TRB HIGHLIGHTS FISCAL YEAR 1969

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000200150010-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 8
• Document Creation Date: November 17, 2016
• Document Release Date: July 28, 2000
• Sequence Number: 10
• Publication Date: January 1, 1969
• Content Type: REPORT

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ANNUAL REPORT-FY 1969
TRANSACTIONS AND RECORDS BRANCH
CONTROL DIVISION
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TRB HIGHLIGHTS FISCAL YEAR 1969
1. The most significant development during Fiscal Year 1969 was
the implementation of the Record Purge. One Files Section employee
has been assigned to this function on a full time basis. It is an-
ticipated that the job will be completed by September.
There were 960 cubic feet of terminated Official Personnel
Folders at Record Center when the purging started in December. At
fiscal year end 430 boxes had been reviewed. We had returned 255
boxes and 175 had been destroyed. Thus, there has been a 41% re-
duction.
2. The branch established an auxiliary service record card file
in order to provide a means of timely response to inquiries regarding
progress on the BALPA program. Quarterly progress reports have been
forwarded and we possess the capability of reporting the current
slotting of the 518 employees identified as BALPA returnees.
3. A legislative pay increase was processed effective 14 July
1968. A pay increase for 168 additional employees whose salaries
had been maintained at $28,000 in July 1968, pending congressional
action on the Executive Pay levels, was processed effective 23 February
1969.
4. The report of Details In and Out of the Agency is now forwarded
to the Office of the Director cf Personnel on a monthly basis. Prior to
this'year it had been prepared semi-annually.
5. About twenty personnel assigned to the Support Services Staff
were given a four hour briefing on the operation of the Branch. This
was provided at their request in order that they might acquire an
overall view of an area to which they are applying a systems study.
6. Significant personnel changes during the year were as follows:
was assigned as Files Section Chief and was 25X1A9a
ass gned as Branch Chief; is the new Deputy Chief of the
25X1 A9a
Branch.
25X1A9a
Chief, Tift-sactions & Records Branch
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STATISTICAL RECAPITULATION OF MAJOR ACTIVITIES
Within the Sections of
TRANSACTIONS AND RECORDS BRANCH
1 July 1968 through 30 June 1969
Yearly Monthly Percent
Total Average Inc. or Dec.
FY 1969 FY 1969 over FY 1968
FILES SECTION:
1
ee Files charged out
lo
Em
298
52
4
3
*29.6
.
2.
y
p
Terminated Files charged out
JP
'
82
-1.7
3.
Employee File material received
237 00
19 750
-2.3
4.
EOD Files established
-8.9
25X9A2
5.
Files Requested from FRC & Other Agencies
352
29
-17.1
6.
Number of Transcripts Prepared
495
41
+27.2
POSITION CONTROL SECTION:
1.
Personnel Actions Processed
26,800
2,233
-4.3
2.
PSI Forms Typed
509
42
-20.2
3.
PSI Forms Posted (Machine Prepared)
8,838
737
-11.3
4.
QSI's Prepared & Posted
461
38
+15.2
5.
SCD's Computed
314
26
-30.5
STATUS SECTION:
1.
Personnel Actions Prepared
24,024 2,002
2.
Short Forms
31736 32-
-9.8
3.
Miscellaneous Change Notices Prepared
657 55
+32.1
4.
Documents Coded
jP2
4*j=
-28.0
25X9A2
5.
Fitness Report Input
=
6.
Qualifications and Language Input
16,801 1,400
-18:7
7.
PCS and TDY Overseas Service
9,320 777
-64.0
8.
CIA R&D System,
1,177 98
-44.8
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TRANSACTIONS AND RECORDS BRANCH OPERATIONS
FILES SECTION
FY 1969
FY 1968
FY 1967
1.
Employee Files charged out
52,298
40,353
46,181
2.
Terminated Files charged out
986
ljP003
780
3.
Employee File material received
237,003
242,521
150,962
25X9A2
4.
EOD Files established
5.
Files Requested from FRC & Other Agencies
352
425
553
6.
Number of Transcripts Prepared
495
389
517
POSITION CONTROL SECTION
1.
Personnel Actions Processed
26,800
28,012
30,014
2.
PSI Forms Typed
509
638
443
3.
PSI Forms Posted (Machine Prepared)
8, 838
9,969
8,321
4.
QSI's Prepared & Posted
461
400
350
5.
SCD's Computed
314
452
510
STATUS SECTION
1
Personnel Actions Prepared
24,024
23,806
29,896
.
2.
3.
Short Forms
Miscellaneous Change Notices Prepared
3,657
4497
5'966
4
Coded
Documentig
I 1M
2
1.917
.
.
25X9A2
5.
Fitness Report Input
6.
Qualifications and Language Input
16,801
20,663
24,913
7.
PCS and TDY Overseas Service
9,320
25,893
21,313
8.
CIA R&D System
1,177
2,133
41764
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A=AL REPORT-FY 1969
TRANSACTIONS AND RECORDS BRANCH
CONTROL DIVISION
A. Office of the Chief
The main problem of this immediate office during the past two years,
the timely handling of Fitness Reports, has ceased to be a concern. All
monthly deadlines were met without difficulty.
A double turnover in the Deputy Chiefs position has caused only minor
problems. However, we have not been able to allow sufficient time for
supervision due to the clerical demands of the BALPA program.
In the past we had been fortunate in having two or three individuals
unofficially detailed to this office. Aside from summer employees and
those personnel temporarily detailed for the Record Purge we have not
had any extra assistance since August 1968.
B. Files Section
The factor of stability evidenced by very low turnover in FY 1968
was completely reversed this past year. Two or three of our Files
Section jobs had as many as three incumbents during the year.
The Record Purge began in December and it is anticipated that it
will be completed by the end of the Summer.
It was necessary for one Files Section employee to devote full time
to purging functions. The authorized staffing of nine, which may be
achieved by September, should be adequate for normal operations.
C. Position Control
Although this section experienced some turnover relative stability
was maintained. All deadlines are met and Office of Personnel customers
serviced well because of the experience and job knowledge of two or three
long term employees. It should again be noted that the planned incumben-
cy of position #0350, which was inadvertently dropped in the Office of
Personnel TO change of April 1966, should be increased to one.
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D. Status Section
The problem of inadequate staffing, which had been a concern in the
past, remained as a factor only in meeting fiscal year end cutoff demands.
The reduction in certain catagories of input and the stability of the
current work force has virtually eliminated the need for overtime whereas
approximately 500 hours were used in FY 1968.
2. PRODUCTION STATISTICS
A. Files Section
The most significant change in workload statistics was the 29%
increase in files charged out. This was primarily due to increased re-
quests by Q.B and also as a result of the CSPS coding project begun in
May. The 7,391 Official Personnel Folders charged out in May represented
the largest number charged out in any month based on available statistics
dating back to 1963.
Decreases in EOD files established and files requested from Federal
Record Center were due to hiring restrictions resulting in a decreased
number of EOD's this past year.
B. Position Control Section
The catagory with the largest variance compared with last year
was SCD's computed. This was due to the FY 1967 and 1968 figures being
slightly inflated. For the past few years we have been provided with
machine listings of personnel with no SCD on record. Since the initial
review there are fewer instances of incomplete records.
Other figures indicate normal variations.
C. Status Section
The decrease, in documents coded was caused by the Agency hiring re-
strictions. The decreases were in the catagories of security requests
and security cancellations.
The 18.7% decrease in Qualifications and Language'Input and the 6I%
decrease in overseas Input was the result of the gradual decline in the
114J activity.
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The 44+.8% decrease in the CIA R&D System input was due to the discon-
tinuance of TRB's handling of this function after February.
The section was recently assigned a new function of typing transcripts
of employment of former employees upon request from other Agencies. This
function was formerly handled by Correspondence Branch and should amount
to about 4+0 transcripts per month.
3. PROBLEMS MET AND SOLVED
A. The Record Purge is well underway and with the help of summer em-
ployees should be completed by September. This task has caused a problem
with regard to space and the constant shipment, delivery and re-shipment
of records has been a concern but one that has been handled well by the
Files Section.
B. The function of obtaining Security clearances for employees
returning from LWOP, not truly a TRB function, was transferred to the
Placement Division.
4. PROBLEMS, MET AND NOT SOLVED
A. The problem of greatest concern is that of employee turnover. If
this were to lessen the branch would be able to operate in a much more
desirable fashion.
B. The problem of increased clerical responsibilities in the Office
of the Chief has been detrimental to the achievement of desired levels
of supervision and planning.
5. FORECAST FY 1970
A. It is anticipated that the Position Control Section and the
Office of the Chief will be called upon to undertake increased training
responsibilities. This is a welcome task and it is hoped that it will
provide better understanding of the responsibilities and duties of the
branch and result in greater accuracy on material flowing into this office.
B. Workload should remain fairly constant in the Position Control
Section. File Section charge out activity will continue to increase due
to the QAB and (BPS coding functions. The work level in Status should
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remain about the same; the decrease in input from the 4441 project
should be offset by increases in the Qualifications area due to CSPS
coding input.
6. FORECAST FY 1971
There are no significant changes anticipated for the branch outside
of those that may be suggested and implemented as a result of study by
the Support Services Staff.
25X1A9a
Chief,, Tziazfsactions & Records Branch
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