ANNUAL REPORT RECORDS AND SERVICES DIVISION INDEX

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000100090018-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 23
• Document Creation Date: December 9, 2016
• Document Release Date: June 27, 2001
• Sequence Number: 18
• Publication Date: June 30, 1956
• Content Type: REPORT

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ANNUAL REPORT
RECORDS AND SERVICES DIVISION
INDEX
1. Major Accomplishments and Significant Development During
Fiscal Year 1956
A. Central Processing Branch
Section 1
Page 1
B. Employee Services Branch
Section 1
Page Z
C. Statistical Reporting Branch
Section I
Page 3
D. Transactions and Records Branch
Section 1
Page 5
II. Objectives for Current Year and Status of Current Program
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
III. Program Outlook for Budget Year 1958
Records and Services Division
Section 3
Page 1
IV. Statistics
Central Processing Branch
Employee Services Branch
Transactions and Records Branch
Section 4
Section 4
Section 4
Page 1
Page 2
Page 4
V. Tren
d Charts - January 1954 - June 1956
A. Security Initiations
B. Agency Applicants in Process
C. Correspondence Prepared
Section 5
Section 5
Section 5
Chart 1
Chart 2
Chart 3
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ANNUAL REPORT
SECTION 1. Major Accomplishments and Significant Development -
1 July' 1955 30 June 1956
A. Central Processing Branch
1. In cooperation with the Transportation Division, Office of
Logistics, Central Processing Branch instituted a new procedure
with the United States overseas airlines for shipping and billing for
unaccompanied airfreight of Permanent Change of Station travelers.
This procedure made possible the shipment of such freight at lesser
rates and made it unnecessary for employees to be issued cash ad-
vances for this purpose.
2. Recently, a new procedure was established within Central
Processing Branch for the recording of documentation information,
such as passport and Identification Card data, on IBM cards. This
new recording method allows for better control of documents and
for calling up of expiration dates.
4. During the past few months, an internal Central Processing
Branch training program has been established to familiarize the
members within the Branch with the functions of other members.
For example, Personnel Processing Assistants are learning the
functions of Fiscal Processing Assistants and Passenger Traffic
Assistants. This will enable all members of Central Processing
Branch to become qualified to perform all phases of briefing for
official cover travelers.
5. Statistics concerning the Central Processing Branch are
to be found under Section 4.
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B. Employee Services Branch
1. One of the most significant accomplishments of this Branch
during the past year was its successful conduct of the first annual
Consolidated Charities Campaign under the direction of the Consol-
idated Charities Committee. The end results of this first one-fund
drive far exceeded the anticipated goal. With only a few minor
changes in accounting methods, procedures developed during this
year's drive will continue to be employed in the future.
2. The Recreation Program continues to expand with the addi-
tion of a women's golf league, tennis leagues, a swimming club, and
a potentially promising rifle club. In addition, a duckpin bowling
tournament was conducted for the first time in three years and the
Weekly Football Prediction contest was added to the fall program.
Information on these diverse programs is being disseminated to em-
ployees through increased distribution of the Recreation Association
Newsletter, announcements in the Personnel Information Letter, and
continued use of bulletin board facilities.
3. Activities of the Agency Blood Donor Program were expanded
by the addition of its first "Gallon Club" and the establishment of a
system for recording the names of persons with rare blood types for
emergency use.
4. The regular weekly Entrance-On-Duty Orientation has been
supplemented with a "Follow-up" Orientation conducted in the IAS
to render more immediate assistance on housing, transportation,
and other individual problems that may arise for the new employee.
The "Follow-up" Orientation also offers the opportunity to further
explain and encourage participation in the Savings Bond Program.
5. Statistics concerning the Employee Services Branch are to
be found under Section 4.
C. Statistical Reporting Branch
1. This Branch distributed to the various Agency components
a total of 2, 553 recurring reports during the Fiscal Year, or an
average of 213 a month.
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2. Additionally, special reports were prepared, such as the
following:
a. Summary of DDP Group Table of Organization
changes between 1 January 1955 and 30 June 1956.
b. Statistical tables of Personnel distribution for
budget estimates of the major components for
Fiscal Years 1956 and 1957.
c. A tabulation of the educational extent of Agency
staff employees by position title and grade.
d. A quota determination for the various organiza-
tional components for use in the Consolidated
Charities Drive.
e. A tabulation indicating the location by country
of Agency staff personnel.
f. A tabulation of the number of Table of Organiza-
tion positions down to section level in the DDP
Group as of 31 October 1955.
A determination of the average number of months
in grade for selected Agency staff personnel pro-
moted in the last quarter of 1955.
h. A tabulation of Agency headquarters personnel
by city location.
i. Prepared a series of 30 x 40 charts indicating
budget estimates for Fiscal Years 1956 and
1957 and strength at the end of 1955 for use by
DDS.
Prepared a series of statistical graphs to be used
by the DDS indicating the trend in the number of
personnel in training from May 1955 through
December 1955 for the various organizational
components within DDS Group.
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3. Modified the personnel action recording procedures for
staff agents and military personnel to make possible the inclusion
of personnel data in various mechanically prepared reports such
as the Monthly Position Control Register.
4. Simplified the, reporting system applicable to staff personnel
eligible for membership or who are members of the Career Staff to
provide the Career Selection Staff with more timely statistical data.
5. Prepared a staff study recommending the revision of the
reporting format of the Monthly Personnel Statistical Review. This
report has been approved and the revised report will go into effect
on the June 1956 Monthly Personnel Statistical Review. The report-
ing procedures reduce the number of pages, but the individual cov-
erage for the reports now contained has been broadened to reflect
more complete information.
6. It has been determined that the present IBM equipment at
the records center is inadequate to produce the types of reports
which may be required in emergencies. As a result, a recommen-
dation was made to the Records Control Officer, Office of Personnel,
that the IBM 407 be substituted for the IBM 40Z currently at the relo-
cation center.
7. Revised the formats and expanded the graphic presentation
of Agency personnel statistics to include such data on Agency em-
ployees as age, sex, and veteran preference.
8. Assisted the following organizational components in such
things as adapting their manual records to punched card systems, pre-
paring mechanical reports from punched card information and designing
coding forms for transferring manual records to punch cards:
Management Staff
Office of Training
Office of Security
Qualifications and Analysis Branch
Employee Services Branch
Central Processing Branch
Career Selection Staff
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Benefits and Casualty Division
Transactions and Records Branch
Personnel Evaluation Division
D. Transactions and Records Branch
1. The Files Section has continued to improve the Official
Personnel Folders. During the last Fiscal Year, the following
improvements have been made:
a. Dividers have been inserted into approxi-
mately-Official Personnel Folders.
b. Cards reflecting Date of Birth, Current
Service Entrance -On-Duty Date, and Serial
Number have been inserted in each employee
file.
c. As a result of an audit of the charge-outs of
Official Personnel Folders prior to 1956, 98%
of delinquent charge-out Official Personnel
Folders have been returned.
2. A project of screening and converting all inactive Official
Personnel Folders has been initiated by the Files Section. This
involves the elimination of all duplicate material and the conver-
sion of the hard-back folders into the Official Personnel Folder
jackets.
3. The Civil Service Commission has exempted this Agency
from the procedural requirement of forwarding the Official Per-
sonnel Folders to the Federal Records Center in St. Louis after
the separation of individuals.
4. Non-coded files of 1953 applicants were destroyed and
reasons for non-employment letters of declination and material
reflecting legislative or "front office" interest were removed for
storage in a numerical letter file.
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5. The responsibility for the coding of all personnel docu-
ments for machine reporting was transferred from the Office of
the Comptroller to the Office of Personnel. This allowed for
coding of documents at the time of preparation which reduced the
overall man-hours required to do both functions separately.
6. New internal Office of Personnel routing procedures for
Requests for Personnel Actions (Form SF-52) have been effected
to reduce the time of receipt of 52's in the Office of Personnel and
the execution of the Form 50.
7. Position identification strips are now being prepared by
Machine Records Division at the same time Tables of Organization
are being prepared. This process has eliminated the necessity for
individual typing of position identification information. These
machine printed strips are distributed to the operating components
concerned, thereby reducing to a great extent the matter of recon-
ciliation of Tables of Organization between the Office of Personnel
and the operating components.
8. There was a 16% increase this Fiscal Year in the letters
prepared and dispatched by the Correspondence Section. Emphasis
is constantly being placed on the review and revision of the many
form letters prepared,
9. The Imprest Stamp Account approved for the use of the
Correspondence Section was increased from $3. 00 to $25. 00 per
month. This was made necessary to handle the increased volume
of covert and sterile mail prepared in the Section,
10. In the past, all envelopes required individual addressing.
Much timesaving has been realized in the dispatch of correspond-
ence by the use of window envelopes for routine types of corre-
spondence.
11. Statistics concerning the Transactions and Records Branch
are to be found under Section 4.
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SECTION 2. Objectives for Current Year and Status of Current
Year
A. Central Processing Branch
1. It is the objective of the Central Processing Branch to
prepare for use by technicians written briefings on each station and
cover situation which concern official cover personnel processed
through Central Processing Branch. Accompanying these written
briefings will be a summary to be signed by the traveler which will
state that he fully understands the contents thereof.
2. To keep the offices of the Agency informed on the docu-
mentation on hand for their personnel, it is proposed that there be
distributed quarterly to the various organizational components a
roster of personnel whose official cover passports will require re-
newal or reissue during the quarter following the preparation date
of the roster. This will help the offices in preparing standby pass-
port requests.
3. A complete listing of passport numbers and.dentifica- 25X1C4a
tion card numbers assigned to Agency personnel which will be revised
on a quarterly basis will be forwarded to the Vital Materials Reposi-
tory.
4. A proposal has been submitted to the DCI recommending
that he negotiate with the Department of State for detail of Passport
Division personnel to CIA to issue their revalidated passports physi-
cally within the confines of the Agency. If this proposal is approved
and the Department of State agrees to such detail, it is assumed
that Central Processing Branch will assist in the arrangements for
putting this plan into practice.
5. It is planned to develop a returnee interview checklist for
use by Central Processing Branch technicians. This checklist will
be used in debriefing returnees to ensure that all matters of personal
and official interest are covered. This will aid Central Processing
Branch in keeping current on all changes that might have occurred in
the various field stations so that new employees departing for such
stations may be properly briefed.
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B. Employee Services Branch
1. The Employee Services Branch plans to improve and enlarge
its activities designed to meet employee needs. Continuous liaison
with representatives of other Agency components will assist the
Branch in evaluating current programs and determining any need
for new activities.
2. It is planned to expand the housing service which will presage
the preparation of a dispatch to field stations requesting that super-
visors advise returnees of this service and encourage their using it.
If returnees take advantage of this facility, considerable time will be
saved for them and for the Agency. The returnee will be able to re-
sume his duties in a more settled situation.
3. Continuous review and expansion of the Recreation Program
will be combined in an effort to obtain the additional financial support
needed.
4. A complete renovation of bulletin board design and location
will be undertaken to ensure proper utilization of this communication
outlet. This will be accompanied by a general study of methods of
communication which is the basic foundation of any successful em-
ployee service program.
C. Statistical Reporting Branch
1. It is planned to establish a complete IBM punched card
history on all staff employees who entered on duty from 18 September
1947 to date. Currently, the punched card history on such personnel
reverts only to 1951. The current punched card history file on staff
employees can be reduced by a simplified coding system for histori-
cal personnel data. The revised coding should reduce the size of the
history file by two-thirds, and will enable the machines to produce
historical studies more simply in less time. With this historical
card file, it may be possible to design a system whereby historical
profiles of personnel can be produced as an aid to the various Career
Services.
2. A review of all mechanically prepared reports will be
undertaken for the purpose of combining and eliminating various
reports as appropriate.
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3. Establish a "Statistical Reporting Branch Catalogue" which
will reflect all material maintained on file in this Branch. This
catalogue will be prepared by punched cards so that it may be kept
current at all times.
4. Revise the formats of various tabular reports prepared by
this Branch to make greater use of graphic presentation.
5. Broaden the scope of the Statistical Reporting Branch's
current program for the analysis of personnel statistics to obtain a
greater range of correlative factors for use in the projection of per-
sonnel trends .
6. Plans are being formulated to reduce the manual preparation
of personnel actions. This reduction will be made possible through
the use of the Flexowriter method. A reduction in key punch opera-
tion will be carried out through the use of the bi-product tape prepared
by the Flexowriter. The conjestion caused by a varying cutoff will be
substantially reduced with this new method.
D. Transactions and Records Branch
1. It is anticipated that the new Periodic Step-Increase Certifi-
cation form will be received and the proposed system of notifying the
various Agency components of the Periodic Step-Increase due-dates
on machine prepared forms will be initiated. This will do away with
the manual preparation of those forms by the Position Control Clerks.
2. It is planned to establish a system whereby the Machine
Records Division will be able to furnish us with advance monthly list-
ings of the due-dates of Fitness Reports. This will eliminate the man-
ual searching for due-dates and the manual typing of listings.
3. Transactions and Records Branch expects to put into operation
the new charge-out system for official personnel folders. All the
necessary forms have been received, and this procedure will be inau-
gurated as soon as the proposed CIA Notice and revision in CIA Regu-
25X1A lation - are published.
4. A concentrated effort will be placed on the training of personnel
in Transactions and Records Branch during the coming months. This
will be accomplished by permitting as many employees as possible to
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attend the personnel, administrative and clerical courses offered by
the Office of Training, and by completing written detailed instructions
on the various procedures within the Branch. Special emphasis will
be placed on the training of key personnel in supervisory positions.
5. There will be a continuous review made of all work processes
for which Transactions and Records Branch is responsible. Super-
fluous items will be omitted.
6. As the workload permits, continued review of the official
personnel folders will be made to ascertain the proper order and
arrangement of all documents contained in them.
7. Continued efforts will be made to ensure appropriate and
timely correspondence stressing the importance of the personalized
letter. Greater emphasis will be placed on the availability of the
services of the correspondence operations in an effort to centralize
in the Office of Personnel the preparation of communications to appli-
cants and former employees.
8. Transactions and Records Branch is exploring the possibility
of establishing a Flexowriter system which will reduce time spent
processing personnel actions. The purpose of this operation would be
to combine four other operations - the preparation of the SF-50, Noti-
fication of Personnel Action; the coding of that document; the prepa-
. ration of Status Cards for the Machine Records Division; and the
duplication of constant information on the SF-52, Request for Personnel
Action.
9. The Files Section will place greater emphasis, as time permits,
on its last major project which is the conversion of resignee files from
the old "hard-back" type folder to the standardized official personnel
folder. When this project is completed, the folders on all persons who
have been separated from the Agency for more than two years plus the
current year will be retired to the CIA Records Center.
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SECTION 3. Program Outlook for Budget Year 1958
1. During Fiscal Year 1955, $18, 981. 11 was expended for
overtime; and, during Fiscal Year 1956, $16, 210. 71 was expended
plus the utilization of five summertime employees and the use of
additional help by personnel assigned to the Interim Assignment
Section to perform all the necessary functions and special projects
assigned to the Division. Therefore, it is felt that the Records and
Services Division is now understaffed. The Division will be further
handicapped by the current Agency policy that five per cent of author-
ized personnel be in a training status. Members of the Division are
constantly striving to effect shortcuts. However, with the current
workload and the anticipated workloads, at least five additional clerks
are needed to ensure prompt and efficient service to all Agency com-
ponents. Attached are representative charts which reflect the upward
trend of workloads for the past two and one-half years. (See Section 5.)
2. There are no anticipated major changes in direction, scope or
emphasis within the Records and Services Division during the Budget
Year 1958.
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Recreational Activities
A. Sports
1 Men's Basketball League
6 teams
75 members
Women's Basketball
2 teams
25 members
2 Men's Softball Leagues
16 teams
298 members
5 ,Mixed Bowling Leagues
58 teams
400 members
1 Touch Football League
6 teams
90 members
1 Class A Men's Golf League
11 teams
22 members
1 Class B Men's Golf League
16 teams
32 members
I Women's Golf League
8 teams
16 members
Golf Instruction Group
85 members
1 Class A Men's Tennis League
16 members
1 Class B Men's Tennis League
14 members
1 Women's Tennis League
11 members
Table Tennis
2 teams
8 members
B. Clubs
Pentagon Choral Club
Potomac Recreation Association
Rifle and Pistol Club
Swimming Club
C. Social and Special Programs
Red Cross Hostess Group
Recreation Awards Smoker
Christmas Assembly
TOTAL
Football Predictions
Duckpin Bowling Tournament
TOTAL
1,092
58 members
27 members
120
44 members
240
300
465 participants
28 teams 140 participants
605
2,401
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 4000
3 000
CORRESPONDENCE PREPARED
July 1954 - June 1956
A S O 2 A N J
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