued.
State specifically the types of activ-
ities which are to prepare the report.
Specify the number of copies to be
prepared. Specify where each copy is
to be sent.
Specify the format for the items to be
reported to (1) help insure uniformity
in data reported and (2) simplify the
transcription, comparison, evaluation,
or other use of the data when it is
received.
a. Be sure the form includes informa-
tion on where the report is to be for
warded, and from whom it is sent ('from'
and Ito' information), in order to avoid
use of a separate transmittal letter.
Request offices not to submit a covering
transmittal letter with reports prepared
on forms.
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GUIDE FOR ANALYZING REQUIRED REPORTS (Cont.).
1. SOURCE
OF DATA
ra. PROC MURES
FOR COMPILING
WORDING
001 0 9 8 9 1
?
b. Specify where, preparing offices
are to secure supplies of the form,
and the requisitioning procedure.
Specify the source from which the
information is to be obtained to (1)
assist the preparing office in easy
compilation, and (2) insure com-
parable data from aLl activities.
Specify recommended procedures for
obtaining and compiling the data. This
will (1) aid preparing offices to use
the best methods, and (2) insure
accuracy and consistency of the report.
Give clear instructions on each item to
be reported. Use simple active or
imperative verbs (as 'Enter the total
cost..,'), Give only one instruction
in a single sentence. Keep the
sentence concise. Be sure that the
instructions can be interpreted in only
one way.
"004 G4
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REQUIPED REPORTS ANALYSIS SHEET
1. Complete an original and one copy for 3. Conduct a thorough analysis. If your
submission to your Area Records Officer, findings do not justify every element of
the report, recommend revisions. Your
2. Attach one sample copy of the report accurate appraisal of this report will
and a copy of each directive concerning materially assist the Reports Review Panel
its submission, with its review.
1. REPORT TITLE
2. DATE ANALYZED
3. DIRECTIVES REQUIRING THIS REPORT
,
4. REPORT FORMAT (Form
no., memorandum, machine
tabulation, etc.)
5. FREQUENCY OF REPORT AND NUMBER OF ELEMENS
ODAILY DMONTHLY SEMI-AN.
REPORTING
0 SITUATION (No.
of reports received
annually)
WKLY QTRLY ANNUAL
OTHER
6. NUMBER OF COPIES REQUIRED AND THEIR DISTRIBUTION
7. Complete the following using Space 8 if necessary:
YES
NO
a. Does this report duplicate in whole or in part any other report received
by your organizational element? If "Yes," elaborate.
b. Is the information required by your office appropriate to its assigned
functions, responsibilities, and authority?
c. Is the information required actually and actively used as a basis for
actions, plans, or decisions, and does such use fully justify the cost of
preparing the report?
d. Is the information reported in more detail, submitted more frequently, or
given wider distribution than is necessary to serve the purposes for which
the report was established?
e. Does the need for this report result from administrative or procedural
problems which should be corrected rather than reported? If "Yes," recom-
mend changes.
f. Is the report designed to serve a purpose which could be accomplished more
effectively some other way such as through direct supervision or inspec-
tion? If "Yes," recommend revisions.
g. Should the report's security classification be revised?
h. Are requiring directives adequate with respect to instructions for writing
directives contained in "GUIDE FOR ANALYZING REQUIRED REPORTS"?
i. Is the form or format of the report adequate with respect to: (1) Spacing?
(2) Weight of paper? Can sufficient copies be prepared at one typing?
(3) Possible elimination of transmittal letters?
FORM T- 1 VER
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8. What is the justification for continuing this reporting requirement? Recommend any
revisions. In your appraisal consider the extent of data collected, organizational
changes, program progress, changes in requirements, etc., since the reporting require-
ment was instituted.
,
,
,
,
1
,
\
.
, (Continue on a separate sheet, if necessary.)
9. Considering every organizational element of the Agency concerned
with this report, what is your best estimate of the total man hours
expended annually in its preparation and handling?
REPORT' WAS ANALYZED BY:
ORGANIZATION
BUILDING
ROOM NO.
PHONE
FINDINGS AND RECOMMENDATIONS
oolog
OF THE REPORTS REVIEW PANEL
,
'
,
'
,
asi ofb00405
ANNUAL MAN-HOUR SAVINGS
SIGNATURE Panel Chairman)
,
DTE
-
COMMENTS ARE
ATTACHED
rnrIkA -r_ I I _ _ ?
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PREPARED REPORTS ANALYSIS SHEET
1. Complete an original and one copy for 3. Be thorough in your analysis, accurate
submission to the Area Records Officer, in your written appraisal. Do not hesi-
tate to make recommendations. Frank con-
2. Attach one sample copy of the report structive criticism is invited.
and a copy of each directive concerning
its submission, if this material can be 4. Your accurate appraisal of this report
obtained without incurring undue repro- will materially assist the Reports Review
duction costs. Panel with its review.
1. REPORT TITLE
2. DATE ANALYZED
1
/
3. DIRECTIVES REQUIRING THIS REPORT
'
,
4. REPORTING FREQUENCY (Daily, weekly, mon-
thly, as situations occur, etc.)
5. REPORT FORMAT (Form no., memo, machine
tabulation, etc.)
6. NUMBER OF COPIES PREPARED AND THEIR DISTRIBUTION
?
r7. BRIEF DESCRIPTION OF METHOD BY WHICH REPORT IS PREPARED (Include information on'
records maintained, machines utilized, requirements for data from other offices, aver-
age number of pages per report, etc.)
_
. .
/ .
, ,
,
,
,
8. Considering the elements of preparation outlined
what is your best estimate of the total man hours
in the preparation and handling of this report?
in Space 7,
expended annually
r(1DM OVER
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9. Complete the following using space 10 if necessary:
YES
NO
a. Does information in this report duplicate in any manner data contained
in other reports prepared? If "Yes," specify the reports.
b. Is the information reported-in more detail, submitted more frequently, or
given wider distribution than is considered necessary? If "Yes," explain
and recommend changes.
i
c. Is your office able to meet the required submission date for this report
without detriment to operations? If "No," explain. Specify if any over-
time has been required to meet due dates. Recommend changes.
d.'Should the report's security classification be revised?
e. Is the form or format prescribed for the report adequate with respect to:
(1) Spacing?
(2) Weight of paper? Can sufficient copies be made at one typing?
,
(3) Possible elimination of transmittal letters?
f. If the report is reproduced by mimeograph, Ditto, multilith, etc., do
you recommend the procurement of masters with the report format (head-
ings, lines, etc.) preprinted thereon?
g. Are instructions for the preparation of this report clear and complete?
h. Would your office continue to:
(1) Maintain.....
-
(2) Compile
the data being submitted in this report if the directives for its sub-
mission were rescinded?
10. What is your frank appraisal of this report? Recomiiend any impkovements, includ-
ing revised-preparation procedures.
\
,
(Continue on a separate sheet, if necessary.)
REPORT WAS ANALYZED BY:
ORGANIZATION
T BUILDING
ROOM NO.
PHONE
O CONCUR WITH THE ABOVE.
CONDIENTO #11.449E)8. 9
SIGNATURE (Chairman, Reports Review Panel)
1 enoo4G6
DATE
,
,
crojlInerwls _
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REQUEST FOR APPROVAL OF A NEW OR REVISED REPORTING REQUIREMENT
CHECK WHICH
(See reverse
for instruc-
' tions.)
TO: Chairman, Reports Review Panel
VIA: Area Records Officer
DATE REQUEST
SUBMITTED
0 TO:
,
1. TITLE OF REPORT ,
3_CHECK WHICH
ONE
REVISED
3. IF "REVISED" INDICATE NATURE OF REVISION
4. LIST ANY REPORTS TO BE SUPERSEDED BY THIS NEW OR
REVISED REPORTING REQUIREMENT
i
5. PROPOSED DURATION OF REPORT
INDEFINITE ,
0 TEMPORARY (Designate period.)
6. DIRECTIVES OR AUTHORITY (ORIGINATED BY YOUR ORGANIZATIONAL ELEMENT) REQUIRING THE
SUBMISSION OF THIS REPORT
,
'
7. OTHER CURRENT DIRECTIVES, AUTHORITIES, OR INSTRUCTIONS AFFECTING THE REPORT i
\
i
8. REPORT FORMAT (Form no., ma-
chine tabulation, memo, etc.)
9. REPORTING FRE-
QUENCk
10. DATE REPORT IS DUE IN YOUR OFFICE
U. SUPPORTING MATERIAL REQUIRED TO BE SUBMITTED WITH THE REPORT
I
,
12. ORGANIZATIONAL ELEMENTS OF CIA REQUIRED TO
SUBMIT THIS REPORT
,
,
13. DISTRIBUTION OF REPORTS
ORIGINAL:
COPIES:
,
FORM (Over)
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14. DETAILED NEED FOR AND USE OF THIS REPORT
15. PERSON TO CON-
TACT REGARDING THIS
REPORT:
NAME
BUIIDING
ROOM NO.
PHONE
CI RETURNED, APPROVED
O RETURNED, DISAPPROVED
O COMMENTS ARE ATTACHED
SIGNATURE (Reviewing Official)
DATE
INSTRUCTIONS
1. For approval purposes, reports can be divided into three groups:
a. Those that are required from CIA organizational elements outside the Office Of
the Comptroller.
b. 5Those that cut across division or staff lines (i. e., required by a division or
staff from another division or staff).
c. Those that are required by an organizational element within a staff or division
from other elements within the same staff or division.
It. Reporting requirements falling within categories a. and b. above shall be approved
only by the Reports Review Panel. Category c. reporting requirements shall be
approved by chiefs of divisions or staffs. To secure an approval, submit the fol-
lowing material to either the Reports Review Panel Chairman (through the Area Rec-
ords Officer), or the chief of your division or staff, as appropriate:
1
a. An original and one copy of this form.
b. An original and one copy (in draft form) of the directive which proposes the
reporting requirement.
c. Any supporting material which will assist approving officials with their review4
0010698 1 e0004p7
r?esa,1
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CONFIDENTIAL
STAT
MEMORANDUM FOR: (Chief of the organizational element which requires
or prepares the report)
SUBJECT: (Title of the report)
REFERENCE: (Cite the authority for the report)
1. One of the functions of our Reports Management Program is to
provide for a periodic re-evaluation of reporting requirements. In
this manner nonessential reporting can be disclosed and eliminated,
and essential reporting systems can be further improved to provide
management with the type of reports which will better enable it to,
carry out its assigned functions.
2. Files of the Area Records Officer indicate that your organiza-
tion ...
0 Requires D Prepares
subject report in accordance with the authority referenced above.
3. It is therefore requested that a working-level analysis of this
report be accomplished. Enclosure (1) is provided to assist personnel
with their analysis. This form contains questions which establish
criteria for evaluating a report. Additional material on analyzing
reports is contained in Section II, Paragraph 2b of the Office of the
Comptroller Reports Management Program Guide. It is suggested that
persons assigned the responsibility for analyzing this report famili-
arize themselves with the Guide.
4. Upon completion of the analysis, itlis requested that the enclosed
forms, completed in duplicate, be forwarded to the Area Records Officer
approximately a week after date of this memorandum. Any directives,
correspondence, instructions for the report's preparation, etc. not
previously forwarded to the Area Records Officer should also be fur-
nished. The reverse side of this Form Memorandum may be used to for-
ward this material.
Enclosure:
FORM MEMO T-4
CONFIDENTIAL
Deputy Comptroller
APPENDIX F
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4644gatinr111
MaIORANDUM FOR: The Deputy Comptroller
ATTENTION:
?
SUBJECT:
Area Records Officer
(Title of the Report)
1. In accordance with the request expressed on the reverse side of
this memorandum, an analysis of the. subject -report. has been accom-
plished. .
2. The enclosed material contains our findings and recommendations
on this report. ?
FORM mAt 4/0
rg..C1 .I. DEN Ett
(Signature)
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STAT
cor
MEMORANDUM FOR: (Chief of the Office)
ATTENTION: (Chief of the organizational element within
the above office which submits the report to
an element within the Office of the Comptroller)
SUBJECT: (Title of the Report)
REFERENCE: (Cite the authority for the report)
1. The Office of the Comptroller has established a Reports Manage-
ment Program which provides for the periodic re-evaluation of report-
ing requirements. One means of conducting these re-evaluations is to
solicit recommendations from those Offices which prepare reports for
submission to organizational elements within our Office.
2. Our records indicate that your Office prepares subject report in
accordance with the authority referenced above. Since an analysis of
this report at the preparing level would materially assist us in our
review, it is requested that the reverse side of this memorandum be
completed in duplicate and returned to our Office within approximately
ten days. Any additional material which might augment our review
would also be appreciated.
FORM MEMO T-5
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Deputy Comptroller
APPENDIX G
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TO: The Deputy Comptroller
ATTENTION: Area Records Officer
FROM:
1. In accordance with the request expressed on the reverse side of this form, an
analysis of the following report has been accomplished:
REPORT TITLE
2. Findings and recommendations are reflected through our answers to the
following questions:
YES
NO
a. Does information in this report duplicate in any manner data contained
in other reports prepared? If "Yes," specify on a separate sheet.
b. Is information reported in more detail, submitted more frequently, or
given wider distribution than is considered necessary? If "Yes,"
recommendations would be appreciated.
c. Is your office able to meet the required submission date for this report
without detriment to operations? If "No," please explain. Specify if
any overtime has been required to meet due dates. Recommend changes.
d. Should the report's security classification be revised?
.
e. Is the form or format prescribed for the report adequate with respect to4
? (1) Spacing?
(2) Weight of paper? Can sufficient copies be made at one typing?
(3) Possible elimination of transmittal letters?
f. If the report is reproduced by mimeograph, Ditto, multilith, etc., do
you recommend the procurement of masters with the report format (head-
ings, lines, etc.) preprinted thereon?
,
g. Are instructions for the preparation of this report clear andcomplete?
,
h. Would your office continueito:
(1) Maintain
(2) Compile
the data being submitted in this report if the directives for its sub-
mission were rescinded?
i. What is your frank appraisal of this report? Your opinion will bear consider-
able weight.
- (Please continue on a separate sheet, if necessary.)
a. The person to contact regarding this report is:
NAM
ORGANIZATION
BUIIDING
ROOM NO.
PHONE
SIGNATURE:
0 1 0 6 9 8 9 1 "00409
rnonn nArlan 1"-M f n " rnm141VNTTAT.
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11
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? SAMPIE REGUTATION FOR OPERATING
AN AREA REPORTS n6iNAGEMENT PROGRAM
REPORTS MANAGEMENT
1. PURPOSE
Reports are vital to our Agency mission and to the efficient administra-
tion of our internal affairs. Also, reports make up a large, portion of
our paperwork. For these reasons we are obligated to assure that essential
reports of the right type and highest quality meet our needs efficiently
and economically. Such assurance can result from a systematic continuing
review of our requirements for reports. This regulation therefore, pro-
vides for this review and for the coordination of our reports management
objectives with those of other Agency components.
2. PROGRAM OBJECTIVES
The (component's title) Reports Management Program shall be continued to
ensure that:
a. Reports provide adequate, accurate and timely data for the purposes required,
b. Reporting workloads are minimized and restricted to the capabilities of
preparing and using components; and that peakloads and overtime are
avoided.
c. Only essential reports are established or continued.
d. Reports are appropriate to the missions of using components; and that
preparing components are the best sources of the data.
e. Reporting procedures and systems are simple and orderly.
f. Instructions, definitions, and forms are clear and complete.
g. Existing sources of information are publicized,
3. DEFINITIONS
a. Report An account or statement of information in written narrative,
tabular, punch card, or graphic form, transmitted from one organiza-
tional element to another in response to an expressed or assumed need
for information.
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(1) Administrative or Management Report. A report that provides for
administrative or management control over an activity or operation,
as distinguished from an operational or intelligence report.;
(2) Recurring Report. A report for which there is a standing require-
ment for its submission. It may be either a periodic report which
conveys essentially the same type of information at prescribed
intervals (daily, weekly, monthly, etc.), or a situation report
which is prepared on each occurrence of an event of certain pre-
scribed characteristics (e.g., report of an accident).
(3)
(4)
(5)
External Report. A report required from, or prepared for, any
organization outside the (component's title).
Reports Management Officer. The official responsible for operating
the (component's title) Reports Management Program.
Reports Control Symbol. An identifying symbol assigned to an approved
reporting requirement.
PROGRAM ADMINISTRATION AND SCOPE
a. All organizational elements of the (component's title) shall take part
in the program. Each Division and Staff Chief shall establish measures
to control and improve intra-division or staff reports, and to coordinate
requirements for all other reports with the Reports Management Officer.
Under this concept division and staff programs can be tailored to meet
specific needs, with top level support and guidance being furnished for
the control and improvement of external and inter-division or staff
reports. The Reports Management Officer and a representative from each
division and staff shall comprise A panel to review requirements for
external and inter-division or staff reports.
b. With the exception of the types of documents listed in Attachment 1, the
(component's title) Reports Management Program shall cover all recurring
administrative or management reports:
(1) Submitted within the (component's title).
(2)
Received from or submitted to other headquarters components, domestic
or overseas field installations, or organizations, Federal or private
outside the Agency. Emphasis shall thus be placed on managing all
recurring reports, whether prepared voluntarily, upon request, or by
direction. However, this should not preclude the screening and review-
ing of requests for one-time reports, if by such examination non-
essential or inadequate reporting can be prevented.
POLICIES
a.- Report Directives. Requirements for reports and rescissions thereof
shall be stated clearly and completely in writing.
b. EA4wntiality. Reports shall be required only to collect essential informa-
tion, as ?distinct from that ?which is merely interesting or informative.
-2-
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c. Duration and Frequency. Reporting requirements shall be continued only
as long and submitted only as frequently as circumstances dictate.
d. Consolidation. Related reports in the same subject matter area shall
be consolidated wherever possible.
e. Summarization. Reports shall be summary in nature insofar as practicable,
and devoid of unnecessary detail.
f. Economical Procedures. Reporting procedures shall be as simple and
direct as possible. Existing basic records shall be employed as sources
to the fullest extent. Methods of preparing and transmitting reports
shall be the most economical consistent with the end use of the required
information. Reports that are self identifying shall be forwarded with-
out transmittal correspondence.
g. Creation Control. The following controls shall be maintained:
(1) Each proposal to establish or revise a requirement for an external
or inter-division or staff report shall be cleared through the
Reports Management Officer.
(2) Each approved requirement for a report shall be assigned a reports
control symbol. Reports exempted from control shall be so identified.
Reports control symbols or exemption statements shall be cited in
report directives and in reports submitted accordingly. Personnel
receiving a report directive which does not cite either a reports
control symbol or an exemption clause shall so notify the Reports
Management Officer and defer complyirig with the directive pending
notification that the reporting requirement has been approved by
appropriate authority.
h. Reappraisals. Existing reporting requirements approved in accordance
with this regulation shall be reappraised at least annually. New or
revised requirements shall be reappraised initially within from three
to six months after submission of the first report and annually there-
after.
6. RESPOTISIBITITIES
a. Each Division and Staff Chief shall:
(1)
Ensure that an active program for controlling and improving reports
is carried.out within his organization.
(2) Designate a person to represent his organization as a member of the
(component's title) Reports Review Panel. The person selected should
have a broad lnowledge of his organization's reporting activities
and requirements and be in a position to act on administrative
matters. The name of this person shall be furnished the Reports
Management Officer.
?3--
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15. The Reports Management Officer shall:
(1) Direct and coordinate the Program by providing staff guidance
and all basic plans, policies, and procedures.
(2) Review and coordinate for approval by the Reports Review Panel
all requirements for external and inter-division or staff reports.
(3)
(4)
(5)
Assign reports control symbol to approved requirements for inter-
division or staff reports, and identify those reports exempted
from control.
Coordinate requirements for external reports with the Deputy Director's
Management Advisor for Reports, Management Staff.
Serve as Chairman of the (component's title)Reports Review Panel,
and as a voting member of the Deputy Director's Reports Review Panel.
(6) Conduct studies and reappraisals of, maintain records on, and publish
lists of requirements for external and inter-division or staff reports.
7. PROCEDURES
a. Request for Approval of a New or Revised Reporting Requirement. Any
proposal to establish or revise a requirement for an external or inter-
division or staff report shall be submitted to the Reports Management
Officer. The originator shall submit the following material:
(1) An original and two copies of Form No. 142 (Attachment 2).
(2) An original and one copy (in draft form) of the proposed report
directive, including all forms, instructions, and procedures proposed
to be issued.
(3) Any additional supperting material that will assist approving officials
with their review. -
If the proposal concerns an external report, the Reports Management
Officer shall place his recommendations on two copies of Form No. 142
submitted to him, and forward them with a copy of all supporting material
to the Deputy Director's Management Advisor for Reports.
b. Transmitting Copies of Directives. Immediately upon issuing a directive
which initiate,revises or rescinds a requirement for an external or
inter-division or staff report, the ortgtdatPrshall forward a copy of the
directive to the Reports Management Officer. The Reports Management
Officer shall forward to the Deputy Director's Management Advisor fcr
Reports,Management Staff, a copy of each directive concerning an external
report.
U. R. WRIGHT
Director of (Component)
Attachments: .
1. Types of Reports and Documents Exempted from the Reports Management Program.
2. Form No, 142, Request for Approval of a New or Revised Reporting Require-
ment.
14
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TYPES OF REPORTS AND DOCUMENTS EXEMPTED
FROM THE REPORTS MANA(17MENT PROGRAM
1. Formal reports of audit, survey, "or investigation by administrative
bodies appointed for that purpose. However, recurring reports initiated
by such bodies to obtain data are not exempt.
2. Comments and/or concurrences as part of routine clearance of proposed
actions,requisiticns, or publications.
3. Agency budget requirements:
a. The annual estimate or request for funds required by law. This
exemption does not include periodic collections of data used to
develop or supplement budget estimates or fund requests.
b. Reports upon apportionment and allocation of appropriated funds,
4. The following operating documents:
Accounting records
Affidavits
Agreements
Announcements
Applications or requests
Authorizations
Bids
Bills of lading
Certifications
Claims
Bills
Contracts and initial
allied papers
Depositicns
Guarantees
Identification
Leases
Liens
Oaths of office
Payrolls
Permits
Performance bonds
Receipts
Receiving-and-inspection forms
Requisitions
Sales slips
Shipping orders
Specifications
Statements of witnesses
.This exemption covers only the actual operating documents themselves.
Reports concerning progress in preparing, numbers processed, etc., are
not exempt.
ATTACHMENT 2
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a
SAITLE OFFICE REGULATION FOR OPERATING
A R.EPOR TS NANAGEMNT PROGRAII
REPORTS MANAGENENT
Rescission: ABC Office Notice No. 00
CONTENTS
Page Page
PURPOSE
1
DialiVITIONS
3
SCOPE
1
RESPONSIBILITIES
4
POLICIES
2
PROCEDURES
5
1, PURPOSE
This Regulation establishes requirements for a continuing
Office-wide Reports Management Program designed to:
a. Eliminate and prevent ,unnecessary reporting.
b. Insure that instructions; forms, and procedures for
necessary reporting are clear and complete, pnd provide
simple, direct, reporting methq.ds.
c. Improve the quality .of reports.
d. Provide central reference points for information on
reports.
In brief, our objective is fewer reports, better reports, at
less cost.
2. SCOPE
With the exception of thdse rdnorts and ,docilments listed in
Enclosure 1, the Program includes all recurring administrative
Or management reports which ABC Office components either re-
quire from, or nrepare for:
Other Headquarters components, including those in the ABC
Office.
b. Any continental or overseas field activity.
c. Any organization (Federal or private) outside the Agency.
Emphasis is thus placed on managing recurring administrative
or management reports. However, this does not exclude applying
7
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'1?
?
reports management principles to one-time reports, or those
which provide for the collection, production, or dissemination
of intelligence. ?
POLICIES
a. 4/eport Directives. Requirements for reports shall be
stated in clear and complete written directives rather
than orally.
b. Essentiality. Reports shall be required only to collect
essential information, as distinct from that which is
merely interesting or informative.
Duration and Frequency. Reporting requirements shall be
continued only as long and submitted only as frequently
as circumstances dictate.
d. Consolidation. Related reports in the same subject matter
area shall be consolidated wherever possible.
e. Summarization. Reports shall be summary in nature insofar
as practicable, and devoid of unnecessary detail.
f. Economical Procedures. Reporting procedures shall be as
simple and direct as possible. EXisting basic records shall
be employed as sources to the fullest extent. Methods of
preparing and transmitting reports shall be the most econom-
ical consistent with the end use of the required information.
Reports that are self-identifying shall be forwarded without
transmittal correspondence.
g.
Creation Control. The following controls over the creation
of reporting requirements shall be maintained:
Proposed reporting requirements shall be reviewed and
approved by a Reports Control Authority.
Each new or revised requirement for a recurring report
shall be reappraised within three months after submis-
sion of the first report.
Each reporting requirement initiated by an ABC Office
component and not exempted from the Program shall be
assigned a reports control symbol. Such a symbol will
identify a requirement and indicate to activities or
offices which are to prepare the report that the re-
quirement has been approved by appropriate authority.
A reporting requirement exempted from the Program shall
be so identified in the report directive. Reports
2
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control symbols shall be cited in report directives
and in reports submitted accordingly. Personnel re-
ceiving a report directive which does not cite a
reports control symbol or an exemption clause shall
refer the matter to their Reports Control Authority.
h. Periodic Review. Each requirement for a recurring report
which an ABC Office component has established, and each
similar requirement placed upon an ABC Office component,
shall be reappraised at least annually. The need for
required reports shall be fully justified. Prepared re-
ports shall be analyzed with a view to improving prepa-
ration procedures, and recommending to requiring offices
ways to reduce or simplify reporting.
4. DEFINI1IONS
a. Report. An account or statement of information in written
narrative, tabular, punch card, or graphic form, and trans-
mitted from one organizational element to another on a one
time or recurring basis.
b. Administrative or Management Report. As distinguished from
an operational or intelligence report, it is a report that
provides for administrative or management control over an
activity or operation.
c. Recurring Report. Either a periodic report
essentially the same type of information at
intervals (daily, weekly, monthly, etc.) or
report which is prepared on each occurrence
of certainprescribed characteristics.
which conveys
prescribed
a situation
of an event
d. Required Report (Incoming Report). A report which a com-
ponent requires from one or more other elements. The
report is an incoming report to the office which requires
it,
Prepared Report (Outgoing Report). A report which a com-
ponent prepares at the request of another element. The
report is an outgoing report from the office which prepares
it.
f. Reports Control Authority. An official responsible for
reviewing and approving ABC Office reporting requirements
and assigning reports control symbols thereto. Reports
control authority is assigned to:
(1) The ABC Office Area Records Officer who has jurisdiction
over:
(a) Reports required from, or submitted to, Agency
components outside the ABC Office.
3
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(b) Reports submitted from one ABC staff or division
to another.
(2) Division and Staff Chiefs D r their designees who have
jurisdiction over reports submitted solely within their
respective components.
b. Reoorts Control Symbol. A symbol of identification and
approyal assigned to a reporting requirement by a Reports
Control Authority. A reports control symbol is composed
of the organizational symbol of the component which requires
the report, the abbreviation "rep" for "report," and the
numericp1 designation of the reporting requirement.
Numerical designations are assigned in consecutive order as
reporting requirements are reviewed and approved by a
Reports Control Authority. Numerical designations for intra
division or staff reporting requirements are enclosed in
parentheses?e.g., MC/PD-Rep-(l). Designations for inter
division or staff reporting requirements, and those placed
upon Agency components outside the ABC Office, are not so
enclosed--e.g., ABC/PD-Rep-i.
RESPONSIBILITIES
a. The Chief, Administrative Staff, in collaboration with the
ABC Office Area Records Officer, shall:
(1) Direct and coordinate the overall Program by providing
staff guidance and all basic plans, policies, and
procedures.
(2) Review and approve reporting requirements under juris-
diction of the Area Records Officer, and, recommend ways
to eliminate, simplify), or otherwise improve reports.
Recommendations which cannot be resolved between the
Chief, Administrative Staff and chiefs of other com-
,ponents shall be referred to the Chief of ABC.
(3)
Conduct studies and reappraisals, maintain records,
publish lists of reporting requirements, and submit
reports in accordance with this Regulation and the
"ABC Office Reports Management Program Guide."
Maintain liaison with the Management Staff, ? Reports
and Correspondence Management Branch, for staff
guidance and participation in the Agency Reports
Management Program.
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b. Division and Staff Chiefs or their designees shall review
and approve reporting requirements under their jurisdiction,
conduct studies and reappraisals, and perform such other
Reports, Control Authority functions as necessary to meet the
requirements of this Regulation and the "ABC Office Reports
Management Program Guide."
6. PROCEDURES
a. Request for Approval of a New or Revised Reporting Requirement.
All new or revised reporting requirements originated within
the ABC Office shall be submitted to the appropriate Reports
Control Authority for approval prior to being established.
Originators shall submit the following material through chan-
nels:
(1) An original and one copy of Form No. 142 (Enclosure 2).
(2) An original and one copy (in draft form) of the proposed
report directive, including all forms, instructions, and
procedures proposed to be issued.
(3)
Any additional supporting material that will assist
approving officials with their review.
b. Transmitting Copies of Report Directives to Reports Control
Authorities. Immediately upon issuing a directive which
initiates, revises or rescinds a reporting requirement, the
originator shall forward a copy of the directive and all
supporting material to his Reports Control Authority.
Discontinuing Reporting Requirements. The. appropriate Reports
_Control Authority shall be notified immediately upon the dis-
continuance of a reporting requirement.
d. Requests for Reports Received from Components Outside the ABC
Office. All requests received directly from components out-
side the ABC Office shall be brought to the attention of the
Chief, Administrative Staff.
U. R. WRIGHT
Chief of ABC
Enclosures:
1. Types of Reports and Documents
Exempted from the ABC Office
Reports Management Program
2. Form No. 142, Request for Approval
of a New or Revised Reporting
Requirement
5
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TYPES ,OF REPORTS AND rocumTs EXEMPTED FIM THE
'ABC OFFICE REPORTS MANAGEMENT PROGRAM
1, Reports providing for the collection, production, and dis-
semination of intelligence.
2, Reports of inspection prepared by inspectors general.
3. Official reports of audit, survey, or investigation by
administrative bodies appointed for that purpose.
4. Formal reports of official proceedings of formally con-
stituted judicial or administrative bodies appointed for
that purpose.
S. Formal reports of findings, recommendations, or actions pre-
pared by special committees or boards appointed to inquire
into and report on a particular matter. However, recurring
reports initiated by such committees or boards to obtain
data required for their work are not exempt under this pro-
vision. ,
6. Comments and/or concurrences as part of routine clearance of
proposed actions, requisitions, or publications.
7. One-time recommendations, suggestions, or evaluations as to
plans, policies, or procedures, and official employee or
beneficial suggestions.
8. Replies to requests for suggested agenda for meetings.
9. Agency budget requirements:
a. The annual budget estimate or request for funds re-
quired by law. This exemption does not include
periodic collections of data used to develop or Sup-
plement budget estimates or fund requests.
b. Reports upon apportionment and allocation of appropriated
funds.
ENCIOSURE 1
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TYPES OF REPORTS AND DOCUMENTS EXEMPTED FROM ME
ABC OFFICE REPORTS MANAGEMENT PROGRAM (CONTINUED)
10. The following operating documents:
Affidavits
Agreements
Announcements
Applications or requests,
Authorizations
Bids
Bills
Bills of lading
Certifications
Claims
Contracts and initial
allied papers
Depositions
Guarantees
Identification
Leases
Liens
Oaths of office
Payrolls
Permits
Performance bonds
Receipts
Receiving-and-inspection forms
Requisitions
Sales slips
Shipping orders
Specifications
Statements of witnesses
This exemption covers only the actual operating documents them-
selves. Reports concerning progress in preparing, numbers proc-
essed, etc., are not exempt.
2
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APPROVAL OF A OR REVISED REPORTING REQUIREMENT
TO:
DATE REQUEST
SUBMITTED .
THROUGH: ,-: ,
0 TITLE OF'REPORT--
. CHECK WHICH
NEd
0 REVISED
3. IF REVISED., INDICATE NATURE OF REVISION
14. LIST ANY REPORTS TO BE SUPERSEDED BY THIS NEW OR
REVISED REPORTING REQUIREMEF
S. PROPOSED DURATION OF REPORT
0 INDEF DIM
0 TEMPORARY (Designate period.)
6. DIRECTIVES OR AUTHORITY (ORIGINATED BY YOUR ORGANIZATIONAL FLEMMIT) REQUIRING THE
SUBMISSION OF THIS REPORT
0 OTHER CURRENT DIRECTIVES, AUTHORITIES OR INSTRUCTIONS AFFECTING THE REPORT
8. 'REPORT FORMAT Form no.,
machine tabulation, Memo,
etc.)
90 REPORTING
FREQUENCY
10. DATE REPORT IS DUE IN YOUR
OFFICE
11. SUPPORTING MATERIAL REQUIRED TO BE SUBMITTED WITH THE REPORT
12, ACTIVITIES OR COMPONENTS REQUIRED TO
SUBMIT THIS REPORT
,
' ..
13. DISTRIBUTION OF REPORT
.
,ORIGINAL:
COPIES:
,
wnPm 9 T oc+ 61 el.
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14. DETAILED., NEED FOR AND USE OF THIS REPORT ,
. 1 Gq690i00
. .
. ?
'
?
,
15. PERSON TO CON- '
TACT REGARDING THIS
REPORT:
.? . : .?
. NA'A .
' *
BUILDING .
ROOM NO.
PHONE
REVIEW BY CHD,.I.S OF COMPONENTS
.
RECOMMENDATIONS: 0 '
S 0
. - -
. ?
?
SIGNATURE
TITLE.
DATE
RECOMENtiTIONS
?
? .
SIGNATURE
' TITLE ' .
DATE .
Et RETURNED, APPROVED
.0 RETURNED, DISAPPROVED
E COMMENTS ARE ATTACHED
SIGNATURE (Reviewing Official)
.
40/????dwe 'ale.,
DATE .
FORM 142 (Back)
h Declassified in Part - Sanitized Copy Approved for Release 2013/11/20: CIA-RDP78-00453A000100030003-7
Declassified in Part - Sanitized Copy Approved for Release 2013/11/20: CIA-RDP78-00453A000100030003-7
CONFIDENTIAL
_Declassified in Part - Sanitized Copy Approved for Release 2013/11/20: CIA-RDP78-00453A000100030003-7