INSPECTOR GENERAL'S SURVEY OF CABLE SECRETARIAT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01676R000300070028-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 8
• Document Creation Date: December 20, 2016
• Document Release Date: August 2, 2006
• Sequence Number: 28
• Publication Date: January 17, 1964
• Content Type: MF

17 January 1964
MEMORANDUM FOR : Deputy Director, C*Wxal Intelligence
SUBJECT
Inspector General's; Survey of Cable Secretariat
1. Your memorandum dated Z9 December 1963, subject- as above, asked
that I furnish in 30 days a summary of action taken or comments on the
recommedd$tions made by the 1G in 140 December 1963 survey of the Cable
MORI/CDF
o
era
mission so successfully that our reeommendat a are perip
s
a
which the Inspector General can say: "The Cable Secretor
t its
l
h
2. First, let me say that I am proud indeed to be a part of an office about
met its
t ha
i
Secretariat.
4. My comments upon each of the recommendations, a statement of action
management of the Cable Secretariat.
premise that the production reports are of considerable value tom y
number six, concerning the eliminati+ of individual production reports, I
am not at this time in agreement with the Inspector General's views on the
e in m
om..
s
dation made and have taken positive action along the lines recommen
With the exception of recommendation number six, I concur in each recommen-
t
df
d
3 1 believe that the survey was thorough, objective, and well-conducted,
primary function.
in the enclosure.
Enclosure: Comments on 10 S
 Approved For Release 2006/08/02 : CIA-RDP80BO1676R000300070028-4
CABLE SECRETARY COMMENTS ON THE INSPECTOR GENERAL'S
SURVEY Ot CABLE SECRETARIAT - December 1963
I. a. Recommendation No. I
"The Deputy Director (Support) provide for the amendmeent of
,
include provisions outlining the missions and functions of the Cable
Secretariat. "
Ito
b. Concur
c. Comments and action taken:
No comments and no action required on, the part of the Cable Secretary.
2. a. Recommendation No. 2
"The Cable Secretary seek expert technical assistance through the Deputy
Director (Support) in surveying the steps that can be taken to improve the
physical working conditions and atmosphere of the Cable Secretariat
Adessage Center.
b. Concur
c. Comments and action taken:
(1) A A. indicated in the survey, we have for some time been aware that
the physical working conditions and atmosphere of the Cable Secretariat
c
uld b
i
o
e
mproved. The pneumatic tubes and a blower motor, which
upon installation had been left open, were a source of considerable
noise. We have had these enclosed with sound proofing material.
(2) The flexowriters are another source of noise
We have l
cat
d
.
o
e
a
stand for one of these machines and are in the process of buying or
1>v4-- ..ter..'!.. 1.___...u__._ _
(3) With reference to background music, we priced in mid-1962 an
AM/FM tuner with 12 speakers which would provide music at the
proper points and proper sound levels. The price installed was
approximated at $81,5 plus installation. We would like the equipment.
We don't have the money.
(4) A A. to atmosphere, we need to have our area cleaned more frequently
than the schedule now provides, i.e., every 13 weeks. Arrange-
ments have been made with the Chief, Logistics Service Division,
 Approved For Release 2006/08/02 : CIA-RDP80BO1676R000
to provide this improved service and t
Secretariat, On September 18, 1963,
inspected the Cable Secretariat and at that timel
covered with vinyl plastic wall covering perhaps
acoustical tile be installed. I anticipate that this l beidone,
l
unless the funds are tied up Cable Secretariat does not have
funds for this.
A s to partitions and other steps which might be takes, including
painting and vinyl wall covering to make the Cable Secretariat a
better place in which to work, one 'anuary 1964 1 asked the DDS
to furnish the technical assistance and the funds to improve the
physical working conditions and atmosphere of the Cable Secretariat.
Our actions will of necessity,' be dependent upon the availability
of funds.
Recommendation No. 3
"The Cable Secretary seek the assistance of the Offi
ce of Personnel in
establishing that certain typists have supervisory duties in relation to
other typists, with the intent of upgrading those positions to the extent
that their additional responsibility justifies it,-
b. Concur
c. Comments and action taken;;
At the time the present T /0 was set up,
because we felt we did not need a chief typist, in the Jatertst Of we did not ask for such ya and
position. We have asked the Salary and wage people to review a new job
sheet for Chief, Typing and Logging Section. The tentative outlook is
that the job will be approved at a GS-6, and that we can make effective
use of the person in that- job and at that salary. Should the GS-6 grade
be approved, selection of the person to fill it will be based on our best
judgment as to the persons most qualified to do the job.
4.a. Recommendation No. 4
"The Executive Director appoint a special working group. composed of
representatives of the Deputy Directors to explore the establishment
of a centralized CIA Watch Office.
b. Concur
C, Comments and action taken:
No comment other than that some consolidation may be feasible. No
action required on the part of the Cable Secretary at this time.
 Approved For Release 2006/08/02 : CIA-RDP80B01676R0003000700
"The Cable Secretary request the Salary and Wage Division of the Office
of Personnel to conduct a full reSiew of staffing of the Cable Secretariat
to determine its adequacy: that the findings with appropriate recommen-
dattoas be reported to the Executive Director/comptroller; that this
M44 be undertaken bo later than January 1965. "
b. Concur
c. Comments and action taken:
I have submitted to the Salary and Wage Division of the Office of
Personnel a request that they conduct such a study in November-December
1964 and that they submit their findings to me in such time that I may
comment and forward them to the Executive Director /Co=mptroller not
later than 1 January 1965.
6. a. Recommendation No. 6
"The Cable Secretary, on a trial basis, el 4nate Individual production
statistics as a regular part of Cable Secretariat administration, and
that production figures be maintained on a shift and office basis during
the trial period to determine what effect, if any. there is on over-all
production= that if production is not affected adversely, these individual
production statistics be discontinued permanently, to be used in the
future on only a spot check basis.
b. Nan-concur
C, Comments,and action taken:
I will concede that the production statistics of individual performance
may not have the same degree of validity as the overall figures, and that
the figures are subject to manipulation in a variety of ways (here I presume
manipulation to be applicable to other than the use I make of the figures).
However, I do not believe that these figures are of dubious reliability. As
a manager I must use all means available to me to accomplish my job,
and these figures, though they may be less than precise, are still reliable
and usable figures. The trend today is toward more and more work
measurement in the office and clerical worker jobs. I believe that it is
important that I know What the production rates are for each person. I
can and do make allowances for variances among shifts. By compiling
figures for months. I believe I purge the statistics quite thoroughly of
any taint which might be applied to a short-run compilation. The fact
 Approved For Release 2006/08/02 : CIA-RDP80B01676R000
that an analyst can do more OUT cables than IN cables I. conceded.
OUT cables represent but one typo. In addition there are long and short
cables, complex and simple cables, State Deppt. Navy, Army, Air, AID,
USIA, CIA, JCS--a baker's dozen. But overa period of months,,ar
analyst'. production is not affected unduly by the various types of cables
and his output can be measured fairly accurately and is comparable to
the output of others. These figures, though not the sole basis for
consideration. do serve as one valuable means of measuring a person's
ability and reflect in considerable degree his work attitude. For example,
some analysts with several years of experience have a rate of production
but a fraction of that of analysts with little more than a year of experience.
Knowing the people, and with records over a period of many months, it
seems indisputable that the low-producing analyst is not as deserving
of promotion nor worth as much to the ,A*ency as the higher producing
analyst. Without records, and based on observation alone, I would have
some difficulty arriving at and supporting:t is same conclusion, There
is a tendency to allow the "halo effect', to influence ones evaluation of
a person who is attractive, has a pleasant personality, is congenial,
and all in all is a very friendly type of person. But simply because a
person is a "good Joe" is not sufficient reason to rate him above
another person who can, and does, out-produce him significantly under
comparable conditions and on the same type of work, The same is true
of the offset press operators. Over a period of months they tend to get
the same number of single andd multiple page cables to run. In any
event, I base my evaluation of their productivity primarily on the
number of mats run. The number of impressions run over a long period
will average out. I am the primary evaluator of these production figures.
I kAOw what they mean and what they are worth. I use them, aware of
their relative good and bad points. I am training my supervisors to make
use of these same figures, and I believe I am making progress. but to
discontinue individual production reports temporarily or permanently
because they Ave lose than precise or because they are not accepted by
some workers, would be to deprive me of a valuable tool. I have arrived
at my position of non-currence reluctantly and only after much soul
searching. It is difficult to dtrtermine at what point a conviction firmly
held has given way to stubborrmess and an inability to admit to a mistake.
I firmly believe, however, that I need the production reports and that I
make good use of them, even though they may not be accepted by the
workers. If the reports are a factor tendigg to cause unrest, it obviously
seems in my interest to discontinue the re
the easier and more ports. Certait~tly that would be
popular course of action. Should I do so, however,
I believe I would be acting against may better judgment. Production
reports of almost any nature are seldom popular, and they are often
assailed as being inaccurate, time-consuming, rnis-used, unused,
 Approved For Fie ee
misinterpreted and just down right useless. believe in figures and v, To those who do not woul for documentary evidence f no d
(To ocudocserve
pinion or observation
be of no use. For rn an an irritant and seem to I arriving at a conclusion whi h prefer
defend figures to assist inc in
unsupportable and with something other than
thus easily contested opinion* the figures may be the bane of his existence; to the To the low producer,
figures may be the means of achieving high producer, the
with high production. I don't deny iBut recognition. and I am the criterion used for addsncament impressed
high production alone is not
error count, . When it is accompanied by a low
good attendance, good work habits and attitude
situation in which an individual should be recognized,
are getting the best return ? we have a
for our investment In nysevent, ourh we
production figures are- not an end
Several factors used in themselves; they are simply one of
imcy of the figures, I sevra l the rs use in the management of the office.
getting figures leas susceptible to man will try I will try to
to devise a way of
clear my use and -valuation of these figures and
make
to all concerned. However,
pect to get 100% acceptance of the need for these or any figures because to xny knowledge
ff any method of measuring m ~ there has never been 100% a prod
individual podd of ur are of ability. When and if acceptance
that they are not Suffic etetly accura~ to be use, or if I caaEbe shown
their use immediately, a usable, I will discontinue
7. a. Recommendation No. 7
"The Cable Secretary review personnel manse
that he and key supervisors have a 8 ment Procedures to ensure and problems of i reasonable awareness of the attitudes
ndividua,l Secretariat em
indicative of potential seecurit ployees which might be
q vulnerabilities. --
b. Concur
C* Comments and action taken-
While f concur is
#.h-
recommendation itself, I do questio
implication that I do a the
not
and problems of have a f to ? ? individ reasonable awareness
l
f
o
Sec
the attitudes
top staff? i.e. ua
t employees, to li
? myself
,
eve that my
about Cable c,~..__
Position. To the - --in` people as an `~~v,, an much
point howe ra a staff in an III-
recommendation a , der, I know full well the y e
ad I am well aware of the intent of the IG's
we have done. To this end. need to even bettor.