CIA LIBRARY PROCUREMENT PROCEDURE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01370R000100120001-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: November 16, 2016
• Document Release Date: April 17, 2000
• Sequence Number: 1
• Publication Date: March 9, 1960
• Content Type: MF

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C E N T R A L INTELLIGENCE AGENCY
OFFICE OF CENTRAL REFERENCE
9 March 1960
MEMORANDUM FOR: Inspector General
THROUGH : Deputy Director/Intelligence
SUBJECT : CIA Library Procurement Procedure
REFERENCE I0 memorandum to the DD/I, dated 1 Dec, 1959,
transmitting the Report
1, The "Inspector General's Study of CIA Library Procurement Policies
and Procedures" has been reviewed by OCR, DD/P, and the Comptrolller.
2, We find the report accurate and well presented, and are in general
agreement with the recommendations made therein. Reported below are specific
actions taken or planned in response to the recommendations, These comments
are the coordinated views of the Comptroller, II)/P and OCR:
Recommendationt agee 9:
The CIA Librarian explore with the Office of the Comptroller and the
Department of State the possibility of simplifying procedures for periodic
adjustment of publications purchase fundso
accounts,
OCR and the Office of the Comptroller agree that a simplified billing
procedure, along the lines suggested, can be implemented. OCR has initiated
discussions with the Comptroller's Office and the Department of State,
Simplified procedures are being developed,
Recommendations (a) and (c), page 15:
In collaboration with the Comptroller, the Assistant Director for
Central Reference arrange to reserve CIA Library procurement funds generally
for research, reference, and background information material; and, The
Deputy Director (Plans) and the Deputy Director (Support) insure that
publications purchased through the CIA Library for operational, welfare,
training, or other non-reference purposes be charged against appropriate
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Coasts for all publications are charged to a special allotment account
in OcIR which the Comptroller establishes on the basis of estimates sub-
mitted to the Budget Division by Agency components. Beginning 1 July 1959,
coats incurred during the year are charged to appropriate cost centers
(requisitioning offices), according to procedures set up in the Comptroller's
"Financial Improvement Instruction No. It". Under this system M/F components
are able to indicate (on Form 1395) what cost account is to be charged.
Individual accounts will generally not confuse charges for operational,
welfare, training or other nun-reference purposes with those for reference
materials. Confusion will still result in cases where a special operational
account is short of funds and funds from a regular account are tapped to
acquire publications which are for operational use. The cases where this
happens will, however, remain few in number and are insufficient justifica-
tion for coaplicating accounting procedures.
While IiD/F can thus furnish data showing what amounts are spent on
publications for operational vs. reference purposes, the records of OCR
and UD/S will not make this dietinetione OCR prepares its budget on the
basis of its own needs plus the needs of other components, and estimates
developed from each Agency component are submitted to the Budget Division
on a supplemental schedule. Except for this one schedule, the distinction
between funds budgeted for research and reference requirements, and funds
budgeted for procurement for other purposes tends to become lost. while
an accounting system could be established to reflect the intended use of
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publications, the result would be unduly complex, cumbersome and costly.
We feel that control over the intended use of publications can be more
effectively and economically applied by the requisitioning offices,
Recommendation (b) A page 15s
The Deputy Director (Plans) instruct field installations that minor
and routine purchases of publications required abroad should be made locally
from funds available to
This is already the general practice where needed publications are
locally available, and the DD/P does not believe additional instructions
are necessary. AD/CR will, however, re-emphasise this point in the OCR
notice on Library functions and procedures, suggested in Reco?snendation
(c), page 16.
Recommendation (a), page 161
The Deputy Director (Plans) designate a lisison point to which the
Library may turn for discussion of procurement, assistance in preparing
guide-type requirements, and coordination of other Library matters. This
liaison point should bq in the Intelligence Staff recommended in the
Inspector General's Survey of the DD/P Headquarters dated July 1959, or
in an appropriate division of the FI Staff.
When the Operational Intelligence Support Division was reorganised,
the was transferred intact to the PI Staff,
Division, The DD/P has redesignated this
in FI, as
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the liaison point to which the Library may turn, Matters beyond the
competence of the ill be referred to the Chief,
Operational Services, DD/P.
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Recommendation (b), page 16i
iw w rr ~w wr
The Deputy Director (Plans) require each of his staffs and divisions
to give careful consideration to the annual suballotment estimates requested
by the Library and adjust these estimates downward to reflect the elimina-
tion of operational, welfare and other non-reference publication purchases,
This recommendation would, in effect, require each DD/P office to pro-
vide in its own budget for operational, welfare, and other non-reference
publication material, The problem of having each office budget for all
the services' and goods it consumes, including books and publications for
any purpose, is one of the major study areas in the Camptraller'e Financial
Management Program, The over-all objective of this stud is to have each
office budget for all such services and goods to the extent that the
management benefit gained will be coam-eneurate with the cost of maintaining
the accounting syetemo Hence, while tv/P is willing to adopt this
rat 8, the Comptroller and OCR propose to defer action until such
time as current cost experiments are tested and evaluated,
Recommendation (c), page 16x
The CIA Librarian prepare for general dissemination an Agency notice
which explains the role and functions of the CIA Library, emphasising its
dual capacity as a research and reference center, and as a purchasing
agent. This notice should stress the economies of petty cash purchases
abroad, should define the difference between orders chargeable to the
Library account and those chargeable against other accounts and should
be distributed both at CIA Headquarters and
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Agree. A draft initial notice has been prepared (see attached copy).
As methods for costing acquisitions are'changed or other circumstances
warrant, supplementary notices will be circulated.
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Assistant Director
Central Reference
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Concurrences:
Si ned by
Edward x. sooners
Comptroller
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Chief9 Operational Services, Ia/P
Robert Amory, ire
Deputy Director/Intelligence
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