PAPERWORK REDUCTION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP88G01332R001201470002-5
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 29
• Document Creation Date: December 22, 2016
• Document Release Date: June 6, 2011
• Sequence Number: 2
• Publication Date: February 27, 1986
• Content Type: MEMO

Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5 -
'
SECRET
17-16
MEMOR.AJDUM FOR: Deputy Director for Intelligence
FROM: Richard J. Kerr
Derilty Director for Administration
REFERENCE:
Paperwork Reduction
DDI memo to DDA, Same Subject, dated 16 January 1986
0-
a -
onsible components in the DA have reviewed the four specific
res
Th
1
p
e
.
recommendations on paperwork reduction contained in referent. Following are
our comments on each of these recommendations:
a. Office of Personnel (OP) forms 1152 and 1152b.
Response: OP is implementing a new procedure that will
eliminate the form 1152b. This new procedure will be in
effect within the next few weeks.
',. Office of Finance (OF) forms 540 and 540b.
Response: Form 540 is generally used for foreign PCS and
TDY travel", whereas form 540b is basically used for domestic
PCS and TDY travel. OF is undertaking a study to determine if
these two forms can be reconfigured so that one form could
provide all the information necessary for the processing of
both foreign and domestic travel.
c. Office of Training and Education (OTE) forms 73 and 136.
Response: The form 136 is a multi-purpose form that
serves -as a contract for the expenditure of funds such as
tuition, registration fees, travel, per diem, and any other
allowance connected with training. This form was carefully
designed and coordinated with OTE, OIS, OIT, CCS, OS, OF, OP,
OEEO and the Audit Staff. Each item on the form has been
analyzed as to its objective. The information asked for in
ORIG: DDA/IRO
Distribution:
Original - Addressees
1 - DDA Subject
1 - ODA Chrono
1 - DDA/MS Subject.
1 - DDA/MS Chrono
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
SECRET
each block satisfies a specific requirement. We do not
believe that any modification is warranted at this time. One
copy of the form 136 substitutes for Office of Security (OS)
form 879, Request for Approval of Outside Activity. The
additional use of this form for Outside Activity Approval
partly covers the recommendations discussed in item d, below.
In regard to the form 73--it is used for internal training and
requires much less information and is not practical to combine
with the form 136. The form 73 is, however, currently being
automated. The automation should be completed in late FY1986.
d. Office of Security (OS) forms 879 and 2955.
Response: The form 879, Outside Activity Approval
Request, requires review and approval by more than one
component other than OS; therefore, telephonic approval would
be cumbersome at best. Secondly, this is the only
documentation to support the approval and must be filed in the
employee's OS file. It is needed for further reference
purposes. In fact, this form has been used in several recent
litigations with Agency employees. Therefore, the current
procedure for the requesting, reviewing, approving and
documenting outside activities by Agency employees should not
be changed.
OS supports the recommendation to automate the clearance
certification process. The AIM system has been used for some
tine for certification requests but has not been actively
encouraged, nor made mandatory, because AIM is not available
to everyone. Additionally, many certification requests are
currently received by phone in the case of a short deadline,
or through normal channels on form 2955 (Request for
Certification). The expanded use of AIM would save the
substantial administrative time currently spent with handling
forms. When needed, a hard copy required for verification of
long-term certifications could be printed from the AIM
system. We will increase our attempts to expand the use of
this system as rapidly as possible.
2. The DA appreciates your suggestions on reducing the Agency's paperwork
burden. Please be assured that every effort will be made to not only
implement these recommendations, but to further reduce this burden wherever
possible.
c ar . err
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
ROUTING AND TRANSMITTAL SUP
TD: b ledinfi, Agen Post)room numbw.
DIRECTOR OF P
ti
Pornment
nation
REMARKS
ACTION: #s 1 - 4
Prepare Ropy
See Me
PLEASE PROVIDE YOUR RESPONSE TO THE
EXO/DDA SO THAT A CONSOLIDATED RESPONSE CAN
BE PREPARED.
SUSPENSE: 7 FEBRUARY 1986
cc: DDA/I1'dJ +L (VJ6`~~1l
RECORD of ap ls. concurrences, disposals,
00 NOT use this form clearances, and similaractions
41 (Rev. 7-76)
u.&G.P.0.:1983 -421-529/320 FPMR 941 01-11.206 '
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5 c*' e.l'~
SECRET
MEMORANDUM FOR: Deputy Director for Administration
FROM: Robert M. Gates
Deputy Director for Intelligence
SUBJECT: Paperwork Reduction
1. You will recall that a study concerning paperwork
reduction was recently completed within the DI. It indicated
that much of the paperwork within the DI relates to forms
required for support from your Directorate. I suspect that steps
can be taken by your Offices to simplify required forms and thus
relieve the paperwork burden. Here are several specific
recommendations along those lines:
(a) Office of Personnel forms 1152 and 1152b could probably
be combined because they are duplicative. (Form 1152
is a Request for Personnel Action and Form 1152b is a
Request for Personnel Action Supplement).
(b) Office of Finance forms 540 and 540b also appear to be
good candidates to be combined; both forms are used for
domestic travel.
(c) Information required by the Office of Training and
Education for internal and external training on forms
73 and 136 appears to be identical, except that the
forms are used by separate components within OTE.
Perhaps one form could do double duty.
(d) The Office of Security probably could automate
Certification of Clearance and Outside Activity
Approval forms, or simplify its requirements so that
certifications and approvals could be arranged by
phone.
2. A copy of the Paperwork Reduction Study is attached. I
would appreciate any action undertaken to relieve the paperwork
.i. Er ?fir;
burden.
Attachment:
As stated
l
C ,
/EPbert a. es
t %
CL BY: SIGNER
DECL OADR
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
MEMORANDUM FOR: Deputy Director for Intelligence
SUBJECT: Paperwork Reduction
11 October 1985
We have reviewed the DI -components' responses to our
questionnaire on the preparation of forms and reports within the DI.
(Many reports are forms, so the terms are interchangeable.) The number
of forms is indeed substantial; 138 DI forms and 135 non-DI forms were
identified and reviewed. So, DI people have a legitimate complaint.
Most of the paperwork burden is related to DA requirements.
After that, and in declining order, are CPAS production requirements,
OCR document and publication procurement, and other individual DI
component requirements.
We cannot get rid of all forms; they are a major records source
and provide a basis for action by personnel or document an action.
Reports are also the basis for formulating policy, controlling or
improving operations, managing the budget and evaluating performance.
But, the number of hours spent completing paperwork is clearly
excessive.
To deal with the burden, we found that DI offices have eliminated
56 forms and reports through automation, reorganization, or no longer
requiring some kinds of information. Attachment 1 is a list of the
forms eliminated or automated, along with an estimate of the time
required to prepare each of them. Most elimination of paper has been
done by automating the form. Examples of this are DIPMIS and its
successor PRO, the Contract Project Request, Applicant Tracking, and
Travel Projections. In addition, CPAS, CRES, and OCR have eliminated
a number of forms that imposed burdens on the DI as a whole, and
you/we eliminated several production tracking reports.
Current DI forms probably cannot be reduced much further, but
automation offers relief from the workload involved. Automation also
promises to eliminate the need for a number of non-DI forms, and we
have found a number of DA-imposed requirements that we think can be
eliminated.
Within the DI; OCR is currently reviewing its forms with
consolidation and future automation in mind. OCR currently has the
OCRSERV model within AIM which allows one to order books, periodicals,
documents, and maps electronically. Some of the other offices
suggested that OCR's form 1395 and 2816 be out on AIM -- an indication
that OCRSERV is not well-known in the DI as it should be. OCR has
begun to publish OCR News to make DI employees aware of the services
offered by OCR; you could reinforce OCR by referring to OCR News in
your newsletter.
There are other Directorate-wide automation efforts which will
impact on the significant number of hours currently devoted to
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
paperwork requirements in the personnel and travel area. They include
the following:
- A travel data base to be completed by the end
of 1985. Each office will participate and
reports will be completed on a quarterly basis.
Conversations have already taken place
with DA to make use of DI automated domestic
travel information to fill DA information
requirements.
- Applicant data from the Office of Personnel
will be received electronically by the end
of 1985. This will replace a report
currently sent to each office each week.
- Career Board actions will be stored and
sent electronically and eliminate volumes
of paper currently reproduced and sent to
the individual offices, as well as office
files.
- We are moving to automate validation of
the DI Human Resources Management information
System (DIHRMIS) using NOMAD software and AIM.
Within the DA: the Office of Logistics is developing the Logistics
Integrated Management System (LIMS) which will automate procurement,
payment, management and control of stock and eliminate a great deal of
logistics paperwork requirements. This system was to use GIMS
software and was to have been operational in February 1985, but it has
run into trouble. We cannot forecast when LIMS will be available; the
Office of Logistics is currently looking for alternative software to
gain OIT support for this system. It is, however, coming.
Within the DI: the Offices made the many suggestions about DI
forms, and we think many can be implemented. For example,
a) Combine three forms CPAS requires for
hardback publications:
- Checklist for DDI Publications
- Request for Dissem List
- Selected Reports of DI
CPAS maintains that they cannot be combined. We think at least one
could be eliminated by judicious combinations of requirements. The
Checklist is used by the Publications Center in CPAS for input to the
MIS database which keeps track of each publication's status. This
form could be revised, however, since some information requested is no
longer required. The Dissem List comes early in the publication
cycle. Information provided in this form goes into the CPAS PARDS
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
PAGE 3
system and determines the publication distribution list. This form
has been updated recently. Selected Reports of the Directorate of
Intelligence is the input for the weekly publication to alert
consumers to the availability of DI hardbacks published during the
previous week.
b) Combine OCR's Form 2712/Record subscription
order and Form 2709.
OCR was contacted on this suggestion. Current automation plans within
OCR call for the development and installation of a new library
automation system within the next 15-18 months. This new system is
intended to provide bibliographic, ordering, and receipt information
for all publications -- serials, monographs, annuals, and diplomatic
lists, thus removing the need for the manual records currently being
maintained for serial and annual titles (forms 2709, 2712, and 2708).
With the installation of this system OCR will merge forms 2709 and
2712 into one master record for 6-12 months (until reliability of the
system is proven). Eventually, all manual records will be destroyed
and record keeping will be handled on the system.
Within the DA:based on DI Office comments on DA forms, we would
recommend the following:
a) Office of Personnel combine forms 1152 and 1152b
because they are duplicative. Form 1152 is a
Request for Personnel Action and Form 1152b is
a Request for Personnel Action Supplement.
This recommendation was discussed with the Office of Personnel, which
plans to do away with Form 1152 and rely on the computer record. In
the meantime, the Office of Personnel will look into doing away with
the Form 1152b, which is not retained for record purposes.
b) Office of Finance combine forms 540 and 540b;
Both forms are used for domestic travel.
The Office of Finance was asked to comment on this suggestion. They
have no problem with this suggestion and would probably combine the
forms if asked.
c) Office of Security automate or use phone for
Certification of Clearance and Outside Activity
Approval forms.
The Office of Security was contacted on these suggestions, but it
raised practical objections. Automation of these forms is made
difficult at this time because of limited availability of computer
terminals and the fact that the terminals used within the directorates
cannot communicate with each other, i.e., the Wang and Delta Data. The
Certification of Clearance form needs coordination between the DI and
the Office of Security, and much of it is already done by telephone
due to short deadlines. However, in the case of the Outside Activity
Approval form, many of these need to be coordinated with the Office of
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
Security, DO, and other components as well. Moreover, the form
provides a record of all approvals which is worthwhile retaining. We
think this is worth a formal proposal to Harry Fitzwater.
d) Office of Training and Education combine
Forms 73 and 136 used for internal and
external training.
The Office of Training and Education was asked to comment on this
suggestion. It was their position that these two forms could not be
consolidated.. The Office of Training and Education is divided
functionally between external and internal training. OTE said,
however, that Form 73 is currently in the design and test phase of
automation. Again, we think you should make a formal proposal to
Harry that the forms be combined; OTE is imposing their organizational
Helene L. Boatner
Director, Management, Planning and Services
Attachment:
As Stated
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
HRS/MINS COMMENT
TO PREPARE
NIC Pubs Dissem - (monthly) 2
Pubs Dissem Report (monthly) 2
Form 3619
NIC Branch Activity Report (monthly) 2
Form 2358 Review Record - OER -
Sarlitization
Form 3931 Analyst Activity and
Time Record
Form 3669 Cartomation Processing
Request
Form 3620A CIA Ops Center Event
Log
Form 3639 Leave Information
Form 3246 Massager Phase 4 Ops
on Series
Resources Status (monthly) 1
Form 3623 NID and NID LDX Receipt
Form 3595B NID Draft Format
NIO Projects (daily)
Publications File Folder
Form 4180 Official contract Form
Form 296 Record of Request
Form 3776 Reproduction Requisition
Form 416 Request for Reproduction
Worksheet
Form 3638 TDCSDB Log
Group Actions Report (bi-weekly) 4-6
Form 3492 Publications Source
Survey (daily)
PES Quarterly Report 8-10
Applicant Report (monthly) 16
PPI Report (weekly) 1
Applicant Tracking (ad hoc)
PES Research Program (quarterly)
PES Report (monthly)
Contract Project Request (quarterly)
automated
automated
eliminated
eliminated
eliminated
eliminated
eliminated
eliminated
eliminated
eliminated
automated
eliminated
eliminated
eliminated/replaced
10 eliminated/replaced
eliminated
eliminated
eliminated
eliminated
eliminated
6 eliminated
eliminated
automated
automated
10 automated
AIM
AIM
automated
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
NESA
Div
OCR
Corre
Prod
spond
ence Statistics
eliminated
FBIS
Tape
request record (daily)
5
eliminated
MIS S
tatis
tics (daily)
eliminated
Publi
catio
ns Count by Office (monthly)
1
30
automated
Publi
catio
ns Count by Type (monthly)
1
eliminated
Purch
ase O
rder Formats
15
eliminated/merged
DSL 7
36 Op
erations Memorandum (ad hoc)
5
eliminated
Form
4013
FOIA/PA Processing Control Card
3
eliminated
Form
3180
Film Videotape Processing Record
3
eliminated
Form
1332
Daily Shipment Checklist
3
eliminated
OEA
PES Production Report (quarterly)
OGI
CPAS Prod Form
Old OGI Production Form (ad hoc)
Form 1395 for Books Periodicals
Form 2 OIA Research Activities
(semi-annual)
Travel Projections of DI (annual) 24
Outline for OSWR Production (ad hoc)
Study Plans for OSWR Production (ad hoc)
DIPMIS
Calculation Work Sheet
Milestone Report of Old Pa Div Production 6
(monthly)
DivProd Report of Old CSD Production 2
Form 2816 Document Request (ad hoc)
LDX Transmittal (ad hoc)
Printing Requisition
Visit Request (ad hoc)
eliminated/replaced
DIPMIS
automated
eliminated
eliminated
AIM
eliminated
eliminated
DIPMIS
AIM
eliminated
eliminated
AIM
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
' ROUTING AND TRANSMITTAL SUP
TO: (Name. o1Ac symbol, room number.
building Agency/POSU
EXO/DDA
Dow
14 FEB 1986
DDA/PLANS (FOR A CONSOLIDATED
FIN
For learn a
I
nested For Correction
See
Imutaa ? -- - --- - nature
1porn ant Invests
DO NOT use this form as a RECORD of aPP Is. concurrences' disposals.
ro"
cNsrance% and similar actions
Room No.--Bldg.
FROM: (Name. org. symbol. Agency/Post)
Phone No.
Conversation
n
Me'
FORM 11 (Rev. 7-7G)
a041-102 q -iLaos
r on 1983 -421-529/320 5Mw
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88GO1332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
1'86
Executive Officer, ottice of Security
SUBJECT: Paperwork Reduction
1. This memorandum is in response to the DDI's request
that the office of Security (OS) automate the procedures for
approving outside activities and certifying clearances or to
simplify them to allow for telephonic approvals.
2. Under current regulations, requires the
employee to complete form 879, Outside Activity Approval
Request, and submit this form to the External Activities
Branch/OS for final approval. More importantly, the activities
reported thereon often require review by offices other than OS,
therefore, telephonic approvals would not suffice. Secondly,
the only documentation'to support the approval is the completed
form retained in the employee's OS file and the retention of
this form has proven invaluable in the past. There have been
several cases in the Office of General Counsel where the form
actually became part of the testimony of security officers when
the Agency was involved in litigation with former employees in
a court of law. We recommend that the current procedures for
reporting outside activities not change.
3. The Office of Security supports the recommendation that
clearance certification be automated Agency-wide. Many
requests are currently received by phone, in the case of a
short deadline, or on Form 2955 (Request for Certification).
We began accepting certification requests on AIM some time ago
but have not made this a mandatory procedure nor actively
encouraged it as AIM is not available to everyone. The
utilization of AIM would save substantial administrative time
if applied on a mandatory basis for all requesting offices.
When needed, a hard copy needed for verification of long term
certifications could be printed from the AIM system. We will
make this procedure mandatory wherever possible.
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
SUBJECT: Paperwork Reduction
OS/EO/PPS I(14 Feb 86)
Distribution:
Orig - Adse
1 - EO/OS Chrono
1 - PPG Chrono
1 - OS Registry
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 STAT
STAT
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
FROM
EXTENSION NO.
OTE 86-1003
NOTE
1026 COC
DATE
10 February 1986
TO. (OlRcer designation, room number, and
building)
DATE
OWER'S
COMMENTS (Number each comment to show from whom
INITIALS
to wham. Draw a line across column after each comment.)
RECEIVED
PORWAIl0ED
1.
EO/DDA
7D24, Hqs.
SUSPENSE: 10 February 1986
3.
7
s.
p
6.
CONFIDENTIAL
7.
8.
9.
10.
11.
12.
13.
14.
1S.
9 610
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
CONFIDENTIAL
Director of Training and Education
SUBJECT: Paperwork Reduction
REFERENCE: Memo fm DDI to DDA (DDI 00252/86), dtd 16 Jan 86,
Same Subject
1. In late September 1985, our Chief/Training Support Division
was contacted by f the DI's Administrative Staff in
connection with the DI's "Task Force on Paperwork Reduction" to
discuss Form 136 (Request for Training at Non-Agency Facility) and
Form 73 (Request for Internal Training). He was briefed on the
unique purposes of the two forms, apparently to his satisfaction.
a. The Form 136 doubles as a contract to purchase
training. (95% of external training carries some cost or
expenditure of funds, either in tuition and/or registration
fees, or travel and per diem, and special allowances.)
This form was designed by OTE and OIS, in coordination with
OIT, CCS, OS, OF, Audit, OP and O/EEO. One fanfold copy is
retained by CCS as the record copy for external trainees in
a cover status; one copy is the input document to the
computerized training records system; and one serves for
the obligation of funds (most external training funding is
decentralized, per O/COMPT). Also, per earlier agreement
with the Office of Security's External Activities Branch,
the Form 136 substitutes for submission of Form 879,
Request for Approval of Outside Activity. Each block on
CQ? ENTiAL
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
CONFIDENTIAL
the Form 136 has been carefully analyzed as to its
objective. The information asked for in each block
satisfies a specific requirement so although the form
requires a lot of information, it is all needed. Redesign
of the form would not be productive in our view.
Automation, may be in order, but we need to see the results
of automating Form 73 first.
b. Form 73 is a Request for Internal Training which
incorporates substantially different information on the
student. It requires none of the detailed financial or
other regulatory information necessary for the Form 136.
The Form 73 is currently being automated. This automation,
which should become functional in late FY 1986, effectively
resolves the concern expressed in the DDI's memorandum.
Interestingly, this automation effort was accomplished with
the support of DI's Analytical Support Group (ASG).
3. Because of the unique nature of the two forms, plus the
fact that the Form 73 is being automated, OTE does not think
combining these two forms is appropriate.
CONFIDENTIAL
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
T
STA
ROUTING AND RECORD. SHEET
SUBJECT: (Optional)
Paperwork Reduction
FROM:
Robert W. Magee
EXTENSION
NO.
DATE 1 1 11% 7
TO: (Officer designation, room number, and
building)
DATE
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after each comment.)
EO/DDA
7D18 HQS
7 FE
E) 1986
6L I
___
VIA-
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
13.
,9 610 EDIT
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
SECRET
FEB e> ;986
FR(Y1: Robert 11. Magee
Director of Personnel
SUBJECT: Paperwork Reduction
REFERENCE: Memo from DDI to DDA dtd 16 Jan 86; same subject
1. The DDI in reference memorandum suggests that since the Form 1152 and
1152b are duplicative, one be eliminated. We agree.
2. The reason we have two forms is that the first, Form 1152 (Request for
Personnel Action) is retained in the Official Personnel Folder (OPF) while the
second, (Form 1152b) Supplement is not. The 1152b is used by OP to record and
report race and handicap information which we are prohibited from retaining in
hard copy in the OPF and so we felt we should not combine the forms.
In the future, the Deputy Director for Employment will furnish all
information required in Form 1152b,relieving the operating component from the
responsibility for completing this form and, indeed, ending its use. This new
procedure should be in effect within a few weeks.
Robert W. gee
SEC RET
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
ROUTING AND RECORD SHEET
Paperwork Reduction
FROM:
Allen R. Elkins
D/OF
1212 Key Bldg
TO: (Officer designation, room number, and
building)
EO/DDA
VS
13.
FOM610
Aa~
OffICER'S
INITIALS
w
DATE
6 February 1986
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)
.2. Fop. eOAJ16L/T4T10k
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
ROUTING AND TRANSMITTAL SUP
17 JANUARY 1986
T0:
(Name, office symbol, room number,
building, Agency/Post)
DIRECMR OF PERSONNEL
Initials
Date
2.
DIRDC1i0R OF FINANCE
DIRECTOR OF TRAINING AND EDUCATION
iL
DIRECPOR OF SECURITY
L
File
Nob and Return
1
For Clearance
Per Conversation
R u?stsd
For Correction
Prepare Reply
irculats
For Your Information
See Me
m?nt
Invests ?
Signature
_l
Coordination
Justi
ACTION: #s 1 - 4
PLEASE PROVIDE YOUR RESPONSE TO THE
EXO/DDA SO THAT A CONSOLIDATED RESPONSE CAN
BE PREPARED.
SUSPENSE: 7 FEBRUARY 1986
cc : DDA/IFd)
DO NOT use this form as a RECORD of approvals, concurrences, disposals,
clearances, and similar actions
T.ri=sz9szv
M 41 (Rev. 7-76)
k
1-11.206
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
ADPP 21-86
MEMORANDUM FOR: Deputy Director for Administration
FROM: Allen R. Elkins
Director of Finance
SUBJECT: Paperwork Reduction
REFERENCE: Memorandum from DDI for DDA, dtd 16 January 1986, Same
Subject
Ref suggestion that Forms 540 and 540b be combined will be taken under
consideration to determine whether the proposal would be feasible and
beneficial to the organization at large. It is too early, at this point, to
determine whether this recommendation has merit as the forms in question have
some significant differences both in format and in usage. Form 540b is
basically used for domestic TDY and PCS travel whereas Form 540 is generally
used for foreign PCS and TDY travel. If it is determined that these forms can
be reconfigured to provide all the data necessary for the processing of
foreign and domestic travel, a revised form will be prepared and circulated to
the various offices that currently utilize these forms to obtain their
concurrence.
Allen R. Elkins
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
SUBJECT: Paperwork Reduction
D/OF/AElkins:ml
k6 Feb 86)
Distribution:
Orig & 1 - Addressee
1 - D/OF
1 - ADPP/OF
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
SECRET It
16 198E
MEMORANDUM FOR: Deputy Director for Administration
FROM: Robert M. Gates
Deputy Director for Intelligence
SUBJECT: Paperwork Reduction
1.
You
will recall that a study concerning paperwork
reduction
was
recently completed within the DI. It indicated
that much
of
the paperwork within the DI relates to forms
required
for
support from your Directorate. I suspect that s
can be ta
ken
by your Offices to simplify required forms and t
relieve the paperwork burden. Here are several specific
recommendations along those lines:
teps
hus
(a) Office of Personnel forms 1152 and 1152b could probably
be combined because they are duplicative. (Form 1152
is a Request for Personnel Action and Form 1152b is a
Request for Personnel Action Supplement).
(b) Office of Finance forms 540 and 540b also appear to be
good candidates to be combined; both forms are used for
domestic travel.
(c) Information required by the Office of Training and
Education for internal and external training on forms
73 and 136 appears to be identical, except that the
forms are used by separate components within OTE.
Perhaps one form could do double duty.
(d) The Office of Security probably could automate
Certification of Clearance and Outside Activity
Approval forms, or simplify its requirements so that
certifications and approvals could be arranged by
phone.
2. A copy of the Paperwork Reduction Study is attached. I
would appreciate any action undertaken to relieve the paperwork
burden.
/
Attachment:
As stated
CL BY: SIGNER
DECL OADR
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
MEMORANDUM FOR: Deputy Director for Intelligence
SUBJECT: Paperwork Reduction
11 October 1985
We have reviewed the DI -components' responses to our
questionnaire on the preparation of forms and reports within the DI.
(Many reports are forms, so the terms are interchangeable.) The number
of forms is indeed substantial; 138 DI forms and 135 non-DI forms were
identified and reviewed. So, DI people have a legitimate complaint.
Most of the paperwork burden is related to DA requirements.
After that, and in declining order, are CPAS production requirements,
OCR document and publication procurement, and other individual DI
component requirements.
We cannot get rid of all forms; they are a major records source
and provide a basis for action by personnel or document an action.
Reports are also the basis for formulating policy, controlling or
improving operations, managing the budget and evaluating performance.
But, the number of hours spent completing paperwork is clearly
excessive.
To deal with the burden, we found that DI offices have eliminated
56 forms and reports through automation, reorganization, or no longer
requiring some kinds of information. Attachment 1 is a list of the
forms eliminated or automated, along with an estimate of the time
required to prepare each of them. Most elimination of paper has been
done by automating the form. Examples of this are DIPMIS and its
successor PRO, the Contract Project Request, Applicant Tracking, and
Travel Projections. In addition, CPAS, CRES, and OCR have eliminated
a number of forms that imposed burdens on the DI as a whole, and
you/we eliminated several production tracking reports.
Automation
Current DI forms probably cannot be reduced much further, but
automation offers relief from the workload involved. Automation also
promises to eliminate the need for a number of non-DI forms, and we
have found a number of DA-imposed requirements that we think can be
eliminated.
Within the DI: OCR is currently reviewing its forms with
consolidation and future automation in mind. OCR currently has the
OCRSERV model within AIM which allows one to order books, periodicals,
documents, and maps electronically. Some of the other offices
suggested that OCR's form 1395 and 2816 be out on AIM -- an indication
that OCRSERV is not well-known in the DI as it should be. OCR has
begun to publish OCR News to make DI employees aware of the services
offered by OCR; you could reinforce OCR by referring to OCR News in
your newsletter.
There are other Directorate-wide automation efforts which will
impact on the significant number of hours currently devoted to
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 . Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88GO1332R001201470002-5
paperwork requirements in the personnel and travel area. They include
the following:
A travel data base to be completed by the end
of 1985. Each office will participate and
reports will be completed on a quarterly basis.
Conversations have already taken place
with DA to make use of DI automated domestic
travel information to fill DA information
requirements.
- Applicant data from the Office of Personnel
will be received electronically by the end
of 1985. This will replace a report
currently sent to each office each week.
Career Board actions will be stored and
sent electronically and eliminate volumes
of paper currently reproduced and sent to
the individual offices, as well as office
files.
- We are moving to automate validation of
the DI Human Resources Management information
System (DIHRMIS) using NOMAD software and AIM.
Within the DA: the Office of Logistics is developing the Logistics
Integrated Management System (LIMS) which will automate procurement,
payment, management and control of stock and eliminate a great deal of
logistics paperwork requirements. This system was to use GIMS
software and was to have been operational in February 1985, but it has
run into trouble. We cannot forecast when LIMS will be available; the
Office of Logistics is currently looking for alternative software to
gain OIT support for this system. It is, however, coming.
MPS Recommendations
Within the DI: the Offices made the many suggestions about Di
forms, and we think many can be implemented. For example,
a) Combine three forms CPAS requires for
hardback publications:
- Checklist for DDI Publications
- Request for Dissem List
- Selected Reports of DI
CPAS maintains that they cannot be combined. We think at least one
could be eliminated by judicious combinations of requirements. The
Checklist is used by the Publications Center in CPAS for input to the
MIS database which keeps track of each publication's status. This
form could be revised, however, since some information requested is, no
longer required. The Dissem List comes early in the publication
cycle. Information provided in this form goes into the CPAS PARDS
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
PACE 3
system and determines the publication distribution list. This form
has been updated recently. Selected Reports of the Directorate of
Intelligence is the input for the weekly publication to alert
consumers to the availability of DI hardbacks published during the
previous week.
b) Combine OCR's Form 2712/Record subscription
order and Form 2709.
OCR was contacted on this suggestion. Current automation plans within
OCR call for the development and installation of a new library
automation system within the next 15-18 months. This new system is
intended to provide bibliographic, ordering, and receipt information
for all publications -- serials, monographs, annuals, and diplomatic
lists, thus removing the need for the manual records currently being
maintained for serial and annual titles (forms 2709, 2712, and 2708).
With the installation of this system OCR will merge forms 2709 and
2712 into one master record for 6-12 months (until reliability of the
system is proven). Eventually, all manual records will be destroyed
and record keeping will be handled on the system.
Within the DA: based on DI Office comments on DA forms, we would
recommend the following:
a) Office of Personnel combine forms 1152 and 1152b
because they are duplicative. Form 1152 is a
Request for Personnel Action and Form 1152b is
a Request for Personnel Action Supplement.
This recommendation was discussed with the Office of Personnel, which
plans to do away with Form 1152 and rely on the computer record. In
the meantime, the Office of Personnel will look into doing away with
the Form 1152b, which is not retained for record purposes.
b) Office of Finance combine forms 540 and 540b;
Both forms are used for domestic travel.
The Office of Finance was asked to comment on this suggestion. They
have no problem with this suggestion and would probably combine the
forms if asked.
c) Office of Security automate or use phone for
Certification of Clearance and Outside Activity
Approval forms.
The Office of Security was contacted on these suggestions, but it
raised practical objections. Automation of these forms is made
difficult at this time because of limited availability of computer
terminals and the fact that the terminals used within the directorates
cannot communicate with each other, i.e., the Wang and Delta Data. The
Certification of Clearance form needs coordination between the DI and
the Office of Security, and much of it is already done by telephone
due to short deadlines. However, in the case of the Outside Activity
Approval form, many of these need to be coordinated with the Office of
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
Security, DO, and other components as well. Moreover, the form
provides a record of all approvals which is worthwhile retaining. We
think this is worth a formal proposal to Harry Fitzwater.
d) Office of Training and Education combine
Forms 73 and 136 used for internal and
external training.
The Office of Training and Education was asked to comment on this
suggestion. It was their position that these two forms could not be
consolidated. The Office of Training and Education is divided
functionally between external and internal training. OTE said,
however, that Form 73 is currently in the design and test phase of
automation. Again, we think you should make a formal proposal to
Harry that the forms be combined; OTE is imposing their organizational
structure on the rest of the Aeencv for no apparent reason.
Helene L. Boatner
Director, Management, Planning and Services
Attachment:
As Stated
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
OFFICE FORM/REPORT HRS/MINS
TO PREPARE
NIC Pubs Dissem - (monthly) 2
Pubs Dissem Report (monthly) 2
Form 3619
NIC Branch Activity Report (monthly) 2
Form 2358 Review Record - OER -
Sanitization
Form 3931 Analyst Activity and
Time Record
Form 3669 Cartomation Processing
Request
Form 3620A CIA Ops Center Event
Log
Form 3639 Leave Information
Form 3246 Massager Phase 4 Ops
on Series
Resources Status (monthly) 1
Form 3623 NID and NID LDX Receipt
Form 3595B NID Draft Format
NIO Projects (daily)
Publications File Folder
Form 4180 Official contract Form
Form 296 Record of Request
Form 3776 Reproduction Requisition
Form 416 Request for Reproduction
Worksheet
Form 3638 TDCSDB Log
Group Actions Report (bi-weekly) 4-6
Form 3492 Publications Source
Survey (daily)
PES Quarterly Report 8-10
Applicant Report (monthly) 16
PPI Report (weekly) 1
Applicant Tracking (ad hoc)
PES Research Program (quarterly)
PES Report (monthly)
Contract Project Request (quarterly)
automated
automated
eliminated
eliminated
eliminated
eliminated
eliminated
eliminated
eliminated
eliminated
automated
eliminated
eliminated
eliminated/replaced
10 eliminated/replaced
eliminated
eliminated
eliminated
eliminated
eliminated
6 eliminated
eliminated
automated
automated
10 automated
AIM
AIM
automated
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332R001201470002-5
 Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5
NESA
Div
Prod
10
DIPMIS
OCR
Corre
spondence Statistics
eliminated
FBIS
Tape request record (daily)
5
eliminated
MIS S
tatistics (daily)
eliminated
Publi
cations Count by Office (monthly)
30
automated
Publi
cations,Count by Type (monthly)
eliminated
Purch
ase Order Formats
15
eliminated/merged
DSL 7
36 Operations memorandum (ad hoc)
5
eliminated
Form
4013 FOIA/PA Processing Control Card
3
eliminated
Form
3180 Film Videotape Processing Record
3
eliminated
Form
1332 Daily Shipment Checklist
3
eliminated
OEA
PES Production Report (quarterly) 4
OGI
CPAS Prod Form
Old OGI Production Form (ad hoc)
Form 1395 for Books Periodicals
Form 2 OIA Research Activities
(semi-annual)
eliminated/replaced
DIPMIS
automated
Travel Projections of DI (annual) 24
Outline for OSWR Production (ad hoc)
Study Plans for OSWR Production (ad hoc)
DIPMIS
Calculation Work Sheet
Milestone Report of Old Pa Div Production 6
(monthly)
DivProd Report of Old CSD Production 2
Form 2816 Document Request (ad hoc)
LDX Transmittal (ad hoc)
Printing Requisition
Visit Request (ad hoc)
eliminated
eliminated
AIM
eliminated
eliminated
DIPMIS
AIM
eliminated
eliminated
10 AIM
Sanitized Copy Approved for Release 2011/06/06: CIA-RDP88G01332RO01201470002-5