ANNUAL REPORT - FY 1965 TRANSACTIONS AND RECORDS BRANCH PERSONNEL OPERATIONS DIVISION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000200070001-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 9
• Document Creation Date: November 17, 2016
• Document Release Date: July 28, 2000
• Sequence Number: 1
• Content Type: REPORT

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ANNUAL REPORT - FY 1965
TRANSACTIONS AND RECORDS BRANCH
PERSONNEL OPERATIONS DIVISION
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1. WORK FORCE
A. Office of the Chief
is now the Deputy Chief and. has assumed
responsibilities for most of the routine functions of this office, e.g.,
monitoring the PRA's, verification of SCD's, etc. Bob also takes an
active part in Branch Management decisions.
B. Files Section
The current staffing of only - in this section is not adequate.
The authorized. strength of is on the lean side. This understaffing
coupled with the complete absence of "bootleg" help is resulting in a
continuous backlog, especially on the Applicant Files desk. The summer
program and. increased activity in QAB have increased the Files work load.
Vacation schedules are just beginning. The Applicant File cabinets are
full and Merle is now preparing a shipment to Records Center under the
new procedure established with RI. Only the extra efforts of the Files
personnel and work performed by supervisory personnel has kept files
services reasonably current. Production statistics attest to the continu-
ous high level of activity this section has maintained while on duty
strength was constantly going down. We need help -- and soon.
C. Position Control Section
PI has had almost a complete turnover in assigned personnel during
FY 1965. Additional responsibilities for control of personnel actions
and the increased use of Form 1152a (Multiple Request for Personnel Action)
has made the PCR clerks job more difficult and exacting. This section of
M is to be commended for its service, performance and accuracy during
the past year. Staffing is adequate.
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D. Status Section
During FY 1965, Status maintained a very satisfactory level of accuracy
(approximately 97% of actions processed) and kept their work current even 25X9
with an overall increase in volume. The current staffing of = is one 25X9
short of the authorized strength. I think these- girls can handle 25X1A9a
future processing requirements if there is no significant increase in
volume. They may have some difficulty keeping current during vacation time.
(Note -- The PCR still shows slotted in Status, however, Dixie
is now working as a PI clerk and who is slotted as a PI 25X1A9a
clerk, is working on the CIA Retirement Staff.
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PRODUCTION STATISTICS (TAB A & B)
A. Files Section
The overall activity of the Files Section remained fairly constant.
The large increase in employee files charged out is due in part to
increased QAB activity. We processed more applicants and entered fewer
on duty than last year. The drop in file material reflects the abnormal
load of last Fiscal Year when much of the soft file material was put in
the OPF's. We also think last year's figure was somewhat inflated and
now have a more accurate count of file material received. This load does
not reflect the other time consuming activities such as retiring files
to the Agency or Federal Records Center, periodically inventorying the
files, etc.
B. Position Control Section
The slightly reduced activity of the Position Control Section is
indicative of continuing personnel controls.
25X1A9a
The large increase in Short Forms reflects the use of this means to
change financial accounting numbers as well as effecting mass transfers
necessitated by organizational changes. QAB input became significant
beginning in January 1965. Items 7 and 8 were significant projects
completed for SRB and SWD. The (Manpower Analysis Numbering System)
computer input would normally have been done by DDS&T/OCS. They could
not meet the deadline due to other commitments for their paper tape
punch equipment.
3. PROBLEMS MET AND SOLVED
A. Documentation of Legislative Pay Increase of 5 July 196.
The service record card and file of every individual concerned was
documented without outside help or the use of overtime.
B. The Occupational Series Codes for each individual were checked
and those incorrect or listing obsolete numbers were corrected.
C. A further reduction of computer kickouts was accomplished
bringing the rate to about 3% of the actions submitted. Considering
there are between 70 and 150 keystrokes on each action that could cause
a kickout, I am doubtful that much further improvement will be possible.
However, we are constantly trying to improve accuracy. OCS assisted in
the analysis of each kickout. After this error rate was reached and
maintained, of OCS suggested we discontinue individual error
analysis unless there was a marked decrease in accuracy.
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PROBLEMS MET AND SOLVED (Cont'd.)
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25X1A D. established Form 198d (Designation of Authorized
Officials -- Control and Loan of Official Personnel Folders.) These
forms have replaced the cumbersome memos formerly used for this purpose.
E. An AM-FM receiver and speaker system has been installed in the
Files Section with one additional speaker in the Office of the Chief.
Thank you.
25X1A9a F. checked the OPF and verified the SCD's of approximately
200 indiv ua s c gible for retirement in the "Class of 1970."
25X1A9a G. We released (through 366 cubic feet of Record
Center Applicant Files over two years old to RID under the new procedure.
PROBLEMS MET AND NOT SOLVED and/or COMPLETED
A. Establishment of Destruction Schedules for Applicant Files at
Records Center.
Much progress has been made including the agreement for RID to accept
all Applicant Files containing a Resume that are not special interest or
have not been put "in process." These files will be forwarded to RI after
a reject letter is sent. This will provide RI a constant supply and. not
overload their machine locator system. The destruction schedule of the
remaining Applicant Files and the Locator Cards is still under review.
B. Personal History File
No significant contributions were requested by OCS. This project
will require TRB support after OCS completes the archival records on
magnetic tape. We will be responsible for filling in the information
gaps and correcting the obvious errors. thinks that when
they complete the machine portion of this file this Branch will have
a considerable task supporting the project.
C. Space limitations still dictate "hallway consultations" as the
means for handling confidential problems.
D. Control of OPF's after they are released by the Files Section
is still a problem but not as great as last year.
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5. FORECAST FOR FY 1965
A. The work load should remain near the FY 1965 level or increase
slightly. The total Qualification input will be considerably more, but
Status should be able to handle it provided there is no significant
turnover in personnel.
B. The Position Control Section has lost most of its experienced
clerks to better positions and is expecting the loss of another key man
in the immediate future. This may cause some trying times until the new
personnel gain sufficient experience to be truly effective. TEB has
experienced a turnover of 1/3 of its personnel during FY 1965. There
will probably not be as great a personnel turnover in FY 1966.
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