SEMI-ANNUAL REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000100060007-2
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 15
• Document Creation Date: December 9, 2016
• Document Release Date: September 11, 2000
• Sequence Number: 7
• Publication Date: February 7, 1957
• Content Type: MF

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MEMORANDUM FOR: Executive Officer
Office of? Poso?ane
SUBJECT: Semi_fsn
~
_
nua
Re
7 FEB 1957
Attached is the Semi-Annual Report for the Records
and Services Division in accordance with the instructions
set forth in the Director of Personnel's Memorandum
dated B. July 1955.
Chief, r s and Services Division
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CONHDENTIA!
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CONFIDENTIAL
SEMI-ANNUAL REPORT
RECORDS AND SERVICES DIVISION
INDEX
I. Progress and Accomplishments - July - December 1956
A.
Central Processing Branch
Section 1
Page 1
B.
Employee Services Branch
Section 1
Page 2
C.
Statistical Reporting Branch
Section 1
Page 3
D.
Transactions and Records Branch
Section 1
Page 5
II.
Program Plans - January - June 1957
A.
Central Processing Branch
Section 2
Page 1
B.
Employee Services Branch
Section 2
Page 1
C.
Statistical Reporting Branch
Section 2
Page 2
D.
Transactions and Records Branch
Section 2
Page 3
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SEMI-ANNUAL REPORT
SECTION 1. Progress and Accomplishments = July - December 1956
A. Central Processing Branch
1. During the past months, the Central Processing Branch
(CPB) developed an unclassified brochure to be used by travellers.
This brochure outlines the travel services performed by the Branch
and includes selected information on insurance matters of possible
interest to travellers. Before a traveller processes through CPB,
he receives a copy of this brochure so that he may familiarize
himself with the information contained therein. These services
and insurance matters he discusses with his dependents so that if
there are questions regarding these items, he may have them answered
by the Branch technicians when his processing begins.
2. As a result of income tax problems encountered by a number
of returnees, a brief outline regarding personal tax obligations in
Maryland, Virginia, and the District of Columbia was prepared. The
employees of the Finance Section have learned the local and federal
tax requirements, and are discussing them with personnel processing
for overseas assignment so that these travellers will become acquainted
with their legal obligations on tax matters.
3. A survey of the numerous forms currently used in CPB was
begun in order to determine which forms should be revised or consoli-
dated. Details on this survey are being worked out with the Records
Control Officer, Office of Personnel.
4. The internal Central Processing Branch training program is
continuing so that all members of the Branch will become familiar
with the functions performed by their co-workers.
5. The mechanical method of recording official cover document
records such as passports and identification cards has been completed
and will be maintained on a current basis. These records are being
transmitted regularly to all components for their use and guidance.
6. One of the most significant accomplishments made by CPB
was the establishment of a new system for processing travellers.
This system requires that the technicians in the Personnel, Travel,
and Finance Sections operate on an area specialization basis rather
than on a world-wide basis, which had formerly been applied. It is
felt that this new method will provide better service to the travel-
lers, and enable CPB to maintain better liaison with the area divisions.
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7. During the past few months, an accelerated system for
processing returnees has been developed. In the past, returnees
were processed through the Personnel and Travel Sections by a
technician assigned to each section. Under this accelerated system,
one technician handles the functions of both the Personnel and Travel
Sections, thereby eliminating time spent by one technician in the
returnee processing.
B. Employee Services Branch
1. Preliminary work on the Consolidated Charities Campaign
began in August 1956. This included the design of new forms, prep-
aration of notices and instructions, and the design of promotional
material for the drive. The Employee Services Branch (ESB) admin-
istered the campaign which began 1 September 1956. During the
course of the campaign, members of the Branch attended numerous
meetings and luncheons held by the participating welfare groups.
Books for the Consolidated Charities Campaign closed formally on
31 December 1956 with the following results: $180,274.33 pledged;
$107,428.33 paid against a goal of $85,000.00, and only .08% of
the balance left unpaid. All components with the exception of one
exceeded their dollar goal.
2. The existing Recreation Program, activities are continuing
and expanding with eight new activities added to the twelve older
programs which had been in effect prior to 1 July 1956. Among the
new activities are the Women's Softball Team, Women's Golf League,
Men's Tennis League, Mixed Tenpin Bowling League, Rifle Club, Stamp
Club, Swimming Club, and a Square Dance Group. Participation in
all activities totalled members for the period July - December 25X9A2
1956. This is an increase of 660 members over the corresponding
period for 1955. The distribution of the Recreation Association
Newsletter has increased accordingly from copies 25X9A2
for the same period.
3. Emphasis has been placed on familiarizing. the new employee
with the benefits and services available to him, through stressing
these points in the Agency entrance-on-duty orientation and the
follow-up orientation sessions. Such items as the Blood Bank,
Insurance Plans, Recreational Programs, and the Credit Union are
outlined, and the employee is encouraged to utilize these facilities.
4. A new somewhat limited orientation has been initiated for
"Summer-only," and Deputy Director (Plans), Foreign Intelligence
Staff, Records Integration Division (DDP/FI/RI) night force employees.
Even though this orientation is similar to the regular Monday morning
entrance-on-duty orientation, conducted in Curie Hall, it is often
given at times and in locations other than those normally provided;
for example: DDP/FI/RI groups receive their orientation in the evening
at their Interim Assignment Section location.
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5. Housing listings have been solicited regularly through
the Personnel Information Newsletter and are being checked each
month for availability.
6. As a result of a concentrated effort during a threatened
transit strike in November, 100 new listings were added to the car
pool facilities. Additional listings are sought continually through
publicity in the Personnel Information Newsletter.
7. The Red Cross recently advised ESB that the Central Intelli-
gence Agency is the top agency in the Washington area for participa-
tion in the Blood Donor Program for 1956. During the past year,
1,893 Agency donors participated in this program with 1,192 employees
making their contributions during the period July - December 1956.
8. The conversion of the true name and pseudonym listings to
the Wheeldex file system was completed after several months of
concentrated effort. Cables are disseminated with more speed and
accuracy as a result, and every effort is being made to continue
prompt and accurate routing. Cable files have been revised and all
unnecessary logkeeping has been eliminated.
9. In November, responsibility for administering the Employee
Welfare Fund was transferred to the Chief, and Assistant Chief of
the Branch, coincident with their appointments as Executive Secretary
and Alternate of the CIA Welfare Assistance Board. Utilization of
this emergency facility has been frequent with sixteen cases being
handled since the transfer of this function.
C. Statistical Reporti Branch
1. As a result of requests for information contained in the
official personnel records, Statistical Reporting Branch (SRB)
planned flow charts for the Machine Records Division, Office of
Comptroller, and established priorities in order to facilitate the
arrangement of material to complete forty-nine special reports.
These special reports, which provide service to all components of
the Agency, are similar to the following:
a. Name listings prepared of all individuals double
slotted in the Deputy Director (Intelligence) group furnished
to Personnel Assignment Division to aid them in determining the
length of time incumbents remain in this status.
b. Name listings of all DS designees prepared on Flex-o-
line strips furnished to the DS Career Board to assist them in
establishing a new recordkeeping system.
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c. Rosters prepared for Mobilization Staff to aid
them in reconciling Agency reservist records with those
of the Department of Defense.
2. The Statistical Reporting Branch assisted the Benefits
and Casualty Division, and Central Processing Branch in adapting
their manual records to punched card systems. This conversion
included such items as Central Processing Branch cover documents,
and Benefits and Casualty Division insurance claim records.
3. Two new reports for Military Personnel Division reflecting
personnel qualifications of military personnel were arranged.
1+. Formats for a punched card reporting system were designed
to assist the Deputy Director of Personnel for Planning and Devel-
opment, Selection Staff, in establishing the Biographic Profile
system for Agency personnel.
5. Statistical Reporting Branch coordinated with the Manage-
ment Staff in a study of the Flexowriter system to be installed in
the Transactions and Records Branch. Briefings on the development
of forms and distribution of copies have been given to employees
who will be required to operate this system.
6. Assistance was given to the Medical and. Security Offices
in preparing listings and punched card files for use in the recon-
ciliation of their records with the medical and security records
retained in the Office of Personnel.
7. Progress has been made on reconstruction of the punched
card history file. Personnel actions on all former employees from
18 September 19+7 through 31 December 1953 have been coded and
punched on International Business Machine (IBM) cards to be placed
in the historical file. Work is continuing on the remaining actions
of former employees and current Agency employees so that the entire
personnel listing of all employees will be complete. This listing
will make possible personnel studies which were unable to be prod-
uced in the past.
8. Formats for a punched card to be used in the recording of
employee qualifications was designed for the Personnel Assignment
Division, Qualifications Analysis Branch.
9. The special committee formulated to plan an Agency "Lan-
guage Incentive Program" was provided with tabulations of employee
language proficiencies, and studies on cost estimates to aid them
in estimating the cost of such a program.
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10. The following large scale studies were prepared during
the past six months;
a. Complete Agency background material furnished to the
Deputy Director (Support) for use in a presentation to the
"Watchdog" committee. This material consisted of graphs, charts,
and written information on Agency strength, average age studies,
average grade studies, distribution of staff employees by
geographic area, and the average number of years staff employees
have been working for the Agency.
b. A summary strength study furnished to Management Staff
at the request of the Director of Personnel which covered the
period November 1955 - October 1956. This study reflected a
month-by-month review of ceiling, tables of or anization (T/O), 25X1A
and on-duty strength by department, foreign
field, and projects.
D. Transactions and Records Branch
1. The Flexowriter system of automatically preparing Personnel
Actions, Requests for Personnel Action, and IBM status cards from
tapes has been coordinated with the Management Staff. Six Programatic
Flexowriters with peripheral equipment have been ordered and their
delivery date scheduled for early in 1957. With automatic and semi-
automatic preparation of these items, current reporting will be
accelerated, and the time spent by the operating components in pre-
paring Requests for Personnel Action will be greatly reduced. This
new program will also improve the accuracy of the completed forms.
2. Personnel files on all resignees were reviewed, renovated,
and converted from the old "hard back" folders to the new Official
Personnel Folders. Subsequently, all resignee folders dating from
1947 through 1952 were checked against the Service Record Card File
to insure that all service on these cards was accurate and complete.
The files were forwarded to the CIA Reocrds Center for storage
after the Service Record Card was documented to reflect their transfer.
3. In compliance with a request made by the Chief, Records and
Services Division, DDP/FI/RI is transferring the personnel records
of all former Office of Strategic Services employees to the Transactions
and Records Branch. These files will be combined with files presently
maintained.
4. The project of installing dividers between the various
type permanent documents in the Official Personnel Folders of all
active staff employees was completed during this reporting period.
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5. Recently a new method of controlling Periodic Step
Increases (PSI) was adopted. This new method requires that the
Machine Records Division, Office of the Comptroller, prepare
the PSI form, and the Certification of Satisfactory Performance
form automatically by machine two months prior to the proposed
effective date. This eliminates the manual preparation of PSI
forms by the Position Inventory Clerk, and provides greater
accuracy in their preparation.
6. Procedures were established for the processing and entering
on duty of the DDP/FI/RI night force. This procedure consisted of
making special arrangements for the following: acquiring space for
provisionally cleared persons, presenting orientation lectures,
securing badges, scheduling physical examinations and security
interviews, providing for transportation, and handling all the
myriad details necessary to bring these individuals into the Agency.
7. Procedures for the special handling of the Junior Officer
Trainee processing were established with the Office of Training.
New cases put into process will be handled expeditiously without
delay.
8. A central point has been established within the Position
Control Section to monitor and control the following types of
assignments:
a. Employees detailed to external training and to
other government agencies,
b. Employees appointed with a specific time limitation.
c. All consultants, and when actually employed personnel
(WEE).
d. All part-time employees for the DDP/FI/RI night force
program.
e. All "Personal Rank Assignments."
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SECTION 2. Program Plans - January - June 1957
A. Central Processing Branch
1. One objective of Central Processing Branch is to complete
the forms survey commenced during the first half of the fiscal
year, and to revise internal written procedures to reflect the
approved changes resulting from the consolidation and revision of
forms.
2. Written procedures pertaining to travel of staff agents
and other catagories of travellers not normally processed by CPB
are expected to be developed.
3. The Central Processing Branch will strive to complete the
establishment of its new system of processing travellers through
technicians who operate on an area specialization basis rather than
a world-wide basis.
4. Progress is anticipated on the writing of up-to-date post
reports on the major stations. Particular emphasis will be placed
on the various types of cover used at these stations.
5. In order to become more familiar with the problems of the
administrative officers in the various Agency components regarding
Central Processing Branch functions, and to determine what assist-
ance might be rendered, a concerted effort is to be made by the
Chief, CPB and his designees to contact the administrative officers
periodically.
B. Employee Services Branch
1. The improvement and expansion of employee service activ-
ities designed to meet employee needs and improve employee morale
is the continuing objective of this Branch. All activities will
continue to receive continuous review.
2. Since the housing service is in need of expansion, it is
intended that there be as much time as possible devoted to increas-
ing these listings.
3. A more thorough study of the bulletin board activity is
planned in order to eliminate duplication and provide a more
complete, orderly method of bulletin board communication for
Agency employees.
4. Employee Services Branch also anticipates the beginning
of a Savings Bond Drive in the coming months.
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C. Statistical Reporting Branch
1. The Statistical Reporting Branch in collaboration with
Transactions and Records Branch plans to complete the project
of coding and punching the history of all former and present
employees of the Agency, dating back to 18 September 1947, into
IBM cards.
2. Surveys are to be made periodically concerning the
various rosters furnished by SRB, to determine if changes in
format or frequency should be made. for example; could the
Date of Grade Rosters serve the same purpose if furnished on a
quarterly basis instead of a monthly basis?
3. To provide the Branch with an accurate method of consol-
idating and locating its historical personnel statistics, comple-
tion of the "SRB Activities Catalog" is planned. This catalog will
consist of a central listing of all statistical information contained
within the files of the Statistical Reporting Branch.
4. Expansion of the graphic phase in the presentation of
personnel statistics will be made with particular emphasis on greater
use of pictorial graphs.
5. The present three card system for recording personnel status
data on IBM machines will be reduced to a two card system. This
change will make possible the direct coding of IBM status cards
coincident with the typing of the Notification of Personnel Action.
The direct coding system will go into effect when the Programatic
Flexowriter program is installed.
6. Training in the principles of the random access computer
(Ramat), or a similiar type machine, is planned for some of the
Branch personnel. This machine promises to be a valuable aid in
the maintenance and production of current personnel statistics.
7. To assist the Military Personnel Division in meeting
requirements given them for qualified military personnel, the SRB
plans to establish a punched card military detail personnel quali-
fications register.
8. Assistance will be given to the Management Staff on a
survey of the personnel statistical reporting techniques and proce-
dures, and the preparation of a feasibility study for Electronic
Data Processing. This survey will explore the possibility of
further mechanization of these techniques and the possible use of
the Electronic Data Processing Machines.
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1. The new Flexowriter system of processing Personnel Actions
is expected to be put into operation during the coming months. The
following operations will be combined in this new procedure: pre-
paration of the Notification of Personnel Action, coding of the
Notification of Personnel Action, preparation of the status cards
for the Machine Records Division, and the duplication of constant
information on the Request for Personnel Action. This will ease
the workload of the operating components in the preparation of
these forms, and will reduce the margin of error in their pre-
paration.
2. Analysis of the forms, methods, and procedures utilized by
the Appointment Unit will continue in order to determine what items
may be simplified, combined, or eliminated. The operations of this
Unit will be streamlined to accommodate the anticipated increase of
workload in the processing of new employees.
3. Completion of the project of forwarding inactive personnel
folders to the CIA Records Center is planned. These folders, dated
through 1954, are coded, and checked against the Service Record
Cards in the Position Control Section to insure that the information
recorded thereon is current and accurate. With these cards current
within the Office of Personnel, there should be little need for
recalling folders once they have been sent to permanent storage.
4. A review of approximately 20,000 applicant files for the
year 1954 will be made. This review will determine which files
are to be retained for future reference, and which are to be destroyed.
Permanent records will be prepared by the Files Section on all files
marked for destruction. This record will consist of name, address,
date of destruction, and other pertinent miscellaneous information.
5. During the forthcoming months, a new charge-out system for
the Official Personnel Folders will be activated . This system will 25X1A
be inaugurated when the proposed and revisions
25X1A of CIA Regulation- are issued. All the necessary forms for
the implementation of this program have been received.
6. The serial numbers assigned to all staff employees and
military personnel on duty will be posted to the Service Record
Cards of these individuals.
7. A machine roster of all former OSS employees will be
reviewed and checked against the files to determine which records
should be requested from Archives. These records will be required
to complete the history file on these people.
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8. During the coming months, the project of verifying the
Service Computation Dates of all staff employees is expected to
be initiated. IBM cards contining the name, serial number, and
date of birth for all employees have been prepared for this
purpose. This project will require that personnel records be
requested from the Federal Records Center in St. Louis, and other
government agencies in order to verify former government service.
The Machine Records Division and the appropriate payroll branch
will be notified of all adjustments.
9. Monthly and quarterly audits will be conducted on all
basic records including the Position Control Register, Leave
Without Pay Rosters, Casual Listings, Development Complement
Listings, and Applicant in Process Listings.
10. Receipt of the proposed revision of the Request for
Personnel Action, and the Notification of Personnel Action is
anticipated. These revisions will facilitate the typing and
coding of Official Personnel Actions.
11. Because of the high rate of personnel turnover, continued
emphasis will be placed on training during the coming months.
Particular emphasis will be placed in on-the-job training. This will
be necessary in order to fully orient our many new employees,
especially those in key supervisory positions.
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