STAFFING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-07181R000200030016-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 9, 2016
• Document Release Date: August 29, 2000
• Sequence Number: 16
• Publication Date: February 6, 1970
• Content Type: MFR

Approved For Release 2001/08/07 : CIA-RDP78-07181 R000200030016-7
6 February 1970
SUBJECT: Staffing
On Jan. 29, 1970 a meeting was held concerning the
responsibilities of the Position Control Section/OP in
maintaining (1) current Tables of organization for the offices
25X1A of the Agency, and (2) a Service Record Card for each employee.
In attendance were Position Control Section/OP;
25X1A representing SIPS/OCS. The following
is a synopsis of the points covered in the meeting.
1) Tables of Organization
Position Control Section maintains Kardex files which
show the authorized positions within the Agency in the same
sequence as the Agency Tables of Organization. These files
are composed of divider strips indicating the organizational
designations which have been established and Position Identification
strips indicating the positions within each organizational level.
Each Position Identification strip contains pertinent position
information (i.e. position title, position number, office code,
occupation code, grade). Each employee's Service Record Card
is then filed in the position that he is currently occupying.
The Service Record Card is a history of the employee's service
with the Agency. In addition to basic employee information, the
Service Record Card contains a record of all personnel actions
concerning the employee.
2) Changes to Kardex files
Changes are made to the Kardex file upon the receipt of
either a 'Staffing Complement Authorization Change' (Form 261)
or a 'Notification of Personnel Action.' These changes are made
after Position Control Section has determined that none of its
controls have been violated.
Approved For Release 2001/08/07 : CIA-RDP78-07181 R000200030016-7
 Approved For Release 2001/08/07 : CIA-RDP78-07181 R000200030016-7
3) Controls used by Position Control Section
Position Control Section has established a set of
controls concerning the changing of the Kardex files. The
following is a brief description of these controls.
a) If the personnel change affects the incumbency
of a position, the Current Authorization of the position
is checked. If the Current Authorization is flexible,
the change is processed without regard to the incumbency
of the position. If the Current Authorization is fixed
and the change would exceed the authorization, the
component involved in the change is contacted. If the
component states that a person currently occupying the
position is to be reassigned, the change is made to
the Kardex file and notation made on the form causing
the change. If, however, the component states that no
reassignments are anticipated, the change is deferred
until approval is obtained from the Placement Officer.
b) If the grade of the incumbent exceeds that of
the position he is occupying, the incumbent is placed
on Personnel Rank Assignment. This is done only after
the Placement officer has approved the action. PMCD
is notified accordingly.
c) If the grade of the incumbent is more than two
(2) grades lower than the grade of the position he is
to occupy, approval must be obtained from the Placement
Officer prior to the assignment of the incumbent to that
position.
d) When an assignment is made to a position
possessing slashed grades, the position is flagged
and PMCD is contacted for approval.
e) If the Service Designation of the incumbent is
not the same as the Service Designation of the position
he is to occupy, approval must be obtained from the
Head of the Career Service prior to the assignment of
the incumbent to the position.
f) Assignments to 'SG' positions must first be
approved by the Director of the Office of Personnel.
Approved For Release 2001/08/07 : CIA-RDP78-07181 R000200030016-7
 Approved For Release 2001/08/07 : CIA-RDP78-07181 R000200030016-7
g) If a position is downgraded, the grades of the
incumbents occupying the position are checked to see if
they exceed the grade of the position. If so, the
component involved is informed of the discrepancies.
These individuals must then be re-assigned or placed
on Personnel Rank Assignment.
h) Assignments to '00' positions must first be
approved by the Placement Officer.
4) Other Card Files
Position Control Section maintains two (2) other card
files in addition to the Kardex file. The first, in book form,
contains the Service Record Cards for Consultants and WAE's.
These Service Record Cards are not maintained in the Kardex
files since these employees do not occupy slotted positions but
are maintained since Notification of Personnel Action forms are
produced for these employees. The second card file consists
of the Service Record Cards for those employees who have been
reassigned due to the administration of the
programs. The file is in sequence by overseas station and each
Service Record Card flagged with a strip showing his new assignment.
Systems Analyst/HRS
Approved For Release 2001/08/07 : CIA-RDP78-07181 R000200030016-7
 UNCLASAed ForII--II ANTE
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SUBJECT: (Optional)
ROUTING AND RECORD SHEET
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OFFICER'S
INITIALS
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FORM 61 O USE PREVIOUS ` SECRET ^ CONFIDENTIAL ^ INTERNAL UNCLASSIFIED
FOR EDITIONS USE ONLY ^