STANDARD OPERATING PROCEDURES ON(Sanitized) ACTIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04360A000100020126-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: November 17, 2016
• Document Release Date: July 5, 2000
• Sequence Number: 126
• Publication Date: April 24, 1956
• Content Type: REGULATION

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INSTRUCTION NO.
LI 42-300-2
Attachment 2
LI 42-300-2
C ORK :;SPONDi ;CE
24 April 1956
STANDARD OPERATING PROCEDURE ON - ACTIONS 25X1A2g
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1. GENERAL
a. Extreme care must be exercised by all Office of Logistics personnel
concerned to insure that operational, policy, or command responsi-
bilities of the DD/P components and DDS technical offices are not
infringed upon in the implementation of the standard operating pro-
cedures set forth below.
b. As a general policy, all outgoing communications will initially
be coordinated prior to release wi e DD/P component and DD/S
technical office concerned. Such coordination will be discontinued
on specific types of actions only as a result of mutual agreement with
the DD/P or technical component concerned.
c. As a general rule, any communications regarding technical materiel,
supplies, or equipment (i,e., TSS, Communications, Medical, or
Security) will cart the appropriate indicator for that technical
activity and not~
2. ADP_TPISTR:U1TIDTt' ST r ''OCFDUR~S
a. All incoming communications bearing the indicator will be 25X1A2g
processed initially through the Office of Logistics Registry for
assignment of internal action responsibility. All outgoing 25X1A2g
communications will be processed through the Office of Logistics
Registry prior to transmittal to any component (internal or external)
for coordination or, in the case of telephonic coordination, prior to
release by the Office of Logistics. Office of Logistics Registry
will be notified immediately of all transfers of action on 25X1A2g
communications.
b. The Office of Logistics Registry will record and control such com-
munications in accordance with the following:
(1)
Incoming Dispatches will be handled in accordance with the pro-
cedure outlined in LI 110-2-1 (Preparation and Processing of
Dispatches). For ready identification, the Control Ticket
(Form No. 35-1) will bear the Indicator
subject. The five-da= suspense established paragra h 3the
of LI 110-2 1 fm- .- , ,
.c.
~^~^ii~i~ii
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INSTRUCTION NO.
LI 42-300-2
LI 42-300-2
CORRESPONDENCE
24 April 1956
(2) Incoming Cables will be processed in accordance with LI 90-400-1
(Routing and Follow-Up of Cables). As stated in paragraph 6 of
LI 90-400-1, a suspense follow-up will be maintained to insure
reply within three working days,
(3) Outgoing Dispatches will be accompanied by Control Tickets
(Form No. 35-1) prepared in accordance with LI 110-2-1
(Preparation and Processing of Dispatches). The exceptions re-
ferred to in paragraph 3.b. of LI 110-2-1 do not apply to -
material. Three copies will be prepared for the appropriate
Area Division. A copy need not be prepared for the Director of
Logistics as Releasing Officer, unless the Director of Logistics
or the Deputy Director of Logistics is also the signing official,
in which case normal correspondence procedure as to copies will
apply. The originating component will, however, maintain
suspense copies, pending receipt of file copies after actual
pouching.
(4) Outgoing Cables will be accompanied by Control Tickets (Form No.
35-1) prepared in accordance with LI 43-200-2 (Correspondence
Control Procedure). The Office of Logistics Registry will assign
a control number (Example: LC 6-0000) which will be used as a
means of controlling and identifying outgoing cables pend-
ing receipt of confirmation copies. The control number will
appear in space number 4 of the Control Ticket and in the upper
right corner of the cable. One of the two pink suspense tissues
will be retained by the originating component and the other by
the Logistics Registry pending receipt of the confirmation copies.
c. Cables and dispatches showing typed indication of telephonic or
blanket coordination with external components will bear the initials
of the Logistics employee performing such telephonic coordination, or
attesting to the validity of the blanket coordination.
3. SUPPLY DIVISION PROCEDURES
a. Requisition type cables and dispatches concerning administrative,
maintenance, and general spare-part type items and miscellaneous
supplies:
25X1A2g (1) Such - cables and dispatches will be forwarded directly to
the Chief, Depot Stock Control Section, Supply Operations Branch
for appropriate action.
2
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INSTRUCTION NO.
LI 42-300-2
LI 42-300-2
CORRESPONDi CE
24 April 1956
(2) Depot Stock Control Section will effect a thorough screening of
the cables and dispatches to determine that the action required
is of a routine rather than operational nature.
(3) In each instance, telephonic contact will be made with the
Logistics Officer of the DD/P element concerned to apprise him
of the action to be taken.
(4) Preparation of the requisitions (if not submitted by field
activities under cover of dispatch) will be effected by Depot
Stock Control Section in coordination with the Logistics Off cer
of the DD/P element concerned. Requisitions will be prepared in
accordance with Preparation and Submission of
Requisitions).
(5) In the event items requisitioned are major end items of a tech-
nical nature requiring approval by one of the technical offices,
coordination with the technical office will be made by Depot
Stock Control Section upon concurrence by the Logistics Officer
of the DD/P element concerned. Necessary transfers of action
will be made to technical offices by telephonic coordination
with Logistics representatives of the DD/P element and/or tech-
nical offices involved.
(6) In those instances where the approvals of the case and/or
country desk officers are required, coordination therefor will
be made by the Logistics Officer of the DD/P element concerned.
Such approvals must be obtained prior to the oreparaticn of
requisitions.
(7) Allotment Charge numbers assigned to requisitions must be
verified by the Logistics and/or Budget Officers of the DD/P
element concerned. Requisition numbers assigned will be
obtained in sequence from the Logistics Officer of the DD/P
element concerned up to and including 30 June 1956. Beginning
1 July 1956 Depot Stock Control Section will establish re-
quisition registers for all area field activities and will assign
requisition numbers in accordance with the provisions of
(Preparation and Submission of Requisitions) for those field requests
received without assigned numbers.
(8) Funds and Property Authorization certifications will be obtained
from the appropriate Budget Officer of the DD/P element concerned
by telephonic contact prior to processing requisitions. Upon
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L T
INSTRUCTION NO.
LI 42-300-2
Attachment 2
LI 42-300-2
C ORRESpONDE.NCE
24 April 1956
requ'sting such certifications the Depot Stock Control Section
will furnish the Requisition and Voucher Numbers, total line
items involved and an estimated total dollar value. In addition,
for those stations operating under
Accounting Procedures for Property Depot Stock Control (Financial Section
will indicate whether or not the requisitions will be processed
on an "In Transit" or "Not In Transit" basis.
(9) Requisitions received from field activities utilizing Operational
Stock Accounts and operating under (Financial
Accounting Procedures for Property) will not require either the
Fund or Property Authorization certifications as the authenti-
cated requisitions are prima facie evidence that funds are avail-
able to the requisitioning installations.
b. Transmittal of Supply documentation:
(1) Through 30 June 1956, documents will be forwarded to the
Logistics representative of the DD/P element and technical offices
concerned for transmittal to the field as heretofore. 'affective
1 July 1956, Document Processing Lrit, 17-Dot Stock Control Section
will forward all supply documentation to field activities. such
action will include necessary sterilization of documents and
preparation of applicable correspondence.
c. Routine Supply correspondence actions:
(1) In response to requests from field activities and.. to promulgate
supply bulletins, the Storage Operations Franch will furnish
technical information and instructio_s on matters pertaining to
materiel handling equipment, surveillance of stocks, packing and
crating specifications, preservation, and storage facilities.
(2) The Identification and Cataloging Branch will furnish information
and instructions on all matters involving the ~rency Stock
Catalogs and/or other cataloging systems.
(3) Dispatches and cables relative to materiel identification, status
of requisitions, availability of stocks, accountability listings
and other matters concerning property accounting procedures will
be initiated by the Depot Stock Control Section.
(4) Information and instructions relative to the administrative
aspects of property disposals for accountable and detached
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INSTRUCTION NO.
LI 42-300-2
LI 42-300-2
CORRESPONDENCE
24 April 1956
stations will be furnished by Stock Management Section and
Inventory, Disposal and Special Accounts Section, respectively.
In those cases where shipment of excess property to the ZI is
required, the Stock Management Section will effect necessary
coordination with the Transportation Division and the PD/P
element concerned and forward. shipping instructions to the
field activities involved.
(5) Correspondence concerning acquisitions and disposals of non-QP
vehicles within approved TVA's will he handled by the Vehicle
Section with full coordination with Logistics representatives
of the DD/P elements concerned as heretofore.
(6) Instructions pertaining to accountability for and disposal
(where applicable) of items listed as over, short, or damaged
in shipments will be initiated by the Depot Stock Control Section
except in those cases involving the sphere of responsibilities of
the Transportation Division discussed in paragraph 3.c. below.
Proper adjustments to stock record accounts and remedial action
to replace items lost or damaged will also be handled by this
Section. In all sucY cases coordination with the DD/P element
concerned will be effected.
d. Routine Supply Reports (and related correspondence) required by Agency
regulatory and procedural issuances:
(1)
Preparation of necessary reporting formats and related corre-
spondence for periodic Stock Status, Inventory, Property In Use,
Excess, Disposal and Adjustment'Reports affecting accountable
stations operating under Field Supply Procedures),
where applicable, will be the responsibility of the Stock
Management Section. All cables and dispatches regarding
such matters will be forwarded to this Section for appropriate
action. Concurrence of the Logistics Officer of the DD/P element
concerned will be obtained where required.
(2) Preparation of the Consolidated Memorandum Receipt listing and
all related correspondence relative to the acquisition or disposal
of property and the adjustments to Property In Use records for
those detached stations operating under Detached Station Supply
Procedures will be the responsibility of the Inventory, Disposal,
and Special Accounts Section. Incoming cables and dispatches
relative thereto will be forwarded to this Section for appropos
action.
masimamikdWin
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25X1A2g
INSTRUCTION NO.
LI 42-300-2
Attachment 2
L?I 42-300-2
CORRESPONDENCE
24 April 1956
4. TRANSPORTATION DIVISION PROCEDURES
a. Routine notification on ETD, ETA, and Status of Shipments on Government-
owned Supplies and Equipment (including official vehicles):
(1) In the case of outgoing shipments, the Cargo Branch will prepare
a cable or dispatch, whichever is appropriate, furnishing
the receiving field Station or Base the required information.
Telephonic or other appropriate coordination will be effected by
the Cargo Branch with the Logistics representative of the DD/P
element and/or technical office concerned.
(2) In the case of incoming shipments, - cables or dispatches
from the field will be forwarded directly to the Cargo Branch for
appropriate action. The Cargo Branch will effect a thorough
screening of the cable or dispatch to determine that the action
required is of a routine and technical nature rather than oper-
ational. The Cargo Branch will take the necessary action and
make arrangements for the receipt and disposition of such ship-
ments with appropriate notification to the field if required.
Telephonic or other appropriate coordination will be effected
with the Supply Division, as well as the Logistics representative
of the DD/P element and/or technical office concerned prior to
finalizing such arrangements or communicating with the field
activity concerned on such arrangements.
(3) Those cases involving a request from the field for in-
dicators and instructions on the return shipment of supplies and
equipment to the continental U. S. will be handled by the Cargo
Branch in the same manner as described in the preceding sub-
paragraph.
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b. Routine notification on D, ETA, and Status of Shipments of House-
hold Goods and Personal Effects (to include unaccompanied baggage,
QP vehicles, and personally-owned vehicles):
(1) In the case of outgoing shipments, the Passenger Movement Branch
will follow the same procedure as outlined in paragraph 4.a.(l)
above for Government-owned supplies and equipment.
(2) In the case of incoming shipments, the Passenger Movement Branch
will follow the same procedure as outlined in paragraph 4.a.(2) above
for Government-owned supplies and equipment.
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Attachment 2
INSTRUCTION NO.
LI 42-300-2
LI 42-300-2
CORRESPOND-11
24 April 1956
c. Damage or Lost Shipments Attributable to Transportation:
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In those cases involving damage or loss of a shipment incident to or
attributable to the transportation of such shipment, action on
cables or dispatches will be routed to the Cargo Branch. Subsequent
actions and/or communications pertaining thereto will be developed on a
coordinate basis with the Supply Division and with the Logistics repre-
sentative of the DD/P element and/or technical office concerned.
5. REAL ESTATE AND CONSTRUCTION DIVISION PROCEDURES
a. Technical information and instructions on construction, architectural,
and/or engineering matters:
25X1A2g (1) Incoming cables or dispatches concerning this subject (to
1 d
inc e transrussion or technic
l d
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a
rawings, plans, specifications)
etc., on construction and major maintenance projects; requests
for technical construction, architectural, and/or engineering in-
formation, advice or assistance on matters regarding real property;
and correspondence on technical requirements for construction
facilities) will be forwarded to the appropriate branch of the
Real Estate and Construction Division for action. The branch
concerned will effect a thorough screening of the cable or
dispatch to determine that action, if required, is of a routine
technical nature prior to initiating a response. In each in-
stance where a response to the field activity is necessary, tclc-
phonic or other appropriate coordination will be effected with the
Logistics representative of the PD/P element and/or technical
office concerned.
(2) In the case of cables or dispatches initiated by the com-
ponents of the Real Estate and Construction Division on such
matters, telephonic or other appropriate coordination will be
effected with the Logistics representative of the DD/P element
and/or technical office concerned.
b. Construction progress or status reports (and related correspondence):
Incoming and outgoing cables or dispatches will be handled by the
appropriate branch of the Real Estate and Construction Division in the
same manner as outlined in paragraphs 5.a.(1) and (2) above
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LI 42-300-2
INSTRUCTION NO. CORRESPONDENCE
LI 42-300-2 24 April 1956
c. Correspondence and data submitted on foreign real property reports:
Incoming and outgoing - cables and dispatches will be handled by the
appropriate branch of the Real Estate and Construction Division in the
same manner as outlined in paragraphs 5.a.(l) and (2) above.
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