SUMMARY AND RECOMMENDATION FOR THE COMMITTEE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00832A000200080018-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: November 17, 2016
• Document Release Date: July 24, 2000
• Sequence Number: 18
• Publication Date: June 2, 1958
• Content Type: SUMMARY

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SLWMY AM REC DATIOl FOR WE CO s E
2 June 1,958
S I0N NOP L797: dated ' February 1957
25X1A 03, At:a Officer
eation
A. Summa 2 Aug
Suggester proposed that a brief of references be typed under
the text of a cable to further identify cables whose text is not
self-explanatory.
B. Sg4?F.Il?.M~ al ationS
On 19 February 1957, Deputy Cable Secretary, 25X1A
atate4 :
"The Cable Secretariat doubts that the mere identification
of subject matter would obviate pulling the reference. If
specific benefits to recipient officers can be determined
by.survey or study, the Cable Seeretsxiat will be glad to
reconsider the feasibility of applying the suggested treat-
ment to Incoming Cables. However, such a service vou
obviously require additional personnel within the Cable
Secretariat. Until those bodies were furnished and the T/0
a juoted, the Cable Secretariat could not perform the service,
however beneficial."
6 March 1957, Chief, O&M (OD/P ), stated: 25X1 A
It is our opinion that typing of a brief defeats the purpose
of the referencing theory. `or example, references:
a. Reduce the transmission time;
b. Reduce preparation time;
c. Are often made. to familiar working re a. tIons A
d. Usually involve a. problem of a desk who is aware
of the history;
e. Supplement the text; and
f, Decrease the possibility of violating "need to know.."
"This office concurs with the Cable Secretariat in his statement
that a "brief" of the referance(s) would not e1ix inate Pull ins
the references. ? e sa, ester recosmen a prccedure.L change
which is not w-rr ted on the basis of the inforation furnished.
In view of the above c xat8, this suggestion cannot be favor--
ably considered,"
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Sugg. No* 2797 Contd.
25X1A
In Norch 1957, Committee Members concurred in these. di: approvals
on a Round Robin concurrence sheet.
on 15 November 1957, the suggeater vent the Executive Secretary
a copy of a Memorandum, for All Cable Recipients from Cable Secretary,
(see TAB A) which had not only incorporated his
suggestion but caused him to re-open his case.
On 7 January 1958, Chief, O&M (DD/P) stated:
"Observation and interview has verified that the proposal
set forth in Suggestion No. 2797 is the same as a pro-
cedure currently in effect in the Cable Secretariat."
On 28 January 1958, Deputy Cable Secretary stated:
"The Cable Secretariat reccsm ends an award appropriate for an
estimated annual savings of $45,000 be presented to the orig-
inator of Employee Suggestion No. 2797 which suggested that
originators summarize references in outgoing cables to properly
identify subject matter, and that the same also be done on
incoming cables for the benefit of all recipients.
"This .recommendation .I s based on the followsing
a. ES no. 2797 was disapproved by the Cable Secretariat 19
February. 1957
(1) because of insufficient information concerning
the possible benefits to cable recipients, and
(2) :strong doubt that the increased workload in
summarizing references for incoming cables could
be absorbed by the Cable Secretariat without
additional personnel.
b. In September 1957, the Cable Secretariat began to summarize
references for both incoming and outgoing cables on a trial
basis. auestio es returned from 115 offices indicated great
enthusiasm for the service and attested to an aggregate savings
of 10.5 wan days per day. Cost to the Cable Secretariat in
providing the service was estimated at 1.5 man days per day.
let savings to the Agency was thus determined to be 9 personnel
at an ectiate L average salary of $5,000 per amnum for a total
of $45,000 per year.
The Cable Secretary's decision to initiate essentis11y the same
service described in ES No. 2797 for all cable recipients as an
extension of a service furnished the Director vas influenced by
two factors unrelated to the suggestion.
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(c l =y if AneJ Y ts>seweresrec required tooeuas c eve ti
a~~`
gee 'ereacee , ther t?3=,+,u review th t, and,
(2) Belief that the theoretical iasaprove . accuracy cowl
be achieved and the eddi.tional workload ahseeryrbed because
,of full on uty strength of 75 persons for 6eptawber in
evont t to 70 persons during arch 1957, loth Of these
beliefs have proven to be true ..A. our on.duty strength
b re fined high, the additional workload been
aheor?bed, and dissemination accwwy h is roved
(average error percentage records:? d as for September.,
October and Y saber declined to 0 for December,.
it would be appreciated if the person vaabmitting this aug-
gestion could be told that the decision by the Cable Sec-
retary to supply a short syuopeiss of the amt recent cable
w under rt4ken with no intent or desire to deprive him of
his just award.
Nit is reccx ended that thin ou stion be referred to DD/P
since a part of the suggestion has to a with the 2riaatos
Preparing the synopses. This is being done only ia'
end by only a few uuits, pr i. sari FE, T and occas sional.lf
Mi. and. M."
17,1he sate''s estta ate was slightly higher t
"Reflecting a , require cent that appro tely forty offices
are required to independently look up pertinent references--
considering the receipt of fifty cables daily based on a five..
clay v ark week, s sst l.ng three minutes (minim=) to Look up
each reference; total 150 minutes daily tiaee ot0
ruutea or loo hours daily spent in looking up references
equals 500 man. hours per - ek, equalli. 1/2 days
per day to 4M~e with the probl . At $5AOOO
equal e $62,500 annual savings. (Above is strictly an
estimate since eau er of copies effected by degree of
eensssitivity, s t saseas, etc., and the actual number of
copies received and disseminated unknown.
"Outgoing?.?COnsle' r originator's typing of a brief resume
on outgoing cables (when required for clarity) requires a
adioiss a want of the typist time which wou be reduced to
nibil by virtue of the fact that ultimate recipients of
'dcomeback?' copies (offices coordinated with, or copies
altaatributed to, by o/s) vould not be required to look up
c farefoess. Another thought is that this procedure should
reduce filing arequirest nta of all "informtion'1 offices."
wow
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Su W. No. 2797 Con td.
The Suggestion Awards Stiff then attempted to equate the
advantages and disadvantages to the customers. In response the
DC/EE, C/ +'E, C/Ia, C/ , DC/WE, C/wt, C/SR, and C/BE, pointed .
up the value of the synopses - on incoming cables iculorl,y -
but rested their case on the intangible benefits.
Line of Duty Status
in line-of-duty (A& ixa Officer ' Deputy Chief
fi.B . In . Division there is a cable
officer in the Executive Secre-
tariat's office who handles a.ll
cables.
-111, 4_1
~ ~,I
25X1A
I. Recognize adoption of suggestion.
2. $450.00 arr?m based on Intangible Benefits
(High-Extended)
Decision of Counittee
k" l dopted
Not Adopted
VxL_ N ~)_
25X1A
JL
d 4 .`.
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of support)
Letter of Appreciation
7f k
AR9 vec F jR,,.easp 2O00/~$/45 : CIf RDP80 40MAO0A2b908001~=
Cam., `..CUL(1 . Q ,_ ,~
/Support'e relation thereto is
that Of a customer who receives
support cables for action. FE/
Support does not have any re-
sponsibility for the handling
or fort of cables.
D. Executive S+ec 's Rccondation
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S-E-CSR.&.T
TAR A
4 November 1957 M
MEMORANDUM FORS All Cable Recipients
SUEJECF t Cable Reference Resumes
1. Your response to my memorandum of 30 September 1957 solic.
iting your comments concerning the value to your office of the Cable
Secretariat resumes of referenced cables was very gratifying.
2. You may be interested to know that based on the estimates
furnished by all offices, it appears that these resumes have reduced
the Agency workload by approximately 9 man days per day, or approxi-
mately $45,000 per year if we estimate the average salary at $59000.
In addition to the estimated saving in terms of dollars, the comments
show that almost without exception cables are easier to handle when
resumes are furnished. This is a 'service which we are happy to pro-
vide in our role of making your job easier.
3. I have observed that some units are preparing their own
resumes at the time on outgoing cable. is prepared. To the extent
that this is done, it makes our job in the Cable Secretariat easier.
able Secretary
25X1A
S-E-C--R-S"T
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