SYSTEMS ANALYSIS OF THE CD/BI FILE ROOM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-01154A000600060012-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 4
• Document Creation Date: November 9, 2016
• Document Release Date: February 5, 1999
• Sequence Number: 12
• Publication Date: August 23, 1966
• Content Type: MFR

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CIA-RDP79-01154A000600060012-6
2.3 AU(,' 1966
ftbject:
the CD/BX File Roo, 4 .
Room was requested by the
qo A ptudy of the Cartography Division W a
2 the Division and died out by of 2 OCR and
of CD/H, during the period July AU gust 1. . A
review had been cited: and implemented during Lerch lam. In the interim
period: a punched men of production records control was instituted in
the Front Office of CD/BI. Therefore the purpose of this latest study was
to examine the possibility of merging the two independent record systems.
IU41~fis
genera, the File Room operation is a very efficient system
vrith no reduced cy of records, files, or labor. Two areas, however,
warranted close examination. They were the similarities between Forms 296
(Record of Request) an 773 (Map File Record) and the "review of holdings".
v6 Form 296 is the pri.r record control of the CD/BI production
system and Form 773 serves that function in the File Room. Copies of
both are attached. A corison of the 'intornsational elements of both
is fo lowa
Number X K X
and. Title X K X
Area Code X K
Broach X K
Entry Date X K
Required Date X K
Completion Date X K
Item RegaIxed X K
Requesting Component X K
Program X K
Project u er X K
Classification X K X
Ctro X K
Requester X
Phone X
Rocco No./Bldg. X
Printed Scale X
item Required X K
Status X K
Distribution (Dearee) X K
dewF!redl~a eel ?,
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 Sanitized - Approved FCOJI
ibution (Copies
Supersedes Map No.
Map size
T1At-RDP79-01154A000600060012-6
Disposition of Material
Other Materials Used
ri.ginals
.fps
Total NO. Of He
Removed For
X - Element present
Umment. ypurlched
Excludes Reproducti
e 773 appear on the 296. Five elements are
common to both farces only three are key-
3.
of holdings. The details for each recomemlation are as follow
b. The review of File Rocmo, holdings is a process now done on an
ad hoc basis with no fixed system or review period. The purpose of the
effort expended is for weeding out those holdings vhicb are outdated.
Currently,, the notation on the 296, that a map has been superseded,
initiates a destruction routine. However, outdated materials, other
than those superseded, make a periodic review mandatory.,
It is rec on a ded that an amended copy of Form 296 replace Form 773
and that the q=rterly Catalog of Current Completed laps replace the review
7o 2 B i rm ZZI
The present Record of Request (Form 296) should be amended to
the five unique elements of the Map File Record (Form 773). A
rd cow, 5x8 inches in size, should also be attached to the new
'term. The "Removed ror" element would be printed on the back of
the f:lfth copy only-. Each new Record of Request (Form 296), initiated
ould have the fifth copy removed and left i
all fifth copies would be sent to the File Rooms
recording of cesrt
duplicate records
unique form, which will
vs.
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proposal is primarily that of a one-time
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Because of the forthcoming change in personnel In the File Room
and the large stock of Ire 296 on hand, it is suggested that the above
posel not be effected until sometime in calendar year 1967 with the
haangeeover being at a convenient stopping point, i.e.., all numbers aft
57,OOO. The old 773 file would remain.
or producing the Catalog of Current Completed Maps
begins with as proof listing of all current maps arranged by Area within
Branch, which is prepared by the Machine Division, OCR Each Branch
Chief edits this printout for correctness, redundancies and currency.
The listing is then returned to the Machine Division for IBM card file
updating and subsequent production of the Catalog Listings. If this
edited copy were returned to the rile Room, it could serve as a de-
stuction guide for all the maps indicated as superseded (if previously
massed.) or outdated. If required, ND could also provide subsequent
listings for all numbers issued and/or all manbers superseded, outdated
and cancelled.
the advantage of a machine prepared listing
of holdings" done systematically on a quarterly basis by
ens and eliminates the difficult and lengthy manual prep-
for, "review of holdings" on an ad boo basis.
25X1 A9a
Distribution:
Orig. & 1 - CD/BI
1 - EA/OBI /
1-MD/OCR
1 - WES
1-FR
OBI/CD:WES:cm/6101
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 Sanitized - rRelease: CIA-RDP79-01154AO00600060012-6
MAKING PA GE
ORIGINAL DOCUMENT MISSING PAGE(S):
Sanitized - Approved For Release : CIA-RDP79-01154A000600060012-6