Standardization of the Use of Organizational Titles within the Agency

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00317A000100060005-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: November 11, 2016
• Document Release Date: August 10, 1998
• Sequence Number: 5
• Publication Date: July 24, 1973
• Content Type: MF

Approvpq 591 9 se_1999/09/01 : CIA-RDP79-00317A000100060005-9
?. M40RAUDiJMS FOR: Director of Personnel
SUBJECT : Standardization of the Use of Organizational
Titles within the Agency
1. The basic principle underlying position classificat on
is that of equity. Proper application of the class:if icatien
system will also result in the orderly grouping of positions
according to type, lmo-tiled es and skills required, and grade
level. Thies grouping is essential for recruitment, placetecn.,
and similar administrative purposes. A related advantagc ; hich
the classification system offers is that of the uniform titling
practice which calls for the development of standard position
titles to form an understandable -and uniform terminology. 1
believe that this practice of uniform titling of positions
should now be extended to the titling of the various organizational
elenents within the Agency, a step which is P.robabl;y long cver:?h:e.
2. At present, there are no formal guidelines available w?ri;en
organizational titles are established. This lack of information
has lead to inconsistencies in the use of organizational titles and
has contributed to misunderstandings of what an organizational title
should provide, i.e., a descriptive identification of the organiza-
tional unit and a clear indication of the rank or echelon of the
unit. The lack of consistency in titling of organizational units
within the Agency, and the resultant confusion, is evidenced. by the
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fol1mri.ng review relating to ntutbers of positions, organizational
echelons,'and oreani~ational titles:
25X9A2
c. Title DDI DD? ?,5 DDO DDS&T
Office
Group
Division
Branch
Staff
As can be seen from the above, there is no relationship
between organizational titles and size of organizations
between directorates as well as within the directorates.
a. Ranee in Nii b?crs of Po !tion:s by
Or. gani zational ';? eme:it by Di rcc toratc
b. ?Organizationai . Titlesand Echelons
by Directorate
1st
Off ice
Office
Division
Office
2nd
Group/Staff Div.
Deputy/Staff
Group/Staff
Staff
Division
Branch
Division
3rd
Branch
Division
Branch
Branch
Branch
Section
4th
Section
Branch-
Section Unit
Section
Section
5th
Unit
Unit
---?----
Unit
As indicated above, there nre significant variations between
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Ech-~lon
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confuse the picture, in some offices or divisions the title cf
Group is being used to identify the first echelon and branch
to identify the second echelons in a portion of the office.
For the remainder of the office, the title of branch is being
used for the first echelon and section for the third.
3. Accordingly, I recommend, that formal guides on the
application of.-organizational titles be issued to provide a
framework for uniform titling and standard terminol.oi based on
the follurang definitions and rationale.
q.. OFF ICI; : The first sub-division of a direct-o.-ate
consisting of two or more operating divisions and support
elements. Normally an office should have a minimum of
200 or more positions.
b. DIVISION: The first sub-division of an office
and consisting of two or more branches with a minimum of
50 Posit ions
c. BRANCH: The second sub-division of an office and
consisting of 15 or more positions. Branches may be broken
out into sections when the number of positions are sufficientLl y
large to require subordinate supervisors.
d. SECTION: The third sub-division of an office and
consisting of five or more positions. Sections will only he
established when there is a need to identify unique functions
of sufficient size to require a separate superrvisor.
C. . UNNIT: The fourth sub-division of an office. T :he
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f. ST'AF'F: An title used to idcnluify
elements which provide advi,;ory or support services. The
staff element title may be used at any echelon but normally
will not be found below the division level. When used within
a given organization it will ecrUate to the first level
breakout of the organization. Example : the support staff or
an office will be considered at the same level as a division
of the office. A staff in a division will be considered at
the same-level as a branch of the division.
1~. As a rule, organizational. elements should be established
to reflect supervisory levels and sirnificent functional breakouts.
Size or numbers of positions alone should not be the controlling
factor in establishing new organizations. However, in the interest
of good management and effecti.ve.manpo;;er utilization, size should
be given consideration in the development of organizations. IT.,
establisl-L~ent of unnecessary organizational echelons only tench to
slow dorm the flow of work and adds to overhead cost.
5. In general, organizational elements should not be established
if they do not contain the minimum positions indicated in the
definitions. In some areas, such as medical, engineering, legal,
etc., it may be necessary to establish an office with less than the
minimum indicated in the definitions because of the unique, highly
professional_ nature of activities involved. As a rule--oY-th,,3nb
the ratio of supervisors to workers will increase proportionally
~ n C h`: c ~ in t _~ t c ~ technical or professional nature of ~ .a wor::
to the insra:'
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?1,~M ,~~ tt n
Titles such as "Area")
t l ~ 1'G~ ~ Cr.~ ~ ~p D
,JIM
"Facility", etc. i.rhich have no meaning in tcrms of orb, niz ztio.: 1.
echelon have bcten excluded from consideration in the proposed.
organizational titles to be used by the Agency.
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