(1) HANDLING OF LETTER DATED FEBRUARY 17 FROM CONGRESSMAN AUCHINCLOSS (2) HANDLING OF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01676R003100300023-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 12, 2016
• Document Release Date: April 22, 2002
• Sequence Number: 23
• Publication Date: March 14, 1961
• Content Type: MF

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19,12'e-
MEMORANDUM FOR: Director of Central Intelligence
SUBJECT .
(1)
Handling of Letter dated February 17
from Congressman Auchincloss
(2)
Handling of Congressional Mail
REFERENCE
Memo from DCI to Legislative Counsel
and Director of Personnel dated 8 March 1961
1. In response to your memorandum, and per the buck
slip from I have investigated the handling of the
letter from Congressman Auchincloss. Attached are the memo-
randa from Legislative Counsel and the Director of Personnel
which indicate that the letter was slow in reaching the Personnel
Office, and that there was delay in that office in acting upon it.
Both the offices of Legislative Counsel and Personnel indicate
that they are tightening up their procedures in this regard.
2. You should also know that two weeks ago, but not
soon enough to affect the letter from Congressman Auchincloss,
I instituted certain procedures in handling all congressional mail.
In order to expedite the receipt of the mail, all congressional
mail is immediately delivered to my office rather than going
through I I who then routed it t I who
routed it to whomever would prepare the reply. Under the new
system the mail is delivered to my desk immediately; I call the
appropriate office to start their action on the letter, and then
ask office to pick up the letter by hand and move
it on promptly. I believe that this new system will actually speed
up congressional mail by a matter of weeks rather than days.
We have also instituted the practice of telephoning the office of
the congressman within 24 hours to advise of the receipt of the
letter and that action is taking place on it. Finally, we are
STAT
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14 March 1961
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giving quite short deadlines for the preparation of replies
inasmuch as in many instances these replies are done over
at this level. My office will maintain a close check on the
congressional mail, in addition to that in the Legislative
Counsel's office and in the Office of Personnel.
L#nan it p ri.c
Inspector General
STAT
STAT
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8 March 1961
MEMORANDUM FOR: Legislative Counsel
Director of Personnel
VIA Inspector General
I am extremely embarrassed at the delay in your two
offices in the handling of a letter dated February 17 from
Congressman James C. Auchincloss. The draft reply to this
letter reached my office on March 8, and was immediately
dispatched, and then only after we had received a second letter
from the Congressman, asking "to let me hear from you without
further delay. "
I wish an immediate investigation in your two offices,
in concert, to determine the responsibility for the delay in
handling this simple piece of correspondence. Also, I wish
the Office of Legislative Counsel, as it refers mail ito keep a
careful check on the referral and to see that the office to which
such mail is referred responds promptly.
I am now establishing a check, either in this office or
in the Office of the Inspector General, of any Congressional
mail that is referred, and strong measures will be taken if
Congressional mail is not handled promptly and efficiently.
ALLEN WV DULLES
Director
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MEMORANDUM FOR: Director of Central Intelligence
SUBJECT: Handling of Mail from Members of Congress
1. 1 sincerely regret the delay in the handling of the letter
dated 17 February 1961 from Congressman James C. Auchincloss and
I wish to apologize for the embarrassment caused you. We are, of
course, aware of the necessity for prompt replies to congressional
inquiries on the basis of both good business and as a simple matter
of courtesy. This particular incident is not representative of the
normal flow of congressional mail.
2. While the letter from Mr. Auchincloss is dated 17 February,
apparently it was not received in the Agency until 20 February. It was
then received in my office on 23 February and dispatched the same day
to the Personnel Office. It was returned to this office on 6 March.
Upon review of the letter, it was determined to be not completely
responsive and was rewritten in this office and delivered to the Office
of the Director on 8 March.
3. This office maintains a suspense check on all congressional
mail referred to other offices whether for preparation of a reply or for
provision of information except for letters dealing with personnel
matters, By arrangement with the Director of Personnel when I first
assumed the responsibilities for this office, it was agreed that Personnel
would maintain a suspense procedure and that we would not duplicate it
here. This has now been changed and we will maintain suspense lists
for all congressional mail without exception. Another improvement
was instituted approximately ten days ago wherein congressional mail
opened in Executive Registry is delivered directly to the Inspector
General for noting and direct forwarding to this office for action.
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4. Mr. Echols and I have instituted additional procedures and
controls designed to assure proper and timely handling of this type of
correspondence. In addition, I have reviewed and revised procedures
within this office designed to insure timely replies to all congressional
mail.
C,! Legislative Counsel
STAT
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 SkE ER WILL CHECK CLASSIFICATION TOP AND BOTTOM
q a A-% FA
A N
CENTRAL INTELLIGENCE AGENCY
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
INITIALS
DATE
1
Inspector General
L,B,K
/3 In, a
2
3
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
Kirk:
In addition to the reply the Director
signed to Congressman Auchincloss on
8 March, he also called the Congressman on
9 March and "personally apologized" for this
delay.
The Director has also asked that the
investigation referred to in paragraph 2 of the
attached memo be conducted by the IG.
JSE
FOLD HERE TO RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO.
DATE
EO/DCI
9 Mar 61
FORM NO. Replaces Form 30-4 (40)
APR 55 237 which may be used. U.5.GOVERNMENT PRINTING OFFICE: 1955-0-342531