REVIEW OF MACHINE RECORDS DIVISION REPORTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05551A000200030001-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 3
• Document Creation Date: November 11, 2016
• Document Release Date: December 10, 1998
• Sequence Number: 1
• Publication Date: August 12, 1957
• Content Type: MF

D/7/ .4-;n 0.-3
Approved For Relea 1999/09/01 !*'CIA-RDP78-05551 QQ00200030001-1 ` 1 ?_ , 0
M0RANDUM FOR: Deputy Director (Support)
i C': : Review of Machine Records Division Reports
i .kEEENC , : Memorandum of 13 May 1957 from Deputy
Director (Support), same subject
1. This memorandum is for information only and in reply to
your request of 18 May 1957. Particular reference is made to
paragraphs 2 through 10 and the attached Tabs A, B, C, and D.
2. The subject review was based on an inventory of Machine
Records Division recurring job assignments as of 17 April 1957
brought to date through 30 June 1957, This disclosed that, on an
annual basis, Machine Records work-load of recurring jobs totaled
"'0,253 tabulations and 38,424 copies or an average of 4.2 copies per
tabulation. These numbers have been reduced to 8,314 tabulations
and 28,561 copies, an average of 3,4 copies per tabulation. (See
operation, to provide duplicate punched cards on essential basic-
data to Vital Documents, and to furnish punched cards to various
Ia z components of Support and to FI, MRD was handling 521 punching oper-
() ta ations (jobs) requiring 2,070,120 punched cards, an average of
gym, 0 3,973 cards per job, each year. By eliminating three of these jobs
I and transferring another from a monthly to a quarterly basis, the
annual totals have been reduced to 465 jobs and 1,885,320 cards, an
average of 4,055 cards per job. (See Tab B)
4. Reductions were effected through the cooperation of all of
the major users, Personnel, Finance, Logistics, and MRD. Because
of recent relocation of the Payroll Branch, Fiscal Division,
adjacent to Machine Records, it has been possible to reduce the
number. of copies of all payroll tabulations by making the Payroll
Branch files available to MED for matters concerning machine
tabulation.
A detail listing of regular recurring reports as revised
on 30 June is appended as Tab C. This indicates the prime user of
each job and compares the total number of copies currently being
run with the number previously provided. Also appended as Tab D is
25X1A9a
a listing of jobs that have been eliminated.
orelease 1999/09/01: CIA-RDP5551 A00020b030001-1
 Approved For Relea 1999/09/01 : CIA-R_ UP7-8-06655 ; 00030001-1
6. As the result of this survey, two reports were eliminated
through consolidation. However, the overall problem of consolidating
reports is one requiring continuing review. Space limitations on
both the punch cards and the tabulating paper would probably require
dropping some information before a greater number of consolidations
may be effected.
7. Reductions in number of copies or cards indicated in Tabs
H and B will result in direct savings in paper stock, cards, and
file space. However, as you know, deletion of copies of a tabulation,
except where this results in the elimination of an extra run, will
have no effect on machine use or operator time. Likewise, the
recurring card operations comprise furnishing copies of material
necessary to the MRD files and involve the use of duplicator punch.
Decreases in these operations may cut down slightly on operator
time but have no material effect on machine use or continuing need
for the machines and operators.
8. In any machine tabulating system, work volume and machine
use can only be relieved through a major reduction in the number of
jobs. As shown in Tab A, this survey cut by 939 the number of tabu-
lating jobs run on an annual basis. In addition, recurring punch
card operations (Tab B) were reduced by 56 jobs per year. Based on
MU job analysis records, the tabulating and punch card jobs elimi-
nated or curtailed by this survey will save approximately 2,900
machine-hours and 3,450 man-hours per year. t ? ;1.r