LETTER TO THE HONORABLE HARRIS ELLSWORTH FROM ALLEN W. DULLES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01676R000700220013-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 22
• Document Creation Date: December 14, 2016
• Document Release Date: May 1, 2003
• Sequence Number: 13
• Publication Date: September 25, 1957
• Content Type: LETTER

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The Menortible Barris Ellsworth'
Chairman, Civil Service Commission
Washington 25, D. C.
Dear Mr. Ellsworth:
-
The Suggestion Awards Committee of this Agency has voted to
recommend an sward for a suggestion which achieved *Exceptional
Benefits of General Application,' in the field of intelligence
dissemination affecting not only this Agency, but the entire inr.
telligenoe Community.
In our use of thi term *Intelligence Community* we include
the follewingt
Dspartments of State, Army, Navy, Air; The joint
Chiefs of Staff; The Secretary of Defense; The
National Security Agency; The Operatices Coordi-
nating Beard; The Atomic Energy Commission; The
Treasury Department (Foreign Assets Coatrol and
Coast Guard); The Department of Coramezve (Bureau
of Foreign Commerce); The 'Department of Justice
(Federal Bureau of Investigation and immigration
and Naturalisation Service); The International
Cooperation Administration; The Dated States In..
formation Agency; and such ether elemonte of the
Executive Branch which have established a need for
these Intelligence Reports.
The recommendation to reward this achievement of four head-
quarters employees ie for a total sum of to be divided se
follows:
ziI
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The position of our Agency in this matter is fully supported
in the attached tile.
I earnestly recommend that the Civil Service Commission approve
our recommendation for this sward. I am convinced that the contribu-
tion is highly exceptional and unusually outstandlng an required by
Section 304(g) of the Goverment Employees' Incentive Awards Act
(763, 83rd Congress).
Sincerely,
C. P. Cabell
Lieutenant General, WU
Acting Director
MgtS/SAS:JKL:eh
Rewritten: ADD/S:HOL:milo (6 Aug 57)
Distribution:
Ogg & 2 - Addressee
te- ER
1 - A-DC1
1 - DD/?
1 - Mgmt Staff
1 - Mgmt Staff/SAS
1 - D/Personne1
1 - Comptroller
2 - DD/S
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NFP7ri
?%,
19 July 1957
TO: Director of Central Intelligence
Acting Deputy Director (Support)
SUBJECT: Employee Awards - Intelligence Information Reporting
and Dissemination Improvements
This memoranium contains a recommendation submitted for your
approval. Such recommendation is contained in paragraph 4.
1. PROBLEM:
What awards are proper to recognize adequately, the suggestions
of four CIA employees which contributed to improved intelli-
gence information reporting and dissemination to the Intelli-
gence Community.
2. FACTS BEARING ON THE PROBLEM:
a. In our use of the term "Intelligence Community" we include
the following:
Departments of State, Army, Navy, Air; The joint
Chiefs of Staff; The Secretary of Defense; The
National Security Agency; The Operations Coordi-
nating Board; The Atomic Energy Commission; The
Treasury Department (Foreign Assets Control and
Coast Guard); The Department of Commerce (Bureau
of Foreign Commerce); The Department of Justice
(Federal Bureau of Investigation and Immigration
and Naturalization Service); The International
Cooperation Administration; the United States
Information Agency; and such other elements of
the Executive Branch Which have established a
need for these Intelligence reports.
b. Old System - Before June 1956, "hot" positive intelligence
information obtained by Clandestine Services (CS) was
usually given an externally teletyped-internally dittoed
preliminary dissemination as "PD Reports" (PD); then fol-
lowed up at some later date by similarly worded, editorially
perfected and multilithed Clandestine Services Reports (CS
Follow-ups). Examination of Tab A. at this point is essential
to seethe gross aspects of the old system.
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errarZT
New System - In June 1956, the PD-CS Follow-ups were re-
placed by a single new Teletype Dissemination Report (TD).
Follow-ups were eliminated. All "hot" positive intelligence
information is now given a single timely dissemination which
reduced teletype traffic by approximately 75%. The bulk of
all dissemination, both internal and external, is now mul-
tilithed and hand carried to the customer (mentioned in a.
above) by fast courier. Examination of Tabs B and C at this
point is essential to see the effect of the change.
d. Line of Duty Status - None of these employees is concerned
with establishing reporting procedures. Their duty status
is clearly that of using, digesting, evaluating or typing
the reports.
e. Recap of Suggestions - Four employees in three suggestions
proposed substantial changes in reporting and dissemination
methods. These suggestions also served as catalysts for
subsequent improvements by others.
(1)
25X1 WE/ DD/P, jointly proposed a simultaneous preparation
of PD and CS Follow-up Reports to eliminate separate
ditto and multilith preparations.
(2)
(3)
rrE, DD/P, noted RW's consid-
eration of the preceding suggestion; then assailed the
reports system as a whole, strongly urging elimination
of the follow-up itself.
Cable Secretariat, 0/DCI, recommended a sterilization
process during the original typing of PD's, to provide
that all information required to be masked out for steri-
lization be placed either on a special form, or typed on
a separate ditto Form 12.
f. Other Contributions - Official evaluators completed favorable
initial evaluations. Concerned supervising officers also
found these suggestions basically sound. Stimulated by wag-
gesters' proposals 8 concerned officers of several major
components
cess of tearing the suggestions apart, reworking them, dis-
carding unworkable parts after trial and developing new
began the time consuming and involved-pro-
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procedures to meet difficult administrative and technical
operating problems not even contemplated in the original
suggestions. Ultimately, the combined contributions of the
suggester-operator-staff team paid off in development and
installation of the present effective and workable TD System.
3. DISCUSSION
a. Advantages of New System
Adoption of the new system prevented writing, typing,
editing, disseminating and other processing of approximately
CS Follow-up Reports each year. This has saved, and
will continue to save each year, at least man-hours
on the part of all CIA/DD/P personnel who are
with these CS Reports. (Rt estimates man-hours and
Cable Secretariat estimates man-hours.) An analysis
submitted by KM as to grade levels of personnel throughout
DD/P who deal with these reports produces a dollar transla-
tion of these man-hours in the amount of approximately
annually.
concerned
In addition to these savings there are other categories of
savings which do not lend themselves to a dollar assessment
without very costly expenditures of time. This Agency has
taken into consideration the great benefits accruing to the
members of the entire Intelligence Community. Therefore
these suggestions would not be subject to referral to those
agencies for additional award consideration.
The Committee feels that recognition of savings in these
categories can be made via the intangible award procedure:
Category 1 - The elimination of a number of writings
and rewritings, typings and retypings,
editings and re-editings, and coordina-
tions of each CS follow-up report issued.
Category 2 Curtailment of extensive teletype trans-
mission by the Signal Center; elimination
of an extra reproduction and dissemination
by Printing Plant #2, Office of Logistics;
simplification of sterilization practices
for DD/P and Cable Secretariat.
Category 3 Elimination of extensive and excessive dup-
licate mail handlings, receiptings, loggings,
readings, extractions and filings throughout
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the Agency. It also follows, of course,
that this last category of savings was ex-
tended throughout the entire Intelligence
Community.
In summary, as a result of these improvements, the reporting
work load has been cut more than half (see Tabs 13 and C)
and backlogs of routine CS Reports have been substantially
reduced.
While the above shows a substantial cut in man-hours pre-
viously consumed, no personnel have been eliminated. Rather,
Improved utilization of time on the part of personnel handling
CS Reports in DD/P has contributed to better quality finished
intelligence reports now being written, with corresponding
improvements in customer services and evaluations. Further-
more, Reports Officers now have more time to devote to such
4
essential and sometimes previously neglected Intelligence
Officer functions as: developing requirements; directing
field collection efforts; providing guidance to field per-
sonnel in producing more pertinent, accurate and complete
reports.
The new procedures, systems and forms completely proved
themselves during the past year of actual operations, par-
ticularly during the Middle East and Hungarian crises.
b. Recommendations of the Evaluators
In a final evaluation (Tab E) the Chief,' PDF, Cable
Secretary, 0/DCI, and Chief, Records Management Staff/Mgt/S,
DD/S, jointly recommended adoption.
c. Recommendations of the Suggestion Awards Committee
After lengthy and careful study the Committee recommended a
total award for Suggestions in the amount
25X1 of for present and continuing "Exceptional Intan-
gible Benefits of General Application" and L 1
Tangible Savings of an estimated I in the first
year of adoption. This total of I to be rounded off
25X1 to and divided as follows:
25X1
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Mini: I
The Committee then recommended an awari for Suggestion
in the amount of for "Moderate Intangible
Benefits of General Application andfor Tangible
savings estimated at I lin the year of adop-
tion - this total to be rounded off to Both of
these motions were voted upon and were unanimously carried.
4. RECOMMENDATION
It is recommended that you approve these awards, as described
in paragraph 3c above, and that you approve the release of
this Staff Study together with the attached letter to the
Civil Service Commission.
FOR THE SUGGESTION AWARDS COMMITTEE:
ANNEXES:
Tab A - Diagram of Old System
Tab B - Diagram of New System
June '56 to Jan. '57
Tab C - Diagram of New System now
in effect
Tab D - Memo re Additional Recog-
nition of Staff Officers
Tab E - Final Joint Evaluation
CONCURRENCE:
2 3 JUL 1957
Chief of Operations, DD /P Date
The recommendation in paragraph
4 is Approved:
n
Date
C. P. Cabell
Lieutenant General, USAF
AMMONMWITKOOLESS
Acting Director of Central Intelligence
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SUBJECT: Employee Awards - Intelligence Information Reporting
and Dissemination Improvements
DISTRIBUTION:
Orig.
Civil -Service-Commi-asion
1 - Executive Registry i?)!?:
- DD/S
- MgVS
1 DD/P /-
Mgt/S/JX17:.ee (19 July 1957) /7- -/-)
e 1--
/.1-/ct S-
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SECRET
III PD
REPORT
rApplymilirer
DISSEM
INATION
eledbermuoiz
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NAT *4'
. DISSEM-
INATION
ORGANIZATION
0 PD REPORT
DESCRIPTION
OF
PROCEDURE
FOLLOW-UP
41111 CS
REFORT
DESCRIPTION
OF
PROCEDURE
AREA
BRANCH
1.. Writes Report
2. Types Draft
3. Edits
4. Types Ditto
Master
1,,..
19. Updates-Refines
PD;)Writes New
OS Follow-up
20. Types Draft
21. Edits
22. Types 0/Master
23. Reviews-Edits
24. Corrects or
Retypes
25. Coordinates
AREA
DIVISION
,
. Reviews and
Edits
6. Corrects or
Retypes
7. Coordinates
.
RQM/RC
8. Reviews
Edits
9. Corrects
Retypes
10. Releases
11. Processes
Passes
Signal
12. Dittos
13. Disseminates
Few Copies
and
or
and
Copy to
Center
Copies
by
-
Basis
*,
At
26. Reviews-Edits
27. Corrects or
Retypes
28. Releases
CABLE
SECRETARY
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51. Disseminates,
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INTERNAL
CIA
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16. Reads Confirm-
ation Copy
17. Extracts or?
Files
18. Action (if
Required)
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4404,
14,
52. Reads Confirm-
ation Copy
33. Relates to PD
54. Extracts-Files
35. Action (if
Re uired)
32. 32. Reads Inform-
ation Copy
33. Relates to PD
54, Extracts-Files
35. Action (if
Required)
i73
EXTERNAL
CIA
III
16. Reads Inform-
ation Copy
17. Extracts or
Files
18. Action (if
Resuiredl
18
lin
ate
lllll III plus 1111111111
TOTAL
....my.
OLD SYSTEM ? (SMALL _D.ETA4.-S..OMITTED)
SECRET
Approved For
Ti) REPORT
ORGANIZATION
AREA BRANCH
SECRET
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BEFORE DISSEMINATION L
AFTER DISSEMINATION
Ti) REPORT
AREA DIVISION
RQM/R0
CABLE SECRETARY
SIGNAL CENTER
INTERNAL CIA
EXTERNAL CIA
?
TOTAL ACTIONS IIIIIIIIIIIIIIIIIIIIIIII1111111111111111111111111111111111111111
DESCRIPTION
of
PROCEDURE
L. Writes Report
2?, Types Draft
3,, Edits
4,, Types Offset Master
5. Reviews and Edits
6. Corrects or Retypes
7. Coordinates
8. Reviews and Edits
9. Corrects or Retypes
10. Releases
11. Processes; Passes Copy
to Signal Center
12. Produces Multilithed
Copies
13. Disseminates LARGE
Number of Copies
14. Processes
15. Transmits by Teletype ?
Limited Basis
16. Reads Confirmation Copy
17. Extracts or Files
18. Action (if Required)
16. Reads Information Copy
17. Extracts or Files
18. Action (if Required)
musuins.1111118
NEW SYSTEM ? JUN'56-JAN '57 ? (SMALL. peTAILS m111E0)
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SECRET
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TD REPORT BEFORE DISSEMINATION
ORGANIZATION
11110 TD REPORT
AREA. BRANCH
AFTER DISSEMINATION
DESCRIPTION
of
PROOEDURE
14, Writes Report
2. Types Draft
3. Wits
4. Types Offset Master Set
AREA DIVISION
CABLE SECRETARY
SIGNAL CENTER
INTERNAL CIA
EXTERNAL CIA
TOTAL ACTIONSqu 11111111111 111111111.11111111.11111111111111111111111111
5. Reviews and 'Edits
6. Corrects or Retypes
7. Coordinates
8. Releases
9. Processes; Passes Copy
to Signal Center
10. Produces Multilithed
Copies
11. Disseminates Extensive
Number of CopkeS___
12. Processes
13. Transmits by Teletype -
Limited Basis
1 . Reads Conformation Copy
15. Extracts or Files
16. Aotion (if Required)
14. Reads Information Copy
15. Extracts or Files
16. Action (if Required)
uluturninsul6
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SECRET
Memorandum of 2 April 1957 from Gordon M. Stewart, Director of Personnel
(Formerly Chief, Foreign Intelligence), SUBJECTI Awards for the Revision
of PD Form and Followup Procedure
This memorandum sets forth in considerable detail, the complete complicated
story of the changes made in CIA's PD Dissemination System and gives credit
to the many other people, other than the Suggeeters, whose work and ideas
were of vital importance in these developments.
171
iA:tom,!!
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fAAL. LiA
2 APR 195 7
MEMORANDUM TO: Chairman of the Suggestion Awards Committee
SUBJECT : Awards for the Revision of PD Form and
Followup Procedure
1. I have read with interest the recommendations relative to
Employee Incentive awards for three suggestions designed to improve
and speed up Dp/P disseminations of significant and timely intelli-
gence information. This memorandum, however, does not begin to tell
the complicated story of the changes made in our dissemination system
or to give credit to the many other people whose work and suggestions
were of vital importance in these developmente. Since much of this
work was done by members of the Foreign Intelligence Staff during my
tour of duty as Chief, Foreign Intelligence, I.believe that these
contributions should be made a matter of record.
2. In the first place, the suggestion for the elimination of
the P.D. or T.D. follow-up was not a procedural or ideological
"breakthrough"; it did not spring to life MU-panoplied, as Athena
from the brow of Zeus. The wastefulness of doing the same thing
twice was long recognized. The first successful attempt to solve the
problem was made in mid-1952 when RC devised this procedure for routine
PD's: the report was typed on a multilith mat and run off by Reproduction.
The text was pasted on a cable form and sent to Cable Secretary for tele-
type transmission. This system enjoyed great success. It eliminated
the follow-up in most cases, and was received with delight by the Reports
Officers. This time-and money-saving procedure had to be abandoned in
early 1954, however, when Cable Secretary adopted the new snap-out,
carbon-copy cable form which universally eliminated the re-typing of all
cables and teletype messages. Then, RC had to go back to the double
typing of PD' a, but it was planned to devise some system to enable a
revival of the one-shot procedure. And, when a plan was worked out later,
although it did use some of the ideas of the Incentive Suggesters, it
was forced more by circumstances than by the suggestions. Crisis situa-
tions in world affairs had so multiplied, with TD's following suit, that
it was no longer possible to tolerate dual typing. Furthermore, the
final system put into effect was the result largely of the inability of
Signal Center to take care of the enormous volume of traffic.
Prr,'
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3. The development of new procedures to eliminate the CS follow-up
dissemination and accelerate the dissemination of timely information to
customers, although stimulated by the three employee suggestions under
consideration, was a time-consuming and involved administrative and
technical operation that required the services of personnel in several
components of the agency. In order that our dissemination procedures
might be revised, it was necessary to undertake the following:
a. Survey all customer agencies regularly receiving the
old Preliminary Dissemination, to determine their need for permanent
copies of information reports, changes in routing and distribution
systems that would result from revision of dissemination procedures,
and effect of such revision, if any, on the efficiency of CIA intelli-
gence distribution systems. Our survey showed that only the State
Department would be seriously affected by the change. Lengthy
negotiations were conducted with State before a reasonably satis-
factory system could be worked out.
b. Revision of Cable Secretariat procedures, including
conversion to multilith reproduction, development of efficient
masking and sanitation procedures, and dispatch of all possible
teletype disseminations by messenger to reduce the load on Signal
Center.
c. Design and preparation of new multilith forms. All
forms passed through several complete drafts.
d. Preparation of detailed instructions on use of new forms
for reports officers in operating divisions.
e. Testing courier runs to ascertain if routine teletype
disseminations could be delivered to customer agencies in
sufficient time. The Dp/p requested the development of such a
system in order to reduce the traffic load on signal center.
f. Instructing operating divisions and other interested
personnel in the operation of the new system.
g. Testing the new dissemination for bugs and eliminating them.
4. These tasks, which were performed in the period from autumn 1955 to
the initiation of the new dissemination system on 1 June 1956; required
the services of a sizeable contingent of medium-and upper-level personnel.
While not, of course, in any way responsible for originating the employee
suggestions under reference, these people took the suggestions apart and
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reworked them, discarded unworkable parts after trial, and developed
new procedures to meet problems not contemplated in the suggestions.
They built an efficient and workable dissemination program from the
suggestions under reference. The persons principally concerned in
developing the teletype dissemination program were:
1 lInitiated program for elimination
of follow-ups to preliminary disseminations;
consulted customer agencies relative to effect
of such elimination on their distribution and
filing systems; maintained high-level liaison
on project with operating divisions and senior
staffs; gave general supervision to project.
25X1
25X1
Igave general supervision to project and
continued high-level liaison on project. At all
times served as advisor to personnel implementing
the project. Because of his lengthy experience
in intelligence reports,' Ircae of 25X1
advisor was a unique and major factor in the 25X1
successful completion of this project.
'assisted in
the preparation of forms for teletype dissemi-
nations and preparation of instructions for
their use. After March 1956, he supervised the
work of this project.
Supervised such reorganization
o/ Uable secretariat as Was required to put new 25X1
T.D. system into effect, and assisted in revisions
of draft forms.
/maintained liaison with
Forms Control, supervised the development of 25X1
procedures and instructions for the new system
and assisted in the preparation of required new
forms./
[_
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assisted in drafting required forms,
particularly Form IR-2, and formulating
Cable Secretariat procedures for processing
T.D.'s.
designed the teletype dissemination
forms. His work on these forms, done under
heavy pressure of other work, was more than a
major contribution to its success. It is not
too much to say that success in
developing the new form was absolutely vital
to effecting the new system.
assisted in
developing T.D. forms, prepared detailed pro-
cedures and instructions for their use,
consulted operating divisions and other
organizational components relative to such
procedures and instructions. His work on this
project, which was of a uniformly high caliber,
was a major factor in its successful completion.
25X1
25X1
25X1
5. Under the regulations governing the Employee Incentive programs,
these persons can receive no financial reward for their considerable role
in revamping the DD/P system for the dissemination of significant and
timely information. It is only fair to say, furthermore, that they
desire no such reward. I believe, however, that all those listed in
paragraph 4. above, deserve some recognition for their achievement.
I recommend that competent authority place in the personnel file of
each individual named in paragraph 4 a statement setting forth the
part that each played in the establishment of the teletype dissemination
system.
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GORDON M. STEWART
Director of Personnel
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SET
Evaluation of Employee Suggestions
This final joint evaluation seta forth in great detail, and sumnarizes the
past history in the development and implementation of these suggestions.
It also suggests awards to suggesters.
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LFTTEREX TO MAKE
iffjUIL ] NOTE: COPIES, IF THEY ARE
R UIRED.
EVALUATION OF EMPLOYEE SUGGESTION
TO: EXECUTIVE SECRETARY,
CA Cable Secretariat, & C/RMS
INCENTIVE AWARDS COMMITTEE
ACTION RECOMMENDED
FROM:
SUGGESTION NUMBER
25X1
I.
INDICATE ACTION
2?
RECOMMENDED BY
3.
PLACING ACTION
4?
NUMBER IN BOX
5.
6.
1
7?
ADOPT FOR USE. (DATE ADOPTED illine_1956
ALREADY IN EFFECT BUT THIS SUGGESTION MAKES ADDEC CONTRIBUTION. (SPECIFY BELOW)
DISAPPROVED FOR ADOPTION.
ALREADY IN EFFECT AND NO PART OF THIS SUGGESTION MAKES ADDED CONTRIBUTION.
REQUIRE FURTHER STUDY. (EXPECTED DATE OF COMPLETION
OTHER (SPECIFY BELOW)
REFER SUGGESTION TO
(OTHER COMPONENT)
REASONS FOR RECOMMENDATION
In order to guide the Incentive Awards Committee in making final determination, an analysis of the anticipated
first year's savings and/or other benefits should be shown here. If applicable, indicate and explain below pro-
posed disposition of savings AS (1) allotment savings, (2) increased output at same cost or (3) application of
resources saved to some other necessary activity. If suggestion contains intangible value, such as morale,
safety, etc., please indicate the extent of the area which you think the suggestion will affect, i.e.: the im-
mediate area, office-wide, Agency-wide. Attach additional sheet if 'more space is needed.
1. SUMMARY OF SUGGESTIONS
Four suggesters in three suggestions proposed major changes in systems, pro-
cedures and forms used by CIA to report and disseminate "hot" (significant and
timely) positive intelligence information to the intelligence community.
a. SUGGESTION' 1(TAB A) - "That a system of simultaneous pre-
paration of Preliminary Disseminations and followups be initiated
through the use of an adaptation of Form 5l)-AA (Test), Dual. Master
("snap-out" form). This would replace the current procedure of
requiring two separate processes in the preparation of PDs and
followups: the first on a ditto master, the .secona on multilith."
b. SUGGESTION' l(TAB B) - "... The elimination of the present
DD/P practice of disseminating multilith CS follow-ups of reports
already disseminated in PD form. ... arguments in this suggestion
have therefore been aimed against the reports system as it presently
exists."
C. SUGGESTION (TAB C) - "in the original typing of a PD, I
suggest tha el er: a. A special form be used for PDs which would
provide for the placement within a prescribed area all of the infor-
mation to be masked out in the preparation of sterilized copies, or
b. A separate page be used (using the present Form 12) on which
would be typed all of the info not to be included on the stcrilized
copies."
2. REFERENCES (TAB D)
a. 23 Mar. 55 memo from Chief, Reports Control for Chief FI/
Suggestion
b. 6 July 55 evaluation of Suggestion
c. 13 Jul r5 Comment # 2 from C/RC to
DATE
4 April 1957
re 2E
y Chief, Reports Control. 2E
DD/P/PPC re Suggestien2E
CONTINUED ON ATTACHED SHEET
SIGNATURE OF EVALUATING OFFICIAL (Type name and tIfTey
See Page 4 for Signatures
FORM NO, 200, REPLACES FORM 37.164B
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SUGGESTION
by C/FI/
to
Chairman,
25X1
25X1
d. 29 July 55 evaluation of Suggestion
e. 19 Aug. 55 memo from Deputy Cable Secretariat
Incentive
Awards Committee, Subject: Suggestion
25X1
f. Undated (Mar.-Apr. 56) Comment #4 from
to 25)(1
FI/RQM/RC
Incentive Awards Committee re Suggestion
25X1
g. 17 May 56 Memo from
DC/1-]to
re
2M5k1
manpower data as related to all three suggestions.
25X1
h. 28 Dec. 56 evaluation of all three suggestions by C/Records Management
Staff.
i. 8 Jun 57 Memo for Record re conversation
between
C/RMS 25X1
25X1
and 'O&M Staff (DD/S
area).
. Undated (compiled about 21 Jan 57)
supplement to 28 Dec. 56 RMS
evaluation, explaining computation of tangible
savings. Prepared
for Secretary, Suggestions Awards Staff
Attachment to the Committee's 22 Jan.
by
57 brier.
I 25X1
k. 8 Feb. 57 memo from
Commo, to Chief DC-S re suggestions
25X1
25X1
3.
WHEN ADOPTED
The suggestions, though somewhat modified by the evaluating components, (TAB E)
were adopted in principle early in June 1956. The new procedures, systems and forms
which finally stemmed from these suggestions have completely proved themselves
during the past eight months of actual operations
which have included both
25X1
They are vastly superior
to any previous methods.25X1
4. OLD SYSTEM - DISADVANTAGES
Prior to June 1956, advanced and sometimes condensed versions of significant
and timely positive intelligence information reports were given priority handling
and initial issuance as "PD" (Preliminary Dissemination) Reports. (TAB F) For the
most part, PDs were teletyped for distribution, primarily to the policy making level
of Government officials. A limited number of dittoed confirmation copies, some of
which were sterilized, were disseminated within CIA. These PD Reports were then
followed-up as soon as possible (delays might range from several days or a week to
as much as several months) by a regular multilithed "CS" (Clandestine Services)
Report. Except for minor editorial improvements, occasional added comments, etc.,
CS Follow-up Reports rarely differed greatly from the original PD Reports. A minimum
of several writings, editings and typings; an extensive teletype transmission;
separate ditto and multilith reproductions; and two distinct disseminations within
CIA and to the intelligence community were required by this PD - CS Follow-up System.
Extensive and excessive duplicate mail handlings, receiptings, readings, extractions
and filings were also required of both CIA and other intelligence community
personnel.
-2-
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25X1
25X1
5. NEW SYSTEM - ADVANTAGES
Since adopting the new "TD" (Teletype Dissemination) System stimulated by these
three employee suggestions, the reporting work load has been cut almost in half.
(TAB G) A considerably curtailed teletype transmission, supplemented or suplanted
by a single, more extensive (dittoed originally, now multilithed) hard copy
dissemination by Cable Secretariat, now suffices to get this "Hot" information
reported to the policy making and all other working levels of the intelligence
community in a timely manner. Unnecessary and duplicate handling, readings,
extractions, filings and references are eliminated. Backlogs of routine CS reports
have been reduced and better quality finished intelligence reports are now being
written with corresponding improvements in customer services. Reports Orficers now
have more time to devote to such essential and sometimes previously neglected,
Intelligence Officer functions as: developing requirements, directing field
collection efforts, and providing guidance to field personnel in producing more
pertinent, accurate and complete reports.
6. SUGGESTED AWARDS
Because all three of the suggestions are so closely related, and all treat
with ways and means to improve the timely dissemination of "hot' information, they
have been handled as a package. They all-played important parts in deveLopment
of the present TD System. Without the contributions of any one of them it is
doubtful whether the system would be as effective as it now is, or if there would
even be a new TD Reports Dissemination System. Based on the following tangible
savings and intangible benefits a package award of is recommended. 25X1
Suggested apportionment is also indicated.
a. SUGGESTIONS i
(1) Tangfble-Savings - Complete elimination of all follow-up CS
reports to initial PD reports resulted from adoption of these
suggestions. This will prevent issuance this year (June 56-
June 57) alone, of more than
such follow-u s which would25X1
have required the expenditures of more than I Iman hours
25X1
of DD/P reports personnel time valued at approximately
Recommended Award 25X1
(2) Intangible Benefits - The intangible benefits stemming from
these suggestions, affecting as they do, not only CIA, but the
entire intelligence community, are quite obviously and definitely
in the public interest throughout the nation and beyond.
Benefits are considered to be EXCEPTIONAL and of GENERAL
APPLICATION. Recommended Award 25X1
Recommended Apportionment -
To the originators of 25X1
To the originator of
Total 25X1
( 3 )
25X1
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SUGGESTION
b. SUGGESTION (1) Tangibl-37674ags - While not as significant as Suggestiora
25X1 I hevertheless ties in with, and helps
make possible the most effective realization of the myriad
benefits of the other two suggestions. It lead to the develop-
ment of the three TD Forms (TAB H) which now make possible the
preparation and issuance of TDs as a standard 2-part document.
Form lk-2, "Transmittal of Teletyped Information Report"
contains only the information which is not to be disseninated
outside CIA, while the second part of the TD, Form lk, "Tele-
typed Information Report and its "Continuation Sheet," Form lk-1,
contains only the information which may be disseminated to the
rest of the intelligence community. This vastly simplified
sterilization procedures, both for Cable Secretariat and all
other Agency offices which are authorized to disseminate
sterilized TDs to non CIA customers. Tanbly, Cable Secretarial
will save annually! !man hour of I I yping and repro- 25X1
duction r 25X1ersonnel labor valued at Recommended
25X1
25X1
25X1
8 Attachments
Award -
(2) Intangible Benefits - Benefits are considered
with GENERAL APPLICATION. Recommended Award -
(3)
Tab A - Suggestion
Tab B - Suggestion
Tab C - Suggestion
Tab D - 12 References
Tab E - Nemo from Director of Personnel
(Former Chief of Foreign
Intelligence)
Tab F - Old Procedure
Tab G - New Procedure
Tab H - Forms lk, 1k-1 and lk-2
Total Award-
Recommend that the total award of
originator of
Chief, RQM RC
to be morERATE,
25X1
be given to the 25X1
25X1
Ch ef, Records Manage nt Staff
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