REPORT OF ACCOMPLISHMENTS DURING FISCAL YEAR 1953 AND OBJECTIVES FOR FISCAL YEAR 1954

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04718A000700150036-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 10
• Document Creation Date: December 12, 2016
• Document Release Date: April 22, 2002
• Sequence Number: 36
• Publication Date: August 7, 1953
• Content Type: MF

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Date: 3 0 NOV ..19Z8-
r;DUL,1 Fua: Deputy Director (Administration)
7 Agst 1953
SUBJ&CT t Report of Accomplishments During Fiscal Year 1)53 and
Objectives for Fiscal Year 1954
In accordance with your request at the Deputy Director (Administra-
tion) Staff Meeting on 18 May 1953, I am forwarding herewith a report
of the accomplishments during the Fiscal Year 1953 and objectives for
Fiscal Year 1954.
1. A4mialolfrative
a. Table cif OrganisaMon
A Tobi. of Organisation for the General Services Office total-
ing 'positions was approved 10 November 1953 with a total on-
duty personnel ceiling of Since that date approximately five
revisions have been inade including the addition of th Printing
Advisory Staff, the Forms Control Program, and the transfers of
the II, DD/P reproduction and UCI messenger functions, resulting
in a current total Table of Organization of 1---14th a total 25X9A2
personnel on-duty ceiling of momm The Table of Organization of
positions for Fiscal Tear 1954 is still under consideration
in view of the fact that Congressional action has not been completed.
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b. Fereppnel
Ate of 1 July 1952, the General Services Office had a total of
In?lpersonnel on duty, including: the Real Estate and Construction
and Transportation Diviaions, and 1111excluding- these activities. 25X9A2
There wereI-1 personnel on duty in the General 3ervices Office
on 30 June 1953. This represents a net increase of 86 emplofees
entering on duty during the F scal Year, and, as of 1 July 1)53,
121 were in process, against canctos. 25X9A2
e. gprar Seri/Ace Ac4vAy
(1) The Career Service Board of
Office of General Services Regulation
1952, later superseded and revised as
General Services Office Regulation No. I
1953,
organized b.
ted 11 Aa4ust 25X1
r organization by
rated 15 April 25X1
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(2) During the Fiscal Year 1953, this noard held a totel of
seven (7) asetinzs, Tentative career designations were assigned
to the majority of General Services Office employees; and, on the
balance, negotiations were initiated with other Office Career
Service Boards to ascertain -*ether or not the boards conceeeed
concurred in the aseigneent of designations requeeted by tne em-
ployees involved,
(3) Tweetyeone (21) employees of General Oervicee Office
received commendetion letters from the Director el Central
Intelligence as a result of having served in CIA or its predecessor
agencies or in other goverment activities engaeed in the field of
U. 3* Intelligence for an aggregate of ten (10) years or more.
(4) Three (3) employees of the General Services Office were
preeented cash awards and certificates as a result of submission
of employee suggestions under the Incentive Awards Program.
d. TrApila Actj_viiplr
(1) Various training programs already in practice in General
Services Office were continued and expanded. In addition, Ceneral
Services Office conducted a Records Management Training Course
during the period 14 April through 11 May 1953 for Area Records
Officers, Records enalyets, and Administrative Officers of the
Agency. Six (6) experts in the field of Records Management from
outside the Agency participated in presenting lectures and leading
discus:9104s during the course. Further training courses are
planned for Fiscal Year 1954 and continuous trainine material and
bulletins are being issued at regular intervals to further the
development and training of employees in this field. Special
overlies are being planned in selected phases of the program, such
as correspondence, administrative reports and forms control, and
the Agency file manual.
(2) 4 recapitulation of General Services Office employees
engaged in training at CIA expense or on CIA time during the year
is as follows;
Age-d-15212412A
Nominations to Defense Colleges 2
American University (Ninth Annual Insti-
tute in ?reservation and Administration
of Archives) 2:
Attendance at GS0 Records Management
Training Course 26
Attendance at CIA Presentation Programs 17
Attendance at CIA Orientation Courses 47
Beading Improvement Courses 5
Clerical Refreeher Courses 7
Filing Course , 1
Basic Intelligence Course Support) 2
ii!orItattegir
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Attendance at Courses given by Interna-
tional Business Machine Corporation,
Andicott, New York
Attendance at Courses given by Interna-
tional Business Machine Corporation,
Washington, D. C.
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e. IM4Ot aTIVFinanT,
The budget estimates for Fiscal Year 1953, excluding those
which were transferred to the Logistics Office, totaled
and actual expenditures totaled I I Budgetait5X1MA
or Fiscal fear 1954 totaledI I 25X1A1A
A full-time Security Officer has been added to the Staf2 of
the Office of the Chief, General Services, and major accomplish-
ments in the improvement of security generally have resulted.
This is particularly true Of the Printing and Reproduction iant
in wherein a number of physical security improvements
and others as well have been made.
2. CIpmendatiops
During the Fiscal Year 1953, activities of the General Services
Office received an exact total of 50 written commondations from ea47
every office of the Agency.
3. Allimarv of AccompliAmentt
a. Mating Advialry_Staff
This Staff was established on 24 February 1953. From that
date to the end of the Fiscal Year they surveyed a total of fif-
teen (15) publications, fourteen (14) of which originated in
resulting in substantial improvements in efficiency of
handling printine and reproduction, and also resulting in a
minimum saving of $59,000, annually.
. ;Wage. Maintenance and Facilitp
During Fiscal Year 1953, General Services Office procured
157,6,1 square feet of office space (four (4) buildings) and
270,045 square feet of warehouse apace (two (2) buildings)
totaling 427,676 square feet. Through the release of buildings,
we have now obtained the objective of maximum concentration in
the West Potomac Park area. The total space of the Agency, when
air-conditioning equipment was installed in most of ,.:1A
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building, at a cost of 4724,685. Maintenance of the buildines was
considerably ix proved and alterations cost CIA $993,441. Arrange-
ments were made elth the Telephone Company for the addition of 400
telephone lines, One hundred twenty-four (124) additional parking
spaces were acqnired for Agency use. The cafeterias in "V and
191H Buildings were expanded and steps were taken to improve zervice.
C,
*. 1
ed to the Logistics Office on 20 August 1952.'
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4 to the Logistics Office on 11 August 1952.)
The Transportation Division eade eubstantial accorplishzxxts,
but was greatly retarded due tc the lack of personnel to perform
adequate service. The growth of this Division was not in proportion
to the growth in the volume of work resulting from the planning
of Deb activitiee and the procurement and Shipront of suppliee
by the Logistics Office. Personnel authorisations had been re-
quested an several occasions but had not been granted. For details
regarding the status of the Transportation Division, see attached
meeorandum (Appendix 8) dated 8 August 1952 to the Chief, Procure-
ment and Supply (now Logistics) as to plans regarding this act:Lvity.
Shortly after the transfer of this activity to the Logistics Office,
the number of persoenel authorised was increased from 25X9A2
I.
4.111Uzlaapd'.ReDr044qPIR PiY,1-49A
(1) The Printing and Reproduction Division printed - and
reproduced a total of 1100109,924 impressions- of which- approximate-
1y 2,000,0e0 Were in support of the Political and Psychological
Warts?* Program (sae Appendix C). At the request of the Assistant
Director, eCT, a special reproduction activity was transferred from
OCI to the General Servicet Office in order to provide more techni-
cal supervision. Since thy date of transfer, commendations- have
been received from the Assistant Director, OCT, on its operation.
Also during this period, he reproduction activity of the Foreign
Intelligence Staff, MVP was transferred to the General Services Office'
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with substantial backlogs. The transfer was effected at the request
of the Chief of Administration, Die/P0 in order to provide more
technical supervision and improve production. The reproduotion and
dissemination of FI reports are now kept current on a daily basis.
(2) A production and control system was instilled in the
'plant involving production standards for individual
employees, in order to guarantee maximum utilization of personnel
and efficiency of production. This Division has received numerous
commendations during the Fiscal Year 1953.
f. asoorpisAppvices Divklion
(1) Re9ords Center - The small Records Center now operated
by this activity ha e in its custody 3,200 cubic feet of records
equivalent to 400 filing cabinets and representing a saving of
$94,000. Approximately 1,600 feet of records have been received
during the past risoal Isar. No hundred (200) cubic feet of
records were destroyed. This activity serviced 1,500 reference
requests for 8,900 record items. A recommendation was made on
29 December 3.952 for the construction of a Records Center at the
The original proposal was not considered
in the interest of economy, but now we understand that it will be
considered, as the construction of the Center will represent a
gross saving of over 0.000,000, whereas the cost will be approxi
Lately $411,000.
(2) Peeer4e,Hangteferit TripinejtoAram - The Records Manage-
ment Training Program consisting of 16 lecture hours was offered
to Agency personnel and was attended by an average of 79 employees
whose responsibilities involve records management.
(3) Reogrgk ranaSeme* -
(a) The responsibility for correspondence management
and forms management was transferred from the Office of the
Comptroller to the General Services Office. It is planned to
increase these programs in their scope, and special manuals
on these subjects are now in the process of being written for
Away personnel.
(b) A standard filing system for the Agency has been
developed and a manual will be published shortly covering
this subject. Action was taken to standardize all filing
equipment and supplies. Notices regarding this standardiza-
tion are about to be published.
(c) Records surveys were conducted in the Logistics,
Comptroller, and General Services Offices, the Records Integra-
tion Staff of FI, and the Western Hemisphere Division, DL/P.
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accomplishments in establtshing the records of
es accordinz to the Aziancy filing systex, providing
schedules for current and future record material, and
many other accomplishmente in the field of efficiency, ?fore
achieved. In the caski of the DD/F area, recommendation; were
made which are estimated to effect a saving of 143 posiloas at
an annual astimeted cost of 029,000. This survey included
mar other recommendations which, if adopted, will resuLt in
SubStantial improvement in efficiency of handling MP v,F,,eords.
(d) Area Records Officers have been appointed by 4,;ach of
the principal offices of CIA and these individual have been
rained in the field of records management.
(e) In connection with vital niateriai.s,
documents has been increased by approximately
every office in the Agency is now participati2
saterials program. Deposits to date total mor
documents.
number of
000,i:00 and
in the vital
than 8,000 000
(f) In connection with Mail Control, as the restlt of
studies or volume and distribution of mail, a number of
iiJpZ'ov;ants in sohedUles have been achieved. New mail
trucks have been procured in which sorting of mail is accom
plished in transit, saving considerable time in sorting and
distribution of mail.
(a) The foi1owinz items were accoiplished by this Jranch
with the savings as ted:
ta
Installation of mechanical
bursting machine
tablishment of coded file
for qemlifications of
applicants
rstablishment of coded file
for qualifications of
CIA employees
Transfer of responsibility for
daily obligation and expense
vouchers from Finance Division
resulting in equipment and
personnel savings
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f 7,500
7,500
4,075
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Reduced rental of tabulating
equipment 13,754
Development of machine type
form for attendance report
and payroll change slip 13,000
Application of stock control
accounting to machine
reeords - savings are
unknown, but are estimated at 15,000
Cotversion of vouchered pay-
roll from manual to mechani-
cal methods
.01.0.1.010#00101?10
$98,02e
(b) This Branch developed electric accounting machine
raqutrernenta and procedures for the installation of an Lie,
unit on and recruited and trained :MA (6) operators
and supervisors for that project.
(c) The Branch converted vouchered
to mechanical methods.
ro
(d) Additional personnel reports hare been initiated as
a new monthly strength report; an Agency gains and
port; a monthly employee promotion study; studies on
rade distribution; and ea/1y other special types of
el reports.
For the Logistics Office, stock control and account-
ing records include stock control, stock on hand, stock due in,
stock due out, stock in transit, stock received, stock issued,
inventory adjustments, and preparation of the Agency supply
catalog.
(f) For the Office of the Comptroller, the machine
technique bee been applied to vouchered payroll and to allot-
ment and project accounting on unvouchered funds. Also,
periodic reports were prepared of a number of different tepee
for special purposes.
(g) During the year, several operational projects were
ompleted and others were planned for the future, including
he I the application of the
ue to a mechanical listine of I 25X1C4E
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3,
Ol1otis
a, PrittiAa Aqvisqrv Staff
(I) To continue the review of the AgeflOyS publications
(balance of approximately 30) and the large volume of reproduc
tion work for the purpose of effecting economies and efficiencies
wherever possible. Bowyer, it is expected that the review of
existing Agency publications will be nearly completed by 1 July
1954.
b.
ce d
Asenming that the space requireme
mental activities are substantially filled,the efforts of this
Division will he primarily spent in
( ) rovidin.? adequate maintenance of the
10404,407 square feet of space now used by de
the Agency for depart
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and
.ental activities.
') Making periodic surveys of space utilization for the
purpose of determining space inequities wherever they may exi
(3) Attempting to effect building coneolidatiens Wherever it
may be feasible through arrangements. with General Serviolt Admini-
stration.
(4) In the event that poesibilittea of a new buildi
eminent, to work with General Services Administration on
planning and construction of such a building.
(5) Surveying the use of telephone facilities to effect
econoiiiie wherever possible.
become
O.
activity of this Division will bo de ed to:
internal time and motion studies of an informal nature
ort to improve efficiency of production.
(2) Aevisinz the production control system and revision of
production standards, at required, for the purpose of improving
over-all efficiency and improving per capita produotion of the
plant.
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(3) The installation of an inexpensive type cost accounting
system in cooperation with the Comptroller.
(4) Cooperating with the Printing Advisory Staff in the improve-
ment of methods and procedures for printing, reproducing and process-
ing of Agency publications and other material.
(5) Expansioa of the reproduction unit operated for the con-
venience of DD/P activities for the purpose of providing more "on-
the-spot' reproduction.
4. 4E005 jgai
The program of Records Services will include:
(1) The construction of a aecords Center (now proposed) at
the I lat a cost of approximately 4411,000
and the establiehment of fast and efficient reference service
from this Center for departmental activities.
(2)
(3)
(4)
Manual.
The publication of an Agency Forms Management Manual.
The publication of a Correspondence Management Manual.
The publication of an Administrative Reports tianageient
(5) Improvement of the vital materials program involvinf,
reduction of microfilmed documents and increase in the numbzr of
original documents, and the removal of vital materials now in
the repository which are no longer vital.
(6) Further standardization of filing equipment and supplies
in the Agency.
(7) Improvement in the Agency Filing Manual as required.
(8) Reeords surveys of operating activities not yet surveyed,
particularly in the DIVI area. The follow-through of records
disposition where programs have already been established.
(9) The offering of special records management training
programs in: (a) vital meteriale, (b) forms control, (c) correspond-
ence control, (d) administrative reports control, and (e) records
surveys.
(10) The offering of an over-all records management training
program for Agency personnel in all phases of records management
similar to that which was offered and completed during the months
of April and May, 1953. It is presently planned that this program
will bo offered approximately in February, 1954.
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(11) The application of machine techniques to substitute for
manual methods- now ia use in maintaining essential records in
various administrative and operating offices. There are at g
rese
four (4) rat-4 projects ,)eing discussed in the Fl, Communications
and FM- attivitlee ,Alieh will undoubtedly be completed during the
next few months. The records survey of U. indicates that there
are many possible applications of machine techniques to DD/P
records, particularly those of TI. These will be investigated in.
cooperation. with DD/P personnel to determine the applicabilit
of the maOhine technique. Also, considerable effort will be
expended in leveling out reporting dates for data now maintained
by Machine "Records for the purpoee of reducing or, if possible
eliminating overtime.
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Chief GereraJ. Services Office-
Attachments
Appendix
Appendix B
Appendix
ini,,m,tion
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