MINIMAL AWARDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00706A000100110001-3
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 51
• Document Creation Date: December 22, 2016
• Document Release Date: September 24, 2002
• Sequence Number: 1
• Publication Date: December 17, 1976
• Content Type: SUMMARY

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MINIMAL AWARDS
17 DECEMBER 1976
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USE ONLY ONFIDENTIAL] SECRET
ROUTING AND RECORD SHEET
IUBJECT: (Optional)
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FROM: EXECUTIVE ss' C :ETARY
S'UGGESTIO `.d ADD ACHIEVEMENT
COA:I!-4`I'TTEE
1001 AMES BUILDING
TO: (Officer designation, room number, and
building)
DC/BSD
SE 56 Hqs.
2. C/BSD
5E 56 Hqs.
3. DD/Pers/SP_. /
SE 56 Hqs.'
4. Exec Asst/OP
SE 58 Hqs.
5. DD/Pers
5E 58 Hqs.
6. Chairman, SAAC
SE 58 Hqs.
cL s X
9. EXECUTIVE SECRETARY
SUGGESTION AND ACHIEVEMENT
AWARDS COMMITTEE
1981 A ES BUILDIN9
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OFFICER'S
INITIALS
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DATE
16 December 1976
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)
1 to 5: For your information
Attached are 12 Minimal
Awards for your approval.
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SUGGESTION NO. 67-75: dated 12 October 1966
GS-08 (now GS-11)
Personnel Assistant
Directorate of Administration/OP
(now DDI/CRS)
SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
25X1A
"" 25X1A SUGGESTION NO. 72-339: dated 23 March 1972
SECRET
GS-15
Executive Officer (now
Chief, Management Staff)
Directorate of Administration/ODP
A. Summaries of Suggestions
1. 67-75
a. Form 642, Personnel Emergency and Locator
Record was a two-part form. The suggester proposed
that it be made a three-part form and the third copy
be sent to the employee at six month intervals for
verification of the accuracy of personnel locator
information. This procedure would help eliminate the
outdated data.
b. The suggester reported that a recent
survey of personnel locator information in the Office
of Personnel pointed out that over 20% of the cards
needed correction. Because of the importance of
accurate personnel locator information, the suggester
contended that this would be a desirable change for
Agency-wide application.
2. 72-339
a. The suggester noted that periodically a
computer listing of locator information was sent each
office for review. The practice in most offices was
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to route this list to employees to verify their
locator information. Necessary changes were noted
and "Locator Change Cards" were sent to the Office
of Personnel. He said that this process took much
time to reach personnel in a large office. Also,
there was no privacy to the personal data on the
listing.
b. Consequently, the suggester proposed that
a unit record be prepared for each employee containing
the same information instead of the computer listing.
This unit record could be appropriately designed with
instructions for correcting data and returning the
form directly to the Office of Personnel.
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B. Evaluations
1. Implementation of these suggestions was delayed
for some time due to the fact that they were tied in with the CEMLOC project and the issuance of , 25X1A
Central Emergency and Locator System dated 24 August
1976. Form 642V "Personal Verification - Central
Emergency and Locator System" has now been printed and
is ready for use in the near future, (copy attached).
In an earlier evaluation to these cases on 20 March
1974, the Office of Personnel Suggestion Coordinator
stated that it was decided that individual employee
audits of locator data should be delayed until the
CEMLOC System was im lemented. However, OP had
initiated dated 3 October 1973, to remind
all concerned of the importance of maintaining accurate
locator information.
2. After much review of these cases over the
years, OP/Automated Data Resources
Staff concluded that Suggestion No. 72-339 was more
on target with the current CEMLOC System. He rated
intangible benefits MODERATE/GENERAL. However, Mr.
and the Committee's staff observes that
Suggestion No. 67-75 has more than five years precedence
over the second case. Also, the general intent of each
proposal is somewhat similar, i.e., to ensure the
maintenance of more accurate locator information.
Therefore, we conclude that award credit should be
equally shared.
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $300 award (MODERATE/GENERAL) equally shared.
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D. Decision of the Chairman
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17 DEC 1976
Awards Committee '
Chairman, uggestio and Achievement Date
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 F a. or Nn' A9ar c/ Of+ice
F
Te ephons Numbers
,Name of Emergency Designee
G
M
n7
,",
I
(When Filled In)
The printed data on this form shows the information currently recorded for you in the Central Emergency & Locator System. Please
check its accuracy. Print any needed changes in the shaded area just below the items affected. If there are no changes, simply
initial the form in the box provided. Return the completed form to your component personnel officer. When changes occur at times
when you are NOT in receipt of this form, please report these changes without delay to your component personnel officer. The
Agency updates the central locator record daily and depends on you for corrections.
(REFER TO ITEM DEFINITIONS ON REVERSE SIDE)
Social Security Number
Name
Affiliation
Hqs Code JS
PCL REF 1
SPCL REF 2 SPCL REF 3
Control Point I
nformation Date T
itle Used W Name
Office Division
Office Room Number
Building
Office Location Qualifier
Limitation Category Number
Registry or Office Mailing Address
Office Telephone Extensions Black 1
Black 2
Red 1 R
ed 2 Gr
een 1
Gray t G
ray 2
Home Telephone Number
Home Address All No
ZIP Code
External or Non Agency Office Address [See HHB 20-7i
IDS Code E
xtension Public Telephone Exchange Number
U S r- admg address [f dMerent'rom home address
Relation
BiBenah r of
Designee Witting
of Agency Employ.
!-Yes 2NO
Notification Designee Home Telephone Number
Restriction
on Record
Des gnee Business Telephone Number
Extension
Designees Home Address
Designees Business Address
Remarks
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SECRET
1
F M
7- 76 642V '11
- -
i ` " 1 w
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SOCIAL SECURITY NUMBER - Please verify its correctness. This number is used in accordance with approved Federal personnel standards to ensure differentiation of your re-
cord from all other personnel records.
NAME - (Last-First-Middle) - Your name should be the same name which appears on your paycheck or personnel action.
SPCL REF 2
SPCL REF 3
Control Point
Information Date - Date last change was processed against your record.
TITLE USED W/NAME - The title normally used to address you in correspondence, an introduction, etc. (Mr., Mrs, Miss, Ms., Dr., Colonel, etc.).
OFFICE/DIVISION - Abbreviation of the office to which you are assigned.
OFFICE ROOM NUMBER 1 If you're assigned to the Headquarters area. the room number and building shown should be your actual physical work location. If you're
BUILDING ) outside the Headquarters area, this information relates to the physical location of your component personnel officer ... note below.
OFFICE LOCATION QUALIFIER - The letter -W signifies that the room and building are actual work location: the letter 'C" signifies that the location represents an administra-
tive control point (your personnel officer).
LIMITATION CATEGORY NUMBER - Verified and completed by your personnel officer.
REGISTRY OR OFFICE MAILING ADDRESS - Room number and building of the component registry or mail room which receives your mail (often different from your work loca-
tion).
OFFICE TELEPHONE EXTENSIONS -All of the boxes applicable to you should contain data. If you have more than one black, red or gray line, make sure the second extension
inoted.
HOME TELEPHONE NUMBER - If your telephone number can be dialed directly from the Headquarters Building without use of an area code, only the regular 7-digit number
should be listed (Ex: 321-1234). If an AREA CODE must be used, please note the code with your number (EX: 703/123-1234). If your home telephone number is an UNLISTED
number, please note the letters UL after the number (EX: 321-1234 UL -or- 703/123-1234 UL). Except for official emergencies, your permission will be sought before releasing an
unlisted number.
HOME ADDRESS - This address along with an apartment number (when applicable) and the ZIP CODE (note exception below) should represent your PLACE OF RESIDENCE.
If your mailing address is different from your home address, please ensure that the mailing address is recorded on line F (EX: P.O. Boxes, etc.). When there is a separate mailing
address, the ZIP CODE should relate to the mail address and not the home address.
EXTERNAL OR NON-AGENCY OFFICE ADDRESS - If you re detailed to another agency, the other agency office address should appear here. If you're detailed to this Agency
from another agency, your home agency administrative office address should be noted on this line, If you're assigned to a U.S. field office, the field office address should ap-
pear on this line.
EXTERNAL OR NON-AGENCY OFFICE TELEPHONE NUMBERS - Telephone numbers and extensions which apply to the above.
U.S. MAILING ADDRESS IF DIFFERENT FROM HOME ADDRESS (see explanation in "Horne Address").
NAME OF EMERGENCY DESIGNEE - The person named is the person whom you designate to be notified in case you become seriously ill, are injured or die. The person you
name should be able to act on your behalf.
RELATION - A 2-digit code signifying your designees relationship to you (MO = mother, FA father, WI - wife, etc.). Your personnel officer has a list of the codes.
YEAR OF BIRTH - Designee's year of birth (optional). (last 2- digits, ex: 1930 = 30). This item will assist emergency officers in knowing the age bracket of the person to be noti-
fied in case of emergency If you don't know, cannot approximate or do not wish to give the date, note two dashes (- - ).
DESIGNEE WITTING OF AGENCY EMPLOY (self explanatory)
NOTIFICATION RESTRICTION ON RECORD [Y Yes: N = No] - If your emergency designee suffers from a heart condition or other serious ailment which necessitates special
procedures or care in making contact with this person, the letter "Y" should appear in this box and you should write a "Memorandum for the Record", Subject"Notification Restric-
tion - Emergency Designee', for inclusion in your Official Personnel Folder. Send the memo to the Office of Personnel through your component personnel officer. The memo
should explain the condition and make recommendations on how to make contact.
DESIGNEE HOME TELEPHONE NUMBER - The rules suggested for your home telephone number above also apply to your designee (i.e., use of area code, UL indicator, etc.).
DESIGNEE BUSINESS TELEPHONE NUMBER -- EXTENSION - The numbers recorded in these two boxes should relate to Designee's Business Address Given Below.
DESIGNEES HOME ADDRESS . The nuribe', scree , city, state and ZIP CODE of you emergency designee's place of residence (where you, designee physically resides).
Generally. this address wc,xd he used fcr cr lac,, pu'poses rather than mail.
DES EE B S - _ F F Jrr s' 'r 5 ,, t'cra gt ecc e^ded'f rci.r emerges^v designee 's e rployed ?'ther full time or pad t e. Data recorded
sl,oi i comma of ' 1! ?,e 1;1-e ,uf e rlolo, e'mm : t-e. I: us' ess a ddrec, if a soac fic address is unknown but you do know the ocation then an entr such as J.D. SMITH COM-
_hSaYC;
N I r I
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'SECRET
SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
25X1A
SUGGESTION NO. 74-568: dated 21 June 1976
GS-11
icer
Operations
Directorate of Operations/LA
(Field)
A. Summary of Suggestion
Detailed description of the suggester's proposal
to establish a dissent channel between the field and
Headquarters is attached.
B. Evaluation
1. The Associate Deputy Director for Operations
stated that the proposed mechanics whereby a dissent
message from the field would go Eyes Only to the
division chief and in Headquarters to the chief of
the component next senior to that of the suggester
seems reasonable. As both the need to know principle
and sound management standards seem to rule out any
independent reviewing board, the officer reviewing
the dissent message should be required within a set
period to respond formally in writing to the suggester
explaining what action had been taken on the dissent
message, or why it was not acted upon favorably. The
associate DDO rated intangible benefits MODERATE/GENERAL.
The Associate DDI agreed with the comments and evaluation
of the Associate DDO.
2. OC was in agreement with the basic suggestion,
i.e., that employees should have an opportunity to
express dissent. However, OC said that it must be
established clearly that a dissent channel is not to
be confused with "grievance procedures". In addition,
a dissent channel should be utilized only after attempts
to resolve differences through normal chain-of-command
SECRET,
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17 DEC : 6
Chairman, Suggestion -Ind Achievement Date
Awards Committee
S(
,300,-
00- -
have
have been exhausted. The portion of the suggestion
regarding the establishment of a review group with
authority to see that dissent recommendations are
carried out was unacceptable to OC. Eyes Only
correspondence to a component chief would seem an
appropriate procedure. In the final analysis, it
is the component chief's responsibility to evaluate
and act upon all information received. Dissent
correspondence from the field should be forwarded
via dispatch. The use of electrical transmission
methods should only be utilized if the dissent
is of an urgent nature. OC rated intangible benefits
MODERATE/GENERAL.
3. Director of Personnel commented that there
is some merit in such a mechanism for personnel
stationed in the foreign field. Other employees
have available other mechanisms to use such as their
command structure, Management Advisory Groups, the
Inspector General, Directorate counsellors, and the
grievance procedure. OP wn?1 d cimnnrt thA nnn ;,, 1,;
4. As a result was revised 4 October
1976 (copy attached), to add paragraph 3 for sending
a dissent message to headquarters.
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $300 award (MODERATE/GENERAL).
D. Decision of the Chairman
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C.- Nftli
1. I call your attention to Department of State Airgram
A-3592, dated 2 May 1974 which reaffirms and publicizes provisions
for open dialogue within the Department of State.
2. The Agency, which is widely regarded as innovative and
flexible in meeting unusual demands set forth by the intelligence
community and the White House, can borrow a page from the
Department of State` I suggest that the Agency institute a
dissent channel for its personnel to submit differing views on
policy (operational, administrative, etc.) directly to Headquarters
by cable or pouch.
3. The dissent channel can operate in the same fashion as
the submission of suggestions, i.e. in a private manner without
first going through a supervisor. Dissenting opinions on policy
matters will, however, of necessity be reviewed by experienced,
knowledgeable and senior officials. There should be no retribution
against an unpopular dissenting opinion.
4. There is a real need for open and free expression of
differing views. While in many cases these are resolved at the
working level in overseas Stations or in the various Branches or
Offices at Headquarters, there are times when a dissenting view is
disregarded or shrugged off and goes no further than the immediate
supervisor. In some cases the lack of a channel for dissenting
views may have contributed to the disaffection of junior officers
with disastrous security consequences.
5. I hope that this suggestion will be seriously reviewed.
I am convinced that a dissent channel will assist in the location
of disaffected personnel. Apart from the salutary affect the
channel will have as an outlet for frustration it may even produce
better methods of conducting operations, better ideas and possibly
save the Agency from embarrassing situations. Its affect on morale
will be significant.
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6. As far as the mechanism for submitting a dissenting
view, I recommend the following format:
TO Headquarters
FROM DDO ...
SUBJECT: Dissent Message/Dissent Channel
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1. This message transmits a dissenting view
submitted by (drafter's name and location).
2.-3., etc. (text of message)
CLASSIFICATION
7. Dissent Channel messages should be distributed to a
more senior component"(if originator is in a DDO Station or Base
it would go to the Host Division - if originator is in
Headquarters it would go to the next senior component) and also
to a group specifically empowered to review the dissent message
and make a recommendation on it. During this review process
both advocate and adversary should be given the opportunity to
present their views orally, if present in Headquarters, before
the reviewing group. I would hope that such a reviewing group
would not be weighed exclusively in favor of the male or grey
hair.
8. The empowerment of authority to the reviewing group
is at best a thorny problem given the father independent
authority and responsibility of DDO/Station and Division Chiefs.
The reviewing group would, however, have to have some flexibility
in seeing to it that its decisions were carried out fully and
promptly. Such recommendations would be returned to the author
and component or in the field Station for final disposition.
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 75-378: dated 19 March 1975
GS-06
Secretary
Directorate of Administration/IPS
A. Summary of Suggestion
1. Background
Illegible xerox copies were destroyed without
credit being received from Xerox Corporation.
2. Suggestion
Key operators collect illegible copies to be
returned to Xerox Corporation for credit.
B. Evaluation
1. In February 1976, Chief, Records Admin Branch
sent the attached memorandum to all key operators in an
effort to persuade offices to claim credit from Xerox
Corporation through use of the meter cards.
2. During the first three months of the test,
November, December 1975 and January 1976, the credits
for xerox copies averaged 6,200 per month (some degree
of these savings was due to the impetus from the
suggestion and the study it caused). For the next three
months, February through April 1976, the credits jumped
to 9,400 for a net increase of 3,200 copies monthly.
3. Since the above study, no additional exact
count was kept but the meter cards were turned in
monthly to OL/PIPD, now in charge of the copy management
function, and have been in turn relayed to Office of
Finance who deducts the credits from appropriate vouchers
due Xerox Corporation.
STAT
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4. OL/PFPD made an acutal count of the total
credits for November 1976. They report that the total
credits soared to 14,000 copies. Deducting the credits
during the first three months of the test, 6,200 copies
average, we reach a net increase of 7,800 copies for
November. In consultation with ISAS and P&P Division
officers, who have been concerned with copy management
through the last year, it was agreed that the net
increase monthly in Xerox credits for the remaining
two months of the one year experiment could be estimated
at 7,000 and 7,800 copies respectively.
5. From a conservative standpoint, ISAS and P&P
Division officers agree that the first-year savings
from this program should be estimated at 60,000 copies.
We receive a credit of 3~ per copy from Xerox Corporation
so this amounts to a first year tangible savings of
$1,800.
6. Intangible benefits:
a. The suggestion and the studies it caused
made users of copy machines in various components of
the Agency conscious as to the cost of illegible xerox
copies.
b. Components were now aware of the fact that
they did not have to tolerate bad copies.
c. The suggestion and the studies it triggered
also resulted in the Agency getting an increase in the
number of Xerox technicians on duty in the Headquarters
Building. It became apparent that the Xerox equipment
is aging and no doubt needs closer maintenance.
C. Recommendation of Executive Secretar
1. Not line of duty.
2. $300 award based upon first year estimated
tangible savings of $1,800 ($140) plus intangible
benefits of MODERATE/BROAD ($160).
3. Refer suggestion to GSA/Office of Management,
National Archives and Records Service, Attn: Mr. Carl
Sheerer, Copy Management Program for evaluation in
accordance with recommendation of C/ISAS.
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D. Decision of the Chairman
17 Dr-UWE
Chairman, uggestio d Achievement Date
Awards C
i
omm
ttee
000,
Award
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5 February 1976
MEMORANDUM FOR:
SUBJECT C d
,~~~~rccivt,t Memorandum to Copier Representatives
and Xerox Key Operators, Same Subject,
date 28 May 1975
1. For the past three months (November, December and
January) Xerox meter cards for the Xerox Copier Model
Serial # Rental #
did not reflect any credits for bad copies- Thislindicatese
one of two things; either every copy was acceptable and you
did not have a service call during this period or no credit
was obtained from the Xerox technician for unusable copies.
We believe that in most cases the latter is true. We are
convinced that bad copies are not being saved and credit is
not being obtained from Xerox causing the Agency to spend
hundreds of dollars each month unnecessarily in Xerox rental
fees.
2. The initial action taken to get proper credit for
bad copies was the result of an employee suggestion (75-378).
.This suggestion called attention to the
by Xerox machines due to poor copies produced
service calls. These copies sweand other re normally destroyed without
receiving credit from Xerox. without
costs the Agency about (Every copy from a Xerox copier
In the referent memorandum, RAB toutlinedsauprocee du r r nwh).
credit could be obtained for these bad copies OTheresearch
necessary to evaluate the suggestion has shown that not only
do we lose credit for the unusable copies made between service
calls which are not reported to the service technician, but
we are not obtaining credit for the copies made by the Xerox
technician in the process of repairing a malfunctioni=ng
copier or doing routine preventive maintenance. It is not
unusual for a hundred or more copies to be made during this
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process -- and the Agency is paying for them unless they
are recorded as credits on the Xerox meter card by the
Xerox technician.
3. RAB will again discuss this matter with the
Xerox sales representative and demand that the technicians
give the Agency proper credit for the copies they make and
for unusable copies made by Agency employees. However,
for the Agency to receive full benefit from this program,
we must have the conscientious support of both key operators
and managers. For your information, the Agency is now
making approximately 3,750,000 copies each month on Xerox
copiers at a rental cost of about $90,000. This cost
can be reduced with your cooperation.
4. For additional information or assistance in
establishing procedures for the Droner use of your copier,
please
t
con
act
STAT
STAT
Chief,
Records Administration Branch
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 75-447: dated 29 May 1975 GS-09 25X1A
Telecom Specialist
Directorate of Administration/OC
(Field)
A. Summary of Suggestion
The suggester's proposal to incorporate OCS-75-131,
"Assignments Available" dispatch into a permanent Office
of Communications document is attached.
B. Evaluation
1. OC has now incorporated the information listed
below into a computerized Expected Position Vacancy List
(EPVL) and a supplemental document giving pertinent post
information attached as a Post Assignment Guide (PAG).
Both the EPVL and the PAG will be distributed bi-monthly
in microfiche format.
a. Post differential information and cost
of living adjustments will be given in the PAG.
RETR information will also be given as a YES or
NO rather than by specific location. The PAG
will also give other station information per-
taining to educational and medical facilities,
etc., that is presently prepared and distribu-
ted manually.
b. Regarding position vacancy information,
supervisory responsibilities will be shown in
the EPVL. As a result of this suggestion, it
was noted that technicians assigned to area
headquarters and base stations are sometimes
collocated; this separation of responsibility
will also be included in the EPVL. The EPVL
will also include the number of personnel
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assigned to each field post. Headquarters
position descriptions will be somewhat
amplified upon, however, location and posi-
tion title information are tied to OP's
central data base.
2. OC said that inclusion of this
additional information will enhance the
career management of the majority of OC
personnel.
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C. Recommendation of Executive Secretary
1. Not line of duty.
2. $100 award (MODERATE/EXTENDED).
D. Decision of the Chairman
17 DEC ; 76
Chairman, Suggestion n chievement Date
Awards Committee
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Info:
Subj:
Chief, CMS
Suggestion to incorporate OCS-75-131 "Assignments
Available" Dispatch into a permanent OC document.
Fully realizing and appreciating the work involved, and also realizing that
OC is constantly striving to keep the people in the field well informed, I would
like to suggest that the "Assignments Available" list that is sent each year be
made into a permanent document.
I feel that it would reduce the duplication of work, reduce the materials
expended, and most importantly, give the employees in the field a more rounded
picture of what i s ava i1ahle for them
I am submitting this suggestion because I do not personally feel that I am
receiving all of the pertinent information about a post to help me better select
exactly what I am seeking, especially in the way of career development.
In many instances, it appears that an opening may be the OIC slot when in
reality it is not. The reasoning is the lack of knowledge of exactly how big a post
~1s .
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My suggestion incorporates the basic idea put forth in the dispatch with some
additional information that I feel will greatly broaden the picture of our overseas posts.
I feel with this additional information, employees in the field could be more
selective in their choices and possible alleviate some of the work that is quite
apparent in the issuance of assignments by the Headquarters Staff.
The most important factors that I feel are ommitted are the new ones that are
shown in the attached suggestion. The most important would be the manning table
because this is where I feel that I might make my biggest mistake.
When thinking of different posts and possibly asking for an QIC slot, one might
mistake a GS-10 slot for the OIC slot at a seemingly small post when in reality the
slot is a GS-11 and the GS-10 slot noted is the second position.
There are also things like post differential and R&R points that might make a
post more appealing when looking for a new assignment.
As you will note I have also added a section into the suggestion that shows the
proper way to fill out ones Career Service Action form for reassignment. I feel that
this should also be shown so that different ideas could be considered without waiting
until the last minute for a snap decision.
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Secret
Following this page is the beginning of the suggestion. I have chosen an
rbitrary name and have assigned an OCHB number to display a bit of realism to
the suggestion.
The first major point to be considered in this document as in any other document
would be corrections. With a permanent document, message corrections could be the
major way of correction. With just changing dates, etc. , it could be a great deal of
time before a page change would have to occur.
As you will note, each month would have its own section, and at first this
would seem like a great deal of wasted space, but this wasted space would provide
the place for additional information for upcoming vears_
I would suggest that message changes would be made on a quarterly basis,
and with the new computer standards that CMS is adopting, the information could
be programmed to be provided by the computer and then the message change initiated.
Also, with a quarterly change, the document would always be updated to the
point that one could choose their assignments quite easily as they are not due until
nine months previous to your departure from post, and these available assignments
would be noted.
Another point on the quarterly method, is that if a person has extended, this
information would be recorded by the message change, and possibly prevent many
persons asking for an assignment that is no longer available, thus giving the person
a better chance at receiving his choice.
This is just a basic suggestion and I am sure that it could be amplified upon
by the proper authorities with all the pertenent information that is available.
I feel that this is quite enough for my introduction and any further information
that I might have that is relevant to the suggestion will be contained within the
suggestion itself.
Respectfully submitted,
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Throughout this suggestion the reverse sides have
been left blank for ease of reading.
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 A DMINISTRATIVE --- INTERNAL USE ONLY
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7 September 1976
STAT
MEMORANDUM FOR: Executive Secretary, Suggestion and Achievement
Awards Committee
FROM
DDI/CRS/DSB,
STATINTL
SUBJECT Suggestion Award 76-57, 3x5 Inspection Card System
1. While working as a film inspector in the Pictorial Services
Branch, I realized that a lot of time and money could be saved by changing
the inspection card system. Each time a film was inspected its card was
pulled, and the date of inspection, along with the film's condition, was
written down. This served no purpose, so I suggested to my two fellow
workers, that we change the system. I
suggested that we eliminate our present card system and use a smaller
form, putting down only any change in the film's condition. The three
of us then sat down and considered several ideas. Finally we took the
plan to our supervisor, He was enthusiastic, and wanted it
in writing. We hadl as the senior man in our unit, write it
up (to be submitted for a suggestion award). Ed and I assumed that it
would include all our names and that we would share the award money
equally.
2. We learned a short time later that the suggestion had been
accepted and that it was to be put into effect as soon as possible. Jim
began to transcribe the information from the old cards to the new system.
Ed and I kept up with the rest of the unit's work so that Jim could
concentrate on the implementation.
3. On several occasions I asked Nick how soon we would get our
money. His response was that he had to wait for more data to properly
evaluate the system.
4. I read in the CRS Staff Notes thati had received a
certificate and $110 for his suggestion. I vis e the PSB unit to ask
when the money would be divided. Jim laughed at the idea. I went to
Nick, but he said that since we had made no arrangements with Jim there
was nothing he could do.
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STATINTL
STATINTL
STATINTL
STATINTL
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SUBJECT: Suggestion Award 7657, 3x5 Inspection Card System
5. I then went to my immediate supervisor, ho directed STATINTL
me to my Branch Chief, who is also DSB coordinator for STATINTL
CRS suggestions. She suggested that I express my views in writing and
send them to you to see if there is any way Ed and I can receive credit
for initiating the idea behind this suggestion.
STATINTL
Approve WIM!2~0311t
,,*mt i3d~ kt. +.... .F:..
C, TL
1 1Q0706A000100110001-3
 STATINTL
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 Approved For Release 2003/03/10 : CIA-RDP80-00706A000100110001-3
MEMORANDUM FOR: Executive Secretary, SAAC
FROM . H. C. Eisenbeiss
Director, Central Reference Service
SUBJECT : Suggestion 76-57
1. Attached is Suggestion 76-57 and a response dated 19 October
from the chief of the unit involved. The response is not very satis-
factory. It will satisfy neither the complainant nor the person to whom
the award was made and it does not particularly satisfy me. I am,
however, at a loss on how to proceed further.
2. This is the second such case involving CRS employees this
calendar year. At least a portion of the problem with both cases stems
from the fact that the evaluating office does not know who made the
suggestion nor does it know whether the who is one or more persons.
Identification of the maker of the suggestion would help. So would
information as to whether the suggester was one or more persons. In
this case the cost of trying to arrive at a settlement of some ilk is
far more than the $110 award. The various people have various ideas
about what happened and the sequence in which it happened. I can
understand the feeling of the complainant and another co-worker, and I
can have certain sympathy for their position. On the other hand, the
recipient of the award, in my view, genuinely feels that he did most of
the work and is entitled to the award which he received. I believe the
net effect of the reexamination is little more than a hardening of the
individual views of the three people involved. I cannot establish a
case that would, in my view, justify a demand that the recipient give
portions of his award to other people. I cannot, on the other hand,
establish firmly that the complainant is without justification. I am,
consequently, as of this moment, thoroughly dissatisfied with the whole
program. The program this year has cost CRS heavily in terms of super-
visory time and employee dissatisfaction.
3. I would welcome additional suggestions on how to resolve such
issues in a timely and nondisruptive manner, but as of the moment, I see
little additional possibility for resolution within CRS.
C. Eisenbiss
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-277: dated 3 February 1976
GS-06
PI Clerk
Directorate of Administration/
OP (resigned 20 August 1976)
A. Summary of Suggestion
1. Background
Pursuant to the Privacy Act of 1974, OP/CD/
Transactions and Records Branch cannot disclose certain
personal information about an individual without the
prior written consent of the individual concerned.
Since no form existed to obtain the employee's authoriza-
tion to release information, employees often used a scrap
of paper which sometimes did not include all required
information.
2. Suggestion
The suggester designed the attached "Privacy
Act Authorization to Release Information" form.
B. Evaluation
OP/CD/TRB began using the form in October 1976,
copy attached. TRB is the only user of the form.
Monthly use of the form is estimated to be 25 or
approximately 300 annually. OP rated intangible benefits
MODERATE/LIMITED. OS and Information and Privacy/DDA
did not find a use for the form.
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $35 award (MODERATE/LIMITED).
STAT
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STAT
D. Decision of the Chairman
7Cs:;?
7
Chairman, Suggestiorj a Achievement Date
Awards Committee
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PRIVACY ACT
AUTHORIZATION TO-RELEASE INFORMATION
OFFICE OF PERSONNEL
(name - please type or print)
do(do not) hereby authorize CIA, Office of Personnel to
release to:
(name or firm - specify)
all disclosable information pertinent to my employment for
(general reason-mortgage, credit, legal proceeding, etc.)
Signature:
o;e 3954
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-403: dated 22 April 1976 GS-10
Logistics ice
Directorate of Administration/
ODP
A. Summary of Suggestion
1. Former Method
a. The ODP Tape Library rotated 80 magnetic
computer tapes weekly with the Records Center under
one deposit number. At the same time, ODP requested
the return of the previous week's deposit. Thus, 160
tapes were handled weekly for this requirement alone.
A total of 3,966 tapes were at the Records Center with
1,200 subject to recall on a weekly, bi-weekly, monthly
or quarterly basis. Each tape was handled on an
individual basis and placed in a cardboard sleeve,
marked with appropriate identification and deposit
number and packed for shipment to the Records Center.
b. Records Control Documents recorded each
tape as a line item being transferred to the Records
Center. Accountability by both the ODP Tape Library
and Records Center was for each individual tape. As
the tapes were processed through the Records Center
they were again handled on an individual basis, i.e.:
each tape was unpacked from its shipping container,
inventoried against the shelf list sent with the
deposit, marked with a shelf location, and placed on
the shelf in its proper location. Due to the size and
shape of the tape sleeve, six tapes fitted into 1 cu.
ft. of space. Each of the tapes were marked with the
locator number.
STAT
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c. When the tapes were recalled from the
Records Center the process was reversed. The tapes
were pulled from the shelf, inventoried and documented,
packed and shipped to Headquarters. When received by
ODP the tapes were removed from their sleeves. Then
the sleeves were thrown away to avoid confusion of
identification markings shown on the sleeve.
2. Adopted Suggestion
a. Use of a newly designed and fabricated
tape sleeve and shipping carton, eliminating the
necessity to handle each tape individually. As a tape
is placed in a sleeve, the sleeve is numbered 1-80 con-
secutively. Tape sleeves are packed in the outer car-
tons and each carton is sealed. The shelf list indica-
tes by tape identification numbers the sleeve and carton
in which the tape is located. The Records Control
Documents are placed in a sealed envelope and taped to
the top of carton No. 1 of the deposit. Each carton
is identified by deposit number with a label affixed to
the upper right hand corner. An address label is placed
in the center of the carton and each carton is numbered.
b. When received at the Records Center the
documents are removed from the envelope and the number
of cartons verified. Shelf space is identified and
marked on each carton. The cartons are then placed
on the shelf with the deposit label and locator number
visible. Each carton of seven tapes requires 1 cu. ft.
of shelf space.
c. When recalling tapes from the Records Center
the cartons are removed from the shelf, new address labels
affixed, and shipping documents placed in the envelope on
carton No. 1. The ODP Tape Library can reuse both the
tape sleeves and shipping cartons as there are no markings
left on the containers. The old deposit and address
labels are removed and the containers reused.
B. Evaluations
1. ODP began using the suggested boxes in July
1975. Cost savings are as follows:
a. Formerly, it took 3.5 manhours to process
a deposit from the Tape Library to the Records Center.
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The new procedure takes 1.67 hours (1 hour 40 minutes),
a savings of 1.83 manhours.
b. The time required to process a deposit
from the Records Center to the Tape Library was 4
manhours. It now takes 1.67 manhours (1 hour 40 minutes)
to process, a savings of 2.33 manhours.
At the average grade of GS-08 ($5.88 per hour)
x 4.16 hours saved for each weekly deposit = $24.46 per
week or $1,271.92 annually.
2. ODP rated intangible benefits SUBSTANTIAL/
EXTENDED. Under the old procedure each tape was handled
individually with the possibility of damaging the tape.
With the new procedures, only the tape librarian handles
the tapes. This relieves Records Center personnel from
the responsibility of handling and accounting for each
tape. They are responsible only for the receipt and
safe storage of the outer cartons, not their contents.
The new procedures reduce the physical work required to
process a deposit as well as the time element. The
cartons require less handling by all concerned and
fewer cartons are handled with each deposit. These
work saving aspects will reduce employee fatigue.
3. Chief, Archives and Records Center estimated
their manhour savings to be the same as those of ODP
or $1,272 and storage cost savings to be $1,000.
4. OWI has ordered the suggested boxes. They
estimate shipment of about 100 tapes annually to the
Records Center. OWI said the new box will protect
their tapes. OWI rated intangible benefits MODERATE/
LIMITED. In the past, when they used the Records
Center boxes the plastic often was broken and the tapes
became unwound.
C. Recommendation of the Executive Secretary
1. Not line of duty.
2. $300 award based on annual savings of $3,544
($230), plus MODERATE/EXTENDED intangible benefits ($70).
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D. Decision of the Chairman
STAT
Chairman, Suggestion an 'Tiievement
Awards Committee
17 DEC 1976
3OD=
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-452: dated 18 May 1976
GS-05
Microphotographer
Directorate of Intelligence/CRS
A. Summary of Suggestion
1. Previous Method
The microfiche caption sheet (att. 1) was
placed in the header attachment (att. 2) when using
the NCR microfiche camera. When the camera operator
finished filming a document, the header attachment
was placed in the proper position. The correct caption
was aligned with pointers on each side of the frame
that held the caption sheet in place. Then the caption
was photographed, creating an eye readable title across
the top of the microfiche.
2. Suggestion
Place an additional indicator on the top of
the aperture located within the header attachment so
the entire title may be easily judged by the camera
operator to be within the correct area of the frame
that holds the caption sheet in place for photographing.
B. Evaluations
1. CRS/MPB/SSD commented that the proper
alignment of a title caption sheet is most critical.
The addition of the indicator pictured in attachment 2
does not solve the problem completely; it is located too
far away from the area being photographed and still
requires the critical eye of the camera operator to
insure a complete and accurate transfer of the title to
the film. Therefore, a piece of black thread has been
attached to the frame at point "B", running vertical
to another point on the bottom side of the frame equal
to point "B". This allows the camera operator to align
the title caption sheet at point "A" as before, and by
STAT
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looking directly down into the header attachment, the
operator need only slide the caption sheet to the right
until it is past the black thread. This procedure
assures a complete and accurate transfer of the title
to microfiche.
2. CRS estimated savings as follows:
a. Minutes per day 5
Work days per year 251
Hours saved annually 20.92
Average wage (GS-4 - 5) $4.72
Savings
$ 98.74
Labor savings by not having to refilm documents which
had part of the title missing is equal to approximately
ten working days annually, or:
10 x 8 hours x $4.72 per hour = $377.60
Total savings $476.34
b. Use of this technique minimizes the need
to refilm documents because of incorrect alignment of
title captions at the camera stage. In addition,
processing time to produce microfiche is reduced and
documents should be available to the Intelligence
Community more rapidly. CRS rated intangible benefits
MODERATE/EXTENDED.
3. OL/PIPD, NPIC and OS commented that they do
not have the problem experienced by CRS; therefore,
the suggestion was not of value to them. Chief,
Micrographics Program Branch/ISAS/DDA said that the
suggester should be rewarded for the benefits derived
by CRS.
C. Recommendation of Executive Secretary
1. Not line fo duty.
2. $50 award based on annual savings of $476
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STAT
D. Decision of the Chairman
Chairman, Suggestion ievement
Awards Committee
37 DEC 1976
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(Attachment #1)
TEE TITLE OF A DOCUMENT IS TYPED WITHIN THE AREA OUTLINED IN
NON-PHOTOGRAPHIC BLUE.
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-479: dated 16 June 1976
ecre
Directorate of Science and
Technology/ORD
A. Summary of Suggestion
1. Background
The Directorate of Operations required a
memorandum signed by the Administrative Support
Staff, Deputy Director for Science and Technology
in order to request a travel order for foreign
travel. This memorandum was approximately two pages
long. Copies were distributed to all offices involved
in the preparation of the travel order as well as to
the offices of the signers of the memorandum. Fre-
quently, these offices did not want their copies and
they were returned to the originating office.
2. Suggestion
Eliminate the memorandum used to request a
travel order for foreign travel. Since all the infor-
mation necessary is contained on the travel order
form, the form could contain spaces for the appropriate
approving signatures, and copies of the form could be
used for necessary distribution.
B. Evaluation
1. C/AS/DD/SF,T said that DDO no longer requires
a staff study in order to request a travel order for
foreign travel. The necessary information required
by the DDO to approve TDY's is now provided by the
Travel Order and a come-back copy of the cable or
telepouch which is sent to the field approving the
travel. In addition, the staff study served no pur-
pose within the DD/S&T as far as TDY travel is con-
cerned. C/AS/DD/S&T rated intangible benefits
MODERATE/EXTENDED.
STAT
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2. Office of the SSA/DDA says that the travel
memo is not required from DDO components or from offices
of the DDA. However, the cable to the field and documen-
tation on the Travel Order must be most complete.
STAT
3. This suggestion was also sent to the DDI which
uses the travel memo. The memo has been used as an in-
ternal control in the DDI. The DDI decided to retain
the approval memo as it is the mechanism through which
the DDI or Associate DDI first decides whether the
foreign travel request should be processed further.
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $75 award (MODERATE/EXTENDED)
D. Decision of the Chairman
I, 7 DEC 1976
Chairman, Suggestion an ievement Date
Awards Committee
7s" -
Award
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SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO. 76-485: dated 17 June 1976
er - yp t I GS-05
Directorate of Intelligence/CRS
A. Summary of Suggestion
1. Background
Heavy cartloads of material are often trans-
ported between Headquarters and P&PD Building. A
ramp exists in front of the PEPD Building; however,
no ramp existed on the Headquarters side of the
perimeter road, thus it was often necessary for two
employees to make the trip to P&PD to lift the cart
over the curb.
2. Suggestion
Install a ramp on the Headquarters side of
the crosswalk like the one on the PIPD side.
B. Evaluation
1. OL said that the ramp at the entrance to the
Printing and Photography Division Building, along with
the other ramps on the Headquarters compound, was
constructed in compliance with Federal directives
which require that provisions be made for physically
handicapped persons. During the evaluation of this
suggestion, it was recognized that no practical avenue
exists between the P&PD Building and the Headquarters
Building which is suitable for use by the physically
handicapped.
STAT
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STAT
2. The ramp was installed on 14 October 1976
at a cost of $600. Safety Branch appraised this
safety improvement at least MODERATE/LIMITED.
3. OL/P&PD officials had a survey conducted to
determine the volume of carts conveyed to the PfPD
Building to pick up materials. It was found that
employees go to the plant on an average of three
times daily. Since the ramp was installed, it was
noted that only one person goes to the plant with
each cart. There are definite hourly savings but
they are difficult to estimate because of the various
offices using the ramp.
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $75 award (MODERATE/EXTENDED).
D. Decision of the Chairman
ChairmaT~Su 1 17 F)7,
e to ng Achievement Date
Awards Committee
e
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SUMMARY AND RE, COMMENDATIONS FOR THE CHAIRMAN
I
SUGGESTION NO. 77-36: dated
, GS-05
Directorate of Operations/Services
Staff (Now Office of Security)
A. Summary of Su estion
The suggester proposed that the attached "File
Slip" form be made a standard Agency form rather
than an internal office form reproduced on office
copiers.
B. Evaluation
printed inThe "File
1976., Form
DDO/ISG estimatedathat was
approximately 80 forms are used monthly or 960 annually
at a savings of approximately $67 annually.
2. DDO/ISG rated intangible benefits MODERATE/
LIMITED.
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $25 award based on combined savings of $67
and intangible benefits of MODERATE/LIMITED.
STAT
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STAT
D. Decision of the Chairman
I -j
Chairman, Suggestion afid Achievement
Awards Committee -
1. 7 DEC 1276
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DATE FILED:
TYPE:
FILED BY:
DATE FILED:
TYPE:
DATE SORTED:
FILED BY:
DATE FILED:
TYPE:
FILED BY:
DATE FILED:
SORTED BY: TYPE:
DATE SORTED: #
PACK:
-------------------------------------------------------------------
FILED BY:
DATE FILED:
SORTED BY: TYPE:
DATE SORTED:
PACK:
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FORM 3952
10-76
FILING SLIP
FILED BY:_
DATE FILED:
TYPE:
NO.:
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'SECRET
SUMMARY AND RECOMMENDATIONS FOR THE CHAIRMAN
SUGGESTION NO: 77-117: dated 4 October 1976
F_ I GS-11
Communications Officer
Directorate of Administration/OC
(Field)
A. Summary of Suggestion
The suggester proposed format changes to Headquarters
originated intelligence briefs, detailed description
attached.
B. Evaluation
1. OC adopted the following portions of this
suggestion by Book Dispatch 10859, dated 12 July 1976:
a. Assignment of the message handling
indicator "BRIEF" vice "STAFF".
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b. Separation of the preamble from the
message text by inserting twenty-five line
feeds following "
c. Elimination of the remaining page
identification information which consisted
of the page number, message reference number
(DIRECTOR did not appear in this line). a
the classification, including the
control when appropriate.
2. Even though only portions of the proposed changes
were adopted, OC said that the suggestion resulted in
improving the 0 format to the extent that field
stations should be able to make the distribution to
components without further sterilization measures
being required. OC rated intangible benefits MODERATE/
EXTENDED.
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25X1
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 Approved For Release 20039EQ:`LA-RDP80-00706A000100110001-3
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $100 award (MODERATE/EXTENDED)
D. Decision of the Chairman
7 AFC
am 25X1A
Chairman, Suggestion qn c vement Date
Awards Committee
Award
Approved For Release 2003/03 E F'PP80-00706A000100110001-3
 25X1A
Approved For Release 2003/03/10 : CIA-RDP80-00706A000100110001-3
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Approved For Release 2003/03/10 : CIA-RDP80-00706A000100110001-3